An Accounting Closing Date locks your ConnectStock inventory file up to a date you pick, so nobody changes a period you already closed in your books.
How it works
You pick a closing date and a password. After that, anything dated on or before the closing date is locked: some changes need the password, and some are blocked until you unlock the file. Everything after the closing date works as usual.
Set a closing date
To lock a period:
Go to Stores & Files, open the Inventory Files tab and click your file.
Click General, then click Edit.
Next to Accounting Closing Date, click Set Closing Date.
Pick the date in Select Date.
Enter a Password (at least 8 characters) and type it again in Confirm Password.
Click Set.
The General tab now shows the Closed Date.
Move the closing date
To pick a new closing date:
Open your file, click General, then click Edit.
Click the pencil icon next to the Closed Date.
Pick the new date in Edit Date and type the current password in Enter Password.
Click Set.
Unlock the file
To remove the closing date:
Open your file, click General, then click Edit.
Click the pencil icon next to the Closed Date.
Click Unlock File.
Type the password in Enter Password and click Unlock.
The closing date and its password are both removed. To lock the file again later, set a new date and a new password.
Change the password
To change the closing date password:
Open your file, click General, then click Edit.
Click the pencil icon next to the Closed Date, then click Change Password.
Fill in Confirm Old Password, Enter New Password and Confirm New Password.
Click Update.
If you forgot the password, email support@connectbooks.com to reset it.
Things to know
You can't set a closing date while any item has negative stock on that date. ConnectBooks lists those items. Fix their stock first, then try again.
Bills, invoices, purchase orders, adjustments, assemblies, disassemblies, item transfers and warehouse transfers dated before the closing date need the password to add, edit or delete. ConnectBooks shows an Override Locked File popup. Type the password and click Continue.
A transaction dated exactly on the closing date is blocked with an error, and no password popup shows. Unlock the file or move the closing date first. Purchase orders are the exception: they show the popup for the closing date too.
Excel imports of bills, invoices, purchase orders, sales orders, assemblies and item transfers skip rows dated on or before the closing date, with the error "File is closed as of" and the date.
Store orders and returns shipped on or before the closing date don't change your inventory. ConnectBooks picks them up after you unlock the file or move the closing date earlier.
FBA shipments shipped or received on or before the closing date don't move inventory, and you can't set a shipped date on or before it.
You can't change a store's start date if the old date or the new date is on or before the closing date. The same goes for setting a resync start date on or before it. You also can't remove a store whose start date is on or before it.
You can't merge items or warehouses that have transactions on or before the closing date. Unlock the file first.
Each inventory file has its own closing date and password.
To set, move or unlock a closing date, or change its password, you need the Inventory Files permission set to Edit and View.
The password can be 8 to 50 characters.
Frequently asked questions
I forgot the closing date password. What do I do?
Email support@connectbooks.com to reset it.
Why can't I set a closing date?
Some items have negative stock on that date. The error lists them. Fix their stock, then set the date again.
Does a closing date here also close my books in QuickBooks?
No. It only locks this ConnectStock inventory file.
Why are my store sales from that period not showing in inventory?
Store orders and returns shipped on or before the closing date wait until you unlock the file or move the date earlier. Then ConnectBooks processes them.