When to lock a tracking category
This feature is available for Xero 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 Xero tracking category - locking the category is the quickest way to enforce that.
By locking a tracking category 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 is a tracking category in Xero?
Tracking categories are a Xero feature that lets you slice your accounts and reports by a custom dimension - for example cost centre, region, department, or location. They are optional in Xero and only appear in Datamolino once your Xero organisation has them set up.
👉 Who can lock a tracking category?
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 tracking category
Open the folder and go to Folder Menu > Accounting & Automation > Integration.
In the Lock tracking categories section, choose the value you want to lock.
Tick the box to lock it.
Click Save.
New documents added to the folder will automatically use the locked category value.
How the locked tracking category works
Once a category is locked, Datamolino enforces it everywhere the tracking category 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 category in Bill Split Rules, but if a lock is active, the system ignores it and uses the folder's locked value instead.
👉 What if my folder also requires tracking categories?
If the folder has tracking categories set as required, the locked value satisfies that requirement automatically - every document gets the value, so there is nothing to fill in manually before export.
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 tracking category value. The lock only enforces the value on new documents from the moment it is set.
👉 How do I change an old document's tracking category?
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.