Invoice Locking

This optional feature will prevent locked invoices from being modified.

• This feature is optional.  Be sure to understand and accept how the locked invoice feature works before enabling it.  
• It is not recommended to enable this feature and then disable the feature later. 
• The manner in which this feature operates differs based on the Invoice Method setting.

Applies To:    Enterprise    Plus    Basic

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InvoiceA Method

This feature operates as follows when enabled for sites using the InvoiceA method.

• An additional Invoice Status option called "Locked" becomes available. 
• Users can manually select the "locked" status.  However, once the invoice is saved, the invoice is locked and cannot be modified manually or by any process that would modify the invoice automatically.
• When the [Cleared for Graduation] field is set to Yes in a Client Program record, all invoices related to that program enrollment will automatically be set to "Locked".
• When an automated process attempts to modify a locked invoice, a separate process occurs that compares the entire existing invoice against all fees that should be modified, added to, or removed from the invoice. These differences are then recorded to a new invoice under a special client record with a Client ID = "FinanceControl".  This client record can contain any values in the name fields, but the Client ID must be set to "FinanceControl" and must be created in order for this process to operate correctly.
• There are numerous possible triggers that can launch an invoice change.  When any of those data changes are made for a client with a locked invoice, a user with permission to use the [Auto Invoice Bulk] function should run this function to account for any invoice cost differences.
• The [Auto Invoice Bulk] function is accessible at Settings/Security > System Tools > Auto Invoice Bulk. A user must have permission to run this function.
• There are three options on the [Auto Invoice Bulk] function:
  • One Client:  This option will check the invoice for One Client for One Session only.
  • One Course:  This option will check all client invoices assigned to One Course.  Session and Facility are required to confirm the proper course section.
  • Last Name Range:  This option will check all client invoices for One Session based on the last name of the clients within the alphabetical range selected.  This option can only be run off normal hours due to the effect this extensive function has on system performance.
• When a difference between the existing locked invoice and the appropriate fee exists, a new invoice under the FinanceControl client is created.
  • Each line item difference creates a new invoice.
  • A difference between the regular cost or student cost will trigger a difference. Both regular and student costs are recorded in the new invoice.
  • If the difference is already recorded into a FinanceControl invoice for that client and session, the difference will not record again. This will assure that no duplicates are created.  However, should another change to the same fee item be made more than once, the fee will not duplicate.
• A single locked invoice can be unlocked using the [Unlock Invoice] function described below.

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InvoiceB/C Method

This feature operates as follows when enabled for sites using the InvoiceB or InvoiceC methods.

• An additional Invoice Status option called "Locked" becomes available. 
• Users can manually select the "locked" status.  However, once the invoice is saved, the invoice is locked and cannot be modified manually or by any process that would modify the invoice automatically.
  • InvoiceB: If an automatic process attempts to change a locked invoice, the invoice change is ignored and not recorded.
  • InvoiceC: Because InvoiceC method limits each client to a single invoice per day, if an automatic process attempts to change a locked invoice, a new invoice will be created instead.
• A single locked invoice can be unlocked using the [Unlock Invoice] function described below.

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Unlock Invoice Function

This function will unlock a single invoice by setting the Invoice Status to "Active".

• The user must have permission to run this function.
• Go to Settings/Security > Client Functions > Unlock Invoice.
• Enter a complete Invoice Number into the form field and click [Unlock].
• The invoice is now set to "Active" and can be modified by any user with edit permissions.
  

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