Our 'Closed Period' feature will allow you to "close" an accounting period of your books and restrict another user's ability to make changes to that period.
Additionally, our 'Closed Period Report' will allow users to see changes that impact a closed period.
Establishing a closed period is essential for preserving data integrity.
How to add a 'Closed Period'
After auditing your accounts and invoices, enable a closed accounting period for an additional layer of protection:
Choose the 'Settings' tab.
Select 'Company'
Click on 'Accounting', and toggle the switch to the 'ON' position
Enter the date for which you'd like to close your books. (All changes will be restricted on and before this date)
Next, choose your modification method, as managers and accountants can modify calls with a simple warning or a specific password. (If the password option is used, any manager can change it, but changes will be logged in the 'History' tab of the feature)
'Save Changes' once you're finished.
Restrictions
Restrictions include things like:
Modifying a call completed within a closed period
Recording/Voiding a payment dated within a closed period.
Backdating/Undoing a release to impact a closed period.
Deleting a call within a closed period.
Managers and Accountants
Managers and accountants can override calls in a closed period, but changes are tracked and visible in the 'Closed Period' report.
There is no way to restrict closed period settings to specific managers, but all changes made to these settings are tracked in history to ensure continual accountability and visibility on changes.
IMPORTANT NOTE: You can only modify closed calls from the web app, not the mobile app.
Dispatchers and Drivers
Once a closed period is set, dispatchers and drivers can no longer modify anything within the closed period.
IMPORTANT NOTE: Impounds are considered closed based on their release date; an impound that isn't released within a closed period is not considered closed and is still accessible by your team members.
'Closed Accounting Period' Reporting
As mentioned earlier, any changes to a call within a closed accounting period will be recorded in the 'Closed Accounting Period' report.
You can access this report by:
Selecting the 'Reports' tab
Choosing 'Financial Reports' → 'Closed Accounting Period'
Simply enter a date range, and run your report.
The Closed Accounting Period report will display results based on when the call was last modified.
The 'Closed Period' option is included in the Pro Plan and above.