Knowledge Base Article

Month end cut offs

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Month end cut offs

This is a feature that allows you to post invoices into your finance system with an adjusted Invoice date.  In Zahara we have one invoice date – the actual invoice date. Obviously, we know the date the invoice was created, but if the supplier dates the invoice on 31st October 2022 then that is the date we will use when exporting the invoice into your finance system. So this feature provides more flexibility and rules to change this date. 

1

How it works

You decide that you will process any November invoices, against November, right up until 3rd December. This means if the invoice is dated 2nd December, you want it recorded as a November invoice. Or say you have a month-end cut off of the 28th of December – any invoices recorded after this date ie – dated 29, 30, or 31st December will go into January. 

You will find this setting in Business Settings > Invoices .

First off enable the feature on the right.  Each month is shown and you can then set the cut off date. We show the range 25 – 6th – as we think this covers most people’s requirements as month ends are usually very close to the actual month-end. 

You then have the choice of setting how the invoice date is changed

  • Cut off date
  • First day of the next month 
  • Last day of the month

You can also choose how to display the date on the invoice: 

  • Keep as original 
  • Show calculated date 

We suggest you test this before going live and make sure you have the outcome you expect.

2

SmartSync & Sage 50

SmartSync should return a ‘failed to sync’ message stating that it has failed due to being within a locked period. However, if the user permissions allow ‘Zahara’ to post past a lock date, then this could be why this has happened.

Double-check the permissions that were given to the ‘Zahara’ Sage user account – the user account which connects Smartsync to Sage. Does this give ‘Zahara’ permission to post within a locked period? If so, then you will need to remove this.

You should then find that once a lock date has been set, invoices will not be posted into this period.

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