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Accounting settings

Set your financial year end, lock the books up to a date, and change the prefix and next number of each document.

Accounting Settings holds your financial year, the books lock, document numbering, and links to your company's legal details, SST settings and bank accounts.

Who can do this

  • Only owners and admins can change the financial year, the books lock and the numbering. Others see "Only an owner or admin can change the numbering."
  • Edit in Account on the legal details is shown to owners and admins.
  • Everyone in the workspace can see the settings. In the demo workspace nothing can be changed.

Steps

Set the financial year and lock the books

  1. Open Settings under Configuration in the Finance menu.
  2. In Financial year & books lock, choose the month under Financial year ends in.
  3. Under Lock the books up to, pick the last date of the closed period. It cannot be after today.
  4. Click Save.

The card then shows Books locked to and the date. Nothing dated on or before that date can be posted, voided or paid. This covers invoices, credit notes, supplier bills, supplier credit notes, payments, approved expenses, contra entries, journals, FX revaluations and opening balances. Drafts are not checked. To reopen a period, move the date back.

Change document numbering

  1. In Document numbering, find the document. Each row shows its Prefix, Next number and an Example.
  2. Change the prefix or the next number.
  3. Click Save.

The next number can only go up, so no number is ever given twice. Each document needs its own prefix.

Other cards

  • Legal details shows your SST number, TIN and address, which are printed on invoices and reports. Change them under Account, Company.
  • SST links to the SST settings.
  • Bank accounts links to Banking.
  • Base currency is MYR (Malaysian ringgit). Every report and the ledger are kept in ringgit. The same card shows the Exchange rate the books use: Bank Negara Malaysia's 5 pm selling rate, fetched every working day. Customs (Public Ruling 3/2026) requires a selling rate from one source, used for at least a year. See Foreign currency.
  • Integrations & notifications are Coming soon: MyInvois integration, auto-submit of validated invoices, FPX auto-reconciliation, e-Invois alerts, overdue reminders and SST due reminders. Their switches are turned off and cannot be used yet.

Common problems

  • "This date is in a closed period: the books are locked to …" Shown on any screen when you post, void or pay something dated in the locked period. Move the lock date back, or use a later date.
  • "The books can't be locked to a date in the future."
  • "The next number can't go back: it must be … or more."
  • "A prefix is 1 to 10 letters, numbers, dashes or slashes."
  • "Another document already uses this prefix."
  • "Only an owner or admin can change accounting settings."

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