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Once a year’s accounts are final, close the client’s books through a date. After that, nothing dated on or before it can be keyed, corrected or approved for the client’s books, whether it is a manual voucher, an invoice or a bank line. The rule also applies to vouchers prepared by Autopilot. The date is your practice’s own sign-off, not a statutory date. Only Owners (every client) and Managers (clients they are assigned to) can close, move or reopen the books. Everyone who can open the client’s Vouchers tab sees the current date as a Books closed through … badge in the tab’s toolbar.

Close the books

1

Let approved vouchers reach the books

Before closing, every voucher in the period that has been approved must have been handed off to the client’s books. If any are still waiting, Pragma refuses to close and tells you how many. Let them post, or reopen and correct them, first. See Understand the Tally handoff or Post to Zoho Books.
2

Open the panel

Open the client, choose Books, then Vouchers, and select Close books in the toolbar. If the books are already closed, the button reads Change.
3

Choose the date

In Close the books, enter Books closed through. It is usually the last day of a financial year whose accounts are final. The date cannot be in the future.
4

Save

Select Close books. The panel closes and the toolbar shows Books closed through with the date. The change is recorded in the client’s audit trail with the date before and after.

Move or reopen the books

Select Change on the Vouchers tab.
  • To move the lock, enter a new Books closed through date and select Close books. Moving it later is refused in the same way while approved vouchers in the extra period are still waiting to post.
  • To unlock completely, select Reopen books. Vouchers in the period can then be entered, corrected and approved again. Close the books again when the correction has posted.
Cancel closes the panel without changes.

What closed books change

  • The earliest Date in the manual voucher form is the later of the normal open window and the day after the closed-through date. Its hint shows books closed through with the date.
  • Setting a ledger on a bank line dated in the closed period is refused.
  • Correcting or approving an invoice or voucher dated in the closed period is refused.
The refusal reads: “The books are closed through <date>, so nothing dated <date> can be entered, corrected or approved. A manager reopens the books from the client’s Vouchers tab.” An invoice whose date has not been read yet is checked once it has a date.

If something is refused

Still stuck?

Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.