Ledger Lock

Enabling the ledger lock allows centers to prevent all users from editing existing ledger items or posting new ledger items after the reporting period has been closed by the financial team. The ledger lock will ensure the accuracy of the reconciliation of a center’s financials, as well as the royalty calculation process.

Before You Begin

You must be on version 2022.3 or higher to utilize the ledger lock functionality.

Getting There

A system supervisor will need to enable the ledger lock by navigating to the following:

1. From the Procare Home screen, navigate to Configuration > System > Locations & Users > Regions & Schools.
2. Double click the school.
3. Click Family Accounting, then locate the Ledger Lock section.

Enabling the Ledger Lock

Use the ledger lock settings to dictate when new ledger items can be added, or existing items can be edited on the Account Ledger. When adding or editing ledger items, the calendar drop-down under the Date field will limit the date selection.

When enabling the ledger lock, the following options will display:

• Posting & Editing – Use this option to enable (True) and disable (False) the ledger lock.
• Start Date – Choose the start date from the calendar drop-down for items to be locked on the ledger.
• Recurrence Type – Select the cycle for automatically locking the ledgers (Days, Weeks, or Last Day of Month).
• Recurrence Increment – Choose how many days or weeks the ledger lock occurs each cycle (i.e., to lock the ledgers every week, enter Recurrence Type = Weeks and Recurrence Increment = 1. To lock the ledgers every 2 weeks enter the Recurrence Type = Weeks and Recurrence Increment = 2).
• Grace Period Days – Choose the number of days after the date the ledger was last locked that users can continue to post new entries and edit existing entries in the locked period.
  • For example: if the ledger locks every Sunday and the Lock Grace Period = 2, users have through 11:59 PM Tuesday to post new entries and edit existing entries in the locked period. In this example, the weekly lock period through Sunday does not actually lock until 12:00 AM Wednesday

Example: The following settings would tell the system to lock the ledger every Sunday. This would allow only ledger items within that current 7-day period to be edited or new ones be added.

• Start Date: The date selected is a Sunday
• Type: Weeks
• Lock Period: 1
• Lock Grace Period: 0

If a ledger is locked, the following message will display at the bottom of a family’s Account Ledger.

Clicking the link will display the following message: