📍 How do I access this feature?
Record details > "Finalize" button
Introduction #
Permanent locking is a cross-functional mechanism in Kafinea that allows a record to be permanently locked. Once locked, the record can no longer be modified or deleted. This mechanism ensures the integrity of approved documents and meets legal requirements for document retention (invoices, contracts, pay stubs, etc.).
The lock is triggered automatically by a workflow when the record reaches a specific status (for example, the approval of an invoice the finalization of a contract).
1. Modules affected #
Permanent locking applies to the following modules:
| Module | Typical trigger | Consequence |
|---|---|---|
| Invoices | invoice approval | The invoice finalized, and its final number has been assigned |
| Quote | Approval of the quote | The quote is finalized with its final number |
| Employment contracts | Finalization of the contract | The contract can no longer be modified; it can then be sent for electronic signature |
| Absences | Confirmation of absence | The absence record is locked |
2. How it works #
When the lock is triggered by the workflow, two actions are performed:
- Lock record: All fields become read-only. The record can no longer be deleted.
- Assignment of the final number: If the module uses temporary/final numbering, the document's final number is assigned at this point. This number follows the numbering format configured in Settings > Numbering Formats.
Important: Locking is irreversible. There is no mechanism to unlock a document. If a locked document contains an error, the standard procedure is to create a corrective document (for example, a credit memo to correct an invoice).
3. Final numbering #
For certain modules (invoices, quotes), Kafinea uses a dual numbering system:
- Temporary number: assigned upon creation; it may change until the document is locked
- Permanent number: assigned at the time of locking, it is immutable and follows a continuous sequence
This mechanism ensures sequential numbering without gaps, in accordance with legal requirements for invoicing.
Good to know: Numbering formats can be configured on a per-module basis in Settings > Numbering Formats (see Numbering Formats).
4. Frequently Asked Questions #
Can I edit a locked record?
No, locking is permanent and irreversible. To correct an error on a invoice , create a credit memo. For a contract, create an amendment or a new contract.
How can I tell if a record is locked?
A locked record is visually identifiable in Kafinea. The edit and delete buttons are no longer available.
Is locking mandatory?
Locking is triggered by a workflow. If the workflow is active and its conditions are met, locking occurs automatically. We strongly recommend that you do not disable these workflows—especially for invoices—in order to comply with legal requirements.
Why did my document number change?
If your module uses dual numbering (temporary/final), the number changes when the document is locked. The temporary number is replaced by the final sequential number.