Locking a batch of invoices 1

[integritycare]

Hello,

I have a request for a guru to help me with this issue!

I have a need to be able to lock a batch of invoices by date. So that after the monthly reconciliation I can then lock all the invoices between those two dates so that they can not be altered. Just want a person in authority who can authorize the unlocking of an invoice should it be required.

Thank you

Integrity

 

[dhookom]

How secure does this have to be? Is the data in Access or a more secure database like SQL Server?

Do you have a best guess on what you want to do? Have you thought about a field storing a [LockDate] and then excluding these records in form record sources?

Duane
Hook'D on Access
MS Access MVP

 

[integritycare]

Hi Duane,

Many thanks for your reply. The data is in access with the backend on a server. The data has to be secure for taxation audit purposes.

Yes I can put a field in the table as you suggested, but would not be sure how to write the code to implement this.
The issue we have been having is that simple errors on an invoice, like an incorrect date would require a credit note.

The invoice can be changed up till the end of month finalization. Then it can not be changed.

So even to be able to lock users out of amending invoices after the EOM would be great.
It would keep the Ledgers correct for auditing.

Many thanks,

Integrity

 

[dhookom]

If you have to pass taxation audits, I wouldn't create an Access application, at least not store the data in Access tables.

Duane
Hook'D on Access
MS Access MVP

 

[tunsarod]

Hi,
My solution would be that you create a pdf of the invoice, using a pdf writer which installs as a psuedo printer. CutePdf (

http://www.cutepdf.com)

Works well. An invoice printed to a pdf is fairly tamper proof. Then archive the records to a secure table that no user form has access to except maybe you. The point is that the only thing you should be able to do with an invoice once it's been issued is to look at it not change it so while you meay want to reprint it, you certainly shouldn't be able to edit the data and recreate it with different values. PDF: pretty damn final.

 

[integritycare]

Thanks Guys,
Have listened to your comments.
As all invoices are PDf's anyway they are automatically saved in the management system.
However for audit purposes to keep the database record in balance I will archive the current years records into an other table.
AT least then they can not be changed...

Any comments welcome

Integrity

 

[dhookom]

I have no clue on how you process your records. If it is monthly, I expect you could run an update query that would place the current date in an LockDate field. Most of your users would not be able to see records where the LockDate is not null.

Duane
Hook'D on Access
MS Access MVP

 

[integritycare]

Hi Duane,
Thank you for your answer. Invoice records are generated from the client form, so your answer is right. Certain;y did not think of that idea. It would satisfy tax audits. From the tax dept we were told that a PDF copy was not sufficient evidence, as records can be manipulated!

So I will use your suggestion. Hopefully that that will satisfy these .... We had a tax audit over 3 years and not one error was found in $18,000,000 But all the Tax dept could say was that in the future errors could occur. Cant wait to get out of business!

Thank you for your time...

Integrity