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.
Zenoti enforces a 90-day financial lock to protect data integrity and ensure accurate financial reporting. Invoices that fall within the 90-day lock period (that is, invoices dated within the last 90 days) can still be deleted, if permitted by user role and business rules.
Any financial data older than 90 days is locked and cannot be modified or deleted.
Under Lock financial data, you can:
Pick a specific date in the past,
or Specify a certain number of days in the past (for example, 90 days)
If both organization-level and center-level lock settings are configured, Zenoti applies the setting that locks financial data for the shorter time period.
For example, if the organization-level setting locks financial data older than 120 days, and the center-level setting locks financial data older than 90 days, the 90-day lock applies to that center.
Refer to the Lock financial data for more information.
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.
To delete an open invoice:
Access the invoice record.
Click the delete (trashcan) button within the invoice details.
Refresh your screen to confirm the deletion.
For closed invoices, deleting is not permitted. Instead, use the Void option to ensure they are removed from reports and guest files.
Non-Deletable Invoices
Certain invoices cannot be deleted due to compliance or system restrictions, including:
Invoices that are extremely old and fall under a Financial Lock
Invoices restricted by organization-level financial settings
Best Practices
Always verify your permissions before attempting to delete an invoice.
Use the Void option for closed invoices to maintain the integrity of financial reports.
For system-generated or recurring invoices, consult your administrator to confirm the necessary permissions are in place.
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). This credential verification ensures only authorized personnel make changes.
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.
Note
If the Lock invoice after print/email toggle is enabled, invoices cannot be modified after they have been printed or emailed to the guests. If the invoice has already been printed or emailed, it will behave similarly to a financially locked invoice, meaning standard unlocking via the lock icon and credential verification may not be sufficient. In such cases, an authorized administrator would need to disable this setting at the center level before any modifications can be made to affected invoices.
Limitations
FIN-locked invoices cannot be deleted under any circumstances.
Permissions cannot override financial lock restrictions.
Refund processes must follow standard payment configuration rules.
Troubleshooting Locked Invoices
If you are unable to unlock an invoice for expected changes, consider these scenarios:
Credentials Unavailable: Ensure you are using the correct username and password to complete the unlocking process.
Group Invoices: For group invoices, unlocking may be restricted. Zenoti does not allow modifications if any invoice within the group already has payments recorded. This system restriction ensures financial consistency.
Limitations and Key Notes
Payment-Processed Invoices: Changes to invoices cannot be made after payments are already processed, particularly within group invoice structures.
Specific Restrictions: Some features, such as removing credits or package redemptions, might not be immediately obvious. Ensure the invoice is unlocked before checking for these options.