1. Introduction

Lock Policies in FeePlus allow businesses to control when certain financial or calendar actions can be performed.

They help prevent:

• Backdated invoices
• Late payment edits
• Unauthorized event changes
• Post‑event attendance manipulation
• Month‑end or period‑end data tampering

Lock Policies apply to Invoice, Payment, and Calendar Events, and are managed from:

Business Settings → Financial → Invoice / Payment

Business Settings → Calendar → Lock Policy

Need help configuring a Lock Policy for a specific business situation?
See the FeePlus Lock Policy: Admin Training Guide for step-by-step scenarios, including month-end invoice locks, preventing backdated invoices, payment controls, event attendance cutoffs, and manager overrides.

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2. Lock Policy Concepts

FeePlus supports two types of lock rules:

A. Fixed Period Lock

A specific date range is locked.

Example:

Locked from 2026‑07‑01 to 2026‑07‑31

Actions falling inside this period are blocked.

Use cases:

• Month‑end closing
• Tax periods
• Semester/term closing
• Financial audit windows

B. Relative Cutoff Lock

Actions are locked based on how old the record is.

Example:

Locked for records older than 5 days
(before 2026‑08‑16)

Use cases:

• Prevent backdated invoices
• Prevent late payment edits
• Prevent changing event participation after event ends
• Prevent modifying attendance after X days

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3. Where Lock Policies Are Configured

Financial → Invoice Lock Policy

Controls:

• Invoice Create
• Invoice Edit
• Invoice Delete

Financial → Payment Lock Policy

Controls:

• Payment Create
• Payment Edit
• Payment Delete

Calendar → Calendar Lock Policy

Controls:

• Event Create
• Event Edit
• Event Delete
• Add Participant
• Change Participant

Each module has its own table showing:

• Action
• Rule Type
• Description
• Enabled status

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4. Understanding Lock Actions

Invoice Lock Actions

Action	Description
Create	Prevent creating invoices on locked dates or older than cutoff
Edit	Prevent editing invoices inside locked periods or after cutoff
Delete	Prevent deleting invoices inside locked periods

Payment Lock Actions

Action	Description
Create	Prevent creating payments on locked dates or older than cutoff
Edit	Prevent editing payments inside locked periods or after cutoff
Delete	Prevent deleting payments inside locked periods

Calendar Event Lock Actions

Action	Description
Create	Prevent creating events on locked dates
Edit	Prevent editing events inside locked periods
Delete	Prevent deleting events inside locked periods
Add Participant	Prevent adding participants after cutoff or after event ends
Change Participant	Prevent changing participation after cutoff or after event ends

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5. Adding a Lock Policy (Modal UI)

When you click Add New, you will see a modal with:

A. Action

Choose what action to lock:

• Create
• Edit
• Delete
• Add Participant
• Change Participant

B. Rule Type

Choose lock type:

• Fixed Period → Start Date + End Date
• Relative Cutoff → Lock Before X days

C. Severity

• Soft → User sees warning but can override
• Hard → No override allowed

D. Override Permissions

Define which roles/modules can override the lock.

Example:

• Module: Financial
• Action: Edit

This means users with Financial‑Edit permission can override the lock.

E. Enabled

Turn the lock on/off.

F. Notes

Optional internal notes for admins.

Duplicate Detection

If a lock already exists for the same action + rule type, FeePlus shows:

Lock policy already exists. [Edit It Now]

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6. How Lock Alerts Work (UI Behavior)

When a user performs an action that is locked:

A. Soft Lock

User sees:

• A lock message
• A lock code
• An Override button (if overriding is allowed)

B. Hard Lock

User sees:

• A lock message
• A lock code
• No override button

Lock Message Examples

• Invoice cannot be created because the invoice date is locked.
• Payment cannot be edited because the payment is locked.
• Participation cannot be changed because the event instance is locked.

Lock Details

The UI also shows:

• Lock type
• Date range or cutoff
• Reason
• Severity

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7. Override Flow

FeePlus supports override for soft‑severity lock policies, but only when no other hard lock is active.

A user may override a lock only if all conditions below are met:

1. The lock policy is soft, and
2. The user has the required override permission, and
3. There is no other hard lock triggered by:
   • A user‑defined hard-severity lock policy
   • A system‑enforced lock such as:
     • Finalized tax period
     • E‑invoice validated invoice
     • Settled payment
     • Any other system‑coded hard lock

When any hard lock is present, the Override Lock button will not appear, even if a soft lock also applies.

If the lock allows override but the user does not have the required permission, the user will see:

You do not have permission to override this lock.

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8. Best Practices for Businesses

Financial

• Use Fixed Period for month‑end closing
• Use Relative Cutoff to prevent backdated invoices/payments
• Use Hard locks for tax periods

Calendar

• Use Relative Cutoff for participation changes
• Use Fixed Period for event creation/editing restrictions
• Use Hard locks for events that must not be altered after completion

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9. Summary

FeePlus Lock Policies give businesses precise control over financial and calendar actions.

With:

• Fixed Period
• Relative Cutoff
• Soft/Hard severity
• Override permissions
• Clear UI alerts

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❓ FAQ