> ## Documentation Index
> Fetch the complete documentation index at: https://docs.nocotax.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Reconciliation and close

> Monthly and yearly checklists to reconcile Nocotax with your platform and prepare the close.

This guide assumes orders are recorded as described in [Record an order](https://docs.nocotax.app/undisclosed-agents/order-to-invoices.md), with `order_reference` and `period` on every line.

## Reports

Exports are created from the dashboard. Choose:

| Parameter | Description |
| - | - |
| Report type | `SALES` or `PURCHASES` |
| `date_from`, `date_to` | Period of the export |
| `as_of_date` | Optional. Settlement state (paid, outstanding) is computed as of this date |

Two files are produced:

* **Detail**: one row per document line and tax rate.
* **Summary**: per accounting period, jurisdiction and rate, documents compared with the tax ledger. A non-zero difference points to a document to investigate.

### Detail columns

| Column | Meaning |
| - | - |
| `order_reference` | Order of the line |
| `document_type`, `document_number`, `status` | Invoice or credit note. Credit notes are negative |
| `period_start`, `period_end` | Service period of the line |
| `accounting_period` | Period the line belongs to (`period`, or `document_date` if none) |
| `document_date`, `due_date`, `paid_at`, `payment_period` | Invoice, due and payment dates |
| `currency`, `amount_excl_tax`, `tax_amount`, `amount_incl_tax` | Document currency, smallest unit |
| `account_currency`, `account_amount_*` | Account currency, major unit: use these to compare across currencies |
| `counterparty_name` | Customer or supplier |
| `current_payment_status`, `amount_outstanding_as_of`, `settled_after_period_end` | Settlement at `as_of_date` |

## Monthly close

**1. Check completeness**

Compare the number of orders completed in the month in your system with the number of sales invoices finalized in Nocotax. Check that no invoice remains in `draft`.

**2. Check settlement**

Make sure customer payments and supplier payouts of the month are recorded.

**3. Export**

Create the `SALES` and `PURCHASES` exports for the month, with `as_of_date` set to the day of the export.

**4. Control totals**

Per flow and currency, compare the totals with your system: sales revenue, supplier costs, and for each payout type the total paid in your payout system against the purchase totals.

**5. Control references**

In the detail files, list lines without `order_reference` or `period_start`. Fix the process upstream and correct existing documents with credit notes.

**6. Hand over**

Provide the detail and summary files to your accountant. A finalized document never changes, so the same export with the same `as_of_date` gives the same result later.

## Margin per order

Join the `SALES` and `PURCHASES` detail files on `order_reference` and compute, with the `account_amount_excl_tax` columns:

```
margin = sales amount excluding tax - purchase amount excluding tax
```

Credit notes are negative, so refunds are already netted. Also review:

* orders with a sale but no purchase line, and the reverse;
* orders with several purchase lines;
* negative margins.

Amounts are converted in the account currency at the exchange rate of each document, so a sale and its cost in different currencies can show a small exchange difference.

## Year-end

Run the monthly close for December, then prepare the cut-off for your auditor:

1. Export `SALES` and `PURCHASES` from January 1 of the closed year to the end of the following period (for example January 31), with `as_of_date` set after the last payment you want to include.
2. Revenue and costs of the closed year that are settled later: keep the rows whose `accounting_period` is in the closed year and whose `document_date` or `paid_at` is after year-end (see `settled_after_period_end`).
3. Revenue and costs invoiced early: keep the rows whose `document_date` is in the closed year and whose `accounting_period` is after year-end.
4. Give your auditor these rows with `order_reference`, `accounting_period`, `document_date`, `paid_at`, amounts and tax.

## Correct after the close

Do not edit finalized documents. Create a credit note with the `period` of the original line, and, if needed, a new corrected invoice. See [Refunds and cancellations](https://docs.nocotax.app/undisclosed-agents/refunds-and-cancellations.md).


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