Close the books for a period

Closing the books locks past records so a finished period cannot be changed by mistake. It is the standard accounting control that makes a month, quarter, or year final once you have reported it.

What closing the books does

When you close the books through a day, every money entry dated on or before that day is locked. After that, a charge, payment, expense, or import dated in the closed period can no longer be added or changed. Anything dated after the lock is still open and works as normal.

The lock checks the date the money belongs to, not the day you typed it in. For an expense that is the receipt date, for rent that is the due date. So back-dating an entry into a closed period is refused too, not just editing an existing one.

Closing does not change any number. It only protects the records you already have.

How to close the books

1. Open Close the books from the Money area.
2. Pick the day to close through (for a year end, the last day of the year).
3. Select Close the books. The status changes to "Closed through" that day.

Only an account owner can close or re-open the books. Other roles can see the status.

What happens if someone tries to change a closed record

They get a clear message that the period is closed, and the change is refused. Nothing is saved. To make a real correction, either record it in the current open period, or re-open the books first (see "Re-open a closed period").

Good to know

• The daily rent-charge generator skips any month that is closed, so it never posts into a locked period.
• Every close and re-open is recorded in the audit trail with who did it and when. See "The audit trail".
• This is tooling, not accounting advice. Close a period once your accountant has reviewed it.

Frequently asked questions

Can I still add an entry dated in a closed month?

No. Anything dated on or before the close date is refused, including a back-dated entry. Record the correction in the current open period, or re-open the books first.

Who can close or re-open the books?

Only an account owner. Other roles can see the status but cannot change it.

Does closing the books change any numbers?

No. It only protects the records you already have. Every close and re-open is recorded in the audit trail with who did it and when.

Say it instead

You can also do this by saying or typing it: press Cmd K, or tap Say or type on a phone. If your account has it turned off, use the steps above.

1. Press Cmd K (or Ctrl K), or on a phone tap Say or type at the top of the screen.
2. Type or say it. For example, close the books.
3. Answer the few questions it asks by tapping: the month to close through, unless you said it.
4. Check the card, then choose Yes, record it. The card names the exact day the books close through and what that blocks.

Only months after your current close are offered. To re-open the books, use the page (see "Re-open a closed period").

Do it on the page is there at every step, and it keeps what you already answered where this page can take it.