When to lock a Location or Class
This feature is available for QuickBooks folders only. If your folders are organised so that each one represents a specific site, department, or project - and all documents in that folder should use the same QuickBooks Location or Class - locking the value is the quickest way to enforce that.
By locking a Location or Class in folder settings, you make sure every document added to that folder gets the correct value. This prevents accidental (or intentional) changes and helps keep your reporting accurate without extra checks.
👉 What are Location and Class in QuickBooks?
Location and Class are two QuickBooks tracking features that let you slice your accounts and reports by a custom dimension - for example region, site, department, or business line. They are optional in QuickBooks and only appear in Datamolino once they are turned on in your QuickBooks Online company preferences (Class tracking and Location tracking).
👉 Who can lock a Location or Class?
Locking lives in the folder's automation defaults, so you need to be a folder admin (or an account owner or manager) to change it.
How to set a locked Location or Class
Make sure Class tracking and/or Location tracking are enabled in your QuickBooks Online company preferences first - otherwise these fields will not appear as options in Datamolino.
Open the folder and go to Folder Menu > Accounting & Automation > Integration.
In the Location and/or Class section, choose the value you want to lock.
Tick the box to lock it.
Click Save.
How the locked Location and Class work
Once a value is locked, Datamolino enforces it everywhere Location or Class appears on a document. The locked value is applied automatically and the field becomes read-only, so it can't be changed by mistake.
The lock is enforced on:
Document detail view - the locked value shows on the document and cannot be edited.
Automation (per-supplier rules) - the locked value overrides anything saved in a supplier's automation rules.
Bulk edit items - the locked field is not editable when editing multiple line items at once.
Fullscreen - the locked value is also enforced in the fullscreen item editor.
👉 What about Bill Split Rules?
You can still enter a Location or Class in Bill Split Rules, but if a lock is active, the system ignores it and uses the folder's locked value instead.
👉 Can I lock just one of them?
Yes. Location and Class are independent - you can lock one, both, or neither. Each is set up separately in the same Accounting & Automation panel.
What happens to older documents
Locking applies going forward. Documents that were already in the folder before you set the lock are not changed.
👉 Will the lock update documents that were already in the folder?
No. Documents added before the lock keep their original Location or Class value. The lock only enforces the value on new documents from the moment it is set.
👉 How do I change an old document's Location or Class?
Turn the lock off temporarily, make your edits on the older document, and re-enable the lock. New documents added while the lock is off will not be enforced, so re-enable it as soon as your edits are done.