Prior Period Locks in D4Web

Prior Period Locks in D4Web

Prior Period Lock is used to lock financial details to reduce changes, fraudulent activities and reporting discrepancies. 
A common reporting discrepancy presents when payments have been made to Providers, then someone changes treatment/payment information.

Prior Period Lock Explained

Prior Period Lock will allow changes - by selected people only - in a locked period, and will show in reports on the date of the change.
For example: if treatment dated 22/1/2025 is modified on the 03/2/2025, when running a report that includes the 03/2/2025, the changes will be shown. 

The recommended times to lock financial data are:
  1. End of each day, after reconciliation, or
  2. After paying employees/contractors
Some examples of the Prior Period Lock feature is the inability (without security permission) to:  
  1. Create an invoice as per treatment date if the treatment is in the locked period
  2. Delete an invoice if the invoice is already in the locked period
  3. Change the provider if the treatment/invoice is in the locked period
  4. Create receipts in the locked period
  5. Create bank slips in the locked period
The System Financial Prior Period Lock must be activated (link coming soon) in General Settings before proceeding with security permissions

Prior Period Lock Security Settings

  1. Click the navigation menu > Location Setup > Security page
  2. Record toolbar > Security status
    1. Place a tick against
      1. Enter System Financial Prior Period LOCK date
      2. Edit LOCKED Period Records
    2. Click OK

Prior Period Lock Security 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. Select 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

Lock Financial Data using Prior Period Lock

Alert
  1. By default, the locked date will be set to 01/01/1900. 
  2. Once a new date is entered all the records prior to the new date will be locked by the system for editing.  
  3. Locked records can be edited by only those users who have been given access 
To set a new Prior Period Lock date: 
  1. From any area of D4Web
    1. Click the hamburger menu > Prior Period Lock

  2. The Prior period lock date window will appear
    1. Enter the date to lock financial data up to
    2. Click OK

    3. Click YES  to lock financial data, or NO to go back
    4. If YES was selected the lock date is viewable in the hamburger menu



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