Books Closed setting

In accounting software, a books closed date can be set so that no transactions can be changed prior to that date. This ensures the integrity of financial reporting. Once numbers are reported for a certain time period, you don’t want anything to change in your books.

A books closed setting is also available in PayMaker.


If syncing with accounting software

If syncing with QuickBooks for Windows, QuickBooks Online, Xero, Intacct (syncing at entity level), or NetSuite (for NetSuite, with bundle 3.2.0 or later), if a Books Closed date has been set in the accounting software, this date will sync into PayMaker.

However, this date can still be manually set or edited within PayMaker.

  • If syncing with Intacct at the top level, you must set the closed books date in PayMaker manually to avoid sync errors (steps below).
  • If the Books Closed date in PayMaker does not match what is in the accounting software, the books closed date in PayMaker is the master when creating or editing transactions in PayMaker.
  • If set manually, the books closed date will not sync to the accounting software
  • If using QuickBooks for Windows, the sync dashboard will need to be upgraded to version v_2.0.8250.9 or later

Manually setting the Books Closed date in PayMaker

To manually set the books closed date, an Administrator or a user with manage company permissions will:

  1. Click settings
  2. Click Preferences under Accounting
  3. Click the Edit icon
  4. Select the Books Closed Date
  5. Click Save

The Books Closed date can always be updated/edited but must be the day of setting/editing or earlier. It cannot be a future date.

How does it work

Once the books closed date is set, the following will not be allowed:

  • Create a bill, invoice, vendor credit or credit memo with an invoice/credit date in a closed period
  • Select a process date within a closed period when scheduling or recording a payment
  • Deleting bills or invoices with an invoice date in a closed period

The following will still be allowed:

  • Apply a vendor credit or credit memo with a credit date in a closed period
  • Void or cancel payments with a process date in a closed period as long as the payment has not deposited or cleared yet

How to disable

To disable the books closed date in PayMaker:

  1. Click settings
  2. Click Preferences under Accounting
  3. Click the Edit icon
  4. Delete the date from Books Closed Date
  5. Click Save