📍 How do I access this feature?
Record sheet > “Finalize” button
Introduction #
Permanent locking is a cross-cutting Kafinea mechanism that permanently freezes a record. Once locked, the record can no longer be modified or deleted. This mechanism ensures the integrity of validated documents and meets legal requirements for document retention (invoices, contracts, payslips, etc.).
Locking is triggered automatically by a workflow when the record reaches a specific status (for example, invoice validation or contract finalization).
1. Affected modules #
Permanent locking applies to the following modules:
| Module | Typical trigger | Consequence |
|---|---|---|
| Invoices | Invoice validation | The invoice is frozen and its final number is assigned |
| Quotes | Quote validation | The quote is frozen with its final number |
| Employment contracts | Contract finalization | The contract can no longer be modified; it can then be sent for electronic signature |
| Absences | Absence validation | The absence record is frozen |
2. How it Works #
When locking is triggered by the workflow, two actions are executed:
- Locking the record: all fields become non-editable. The record can no longer be deleted.
- Assigning the final number: if the module uses provisional/final numbering, the document’s final number is assigned at that time. This number follows the numbering format configured in Settings > Numbering formats.
Important: Locking is irreversible. There is no unlocking mechanism. If a locked document contains an error, the standard procedure is to create a corrective document (for example, a credit note to correct an invoice).
3. Final numbering #
For some modules (invoices, quotes), Kafinea uses a dual numbering system:
- Provisional number: assigned on creation; it can change as long as the document is not locked
- Final number: assigned at the time of locking; it is immutable and follows a continuous sequence
This mechanism ensures sequential numbering with no gaps, in accordance with legal invoicing obligations.
Good to know: Numbering formats can be configured per module in Settings > Numbering formats (see Numbering formats).
4. Frequently asked questions #
Can I modify a locked record?
No, locking is final and irreversible. To correct an error on a locked invoice, create a credit note. For a contract, create an amendment or a new contract.
How do I know 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 is automatic. It is strongly recommended not to disable these workflows, especially for invoices, in order to comply with legal obligations.
Why did my document number change?
If your module uses dual numbering (provisional/final), the number changes at the time of locking. The provisional number is replaced by the sequential final number.