Open books
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Use the Open Books page to open books for a period previously closed. For example, you unintentionally closed the books, or you absolutely must make a change to closed books.
You can open all the books, or only those subledgers you want to change. For example, you can open Accounts Payable by itself if you only need to make an exchange to an AP supplier invoice summary without exposing the other applications.
To open books, go to General Ledger > All > Books > Open.
| Subscription |
Company |
|---|---|
| Regional availability |
All regions |
| User type | Business |
| Permissions | General Ledger: Open books |
- Go to General Ledger > All > Books > Open.
- In the To the beginning of the period field, select a period to open.
If a period is locked, you cannot open it without first unlocking it.
- Select application subledgers to open. By choosing specific applications, you don’t expose other applications to unintentional changes. If you don’t select any applications, Intacct opens the books but not any subledgers. If the transaction touches a subledger, make sure to open that subledger.
- If you’re at the top level in a multi-entity shared company, you see the Entity or entity group field. In this field, you can specify entities for which you want to open books (specify a single entity, an entity group, or all subordinate entities).To create an entity group, create a location group that contains only entities. For opening books, the location group can contain only entities and can’t contain a mix of Entity and Location members.
After an entity is opened, you can post transactions from the top level or entity. In other words, opening the books at the top level for a specific entity opens the books at the top and entity level but only for the entity you specified. For example, if you open a period without specifying an entity, Intacct opens the books and the AP subledger for all entities. Alternatively, if you do specify an entity or entity group, Intacct opens the books and AP subledger only for the specified entity/entities.
- Select Open.
To book adjusting entries to a closed period, use the adjustment journal
To restrict Open books access to your accounting manager, controller, or CFO, you can set access permissions for them in the Company application.
By opening the books for a closed period, you can access detail and post transactions to that closed period.
You can't open or close a General Ledger book or any of the subledgers without the appropriate reporting period. If you have not ever closed, you can’t re-open a period.
If the reporting period needed does not appear in the dropdown menu, it might not exist so you need to create it. Intacct provides generic reporting periods, but you need to create reporting periods for specific time periods, such as January 2021, Year Ended 2020, First Quarter 2021. You also need to have the right permissions to create a reporting period.
| Subscription |
Company |
|---|---|
| Regional availability |
All regions |
| User type | Business |
| Permissions | General Ledger: Open books, Close books, Reporting periods |
-
Go to General Ledger > Setup > More and select Add (circle) next to Reporting periods.
- On the Reporting Period Information page, enter the information that's needed.
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Select Save.
- Repeat this for any other needed reporting periods.
After you've created the reporting periods, they appear in the dropdown menu when opening or closing the General Ledger book or any of the subledgers.
If you need to determine which months or periods are closed, open the Close books page. Because closing 1 period closes all the prior periods, there cannot be any unclosed books before the last closed date. The Close company books from field shows you the date that the company books were last closed.
If your company has included it, you can also use the Closed through summary on a dashboard to see when books were closed.
For multi-entity companies, select the entity of interest to see the last closed date.
