Lock an Invoice or Invoices

The invoice must be locked before journal entries can be created for the invoice line items.

Object event scripts can also be used to control locking access. Examples:

  • Any user with locking access, except the user who created the invoice, can lock an invoice.
  • Any user who is in the Administration group should not be subjected to the restriction.

If invoice printing settings are configured to Preserve Invoice Report Information, locking the invoice generates the invoice XML and stores it in the MineMarket database. See Specify Sales and Marketing Settings.

The contractual invoice types that have been defined for the associated sales or purchase contract specify whether to automatically Generate Journals On Lock. If journal entries are not created automatically, after the invoice is locked, the journals can be manually created. See Create Journal Entries Manually for an Invoice.

This activity is applicable to all document types.

Security Note: You need the following security rights for this activity:

  • Allow invoice maintenance security right in the Contracts domain security rights group
  • The applicable Allow the user to lock [document type] security right in the Invoice user group security rights group. However, the Allow the user to lock freight invoices security right controls this activity for freight invoices, freight commission invoices, freight demurrage invoices, freight demurrage commission invoices and service demurrage invoices.

Activity Steps

  1. To lock an individual invoice:
    1. Open the Sales Invoice, Credit Note, Purchase Invoice, Purchase Credit Note, Demurrage Invoice, Freight Invoice, Freight Commission Invoice, Freight Demurrage Invoice, Freight Demurrage Commission Invoice, Service Invoice or Service Demurrage Invoice.
    2. Click Lock.
  2. To lock multiple invoices:
    1. Open the Invoice Explorer.
    2. Find the invoices. See Find Invoices.
    3. Check Selected to include invoices in the batch.
    4. Right-click in the Invoice field group, and select Batch Operations » Lock All from the menu.

      The Batch Log displays the status of the locking operation for each invoice in the batch.

    5. Close the Batch Log.
  3. Click Save.