How to Close Accounting Periods

Closing accounting periods helps protect your clinic’s financial records by preventing invoices from being edited after a specific period has been finalized. This is commonly done at the end of a month, quarter, or fiscal year once reporting and reconciliations have been completed.

In Juvonno, closing a period locks invoices within the selected date range. This helps ensure that previously reported financial data remains accurate and unchanged.

This article explains when you should close accounting periods, what happens when a period is closed, and how to manage closed periods in Juvonno.

When to Use This

Close accounting periods when:

• Month-end reporting has been completed
• Your bookkeeping has been reconciled
• Your accountant has finalized reporting
• You want to prevent accidental invoice changes
• You are preparing for year-end taxes or audits

Permissions 

• Must have an Admin Level 2 profile

When Should You Close an Accounting Period?

Most clinics close accounting periods after they have completed their financial review for a month or year.

Common reasons to close a period include:

• Preventing accidental edits to finalized invoices
• Keeping financial reports accurate and consistent
• Supporting bookkeeping and accountant workflows
• Preventing invoices from being voided after reconciliation
• Maintaining clean year-end financial records

Many clinics choose to close periods:

• Monthly
• Quarterly
• At fiscal year-end

There is no required schedule, but once a period is closed, invoices within that range become restricted.

Important Things to Know Before Closing a Period

Once a period is closed:

• Invoices within the closed period cannot be edited
• Invoices cannot be voided
• Payments cannot be deleted
• Payment amounts cannot be changed

However, you can still:

• Apply payments to invoices
• Change the payment method on an existing payment

For example:

• You can change a payment method from Cash to Visa
• You cannot change the payment amount from $50 to $75

How to Close an Accounting Period

1. Go to Accounting
2. Under Administrator Actions, select Close Period

The Accounting/Closed Periods window will open 

3. Enter the Start and End date of the accounting period you would like to close
4. Type YES to confirm closing the accounting period  
5. Click Close Period 

6. Verify the date range on the pop-up is correct 
7. Click OK 

The accounting period is now locked.

Viewing Closed Periods

To view all previously closed periods:

1. Go to Accounting
2. Under Administrator Actions, select Closed Periods

You will see a list of all date ranges that have been closed in your system.

Result

After closing an accounting period, invoices within the selected dates are protected from further editing or voiding. This helps maintain accurate financial records and prevents changes to finalized accounting data.

Avoid Common Issues

• Do not close a period until all expected invoices and payments have been entered
• Confirm that reports and reconciliations are complete before locking a period
• Be aware that correcting invoices afterward requires refunds and re-creation of invoices
• Ensure only trusted administrators have access to closed period settings
   

Troubleshooting

I cannot edit or void an invoice

• The invoice is likely within a closed accounting period. Closed invoices cannot be edited or voided.

I need to correct an invoice in a closed period

• Create a Quick Invoice, process a refund against the original invoice, and then recreate the invoice correctly.

I can still change the payment type

• This is expected behaviour. Payment methods can still be updated in closed periods, but payment amounts cannot be changed.