Operation of Purchase Invoice Posting Date and Period Locks

This guide discusses the functionality of the posting date and period locks in relation to purchase invoices. The posting date affects the date of the voucher, and period locks regulate what actions can be performed during closed periods.

In addition to the invoice date, a posting date has been added to purchase invoices, which determines the date of the voucher. This article describes the functionality of the posting date and period locks.

A locked period refers to a point in time when fiscal year lock, VAT lock, or purchase ledger lock is active. An open period refers to a point in time when none of the locks are active. Read more about locks in the fiscal year management guide.

• If a posting date is given for the invoice, the voucher is posted on the posting date, and the period lock check is done against the posting date. If no posting date is given, the invoice date is used.
• The accountant can also edit the invoice date on e-invoices, but editing should be considered carefully because the invoice date should be the same for both the sender and the receiver. It is better to edit the posting date, which determines the voucher date.
• If the invoice dates are automatically updated to an open period, for example, during approval or accounting, the new date is always set as the posting date. The date is set as the first day of the open period.
• If the posting date is manually edited or through the interface, the new date must be within an open period.
• If the invoice is in a locked period and has a voucher:
  • If the invoice is approved, no actions can be performed on the invoice.
  • If the invoice is not approved, the invoice can be reviewed and approved without changing the information.
• If the invoice is in a locked period but does not have a voucher:
  • The user must confirm the update of the posting date. The posting date is set as the first open day. In this case, the invoice is no longer in a locked period, so changes are allowed.
  • If the user has bypassed the lock (accountant and only purchase ledger lock or VAT lock bypass), the first open day is calculated considering the bypass.
• A purchase ledger lock does not apply to the accountant, and they can act as if there is no lock.
• The same supplier cannot have multiple invoices with the same invoice number in the same fiscal year based on the posting date.

Notifications

If the invoice date is in a locked period and the posting date is in an open period, this is notified to the user in the purchase invoice view:

If the posting date is updated by the system, for example, when approving the invoice, a notification is displayed:

Keywords: posting date, period locks, purchase invoice, fiscal year, VAT lock, purchase ledger

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