When a financial year is over and you have filed your returns, you can close it. Closing locks every record dated in that year, so a backdated bill or a deleted payment can never quietly change figures you have already filed.
A financial year in Yojika runs 1 April to 31 March — the same boundary your invoice numbers reset on.
You will find this in Settings > Business & Tax, in the Financial years card.
What closing does
- Saves a closing summary. Yojika stores what your shop looked like at 31 March: what you are owed and what you owe (listing the parties that still have a balance — anyone fully settled is left out), the closing balance of every cash and bank account, and your closing stock value. Items with no purchase price cannot be valued, so they are left out and Yojika tells you how many. This summary is frozen — it is a record of that moment and does not change afterwards.
- Takes a safety copy first (the screen calls it a backup). Just before the year is locked, Yojika saves a complete copy of your data and names the file on the last screen. This copy is kept by the app itself as an internal safety net; it is not written into the backup folder you normally choose, so keep making your own backups as usual. If the copy cannot be written, nothing is closed at all — you are never left locked with no way back.
- Locks the period. You can no longer add, edit or delete invoices, payments, expenses, documents, stock adjustments or cash entries dated inside the closed year. If you try, Yojika tells you: “Financial year 2024-25 is closed. Reopen it in Settings → Business & Tax → Financial years to make changes.”
Two blocks are easy to miss:
- Restoring from the recycle bin. An invoice, payment or expense dated in a closed year cannot be restored — it would land back inside the lock. Parties, items and templates carry no date and restore normally.
- Converting a pre-sale document. An estimate, proforma, delivery challan or order dated in a closed year cannot be turned into a bill, because the bill it creates would carry that same date.
What still works inside a closed year
The lock is on dated bookkeeping, not on everything. These keep working on purpose:
- Clearing a cheque, or marking one bounced — that is something your bank did, not a change you made to your books.
- Settling an advance against open bills, including bills in a closed year. The advance and the bills already exist, so allocating one to the other does not change what the party owes — it only records which bill the advance paid off. See Advances and settling.
- Master details — a party’s or item’s name, a party’s or account’s opening balance, the cash and bank accounts themselves (adding or renaming one, not dated entries in it), your godowns. None of these is a dated record.
- Importing items or parties from a file — catalogue data, again with no bill date.
- Purging from the recycle bin (Purge permanently or Purge all). Those records were already deleted before you closed, so no closing figure ever counted them. Restoring one is blocked; removing it for good is not.
Because of these, a closed year’s live figures can still move a little. In particular, bouncing a cheque that paid a bill in a closed year puts the cheque’s amount back onto that bill’s outstanding — if the cheque only covered part of the bill, only that part comes back. Your live reports can then differ from the closing summary you froze. That is expected: the summary is a record of what was known on the day you closed, not a running total.
Closing does not carry balances forward or rewrite your opening balances, and it does not change any report. It only freezes a summary and locks the period.
Years close oldest first
- A year can only be closed once it has finished, that is after 31 March. The year you are billing in now can never be closed.
- Years close in order, oldest first. Yojika works out which year is next and offers only that one. When there is nothing to close yet, the Close financial year… button is greyed out and a line above it explains why.
Close a year
- Open Settings > Business & Tax and find the Financial years card.
- Click the button naming the year — for example Close 2024-25….
- Yojika shows the closing summary for that year. These are the figures that will be saved with the closure, so check them. Click Continue.
- Read what will be locked, then type the year in Type 2024-25 to confirm. The button stays disabled until it matches exactly.
- Click Close 2024-25. Yojika saves its safety copy of your data, then locks the year.
- The last screen confirms the lock and names that file. Click Done.
See a closed year again
Every closed year is listed in the Financial years card with the date it was closed. Click View summary on a row to see the saved figures again, along with when the year was closed and — when it was recorded — which device closed it, shown as the kind of device and its invoice-series letter.
Reopen a year
If you find a mistake you must correct, you can reopen the year.
- In the Financial years card, click View summary on that year.
- Click Reopen year.
- Enter your passcode. If your shop has no passcode set, type the year instead to confirm.
Only the most recently closed year can be reopened. To get back to an earlier one, reopen the years after it first, newest first.
The saved summary is kept exactly as it was — it still shows the figures from the moment the year was closed, and it will not update to match anything you change now. The card marks the year as reopened.
Setting a passcode is worth doing before you close anything: see Set a passcode lock.
If you use more than one device
With Cloud sync on, a year you close on one device is closed on your other devices too, and the lock applies there as soon as they sync. Reopening travels the same way.
Update every device before you rely on the lock. Older versions of Yojika do not carry financial-year closures in what they sync at all, so a closure never reaches a device still running one — it can keep saving records into a year you have closed. Update all of your devices first: see Keep Yojika up to date.
Related
- Back up your data — take your own backup before you close; that is the copy you can restore from yourself.
- Recycle bin — what you can and cannot bring back once a year is closed.
- Cloud sync — how your devices stay in step.