Expenses
Why records lock after a GST return is filed
When GST filing locks begin, which expense and receipt actions stop, what remains available, and what to do if a filed record is wrong.
Filing a GST return fixes the figures and evidence used for that period. Coffer locks the expenses covered by the filed review so a later edit can't make your records disagree with the return submitted to IRD.
When the lock starts
The lock starts when the assigned filer selects Mark as filed. It doesn't wait for the GST payment to leave your account or for a refund to arrive.
Every expense listed in that filed review is preserved with its decision. This includes an expense the filer approved and one they excluded with a reason.
What you can't change
For an expense covered by a filed GST review, you can't:
- edit the expense details or amounts;
- delete the expense;
- add another receipt;
- finish a pending receipt upload; or
- delete an attached receipt.
The Expenses page marks these rows GST filed and replaces the edit and delete actions with Locked. The period filter also shows how many visible expenses are locked.
Expenses
FY 2026-27 · Apr 2026 - Sep 2026 GST period
What you can still do
You can still view the expense and open or download its receipts. The lock protects the filed record; it doesn't hide it.
You can also open the return under Reports & returns to see the reviewed expenses, decisions, comments, filed worksheet, and payment or refund status.
Paying GST doesn't remove the lock
Recording the payment changes the return to Part-paid or Paid. Confirming a refund changes it to Refund received. Neither action reopens the expenses, because the filed figures still need to match the return.
If a filed expense is wrong
The same principle applies to invoices covered by a filed GST period. See Creating and managing invoices for the invoice lock shown in its workspace.