Overview

OmniPoint Order Management includes powerful tools for managing financial integrity through Daily Batches and Lock Dates. These features ensure that accounting data is accurate, consistent, and aligned with external systems like QuickBooks, Xero, or Sage.

Lock Dates

A lock date represents the cutoff point after which accounting data (orders, payments, shipments) for prior dates cannot be changed. This date is set to protect finalized financial data that has been exported or reconciled in an external accounting system.

• Prevents edits to historical transactions.
• Ensures consistency between OmniPoint Order Management and external systems.
• Triggers error messages if users attempt changes on locked data.

How Lock Dates Work

When a user attempts to edit or delete an order with a ship date prior to the last lock date, OmniPoint Order Management will reject the change. To proceed, users must adjust the ship date to fall after the lock date.

Example: If the last lock date is June 13, 2017, and an order is shipped on June 12, 2017, that order cannot be modified unless the ship date is moved forward.

Daily Batches

Daily batches are summaries of all financial activity for a given day. This includes:

• Order totals
• Shipping charges
• Taxes, discounts, refunds
• Payments and credits
• Cost of Goods Sold (COGS)

Each daily batch creates a snapshot of the company’s accounting position for that day. Once reviewed, these batches can be locked to finalize the data.

Instructions

Locking a Daily Batch

1. Navigate to the Daily Batches page in the accounting module.
2. Select the last unlocked date in green.
3. Click Submit to generate the batch summary.
4. Review the aggregation of the day’s transactions.
5. Click Review and Lock to finalize the batch.

Once locked, no orders with transaction dates before this date can be edited, unless the ship date is updated beyond the lock threshold.

Importance of Lock Dates

• They prevent data corruption in reconciled periods.
• They enforce fiscal discipline across teams.
• They simplify troubleshooting accounting discrepancies.
• They act as audit controls for compliance and tax reporting.

Batching Frequency

Different organizations lock batches on varying schedules:

• Daily – Real-time tracking; used by fast-moving operations.
• Monthly – Common in traditional accounting workflows.
• Quarterly – Used by businesses with longer order fulfillment cycles.

Organizations should align batch frequency with their operational and financial reconciliation needs.

Common Issues

• “Cannot edit locked orders” – Move the ship date to after the lock date.
• “Daily batch imbalance” – A mismatch exists between expected and actual transaction totals. Investigate individual invoices, payments, or credits.
• “Cannot lock batch” – A non-finalized order (e.g., unshipped or unpaid) is preventing closure. Ship or cancel the order, or move the date forward.

Best Practices

• Lock batches at consistent intervals (daily, monthly, or quarterly).
• Move ship dates forward before modifying historical orders.
• Ensure all returns, refunds, and credits are processed before locking.
• Communicate lock schedules to your accounting and operations teams.