Locked periods and lock dates

Once a VAT return is filed, the invoices behind it must not change. Alya Books locks a period in two ways: automatically when you file its VAT return, and up to a lock date you set, for example after closing the books or the annual audit.

1. File the return. On the VAT Return page, click Mark as filed and lock period and confirm. The period is locked straight away.
2. Set lock dates (optional). Go to Settings → Tax & currency → Lock dates:
   • Lock date for everyone: nobody can change anything dated on or before it.
   • Lock date for other members: only owners, admins and members allowed to reopen VAT periods can change documents dated on or before it. Each such change is logged.
   • Lock up to the end of the last fiscal year fills in the end of your previous fiscal year (Fiscal year starts in, in VAT return periods).
3. Reopen when needed. On the VAT Return page, Reopen asks for the reason and confirmation that changes may need a voluntary disclosure. The period is open until you file the return again.

What a lock stops, for documents dated in the period:

Good to know:

• Locked means no new document, no changes, no deletion, and drafts cannot be submitted or emailed. Payment status, categories, cost centres, projects and notes can still change.
• Correct an invoice in a locked period with a credit or debit note dated today. It counts in the current period.
• A supplier invoice dated in a locked period is still received. When you accept it, its input VAT goes to the first open period, and the invoice shows "Input VAT in the period of …".
• The lock date for everyone must be moved back before reopening a return it covers.
• Only owners and admins can change lock dates. Every filing, reopening and lock date change is recorded in the audit log, and the other owners and admins are notified of a reopen.
• Recurring invoices whose date is in a locked period are skipped, with the reason under the schedule's runs.
• Through the API, a write into a locked period returns 409 period_locked with the first open date. API keys need the periods:manage scope to reopen returns, change lock dates or pass the lock date for other members.

Related:

• VAT 201 worksheet
• Credit notes with VAT
• Correct or cancel an invoice