Set Financial Close Day and Case Finalization

There are two methods to limit financial changes to cases. The Financial Close Day can be set so that financially impacting changes cannot be made to cases from the previous periods. Alternatively cases can be finalized so that after that financially impacting changes cannot be made to finalized cases.

Setting Financial Close Day Method:

Setting a close day for financial edits will prevent non-Administrator level users from editing financial data after a certain date. For example, if financial reporting for February is run on March 3, then a close day of 3 would prohibit edits of At Need Contracts, Add Ons, and account balance information after midnight on March 2nd. 

With the close day restricted method of financial editing turned on, contract line items and account balance entries must be made before the financial close date. After the close day, contract and line item changes must be made via a new add on and payment changes must be made via the account adjustment. This ensures that all end of month reporting is accurate by not allowing new purchasing or payment data to be added which would affect your previously run reports. Typically, this day is at the beginning of the month when companies run their financial reports.

Enter the number of "grace period" days to allow users to edit financial data after the close date.

For example, if financial reporting for February is run on March 3, then a close day of 3 would prohibit edits of At Need Contracts, Add Ons, and account balance information after midnight on March 2nd. 

Leave this number at 0 to use the not restricted method of financial editing. This will allow anyone with access to the purchasing screen to edit contracts, Add Ons, or account payments at any time. Note that if you use this method, the financial managers should make sure that all financial data has been entered before the final End of Month and Year financial reports are run.

Case Finalization

Define which case types for which you want case finalization enabled. Then users can finalize each case at the top right of any case screen.

If a case type is enabled for case finalization then the user will see these options on the top of any case screen:

Note, Halcyon implementation consultants can enable a central setting so that no one, even administrators, can change cases having been closed by either method.