Manage Financial Locks and Permissions for Invoice Deletions
This article explains why invoices in Zenoti cannot be deleted in certain scenarios and outlines the restrictions imposed by financial locks and user permissions. It also provides alternative solutions for managing locked invoices.
Overview
Zenoti enforces strict policies to maintain the accuracy of financial records and prevent unauthorized changes. These policies are governed by financial locks, system logic, and user role permissions. This article guides users through understanding these restrictions and how to navigate them effectively.
Key Terms
Financial Lock: A time-bound restriction preventing changes to an invoice after a defined period.
FIN Lock: A specific type of financial lock that prohibits deletion or modification.
GST Lock: A lock related to tax configuration that may restrict invoice actions.
Dunning Invoice: System-generated invoice for suspended memberships.
Prerequisites
To manage or delete invoices, ensure the following:
Your user role includes the necessary permissions.
The invoice is not locked due to financial policies.
You have consulted your system administrator if needed.
Understanding Financial Lock Windows
7-Day Financial Lock
Zenoti applies a financial lock 7 days after the invoice is created. Once this period passes:
The invoice cannot be deleted.
Refunds and modifications are also restricted.
This configuration is enforced across the entire organization.
Purpose: Prevent retrospective edits and maintain data consistency.
Role-Based Permissions and Restrictions
Access to invoice actions depends on user roles.
If your role lacks the "Manage membership dunning invoices" permission:
You will not be able to delete invoices related to suspended memberships.
To resolve this:
Contact your system administrator.
Request the necessary permission be added to your role.
Manage Locked Invoices
If invoice deletion is restricted, try these workarounds:
If the Invoice is Within the Deletion Period:
Click the lock icon on the invoice.
Enter your credentials to unlock and delete it (if allowed).
If the Invoice is FIN-Locked:
Deletion is not possible.
You can collect payment using a custom payment method.
Close the invoice.
Refund the amount using the same method to neutralize the transaction.
If the Invoice is GST or Print Locked:
Deletion may be allowed unless the invoice is also FIN-locked.
Limitations
FIN-locked invoices cannot be deleted under any circumstances.
Permissions cannot override financial lock restrictions.
Refund processes must follow standard payment configuration rules.