Audience: Accounting Managers
ERPs: Most API integrated ERPs that have locking/closing posting periods in their ERP. (NetSuite, QuickBooks Desktop, QuickBooks Online, Sage Intacct, and Xero)
Summary: Reviews why making any changes to an invoice after posting period has been closed or locked can impact sync.
Introduction
As mentioned in a different article, when MineralTree posts invoices, payments, or any changes to your ERP, we are doing so through an API connection. This means that the act of posting invoices is actually creating that invoice from scratch in your ERP. Changes to any invoices in MineralTree after posting are also reflected in your ERP.
Accounting Periods and Synchronization
Accounting systems typically won't allow changes to be made to invoices once the posting period has been closed or locked. If you do make changes to an invoice after it is posted to a period other than the current one, this can cause synchronization failures.
Changes to an invoice can include:
- Coding
- Quantity
- Cost
When MineralTree tries to write these changes over to your accounting system, your accounting system rejects those changes and sends back a synchronization notification indicating that the changes cannot be made due to the accounting period being closed and/or locked.
See the diagram below for how it happens.
The exact message will vary by ERP, but the general message is the same.
Invoices are able to be paid when periods have been closed or locked, but changes to invoices will not be allowed by your accounting system.
Resolving Synchronization Issues
If you run into an error message regarding closed and locked periods there are a few ways to clear the error. Please keep in mind that MineralTree cannot tell you which of these options to choose as the best option for you is whichever one aligns best with your current accounting practices.
For invoices which haven't yet posted:
- NetSuite only: Change the posting period on the invoice in MineralTree and save to resync the invoice.
- Intacct only: Change the GL posting date on the invoice in MineralTree and save to resync the invoice.
- Unlock/open the closed period in your accounting system, then resync the invoice.
For invoices which have already been posted:
- Make the necessary changes in your accounting system. Refer to your accounting system's documentation for further details.