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Accounting Lock Dates

Control edits, protect closed periods, and maintain accounting accuracy. Accounting Lock Dates in X-1FBO allow your team to prevent changes to transactions within a closed accounting period.

Written by Amanda

What is an Accounting Lock Date?

An Accounting Lock Date restricts users from modifying transactions dated on or before a specified date.

This feature is typically used when:

  • A period has been closed in your accounting system (e.g., QuickBooks)

  • Financial reports have been finalized

  • You want to prevent accidental or unauthorized changes to historical data

📌 Best Practice:
If you lock a period in your accounting system, it is recommended to apply the same lock date in X-1FBO to prevent sync discrepancies.

Lock Types

X-1FBO offers two levels of access control when applying a lock date:

1. Full Lock (All Users)

  • No users can edit transactions within the locked period

  • Ideal for fully closed and finalized financial periods

2. Limited Access Lock

  • Only users with specific roles (e.g., Admin, Accounting) can make changes

  • Other users (e.g., CSR roles) are restricted to view-only access

📌 Access is controlled by user roles and permissions.

What Transactions & Operations Are Impacted?

When an Accounting Lock Date is applied, all transactions and edits related to the locked period are restricted.

Accounts Receivable (AR)

  • Editing invoices (price, quantity, taxes)

  • Changing invoice status (e.g., Ready → Posted)

  • Deleting or voiding invoices

Payments & Batches

  • Closing or modifying payment batches

  • Adjusting settled or historical transactions

  • Updating payment allocations

Billing Adjustments

  • Creating credit memos or refunds tied to locked-period invoices

  • Rebilling or correcting historical invoices

Fuel Operations (Accounting-Linked)

  • Editing fuel tickets tied to invoices in the locked period

  • Adjusting quantities or pricing if already invoiced

  • Modifying inventory-impacting transactions tied to accounting records

📌 Many fuel and operational edits are restricted once tied to invoiced or posted accounting activity, reinforcing data integrity.

How to Add an Accounting Lock Date:

  1. Navigate to Accounting > Accounting Lock Dates.

  2. From there, you can set the desired lock date to restrict any new transactions from being recorded in the closed period.

3. Click Save to apply the lock.

How to Delete an Accounting Lock Date

  1. Navigate to Accounting > Accounting Lock Dates.

  2. Locate the lock date you wish to remove.

  3. Click the Delete button next to it.

  4. Confirm the action by clicking OK.

Need Help?
Still have questions? Contact the X-1 Support Team anytime — we’re happy to assist you.

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