{"id":603,"date":"2026-08-22T00:40:33","date_gmt":"2026-08-21T16:40:33","guid":{"rendered":"https:\/\/fee.plus\/support\/?post_type=ht_kb&p=603"},"modified":"2026-08-22T01:23:34","modified_gmt":"2026-08-21T17:23:34","slug":"feeplus-lock-policy-admin-training-guide","status":"publish","type":"ht_kb","link":"https:\/\/fee.plus\/support\/knowledge-base\/feeplus-lock-policy-admin-training-guide\/","title":{"rendered":"FeePlus Lock Policy: Admin Training Guide"},"content":{"rendered":"\n

This guide helps administrators configure Lock Policies for common business scenarios, such as month-end closing, audit controls, late-payment restrictions, and event attendance cutoffs.<\/p>\n\n\n\n

Use this guide when you know the outcome you want and need to decide which lock settings to use.<\/p>\n\n\n\n

Each Lock Policy applies to one action only. To restrict multiple actions\u2014such as Edit and Delete\u2014you must create a separate policy for each action.<\/p>\n\n\n\n

For a full explanation of Lock Policy concepts, see the [FeePlus Lock Policy guide<\/a>].<\/p>\n\n\n\n

Table of Contents<\/h2>\n\n\n\n
    \n
  1. Lock invoices after month-end<\/a><\/li>\n\n\n\n
  2. Prevent backdated invoices<\/a><\/li>\n\n\n\n
  3. Prevent editing or deleting payments after reconciliation<\/a><\/li>\n\n\n\n
  4. Lock event attendance changes after the event day<\/a><\/li>\n\n\n\n
  5. Lock completed events from being changed<\/a><\/li>\n\n\n\n
  6. Allow managers to override a lock<\/a><\/li>\n\n\n\n
  7. Use a hard lock for audit or tax controls<\/a><\/li>\n<\/ol>\n\n\n\n

    Before You Begin<\/h2>\n\n\n\n

    Lock Policies are configured in:<\/p>\n\n\n\n

      \n
    • Business Settings \u2192 Financial \u2192 Invoice Lock Policy<\/strong><\/li>\n\n\n\n
    • Business Settings \u2192 Financial \u2192 Payment Lock Policy<\/strong><\/li>\n\n\n\n
    • Business Settings \u2192 Calendar \u2192 Calendar Lock Policy<\/strong><\/li>\n<\/ul>\n\n\n\n

      When adding a policy, you will choose:<\/p>\n\n\n\n

        \n
      • Action<\/strong> \u2014 Create, Edit, Delete, Add Participant, or Change Participant<\/li>\n\n\n\n
      • Rule Type<\/strong> \u2014 Fixed Period or Relative Cutoff<\/li>\n\n\n\n
      • Severity<\/strong> \u2014 Soft or Hard<\/li>\n\n\n\n
      • Override Permissions<\/strong> \u2014 the module permission required to override a Soft Lock. Ensure this permission is granted only to authorised administrators or managers<\/li>\n\n\n\n
      • Enabled<\/strong> \u2014 whether the policy is active<\/li>\n<\/ul>\n\n\n\n
        \"FeePlus
        Invoice & Payment Lock Policy: Click Add New<\/strong> button to add new lock policy<\/figcaption><\/figure>\n\n\n\n
        \n\n\n\n

        Scenario 1: Lock Invoices After Month-End<\/h2>\n\n\n\n

        Use this when<\/h3>\n\n\n\n

        You have completed the accounts for a month and want to prevent invoices in that period from being changed or deleted.<\/p>\n\n\n\n

        Recommended settings<\/h3>\n\n\n\n
        Setting<\/th>Recommendation<\/th><\/tr><\/thead>
        Module<\/td>Invoice Lock Policy<\/td><\/tr>
        Rule Type<\/td>Fixed Period<\/td><\/tr>
        Period<\/td>First to last day of the closed month<\/td><\/tr>
        Actions<\/td>Edit and Delete<\/td><\/tr>
        Severity<\/td>Hard for completed\/audited periods; Soft if managers may correct exceptions<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

        Example<\/h3>\n\n\n\n

        To lock July 2026:<\/p>\n\n\n\n

          \n
        • Action: Edit<\/strong><\/li>\n\n\n\n
        • Rule Type: Fixed Period<\/strong><\/li>\n\n\n\n
        • Start Date: 1 July 2026<\/strong><\/li>\n\n\n\n
        • End Date: 31 July 2026<\/strong><\/li>\n\n\n\n
        • Severity: Hard<\/strong><\/li>\n<\/ul>\n\n\n\n

          Create a second policy for Delete<\/strong> if invoice deletion must also be blocked.<\/p>\n\n\n\n

          \n

          Important: Create separate policies for Edit and Delete. A policy applies to one action at a time.<\/p>\n<\/blockquote>\n\n\n\n

          \"FeePlus<\/figure>\n\n\n\n
          \n\n\n\n

          Scenario 2: Prevent Backdated Invoices<\/h2>\n\n\n\n

          Use this when<\/h3>\n\n\n\n

          You want users to create invoices only within a recent period\u2014for example, no more than five days in the past.<\/p>\n\n\n\n

          Recommended settings<\/h3>\n\n\n\n
          Setting<\/th>Recommendation<\/th><\/tr><\/thead>
          Module<\/td>Invoice Lock Policy<\/td><\/tr>
          Rule Type<\/td>Relative Cutoff<\/td><\/tr>
          Action<\/td>Create<\/td><\/tr>
          Cutoff<\/td>Your allowed backdating period, such as 5 days<\/td><\/tr>
          Severity<\/td>Soft or Hard, depending on your approval process<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

          Example<\/h3>\n\n\n\n

          To prevent invoices dated more than five days ago:<\/p>\n\n\n\n

            \n
          • Action: Create<\/strong><\/li>\n\n\n\n
          • Rule Type: Relative Cutoff<\/strong><\/li>\n\n\n\n
          • Lock Before: 5 days<\/strong><\/li>\n\n\n\n
          • Severity: Soft<\/strong><\/li>\n\n\n\n
          • Override Permission: Financial \u2192 Create, for authorised finance users<\/li>\n<\/ul>\n\n\n\n

            Users can still create current invoices, but invoices dated before the cutoff are locked.<\/p>\n\n\n\n

            \"FeePlus<\/figure>\n\n\n\n
            \n\n\n\n

            Scenario 3: Prevent Editing or Deleting Payments After Reconciliation<\/h2>\n\n\n\n

            Use this when<\/h3>\n\n\n\n

            Payments have been reviewed, reconciled, or reported and should no longer be changed.<\/p>\n\n\n\n

            Recommended settings<\/h3>\n\n\n\n
            Setting<\/th>Recommendation<\/th><\/tr><\/thead>
            Module<\/td>Payment Lock Policy<\/td><\/tr>
            Rule Type<\/td>Fixed Period or Relative Cutoff<\/td><\/tr>
            Actions<\/td>Edit and Delete<\/td><\/tr>
            Severity<\/td>Hard for reconciled periods<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Choose the rule type<\/h3>\n\n\n\n
              \n
            • Use Fixed Period<\/strong> when closing a known accounting period, such as a completed month.<\/li>\n\n\n\n
            • Use Relative Cutoff<\/strong> when payments should automatically become uneditable after a number of days.<\/li>\n<\/ul>\n\n\n\n

              Example<\/h3>\n\n\n\n

              To prevent payment changes after seven days:<\/p>\n\n\n\n

                \n
              • Action: Edit<\/strong><\/li>\n\n\n\n
              • Rule Type: Relative Cutoff<\/strong><\/li>\n\n\n\n
              • Lock Before: 7 days<\/strong><\/li>\n\n\n\n
              • Severity: Hard<\/strong><\/li>\n<\/ul>\n\n\n\n

                Create another policy for Delete<\/strong> if payment deletion must also be prevented.<\/p>\n\n\n\n

                \"FeePlus<\/figure>\n\n\n\n
                \n\n\n\n

                Scenario 4: Lock Event Attendance Changes After the Event Day<\/h2>\n\n\n\n

                Use this when<\/h3>\n\n\n\n

                Attendance or participant records should not be changed after an event has ended or after a defined number of days.<\/p>\n\n\n\n

                Recommended settings<\/h3>\n\n\n\n
                Setting<\/th>Recommendation<\/th><\/tr><\/thead>
                Module<\/td>Calendar Lock Policy<\/td><\/tr>
                Rule Type<\/td>Relative Cutoff<\/td><\/tr>
                Actions<\/td>Add Participant and Change Participant<\/td><\/tr>
                Severity<\/td>Soft for manager-reviewed exceptions; Hard for final attendance records<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                Example: Prevent Teachers From Changing Attendance After the Event Day<\/h3>\n\n\n\n

                To stop teachers from changing attendance after the event day, while allowing administrators to handle exceptions:<\/p>\n\n\n\n

                  \n
                • Action: Add Participant<\/strong><\/li>\n\n\n\n
                • Rule Type: Relative Cutoff<\/strong><\/li>\n\n\n\n
                • Lock Before: 0 days<\/strong><\/li>\n\n\n\n
                • Severity: Soft<\/strong><\/li>\n\n\n\n
                • Override Permission: Calendar \u2192 Edit<\/strong> (administrators only)<\/em><\/li>\n<\/ul>\n\n\n\n

                  Create a second policy with the same settings for:<\/p>\n\n\n\n

                    \n
                  • Action: Change Participant<\/strong><\/li>\n<\/ul>\n\n\n\n
                    \n

                    Teachers without the Calendar \u2192 Edit permission will see the lock message and cannot override it. Administrators with that permission can select Override Lock<\/strong> when a legitimate attendance correction is needed.<\/p>\n<\/blockquote>\n\n\n\n

                    \n

                    If attendance must never be changed after the event day, set the Severity to Hard<\/strong> instead. No user will be able to override the lock.<\/p>\n<\/blockquote>\n\n\n\n

                    \"FeePlus<\/figure>\n\n\n\n
                    \n\n\n\n

                    Scenario 5: Lock Completed Events From Being Changed<\/h2>\n\n\n\n

                    Use this when<\/h3>\n\n\n\n

                    An event is completed and its date, details, or attendance record must remain unchanged.<\/p>\n\n\n\n

                    Recommended settings<\/h3>\n\n\n\n
                    Action<\/th>Why lock it?<\/th><\/tr><\/thead>
                    Edit<\/td>Prevent changes to event details, including cancellation, rescheduling, or changes to the event instance location<\/td><\/tr>
                    Delete<\/td>Prevent removal of the event record<\/td><\/tr>
                    Add Participant<\/td>Prevent late attendance additions<\/td><\/tr>
                    Change Participant<\/td>Prevent edits to participation status<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                    For high-control events, create a hard lock for each applicable action.<\/p>\n\n\n\n

                    \n

                    Tip: Use a Relative Cutoff if the lock should happen automatically after the event is completed. Use a Fixed Period if you need to lock a specific event date range.<\/p>\n<\/blockquote>\n\n\n\n

                    \n

                    Create policies only for the actions you need to restrict. For example, locking Event Edit does not automatically lock attendance changes; Add Participant and Change Participant require their own policies.<\/p>\n<\/blockquote>\n\n\n\n

                    \n\n\n\n

                    Scenario 6: Allow Managers to Override a Lock<\/h2>\n\n\n\n

                    Use this when<\/h3>\n\n\n\n

                    Most users should be blocked, but selected administrators or finance managers may handle genuine exceptions.<\/p>\n\n\n\n

                    Recommended settings<\/h3>\n\n\n\n
                      \n
                    • Severity: Soft<\/strong><\/li>\n\n\n\n
                    • Add the appropriate Override Permission<\/li>\n\n\n\n
                    • Confirm that the intended user has that permission<\/li>\n<\/ul>\n\n\n\n

                      A user can override only when:<\/p>\n\n\n\n

                        \n
                      1. The applicable policy is a Soft Lock.<\/li>\n\n\n\n
                      2. The user has the required override permission.<\/li>\n\n\n\n
                      3. No Hard Lock is also active.<\/li>\n<\/ol>\n\n\n\n

                        A finalized tax period, validated e-invoice, settled payment, or another system-enforced lock may prevent the Override Lock button from appearing.<\/p>\n\n\n\n

                        \"FeePlus<\/figure>\n\n\n\n
                        \n

                        Important<\/strong>: A Soft Lock does not automatically allow an override. The user must also have the required override permission, and no Hard Lock or system-enforced restriction may apply.<\/p>\n<\/blockquote>\n\n\n\n

                        \n\n\n\n

                        Scenario 7: Use a Hard Lock for Audit or Tax Controls<\/h2>\n\n\n\n

                        Use this when<\/h3>\n\n\n\n

                        Changes must never be made after a period is finalized, audited, submitted, or approved.<\/p>\n\n\n\n

                        Recommended settings<\/h3>\n\n\n\n
                        Business need<\/th>Recommended configuration<\/th><\/tr><\/thead>
                        Month-end audit close<\/td>Fixed Period + Hard Lock<\/td><\/tr>
                        Tax reporting period<\/td>Fixed Period + Hard Lock<\/td><\/tr>
                        Prevent post-reconciliation payment changes<\/td>Relative Cutoff + Hard Lock<\/td><\/tr>
                        Final event attendance record<\/td>Relative Cutoff + Hard Lock<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                        Hard Locks do not allow an override. Use them only when exceptions must be handled through a separate formal process.<\/p>\n\n\n\n

                        \n\n\n\n

                        Admin Checklist Before Enabling a Policy<\/h2>\n\n\n\n

                        Before saving a new Lock Policy, confirm:<\/p>\n\n\n\n

                          \n
                        • The correct module and action are selected.<\/li>\n\n\n\n
                        • The period or cutoff is correct.<\/li>\n\n\n\n
                        • Soft or Hard severity matches your business process.<\/li>\n\n\n\n
                        • Override permissions are assigned only to appropriate roles.<\/li>\n\n\n\n
                        • The policy does not duplicate an existing rule.<\/li>\n\n\n\n
                        • You have tested the outcome using a non-production or test record where possible.<\/li>\n<\/ul>\n\n\n\n

                          Common Questions<\/h2>\n\n\n\n

                          Should I use Fixed Period or Relative Cutoff?<\/h3>\n\n\n\n

                          Use Fixed Period<\/strong> for known dates, such as month-end, tax periods, or audit windows.<\/p>\n\n\n\n

                          Use Relative Cutoff<\/strong> for rolling controls, such as preventing changes older than five days.<\/p>\n\n\n\n

                          Why is the Override Lock button missing?<\/h3>\n\n\n\n

                          The user may not have the required permission, the policy may be a Hard Lock, or another Hard Lock\/system-enforced restriction may apply.<\/p>\n\n\n\n

                          Do I need separate policies for Edit and Delete?<\/h3>\n\n\n\n

                          Yes. Each policy applies to one action, so configure separate rules for every action you want to control.<\/p>\n","protected":false},"author":1,"featured_media":604,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht_kb_category":[17],"ht_kb_tag":[],"class_list":["post-603","ht_kb","type-ht_kb","status-publish","format-standard","has-post-thumbnail","hentry","ht_kb_category-lock-policy"],"yoast_head":"\nFeePlus Lock Policy: Admin Training Guide - FeePlus Help Centre<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/fee.plus\/support\/knowledge-base\/feeplus-lock-policy-admin-training-guide\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"FeePlus Lock Policy: Admin Training Guide - FeePlus Help Centre\" \/>\n<meta property=\"og:description\" content=\"This guide helps administrators configure Lock Policies for common business scenarios, such as month-end closing, audit controls, late-payment restrictions, and event attendance cutoffs. 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