Locking client data

This help article discusses the importance of locking client data and has instructions on how to lock down various different bookkeeping systems. 

It is important that we communicate the reasons why data must be locked with clients and the impact that it can cause us and the work involved if the client back-posts. 

It is also important that you make sure you understand what to do if a client back posts on to the bookkeeping system and how you resolve this. 

How to lock down bookkeeping systems:

• Xero

Step 1 - Click "Accounting" at the top of the client home screen and then "Advanced"

Step 2 - Select "Financial settings", top right

Step 3 - See "Lock Dates" - BOTH boxes need completed

Step 4 - If you are completing the accounts for 31 March 2023 then the lock date would be 31/03/2023.

Step 5 - Select "Save"

• Sage desktop:

Step 1 - Click "Settings" at the top of the screen and then near the bottom of the list "Lock Date..."

Step 2 - Select the tick box

Step 3 - If you are completing the accounts for 31 March 2021 then the lock date would be 01/04/2021.

Step 4 - Select "OK"

If running the year end for a client there is also the option to apply the lock date at that point. Follow normal year end process, and the tick box and lock date option can be entered before selecting "Run Year End".

For Sage desktop it is important to confirm that the lock date has been applied to the client's own sage before giving us a back-up. It is pointless applying the lock date ourselves to the sage back-up that we have restored to the L drive.

• Sage BCA:

Step 1 - Click "More" from top of screen, select "Settings"

Step 2 - Select "Accounting Dates & VAT" from the "Financial Settings" section

Step 3 - From "Accounting Dates" at the top there is a "Year End Lockdown" box

Step 4 - If you are completing the accounts for 31 March 2021 then the lock date would be 31/03/2021.

Step 5 - Scroll down to bottom and select "Save" at the bottom right.

Never change the Accounts Start Date.

• QuickBooks online:

Step 1 - Click the settings cog wheel at the top right once in the client

Step 2 - Select "Account and settings", top left hand option

Step 3 - Select "Advanced" - last option on the left

Step 4 - In the first section there is a "Close the books" option, select the pencil on the top right to edit this section.

Step 5 - If you are completing the accounts for 31 March 2021 then the closing date would be 31/03/2021.

Step 6 - There are two options below the date "Allow changes after viewing a warning" or "Allow changes after viewing a warning and entering password". This will be on a client by client basis.

• Kashflow:

Step 1 - Settings (left hand bar)

Step 2 - Scroll down to Configuration Settings and click Advanced Settings

Step 3 - Tick Transaction Lock Enabled

Step 4 - If you are completing the accounts for 31 March 2021 then the closing date would be 31/03/2021.

NOTE: If there is anything in this help article that needs updated please get in touch with the Silverfin Experts.