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Intuit

Set or change a closing date and closing date password

Learn how to prevent changes to past books in QuickBooks Desktop by using a closing date and password.

When a new year starts, we recommend you close your books in QuickBooks Desktop. While you don’t need to do this at the end of a fiscal year, closing your books at the end of the year will prevent any accidental changes that will affect your reports.

In QuickBooks Desktop, you can set a closing date and password. This way, any changes to your past books will require a password. Here’s how.

Note: You'll need to sign in as the admin to edit or remove the date and password.

Set a closing date and password in QuickBooks Desktop for Windows

  1. From the Company menu, select Set Closing Date.
  2. Select Set Date/Password.
  3. Enter a Closing Date and Closing Date Password.
  4. Select OK to close the window.

If you set a closing date and password, a notification appears when you void a check that has:

  • a transaction date before the closing date
  • an expense type of account

Select Yes so QuickBooks can create 2 journal entries for you. This balances the accounts affected by the check.

Note: Creating journal entry is optional. You can still void the check, if needed.

Set a closing date and password in QuickBooks Desktop for Mac

  1. From the Company menu, select Users and Passwords.
  2. From Users and passwords, select Set Closing Date.
  3. Enter a Closing Date and Closing Date Password.
  4. Select OK to close the window.
  5. Close the Users and Passwords window.

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