Prior Period Lock in Dental4Windows

Prior Period Lock in Dental4Windows

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Below are instructions on how to Set Prior Period Lock Security Permissions and Prior Period Lock symbols in financial reports.

Set Prior Period Lock Security Permissions

Prior Period Lock allows the user to lock all financial data for a specified period. If the user wants to make any changes to the previous period they will need to have access to complete the action - e.g. Reverse Payment - plus the ability to edit a locked period. 
Prior Period Lock Settings
  1. Go to > Location Setup > Security tab
  2. Record menu > Security status
  3. Place a tick against
    1. Enter System Financial Prior Period LOCK date
    2. Edit LOCKED Period Records

    3. Click OK 
Set Prior Period Lock Permissions
Security can be applied to either Groups or Users. Set in Groups to quickly apply the same settings to all users associated with the Group. Set in Users to apply to one user at a time. 
  1. Within the Security tab, go to Groups or Users sub-tab, depending on how permissions will be set
  2. Highlight the Group/User
  3. Against the following settings, place a tick to allow the selected Group/User access, or remove the tick to deny the selected Group/User access
    1. Enter System Financial Prior Period LOCK date
    2. Edit LOCKED Period Records

Locked Period Record Changes Reporting (Prior Period Lock)

InfoThe use of both the Prior Period Lock and Reversals will add symbols to some financial reports to help users understand when only financial changes were made.

Such symbols will appear on the following reports:

  1. Accounting: Invoices and Receipts over a Period
  2. Total Receipts with Providers
  3. Total Receipts
  4. Unallocated Deposits Report
  5. Discount Categories Report
  6. GST Report
  7. Total Banked in a Period (Bank Slips Tab)

A reversal and/or backdated transaction processed in an open period will not show any symbols.
A reversal and/or backdated transaction processed in a locked period will appear on the report with the following symbols: +P, +A, -P, -A.

Backdated Transactions

+P

Represents a new transaction that has been backdated to a date in a locked period and that date is before the selected reporting period.

For example: Today’s date: 22/04/2024, Prior Period LOCK Date: 30/09/2023.
Treatment entered today with date of 11/06/2023 (backdated), Invoice and Receipt created with date of 11/06/2023.

The report is run for today 22/04/2024, the invoice and receipt is shown on today’s report with a +P against it to represent the transaction was backdated prior to the selected reporting period (today).

+A

Represents a new transaction that has been backdated to a date in a locked period and that date is within the selected reporting period.

For Example: Today’s date: 22/04/2024, Prior Period LOCK Date: 21/04/2024.
Treatment entered today with date of 20/04/2024 (backdated), Invoice and Receipt created with date of 20/04/2024.

The report is run for the year to date, the invoice and receipt is shown on the report with a +A against it to represent the transaction was backdated within the selected reporting period (year to date).

Reversed Transactions

-P

Represents the reversal of a transaction within a locked period, and the date of the transaction is before the selected reporting period.

For example: Today’s date: 22/04/2024, Prior Period LOCK Date: 30/09/2023.
A payment dated the 22/04/2023 is reversed.

The report is run for today 22/04/2024, the reversal will show with a –P to represent the reversal of a transaction dated before the reporting period (today).

-A

Represents the reversal of a transaction within a locked period, and the date of the transaction is within the selected reporting period.

For Example: Today’s date: 10/08/2021, Prior Period LOCK Date: 30/06/2021.
A payment dated the 12/06/2021 is reversed.

The report is run for the year to date, the reversal will show with a –A to represent the reversal of a transaction dated within the reporting period (year to date).

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