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In Soft1 you can "lock/ block" creating Documents (e.g. Purchases Docs, Sales Docs) and Entities (e.g. Customers, Stock Items etc) in order to avoid posting/ modifying, or deleting entries in periods including significant Financial Reports/ Statements.

The Date Limits setup is available through Financial Management (Business Operations > Date Limits) and refers to the following:

  1. Commercial/ Financial Management,
  2. Accounting and
  3. Revenue - Expenses. (Greek Installations)

Note

If you proceed to any action (creating/ saving a new Document) prior to the Date limits you have set, the message "Date range in between blocked dates (Date Limits)", will be displayed blocking this action. 



Commercial Date Limits


To set the preferable Date Limits, proceed to the below described steps:

  • Select the Soft1 Module you wish to set the date limits.
  • Define the Date up to which each module should be locked/ blocked. If you set, for example, the 20/02/2020 as a date limit, any modifications/ changes to records/ entries, deleting or creating a new record/ entry will be allowed only from 21/02/2020 onward. 
  • Type a Message for your own future reminder.
  • You may select certain Excluded Series, for which you do not wish to apply the Date Limits, e.g. modify/ create new orders without affecting the accounting/ financial result.
  • The Update date and Last updated by are automatically updated when jobs are running which result in locking General Ledger, e.g. Update Temporary Accounting Entries (see below).
Tip

The only action allowed is the Documents Open-item. For example, a Sales Document (debit) that has been created before the Date Limits, can be anytime matched/ open-item with a credit Document, regardless of the entry date or date limit.



Accounting Date Limits


To set the preferable Date Limits, proceed to the below described steps:

  • Select the Soft1 Module (General Ledger/ Cost Accounting).
  • Set the Date up to which each module should be locked/ blocked. If you set, for example, the 25/02/2020 as a date limit, any modifications/ changes to records, deleting or creating a new record/ entry will be allowed only from 26/02/2020 on wards.  
  • Set one of the 4 different options for the Date Limit Type:
    • Manual: Select it when the date limit is set by the User.
    • From official accounting report: Temporary not available.
    • From VAT accounting report: Temporary not available.
    • From update of Temporary accounting entries: If at General Ledger parameters, the "Date Limit: following update of Temporary entries" parameter is set to <Yes>, then upon Finalizing of temporary accounting records/ entries job, the date limits are automatically updated until the Finalization date. Moreover, date limits will be applied to every commercial management module, which is involved, from which the accounting entries have resulted.
  • Define a specific Journal respectively to the selected module, for example, the General Journal, Trial Balance Journal etc.
  • Type a Message for your own future reminder.
  • The Update date and Last updated by are automatically updated when jobs are running which result in locking General Ledger, e.g. Update Temporary Accounting Entries (see below).




Revenue/Expenses Date Limits (Greek Installations)


To set the preferable Date Limits, proceed to the below described steps

  • Select the Soft1 Module (e.g. Revenue/Expenses Documents). 
  • Set the Date up to which each module should be locked/ limited/ blocked. If you set, for example, the 31/12/2020 as a date limit, any modifications/ changes to records, deleting or creating a new record/ entry will be allowed only from 01/01/2021 on wards.
  • Set on of the 3 different options for the Date Limit Type
    • Manual: Select it when the date limit is performed by the User.
    • From official accounting report: If you run a certain official report of Revenue-Expenses and select at the "Official printout: Yes", then, then date limit shall be applied up to the date the report will be executed.
    • From VAT accounting report: Upon printing the V.A.T Periodic Statement F2 a message will appear to select whether the records shall be locked upon printing the statement or not.
  • Select the Company Branches for which the date limits will be applied.
  • Type a Message for your own future reminder.
  • The Update date and Last updated by are automatically updated when jobs are running which result in locking Revenue - Expenses e.g. Revenue/Expenses Book.