The lock a date feature allows accountants to lock financial records preventing any changes being made. Using the lock feature ensures accurate, reliable financial records while preventing unauthorised changes. A farm must be linked to an accountant's workspace before the date lock can be applied. Farmers and other users will be notified when their farm’s financial data is locked.
Who Can Lock/Unlock Dates?
Only accountants can lock or unlock financial dates.
What happens when a subscription is locked?
Locked users cannot:
Edit invoices or transactions.
Use the match function.
Edit the livestock grid including creating new non-financial events.
Make any changes on the Actuals page for the locked date or any earlier date.
When the lock is applied, if users try to create a new invoice or make changes, they will receive a warning indicating the action is restricted.
When a lock is applied, users will have read-only access to invoices or transactions dated on or before the lock date. These entries will be clearly marked with a read-only token for easy identification.
How to tell if your data is locked?
Go to Settings > Financials.
The following warning will be shown:
NOTE: Bankers and consultants will see the same permissions as farmers.
Unlocking a Locked Financial Year
Farm Focus Customer Support can override the lock date in specific situations, but the preferred process is as follows:
Consult your accountant first - If you need to unlock your financial year, the best practice is to contact your accountant. They can assist you with unlocking your subscription directly.
When to contact Farm Focus support - Customer support should only be contacted to unlock the financial year in exceptional circumstances, such as if your business changes accountancy firms. The subscription admin must contact Customer support.
By following this process, you ensure your financial data stays secure and aligned with professional advice.
Exceptions
Any externally imported file with a date in the locked period can still be edited providing the date is changed to be outside the locked period. An externally imported file includes Invoice Scanner, File Upload or Bank file.