If you encounter the error message "QuickBooks Error: Validation Exception was thrown. Details: The account period has closed and the account books cannot be updated through the QBO Services API. Please use the QBO website to make these changes." when trying to move an invoice from the Draft/Approved tab to QuickBooks in LeanLaw, this likely means the accounting period for the invoice date is closed in QuickBooks Online.
Why This Error Occurs
This error typically occurs because the invoice date falls within a closed accounting period in QuickBooks. QuickBooks prevents modifications to transactions within closed periods to maintain financial accuracy. To resolve this, you will need to either reopen the closed period or modify the invoice date.
How to Check If the Accounting Period is Closed
To determine if the accounting period is closed, follow these steps:
Log in to QuickBooks Online (QBO).
Go to Account and Settings
Choose Company.
Navigate to the Advanced tab.
Under the Accounting section, look for "Close the books" and note the last closed period date.
For example, if it says "Close the books 04/30/2023", any invoices dated on or before that date will trigger this error.
Resolving the Issue
If the invoice you are attempting to sync is dated within the closed period, you have two options:
1. Reopen the Closed Accounting Period
Navigate to Company Settings > Advanced tab.
Locate the "Close the books" setting under Accounting.
Disable the setting temporarily to reopen the period.
Refresh LeanLaw and try syncing the invoice again.
Once completed, you may want to re-enable the closed period setting for financial security.
2. Change the Invoice Date
Locate the invoice in LeanLaw.
Edit the invoice date to fall outside of the closed period.
Save the changes and attempt to sync again.
Example Scenario
Let’s say invoice #12345 is dated 04/30/2023, and your closed period is set to 04/30/2023. Since this falls within the locked period, QuickBooks will prevent changes to this invoice. To fix this, you can either:
Reopen the books temporarily and sync the invoice.
Change the invoice date to 05/01/2023 or later and retry the sync.
Conclusion
Understanding QuickBooks’ closed period restrictions can help avoid these errors. Always check your Advanced settings to confirm the closed period before attempting to sync invoices. By either reopening the period or updating the invoice date, you can resolve the issue and continue your workflow smoothly.