> For the complete documentation index, see [llms.txt](https://local.docs.ssaudit.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://local.docs.ssaudit.com/english-1/general-ledger-module/process-section.md).

# 1.3 Monthly closing

### Automatic closing entries

**When to use:** At period end (month/quarter/year), when the system should automatically calculate balances and create closing entries for revenue, expenses, and business results for a specified date range — instead of creating each entry manually.

> **Business example:** At end of January 2026, close revenue Dr 511 / Cr 911: 200,000,000 VND; close expenses Dr 911 / Cr 642: 150,000,000 VND; close profit Dr 911 / Cr 4212: 50,000,000 VND.

![](/files/UGpkI5hTCGFKWFhTn6aL)

To run automatic closing entries, proceed as follows:

1. Enter the date range **From date – To date**, then click **View grid** so the system scans balances and displays the expected closing entries.
2. Click **Add new** to create closing vouchers based on the scanned data, then click **Save** to save all entries to the general ledger.
3. Click **Delete** if you need to cancel created closing entries and adjust the source data.
4. Click **Export Excel** to export the list to an .xlsx file, or **Print** to print/export PDF by template. Click **Close** to exit.

* **Function buttons:**
  * View grid: Scan transactions in the date range and display expected closing entries.
  * Add new: Create a new set of closing vouchers after viewing the grid.
  * Save: Save closing entries to the system.
  * Delete: Delete created closing entries so you can run again after adjusting data.
  * Export Excel: Export expected or created closing entries.
  * Print: Print closing vouchers/summary for records.
  * Close: Exit the screen.
* **Operational notes:**
  * Run closing only after AP, AR, Cash, Inventory, and Fixed Assets sub-modules have been fully posted.
  * If missing vouchers are found after closing, delete the closing entries, add the missing vouchers, then run again.
  * Do not manually edit closing amounts without identifying the cause of the discrepancy.

> **System validations on processing:** Closing data is calculated by date range and closing-entry configuration. If source/target accounts are missing from configuration or period vouchers are not posted, closing figures may be incomplete.

> **Note:** Before closing, ensure all vouchers in the period are posted. Closing entries depend on configuration at **Setup → Declare account balance closing entries**.

![](/files/X3wZEOcs9PNYSWdn9a8w)

***

### Period-end closing

**When to use:** After all closing entries and financial statements are complete, the chief accountant performs period-end closing to carry balances to the new accounting period. This function helps review account balances before closing.

> **Note:** Do not confuse this with changing **Fiscal year** under **Security → Company information** — that only changes the display year and does not perform period-end closing.

![](/files/Lco2gaxQ49zgNRNDqcMh)

![](/files/PoqtQu0pyrULnHj53sg0)

To review and perform period-end closing, proceed as follows:

1. Select the period/year to close.
2. Click **View grid** to review account balances before closing.
3. Reconcile key accounts: cash, payables/receivables, inventory, fixed assets, revenue, expenses.
4. Perform closing only after the chief accountant confirms the figures.

* **Function buttons:**
  * View grid: Display balances and transactions for pre-closing review.
  * Execute/Process: Run period-end closing per system configuration.
  * Export Excel: Export review data to file.
  * Close: Exit the screen.
* **Operational notes:**
  * Do not perform period-end closing while unposted vouchers remain in the period.
  * After closing, verify opening balances for the next period.
  * If you must correct data in a closed period, reopen the period or reprocess per the chief accountant's control procedure.

> **System validations on processing:** A locked period or unposted vouchers may cause incomplete closing. Resolve all warnings before closing the period.

***

### Process multiple vouchers

**When to use:** When you need to post or unpost multiple general ledger vouchers in bulk for a period, instead of opening each voucher individually. Usually performed by the chief accountant after review.

> **Business example:** At end of day, the chief accountant selects all January 2026 vouchers in Hold status and posts them in bulk to reflect on the general ledger.

To process vouchers in bulk, proceed as follows:

1. Select display scope: **All** for all vouchers, or **Accounting month** to filter by a specific month.
2. Tick each voucher to process, or tick the header checkbox to select all.
3. Click **Execute** to run bulk processing, then click **Close** to exit.

![](/files/OKzNOKC3Cnh4gHzpaRX0)

* **Selection and filters:**
  * All: Display vouchers across periods within system scope.
  * Accounting month: Display only vouchers in the selected month.
  * Row checkbox: Select vouchers to post or unpost.
  * Header checkbox: Quickly select all vouchers on the grid.
* **Function buttons:**
  * View grid/Load data: Retrieve voucher list by filter.
  * Execute: Post or unpost selected vouchers.
  * Close: Exit the screen.
* **Operational notes:**
  * Select only vouchers with correct description, accounts, AR/AP objects, and amounts.
  * Avoid selecting all if the grid shows multiple unreviewed periods.
  * After posting, vouchers become Posted and cannot be edited directly like Hold vouchers.

> **System validations on processing:** Vouchers with invalid accounts, unbalanced amounts, missing required objects, or in a locked period may fail. Open the voucher detail to fix, then run again.

***

### Monthly period lock

**When to use:** After closing entries and financial statements are complete, lock all accounting data for the finished period to ensure integrity and prevent adding, editing, or deleting vouchers in the locked period.

> **Business example:** After submitting Q1/2026 financial statements, the chief accountant locks months 01, 02, and 03 so no one can modify vouchers in the reported quarter.

To lock the accounting books, proceed as follows:

1. Select **By month** and enter period **MM-YYYY** (e.g. `01-2026`) to lock by month, or select **By year** to close the entire fiscal year.
2. Before locking: post all vouchers still in Hold status.
3. Click **Save** to confirm the lock, **Delete** to cancel the lock command, or **Close** to exit.

* **Options:**
  * By month: Lock a specific accounting month.
  * By year: Lock the entire fiscal year.
  * Accounting period: Enter the period to lock in month/year format.
* **Function buttons:**
  * Save: Record the locked period/year.
  * Delete: Unlock a period/year if further adjustments are needed.
  * Close: Exit the screen.
* **Operational notes:**
  * Print/export reconciliation reports before locking.
  * Only users with admin/chief accountant rights should lock or unlock periods.
  * After unlocking and editing data, rerun related reports for reconciliation.

> **System validations on Save:** If the period is already locked, unlock it before entering or editing vouchers in that period.

> **Note:** After locking, vouchers in the locked period cannot be edited or deleted. To edit, unlock first (Delete lock command).

![](/files/6VAn9aWYN0BuQDInZ9MZ)

***

### Connect to HR software

**When to use:** When the business uses separate HR (payroll) software and wants to **pull payroll data** from HR to auto-generate the salary accounting entry in SmartBooks, instead of typing it manually.

To connect and transfer payroll data, proceed as follows:

1. Declare the connection: **Server name**, **User ID**, **Password**, and choose the HR **Database**.
2. Enter the **Salary period**, the entry **Description**, and the accounts: **Dr 6xx** (salary expense), **Cr 334** (payables to employees), **Cr 338** (deductions on salary).
3. Click **Load data** to load payroll data by team into the grid (use **Apply 6xx / Apply 334** to set the account on all rows).
4. Click **Save settings** to save the connection, then **Transfer data** to create the General Ledger entry.

* **Operational notes:**
  * You need complete connection details (server / user / password / database) to load data.
  * The generated entry is of type GM (monthly salary); the voucher number runs automatically by period. If an error occurs during transfer, the whole operation is rolled back.

***

### Delete multiple vouchers

**When to use:** When you need to **bulk-delete** entered vouchers by period or by year (e.g. cleaning up wrongly entered or test data) across the General Ledger, Payables, Receivables, Cash, and Inventory modules.

To delete multiple vouchers, proceed as follows:

1. Choose the **Module** to delete from and the filter scope: **By period** (`mm-yyyy`) or **By year** (`yyyy`).
2. On the voucher list grid, tick the vouchers to delete.
3. Click **Execute**, then confirm to delete.

* **Operational notes:**
  * The function requires **Post / Unpost** rights. Each deletion is logged for audit.
  * The system automatically skips vouchers that cannot be deleted, e.g. AP invoices already allocated to payments, or e-invoices already printed. The result shows the count of deleted / skipped / failed.
  * This is a **permanent deletion** of voucher data — consider carefully and back up before running.