How to
Lock a year when its books are final
How to lock a finished year so nothing more is entered in it, open the next year, and unlock a year if an auditor's adjustment is needed.
Once a year's books are final, usually after the year-end review or audit, lock the year. Nothing more can be entered or reversed in it, so the statements you gave the board and the auditor stay as they were.
Steps
- Open Books, then the books, then Entries.
- Press Years.
- Find the year and press Lock this year.
The year now shows Locked, with who locked it and when.
Unlock a year
Sometimes the auditor asks for an adjustment after the year is locked.
- On Years, find the locked year.
- In Why does it need unlocking?, say why, for example "The auditor's adjustment for the roof repair".
- Press Unlock this year.
- Make the entry. See Make an entry in the books.
- Press Lock this year again.
Every lock and unlock is kept, with the reason, for the auditor to see.
Open the next year
The first entry dated in a new year opens that year by itself. To open it ahead of time, press Open the next year.
Good to know
- Only owners, treasurers and accountants can lock and unlock years.
- Locking doesn't change any numbers. Last year's result still carries into this year's opening fund balances; see Read your reports, and drill down to any amount.
- If an entry won't save because its year is locked, date it in an open year or ask to have the year unlocked.