Unlocking a financial document

3 minute read

Unlocking a financial document within Found should only be carried out in exceptional cases. It is not a recommended best practice, as it introduces the potential for discrepancies between Found and your external accounting software.

Documents should only be unlocked if a genuine error has occurred and adjustments are required. This action should be taken with caution and only by those with appropriate permissions.

Documents can be unlocked either in bulk during an export process or individually from the financial document’s detail page.

Important notice

Only unlock financial documents when strictly necessary. Unlocking reopens the document for editing, which can compromise data integrity and result in mismatches with your accounting records.

How to unlock financial documents

Option 1: Unlock financial documents in bulk

This method is used during the export process and is suitable when multiple documents need to be unlocked due to a widespread error.

1. Navigate to the Billing tab from the left-hand menu.

2. Select Invoices & Credit Notes.

3. Choose either the Line Item Table or Headers Table, depending on your preference.

4. Apply the necessary filters to include only the documents you need to unlock.

5. Click Export All.

6. Select One-off Export.

7. Under Mark as Exported, change the selection from Maintain Exported Status to Mark as Not Exported.

8. Click Download Export.

9. Once the export is completed, each included financial document will be updated from Locked to Unlocked, allowing further edits.

Option 2: Unlock an individual financial document

If only one document requires correction, it can be unlocked manually. Note that this method does not generate an export file—it simply updates the document’s export status.

1. Navigate to the relevant financial document.

2. Click Edit Details.

3. Change the Mark as Exported option from Yes to No.

4. Click Save Changes.

The document will now be marked as Unlocked, making it editable again.

What happens when a document is unlocked?

Unlocking a financial document will:

• Remove its Locked status.

• Allow line items to be added or removed.

• Permit changes to key fields, including Issue Date, Due Date, and Payment Collection Date (if applicable).

• Make the document eligible for re-export.