To close financial year records in Yojika, check the finished year’s books, take your own backup, then open Settings → Business & Tax → Financial years. Review the closing summary before confirming the lock. This guide explains what to check, what closing protects and how to handle a later correction.
Close financial year records after checking the books
Yojika uses a financial year running from 1 April to 31 March. It allows you to close only a finished year, and years close in order, oldest first.
For example, on 10/09/2026, FY 2025-26 has finished, while FY 2026-27 is still open for current business. A shop with an older unclosed year must deal with that year first. The Financial years card shows which year is eligible.
Treat year-end closing as a decision after reconciliation. Ask your CA whether the relevant filings and corrections are complete before locking. The button does not file a return or certify that the accounts are correct.
Use this preparation table:
| Check | What to compare before closing |
|---|---|
| Customer and supplier balances | Match unpaid bills, collections and payments against party statements. Investigate missing entries. |
| Cash and bank accounts | Compare recorded balances with the cash records and bank statements for the year-end date. |
| Stock | Review recorded quantities and purchase prices. The summary flags items it cannot value because a purchase price is missing. |
| Dated documents | Finish checking bills, expenses, payments and stock adjustments belonging to that year. |
| Backup | Make a separate backup you can locate and restore yourself. |
An unpaid customer balance is not, by itself, a reason to postpone closing. The important question is whether the balance correctly describes what was owed at year-end.
What the financial year lock does
Closing saves a summary of customer and supplier balances, cash and bank balances, and closing stock value. That saved summary remains a record of the figures calculated when you closed.
Yojika then blocks adding, editing or deleting dated bookkeeping entries inside the closed year. This includes invoices, payments, expenses and stock adjustments. Restoring a dated entry from the recycle bin is blocked too.
The lock has limits. Undated master details, including party or account opening balances, remain editable. Clearing or bouncing a cheque can still affect live figures. For example, a bounced cheque can put an amount back onto a bill’s outstanding balance, while the saved closing summary stays unchanged.
Closing does not carry balances forward or rewrite opening balances. It also does not reset your current invoice counter. For the separate numbering topic, see the financial-year invoice numbering guide.
A Nagpur example: find the missing March collection
Imagine Meena’s shop in Nagpur reviewing FY 2025-26 before closing it in September. One customer’s account has no opening balance, returns or other adjustments. The following amounts are illustrative recorded bill and payment totals, including any applicable tax; this is a balance check, not a sample tax invoice.
| Customer account up to 31/03/2026 | Amount |
|---|---|
| Bills recorded during the year | ₹12,000 |
| Collections already recorded | ₹7,000 |
| Outstanding shown before checking | ₹5,000 |
| Genuine collection dated 30/03/2026, missed in entry | ₹2,000 |
| Total collections after correction | ₹9,000 |
| Correct closing outstanding | ₹3,000 |
The arithmetic is ₹12,000 − ₹7,000 = ₹5,000 before correction. After Meena verifies the missing collection against her records and enters it with its actual March date, collections become ₹7,000 + ₹2,000 = ₹9,000. The closing outstanding is ₹12,000 − ₹9,000 = ₹3,000.
She makes this correction before locking the year. If the customer later pays ₹1,000 on 10/09/2026, Meena records that collection in the open year with its actual date. Assuming no other activity, the current outstanding becomes ₹3,000 − ₹1,000 = ₹2,000. The saved March closing balance remains ₹3,000.
For an ordinary taxable sale with both supplier location and place of supply in Maharashtra, the tax components are CGST and SGST, as explained in CBIC’s intra-state supply FAQ. Those tax details belong on the original bills; collecting their outstanding amount later does not require entering the sale again.
Close the year in Yojika
- Open Settings → Business & Tax → Financial years.
- Select the offered Close [year]… button.
- Review the closing summary, including any unpriced-stock warning, then click Continue.
- Read the lock explanation and type the displayed year exactly to confirm.
- Click Close [year]. Yojika saves an internal safety copy before locking; if that copy fails, the year is not closed.
- Check the final confirmation and backup filename, then click Done.
That internal safety copy is separate from your chosen backup folder. Keep making your own backups as described in the billing-data backup guide.
If you use optional Combo Cloud Sync, update every device first and let them sync before relying on the lock everywhere. Older versions may not receive financial-year closures. The full closing guide explains this device behaviour.
Reopening and retaining the records
To correct a closed year, open View summary → Reopen year. Enter your passcode; if none is set, confirm by typing the year. Only the most recently closed year can be reopened, so work backwards through later closed years if necessary.
The saved summary stays unchanged when you reopen. Check the correction and any filing consequences with your CA, review the updated figures, then close again when ready.
Keep the underlying records and backups. CGST Section 36 generally requires covered registered persons to retain accounts for 72 months from the annual-return due date for the relevant year. Specified proceedings or investigations can extend this to one year after final disposal, if later. See CBIC’s Section 36 text. Confirm the current rule and the retention end date for your records with your CA; do not count from the day you press Close.
Use the lock as part of your bookkeeping routine
Yojika provides the closing summary, safety copy and period lock. Correct entries and reconciliation remain the shop’s responsibility. Explore the billing and reporting features and licence options to see how they fit your routine.
Frequently asked questions
When can I close a financial year in Yojika?
Only after that year has ended on 31 March. Check the books and relevant filings with your CA first; Yojika offers eligible years in order, oldest first.
Does closing a year carry balances forward?
No. Closing saves a summary and locks dated entries. It does not rewrite opening balances, clear customer dues or change how the next year is numbered.
Can I collect payment for a bill in a closed year?
Yes, record a later collection with its actual date in an open year. The old bill remains locked, while the current outstanding balance can fall.
Can I reopen a closed financial year?
Yes. Open View summary, choose Reopen year and enter your passcode, or confirm the year if no passcode is set. Only the most recently closed year can be reopened first.