Manage Closing and Transaction Lock Dates

Closing Dates and Transaction Lock Dates help maintain financial integrity by preventing changes to finalized data in Maxio Core. Closing Dates control whether revenue and invoicing data can be added, edited, or deleted, which is critical for compliance, audit readiness, and accurate financial reporting. These controls help SaaS finance teams lock periods and prevent errors. This article explains how to use Maxio’s Closing Date settings, including the General Ledger Closing Date and Transaction Lock Date.

You must be an admin-level user in order to change the closing date settings.

We highly recommend setting and using closing dates. Users often experience significant issues (such as reporting discrepancies) when they do not.

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See also: Set Close and Lock Dates for Financial Controls

Maxio Core Closing Date

In the application this setting is labelled simply Closing Date, under Account Settings > Advanced Finance Settings. This article calls it the Maxio Core Closing Date to distinguish it from your general ledger's own closing date, which is a separate setting.

The Closing Date prevents the addition, modification, or deletion of information on or before it. All dates on or before the Closing Date are considered in the Close Period. This date is independent of the QuickBooks Closing Date.

Once a Maxio Core Closing Date is entered, the following actions are prohibited:

• Deleting registers
• Recasting revenues and invoice line items by updating an item
• Adding or editing revenues with a start date on or before the Maxio Core Closing Date
• Adding or editing any invoices or invoice line items with a date on or before the Maxio Core Closing Date

Set the Closing Date in Account Settings, under Advanced Finance Settings.

Your general ledger's closing date

When you connect Maxio Core to a general ledger, for example QuickBooks or Xero,, those systems contain their own closing date settings. Maxio Core stores this date and uses it to prevent changes to invoice data in the general ledger made after the GL closing date. The GL close date is set in Maxio Core automatically or manually, depending on your general ledger.

• QuickBooks Online: Must be set manually (the Intuit API does not support automatic setting).
• QuickBooks Desktop: Set automatically during sync.
• Xero: Set automatically during sync.

The following actions are prohibited on or before the GL's closing date:

• Adding or editing revenues.
• Adding or editing any invoices or invoice line items.
• Recasting revenues and invoice line items by updating an item.
• Checking the box for "Recognize - Include in Finance Reports".

Transaction Lock Date

The Transaction Lock Date prohibits adding or editing Transaction fields that are not already locked by one of the closing dates. This setting maintains data integrity for analytics reporting.

The lock date itself is inside the locked range. A Transaction is locked when its Start Date falls on or before the Transaction Lock Date, not only strictly before it, so setting the lock date to the last day of a period also freezes that day. When set:

• You cannot add a Transaction with a Start Date on or before the Transaction Lock Date
• You cannot add a Transaction with an Order Date on or before the Transaction Lock Date

Which fields are frozen depends on the type of Transaction.

Non-recurring Transactions — these fields cannot be edited:

• Transaction Start Date
• Transaction End Date
• Transaction Item
• Transaction Amount
• Transaction Quantity

Recurring Transactions — all of the above, plus:

• Transaction Order Date
• Transaction Duration
• Transaction Monthly Rate (MRR)
• Normalized Amount
• ARR Amount
• Unit List Price
• Normalized Term
• Recognize (Revenues)

Recognize and Item are additionally frozen by the closing date, independently of the lock date, when the Transaction already has revenue or an invoice in the close period.

Set the Transaction Lock Date in Account Settings, under Advanced Finance Settings.

Subscription deletion is only possible if related transaction and invoice records are outside locked periods.

Special closing date use cases

Stripe invoices

Because Stripe is the system of record and generator of invoices, Maxio does not exclude synced invoices that violate closing dates. However, the transactions and revenues generated from these invoices do respect the closing dates.

We recommend setting the Transaction Lock Date to prevent transactions and revenue from being generated during the close period. If an invoice dated in the close period is synced from Stripe, the customer record will immediately become out-of-balance.

QuickBooks close date

Maxio Core does not allow creation or modification of invoice line items (even if not yet synced) on or before the QuickBooks Closing Date that is stored. If you remove this date in Maxio (Admin QuickBooks) and enter an invoice dated on or before the removed date, the next sync will:

1. Accept the invoice in QuickBooks Desktop if there is no closing date password.
2. Reject the invoice in QuickBooks Desktop if there is a closing date password.
3. Reject the invoice in QuickBooks Online.

For cases 2 and 3, a warning appears in the Sync Issues section on the Maxio Core home page.

If you enter or modify an invoice in QuickBooks on or before the closing date by bypassing the warning, the next sync will:

1. Accept the invoice if no Maxio Core Closing Date is set.
2. Reject the invoice if a Maxio Core Closing Date is set.

In case 2, there is no warning that the invoice was not accepted by Maxio Core.

Syncing may also be affected by the QuickBooks Integration Setting, "Do Not Sync After Date."

Advanced Billing credit notes and the transaction lock date

When your Advanced Billing site is connected to Maxio Core, a Void, Refund, or Service Credit Credit Note whose origin invoice line item covers a period on or before the Transaction Lock Date would otherwise fail to generate a matching Transaction in Maxio Core, since the Transaction's Start Date would fall inside the locked range. Advanced Billing avoids this by adjusting that Credit Note's own line item dates before it syncs:

• If the origin line item's period falls entirely after the Transaction Lock Date, the Credit Note keeps the same dates as the origin invoice.
• If the origin line item's period starts and ends on or before the Transaction Lock Date, the Credit Note's period collapses to a single day: both its start and end date become the day after the Transaction Lock Date.
• If the Transaction Lock Date falls between the origin line item's start and end dates, the Credit Note's period starts the day after the Transaction Lock Date and keeps the origin line item's original end date.

Only the Credit Note's own dates are adjusted; the origin invoice's line item dates are never changed. Because of this, a Credit Note's period dates — visible via the API as period_range_start and period_range_end — can differ from the origin invoice line item it credits whenever a Transaction Lock Date is in effect.

Critical closing date behavior

If you maintain both QuickBooks and Maxio Core Closing Dates, removing the QuickBooks Closing Date and making edits can cause data consistency issues unless you also remove the Maxio Core Closing Date.

New invoices created in QuickBooks, or changes to invoices for dates before the Maxio Core Closing Date, will not sync to Maxio Core. If an invoice line item exists in Maxio Core for that date range and is modified in QuickBooks, the change will not be reflected in Maxio Core.