HOW-TO

How to close the month in accounts payable in Xero

Short answer

In Xero, enter and approve all bill records dated in the month, accrue goods received, reconcile the Aged Payables Summary or Detail to the ledger, then lock the period.

Last checked

Closing the month in AP means making sure every bill for the month is entered, approved and coded and the payables balance ties out.

Before you start

  • Administrator user role (to set lock dates)

The Xero way

Where to find it: Accounting > Accounting settings > Financial settings > Lock Dates

  1. Clear the Draft and Awaiting approval tabs for the month.
  2. Run Aged Payables Summary as at month end and agree it to the payables account.
  3. Post any accrual entries as manual journals.
  4. In the Accounting menu, select Accounting settings, click Financial settings, enter the date under Lock Dates and click Save.

Limits in Xero

  • Xero has no AP-specific close checklist.
  • After a lock date, users cannot add or edit transactions on or before it, but can still create drafts and submit them for approval.

Good to know in Xero

  • You can set the lock date for all user roles, or for all roles except Administrator. Administrators can remove or change it at any time.

Words Xero uses

  • Awaiting approval. A bill that has been submitted and is waiting for someone with approval rights.

The Pulsify way

  1. Clear the Pulsify queue: approve, reject or archive each bill waiting.
  2. Forward missing bills from suppliers to your Pulsify address.
  3. Reconcile key supplier statements in Pulsify.
  4. Then run reports and lock the period in Xero.

Pulsify connects to Xero in one click. Approved bills are created in Xero with the source file attached.

What Pulsify does not do here

  • Pulsify does not post accruals.
  • Aged payables and period locks are in Xero.

Common mistakes

  • Locking the month before the Draft and Awaiting approval tabs are cleared.
  • Locking before accrual journals are posted.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

How do I lock a month in Xero?

In the Accounting menu select Accounting settings and click Financial settings. Enter the date under Lock Dates and click Save. You need the Administrator role.

Can staff still add bills after the lock date?

Users cannot add or edit transactions on or before the lock date. They can still create drafts and submit them for approval.

Can I change the lock date later?

Yes. You can set the lock date for all user roles or for all roles except Administrator. Administrators can remove or change it at any time.

Does Pulsify lock periods?

No. Lock the period in your accounting system.

Pulsify setup guides

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