Overview
The Invoicing Period Closure feature allows you to lock a financial period so that no new or modified AR transactions can use dates on or before the closure date. This applies to draft invoices, draft credit notes, payments, journals, bounced cheques, deposits, deposit refunds, and deposit forfeits.
The feature can be configured globally (all locations) or per-location, each with its own closure date.
Important: Invoicing Period Closure only prevents manually created or edited transactions. Transactions generated automatically, such as purchases or payments received through the customer portal, will still be created with today's date regardless of this setting. For this reason, we recommend always setting the closure date to a date in the past.
Enabling Invoicing Period Closure
Navigate to Settings > General > System > Operate Settings > Invoicing Settings.
Select the location you want to configure from the Location dropdown. Choose All Locations to set a site-wide default, or select a specific location to override the default for that location.
Tick the Enable Invoice Period Closure checkbox.
In the Invoice Period Closure Date field, select the date up to which the period should be closed. All transactions with dates on or before this date will be blocked from being created/approved and existing records will be made read-only.
Example: With Invoice Period Closure Date set to 07/03/2026 the first allowed date is 08/03/2026
Click Save.
Repeat steps 2–5 for any additional locations that require a different closure date.
Per-location behaviour: If a specific location has its own closure setting, that takes priority. If a location does not have its own setting, it falls back to the All Locations default. You can also explicitly disable closure for a specific location by creating a setting for that location with the checkbox unticked.
Example Setup:
All Locations Invoice Period Closure Date = 20/03/2026
Location A Invoice Period Closure Date = 10/03/2026
The first allowed date for Location A = 11/03/2026
Areas Affected by Invoicing Period Closure
Once enabled, the closure date is enforced across the following areas of Operate. The behaviour differs depending on whether you are creating a new record or viewing an existing one.
Invoice & Credit Notes
Draft Invoices & Draft Credit Notes
Line dates (From / To): If a line's From or To date is on or before the closure date, a red warning appears below the date field. The invoice cannot be saved until the conflicting dates are corrected.
Due date: If the due date is on or before the closure date, a red warning appears and saving is blocked.
On load: When you open an existing draft invoice, all line dates and the due date are validated against the closure period as soon as the page loads.
On edit: Changing a date re-validates immediately.
Invoice / Credit Note Preview
Single Invoice/Credit Note preview
When previewing invoices or credit notes before issuing, the system checks the invoice date, due date, and all line dates against the closure period.
If any conflict is found, the approval button is disabled. You will need to edit this draft invoice/credit note and amend the dates in order to proceed.
Multiple Invoice/Credit Note Preview & Bill Run
When previewing multiple invoices or credit notes (by selecting multiple items from the list view or from running a bill run), all items are validated together, the approval button will be disabled for all items if any conflicts are found.
You can see which invoices have conflicts by the warning symbol in the left hand panel next to the invoice account name. In order to proceed you will need to leave the preview screen and amend the conflicting dates on all invoices.
Accounts Receivable
Payments
New payment: If the default payment date falls within the closure period, a red warning is shown. Saving is blocked until the date is changed to one after the closure date.
Existing payment: If the payment date is within the closure period, the entire record is switched to read-only mode. A yellow warning banner is displayed: "This record is within the invoicing period closure and cannot be edited." All fields and allocation inputs are locked.
Existing payment: If the payment date is within the closure period, the payment cannot be deleted
Journals
New journal: Red warning if the date is within the closure period. Save is blocked.
Existing journal: The entire record is switched to read-only mode with a yellow warning banner, identical to the payment behaviour.
Existing journal: If the journal is within the closure period, the journal cannot be deleted.
Other Accounts Receivable areas prevented from being created in the closure period
Bounced Cheques
Deposits (Add Deposit)
Deposit Refunds
Deposit Forfeits
Accounts Receivable Transaction List
Important Notes
Automatically generated transactions are not blocked. Invoices and payments created through the customer portal, payment collections, and any other system-generated transactions will still be created with their standard date of today. The closure period only applies to manual entry and editing within Operate. For this reason, we suggest always setting the closure date to a date in the past unless you are sure you won't have these being created.
The closure rule is "on or before". A transaction date must be after the closure date to be valid. For example, if the closure date is set to 31 January, then 31 January is blocked but 1 February is allowed.
Updating the closure date does not alter existing records. Transactions that were already saved with dates in the now-closed period remain unchanged. The closure only prevents new saves and approvals — it does not retroactively modify or delete anything.
Reopening a closed period. If for some reason you need to add/edit records in these closed periods, moving the date before the date of the record will open it for adding/editing.