Set a bookkeeping start date to hide old payables
Set a bookkeeping start date to hide payables you already exported outside Spendesk, so the Prepare tab only shows fresh data.
For: Account Owners and Controllers.
Before you start
You need the Account Owner or Controller role to change accounting settings.
Available on all plans that use the Bookkeep > Prepare and Bookkeep > Export workflow.
This setting only affects the Bookkeep > Prepare tab. It has no effect on Bookkeep > All payables or Bookkeep > All payments.
The bookkeeping start date applies to the payable's date (when the debt was contracted), not the date the invoice or receipt was uploaded to Spendesk.
Step-by-step instructions
Go to Settings > Accounting Setup > Bookkeeping Setup.
Turn on "Choose the start date of your bookkeeping".
Select the date from which you want to start bookkeeping in Spendesk.
Click Save changes.
Review the confirmation message showing how many payables will be hidden.
Click Confirm to apply the new bookkeeping start date.
💡 Tip: Choose a date just after the last period you already closed outside Spendesk, so no payable is left ungathered in your accounting records.
Expected results
All payables dated before your selected bookkeeping date disappear from Bookkeep > Prepare.
These payables remain visible on Bookkeep > All payables, with the bookkeeping status showing "hidden" (for example, To prepare (hidden)).
Hidden payables can't be marked as ready and can't be exported in the purchase journal.
The corresponding payments for hidden payables also don't appear in the bank journal.
Bookkeep > All payments is not affected: payments continue to show there regardless of the bookkeeping date.
Change or remove the bookkeeping date
Change the date:
Go to Settings > Accounting Setup > Bookkeeping Setup.
Under "Choose the start date of your bookkeeping", select a new date.
Click Save changes.
Remove the bookkeeping start date:
Go to Settings > Accounting Setup > Bookkeeping Setup.
Turn off "Choose the start date of your bookkeeping".
⚠️ Warning: Changing the bookkeeping date immediately updates which payables are hidden from Prepare. If you set an earlier date, previously hidden payables reappear in Prepare and may need to be reviewed before export.
Troubleshooting
Symptom: A payable I expect to see is missing from Bookkeep > Prepare.
Cause: The payable's date falls before your current bookkeeping date, so it's hidden.
Resolution: Check the payable's bookkeeping status on Bookkeep > All payables. If it shows "hidden" behind the status (for example, To prepare (hidden)), either update the bookkeeping date in Settings > Accounting or add the payable manually in your accounting software.
Symptom: I want to check account balances for a period I hid.
Cause: Hidden payables and their payments don't appear in the purchase or bank journal exports.
Resolution: Check your account statements in Settings.
👥 Roles: Only Account Owners and Controllers can change the bookkeeping date in Settings > Accounting.
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