Lock a payroll month

Freeze a month's figures once the payout is made, so a later edit cannot change what you already paid.

While a month is unlocked, its payroll figures are live — they move if anyone edits a rate, corrects an attendance, or changes a coach's level. Locking takes a permanent copy, so the month you paid stays the month you paid.

Before you lock

Lock after the payout is made and agreed, not before. Once locked:

• Every figure is served from the stored copy, not recalculated.
• Editing a rate or an attendance no longer changes what that month reports.
• The names, levels and roles on each line are the ones that were true at lock

time — a coach who has since been promoted, or has left, still shows correctly.

Run through Check the month's payroll first, and open a couple of payslips.

1. Lock it

On the payroll screen, with the month selected, choose Lock this month.

Locking is restricted to senior finance staff. Being able to *see* payroll does not by itself allow closing a month — those are separate permissions on purpose.

2. Afterwards

The banner changes to show the month is locked and when. Exports taken from a locked month say so in the filename, so a file on someone's desktop can be told apart from a draft at a glance.

Unlocking

A locked month can be unlocked if something genuinely needs correcting — a wrong rate that was paid, a missing session. Unlocking is also restricted, and the history is kept: locking again creates a fresh record rather than overwriting the old one, so there is a trail of what was paid and when it changed.

If a figure looks wrong on a locked month

Do not unlock straight away. Open the payslip: the workings are stored with the line, so you can usually see whether the figure was wrong or whether the input was. If the input was wrong, fixing it now will not change the locked month — which is the point — so handle the difference as an adjustment.

Related: Check the month's payroll · Close the month.