This document provides detailed instructions on how to manage record locking in HirePOS to prevent inadvertent changes and ensure data integrity.

It is crucial to have control over who can make changes to records in HirePOS. To temporarily unlock a sales record:

• Ensure you are an Administrator level user

• Open the locked record

• Select the Options button in the top right corner

• Select Unlock

• Make the necessary changes

• Press Save

The record will automatically re-lock itself after saving, preventing further unintended modifications. Consider elevating non-administrator users to an administrator role if they frequently need to edit locked records.

In HirePOS, various types of record locks can occur, some of which can only be temporarily removed after they are set:

• Manual Record Lock

• Lock on Export

• Lock on EOM Rollover

• Invoice Approval Lock

• Lock Before Date

• Lock Paid Invoices

• Manual Record Lock (Permanent)

Performing a Manual Record Lock is irreversible. This lock prevents direct edit/save operations on the record via the Sales screen. While payments can still be received, finer details are not editable. Only an administrator can temporarily unlock the record for changes.

To manually lock a sales record:

• Open the Sales Record

• Select the Options button

• Select Lock

When using integration modules like Xero, MYOB, or Quickbooks, you can choose to automatically lock all exported records to prevent inadvertent changes. The same rules as Manual Record Lock apply.

To enable Lock Invoices On Export:

• Log in to your Integration tool

• Navigate to the Options Tab

• Select/Unselect Lock Invoices On Export

Locking rolled invoices during an EOM rollover ensures data integrity. The same rules as Manual Record Lock apply.

Approving a Sales Record locks it by default. Changing an approved invoice back to draft will unlock it unless manually locked.

This system-wide restriction prevents editing records dated earlier than a specific date. It is commonly used to maintain historical accuracy.

To set/remove the Lock Before Date restriction:

• Go to Setup > Preferences > Restrictions > Record Locking

This restriction locks fully paid invoices to prevent unintended changes that alter completed records.

To set this restriction:

• Go to Setup > Preferences > Restrictions > Record Locking

By following these guidelines, you can effectively manage record locking in HirePOS to maintain data integrity and prevent unauthorized modifications.