Lock and unlock an invoice
Overview
This flow describes how to lock an invoice in Care, and how to unlock it again. A lock hides the amounts on the invoice, and restricts the invoice to privileged users.
Pre-requisites
- The invoice exists at the facility, and you open it from the invoice list of the facility.
- If you lock an invoice, the invoice is not locked already.
- If you unlock an invoice, the invoice is locked.
- You have the permissions listed below.
Permissions
| Permission | Access |
|---|---|
| Can Manage Locked Invoice | Lets you lock an invoice, unlock it, and open a locked invoice. Care grants this permission to the Facility Admin and Admin roles. |
| Can Read Invoice | Lets you open the invoice list and unlocked invoices. |
The invoice screens do not hide Lock Invoice and Unlock Invoice. A user without the Can Manage Locked Invoice permission sees both menu items. Care refuses the action on the server.
Steps
1. Open the invoice
- Select Billing in the facility sidebar.
- Select Invoices.
- Select See Invoice for the invoice to lock or unlock.
2. Open the more-options menu
Select the more-options menu next to Print. The more-options menu is the vertical ellipsis.
The menu shows Lock Invoice when the invoice is not locked. The menu shows Unlock Invoice when the invoice is locked.
3. Lock the invoice
Select Lock Invoice.
Care shows the message "Invoice locked successfully". If the lock fails, Care shows the message "Failed to lock invoice".
4. Unlock the invoice
To release the invoice, open the more-options menu again. Select Unlock Invoice.
Care shows the message "Invoice unlocked successfully". If the unlock fails, Care shows the message "Failed to unlock invoice".
Expected Outcome
- Care shows a Locked badge next to the status badge on the invoice.
- The invoice list shows the Locked badge in the Total column, in place of the amount.
- Care reports the net total and the gross total of the invoice as zero to every reader.
- Only a user with the Can Manage Locked Invoice permission can open the invoice. Care refuses every other user with the message "Locked invoice permission denied."
- Care records each lock and each unlock in the lock history of the invoice. Each record holds the user and the time.
- After an unlock, Care shows the amounts again. Every user with the Can Read Invoice permission can open the invoice.
Lock rules
Care applies these rules when you lock or unlock an invoice.
- Care refuses a lock on a locked invoice. The message is "Invoice is already locked".
- Care refuses an unlock on an invoice that is not locked. The message is "Invoice is not locked".
- A lock and an unlock both need the Can Manage Locked Invoice permission. A read of a locked invoice needs the same permission.
- A lock does not change the invoice status. You can lock an invoice at any status.
Care uses these invoice statuses.
| Status | Display label |
|---|---|
| draft | Draft |
| issued | Issued |
| balanced | Balanced |
| cancelled | Cancelled |
| entered_in_error | Entered in Error |
Related
Concepts:
Flows:
References: