Locking and Unlocking Entities

You can view the lock status and lock and unlock entities on the Approvals page. You can also view the lock status and calculation status on the Data Status form.

During the data load process, the system does not load locked entities. If an entity is locked, or approved, you cannot submit, post, or modify a data form that contains that entity.

Watch the following video for information on the locking and unlocking process:

Video icon

To lock or unlock an entity, it is not necessary to create an approval unit. Tax Reporting provides an approval unit named "Total Geography".

To lock or unlock entities, you must be a Service Administrator. When an application is created, an owner is automatically defined for the "FCCS_Total Geography" approval unit. The owner is the same as the Service Administrator. Do not modify this, and do not define a group as an owner.

It is not necessary to define any reviewer for "FCCS_Total Geography", and there is no need to define owners or reviewers for its descendants.

If you create any hierarchy outside of "FCCS_Total Geography". you must define the Service Administrator as the owner for that hierarchy.

Locking Entities

You can lock data only if these conditions are met:

  • The entity‚Äôs calculation status must be OK, No Data, or System Change. You cannot lock an entity with Impacted calculation status.

  • The prior period data must be locked. For example, you can only lock an entity in the February period if it is locked in January.

To lock entities:

  1. On the Home page, click Approvals.

  2. Select the Total Geography approval unit.

    By default, the Total Geography approval unit has a status of Not Synchronized, and must be synchronized.

  3. Click the Synchronize icon to synchronize the approval unit.

    Note:

    You must repeat this step each time after you add or remove an entity and perform a database refresh.
  4. To start the approval unit, click the Navigator icon, and then select Manage Approvals.

    If you do not start an approval unit, the entities in that approval unit will remain in "Not Started" status.

  5. Select the Scenario, Year and Period that you want to start, and then click Go.

  6. From the View list on the right, select Tree View.

  7. Expand "Total Geography" until you see FCCS_Total Geography.

    FCCS_Total Geography is in "Not Started" state.

  8. Click Start to start "FCCS_Total Geography ".

    The system then moves it and all its descendants to "Unlocked" state.

  9. On the Home page, click Approvals.

  10. Click an unlocked approval unit.

  11. On the Change Status page, click Change Status to change the status to Locked.

  12. Click Done.

If an error occurs during the locking or unlocking process, the Approvals page displays a Failed status next to the approval unit. Click the link to view a detailed validation report and resolve the error.

Unlocking Entities

You can only unlock data for a period if the next period is unlocked. For example, you can only unlock an entity in February if the entity is unlocked in March.

You can select the Unlock or Unlock Single option:

  • Unlock - If you select the Unlock action on a parent entity, the system unlocks the parent entity and all its children

  • Unlock Single- If you select the Unlock Single action on a parent entity, the system unlocks only the parent entity, but not its children.

When you unlock an entity and select the owner for the entity, it can be any owner in the previous promotional path, including the current owner. If you select the Automatic option for the owner, the new owner will be the current owner of the entity.

To unlock entities:

  1. From the Approvals page, click a locked approval unit.

  2. On the Change Status page, from the Actions drop-down, select an option:

    • Unlock - unlock the parent entity and all its descendants

    • Unlock Single - unlock the parent entity only.

  3. Click Done.

If an error occurs during the locking or unlocking process, the Approvals page displays a Failed status next to the approval unit. Click the link to view a detailed validation report and resolve the error.

Locking New Entities

When you add a new entity to a hierarchy, you must perform the following steps.

In this example, suppose you add a new entity "E01" to the Total Geography approval unit.

  1. Add the new entity to the hierarchy and perform a Database Refresh.

  2. On the Home page, click Approvals.

  3. Select the "Total Geography" approval unit and click the Refresh icon.

    The status will change from "Not Synchronized" to "Synchronized".

  4. Click the Navigator icon, and then select Manage Approvals.

  5. Select the Scenario, Year and Period, and then click Go.

  6. Click Start to start "FCCS_Total Geography."

    The status of "E01" will change from "Not Started" to "Unlocked" in that specific Year and Period.

  7. When you start "E01" in any Year and Period:

    • Its parent's state will change from "Locked" to "Unlocked" if the parent was in "Locked" state before starting "E01" in that Year and Period.

    • Its parent's state will change from "Not Started" to "Unlocked" if the parent was in "Not Started" state before starting "E01" in that Year and Period.

    • Its parent's state will remain "Unlocked" if the parent was in "Unlocked" state before starting "E01" in that Year and Period.

  8. Now you can lock the newly added Entity.

  9. To update previously locked periods:

    Suppose your application calendar is from FY16 to FY24 and you have locked all entities from January FY16 through December FY17. Since the newly added entity came into existence in January FY18, you must Start the new Entity in all previous years and periods, and then Lock it in each previous year and period.

    For example, you would start the newly added Entity in January FY16, then February FY16 through December FY16, and January FY17 through December FY17. Then you would lock it in those years and periods.