Close Module

Module Guide: Close Module

Module Location

Settings > Accounting Settings > Closing > Close Module

Module Purpose

The Close Module module is a crucial accounting control tool used to "lock" or "unlock" transaction sub-modules for a specific accounting period (usually annually). Its primary function is to prevent any entries, modifications, or deletions of data in a period that has already been closed, thereby preserving data integrity during the final financial statement preparation process.​

1. Main View (Close Module Matrix)

The main page displays all the accounting modules and sub-modules that can be controlled, grouped by their main function.

View Explanation

• Period Filter: In the top-right corner, there is a dropdown to select the accounting Year to be managed. All actions (Open/Close) on this page will apply to the selected year.

• Module Groups: The page is divided into several main sections:

  • General Ledger

  • Accounts Receivable

  • Sales

  • Accounts Payable

  • Purchasing

  • Cash and Bank

  • Fixed Assets

• Sub-Module List: Within each group, there is a list of specific sub-modules or transaction types in the form of checkboxes (e.g., General Journal, Sales Invoice, Purchase Order).

• Action Buttons: Each group has its own action buttons:

  • Open: To unlock the selected sub-modules, allowing transactions to be entered or edited again for that period.

  • Close: To lock the selected sub-modules.

2. Steps to Close or Open a Module

• Select Year: Choose the relevant accounting year from the dropdown in the top right.

• Select Sub-Modules: Navigate to the desired module group (e.g., Sales), then check the boxes next to one or more sub-modules you want to process (e.g., Sales Invoice and Sales Return).

• Execute Action:

  • Click the Close button to lock those sub-modules. Once closed, no user can create or modify related transactions within the selected year.

  • Click the Open button if you need to make corrections or adjustments to a previously closed period.

3. Integrated Workflow & Business Process

• Period-End Closing Process: This module is an essential part of the period-end closing procedure (both monthly and annually). Before the accounting team generates final financial reports, they will use this feature to "freeze" the data.​

• Data Integrity: By closing modules, the company ensures that the figures shown in the financial statements will not change due to accidental or unauthorized back-dated transactions.

• Audit Control: The ability to reopen modules provides flexibility for post-audit adjustments, but this process must be strictly controlled.

4. Tips & Important Notes

• Ensure all transactions for the period to be closed have been completely entered, verified, and reconciled before using the Close function.

• Closing modules is one of the preparatory steps before performing the actual year-end closing process.​

• Access to this module should be highly restricted and ideally granted only to the head of accounting or a system administrator to prevent misuse.

• Always double-check the year you have selected in the filter before clicking the Close or Open button.