Introduce a Cutoff Date setting that freezes all orders within a defined period and allows exporting those finalized records to the accountant for bookkeeping (regardless of payment status).

To ensure legal and accounting compliance, especially for monthly or quarterly closing, we must allow setting a cutoff date after which no modifications (edits, deletions, payment changes) can be made to orders and invoices within the locked period.

Once the cutoff is applied, all relevant data (orders, invoices, payments) must be exported in a structured format for accounting purposes). Formats: PDF, CSV

Important: Admins should not be allowed to edit totals, modify orders, payment status, or delete records in the locked period.

Add a new section in: CMS => Shop - Fiscalization => Closing & Cutoff Settings

1. New Section in CMS

Path:
CMS => Shop - Fiscalization => Closing & Cutoff Settings

2.1. Fields

a) Cutoff Date (manual)

Date picker
Label:
Cutoff Date (all orders, invoices, and payments up to and including this date will be locked)

b) Cutoff Period (optional – for future automation)

Dropdown: None | Monthly | Quarterly
For now: stored but not yet used for automatic closings; future: auto-suggest end-of-month / end-of-quarter.

c) Current Cutoff Status (read-only)

Last cutoff date applied
Last export time
Last export files (links)

3. Confirmation Modal (Mandatory)

When admin selects a new cutoff date and clicks “Apply Cutoff”:

Lock all orders, invoices, and payments up to 30.11.2025?
After confirming, no modifications will be allowed inside this period.

This action is permanent and cannot be undone.

Buttons:

Confirm & Generate Export
Cancel

On confirm:

Lock logic runs
Export for that closing period is generated (PDF + CSV)
A record is added to Lock Log

4. Lock Log

In the same “Closing & Cutoff Settings” section, show an audit log table:

Columns:

Cutoff Date – e.g. 30.11.2025
Locked Period – e.g. from: (last cutoff + 1 day) to: 30.11.2025
Applied By – user name + ID
Applied At – timestamp
Export Files – links to:
- Orders CSV - export file including orders inside locked period
- Invoices CSV - export file including invoices only
- Payments CSV - export file containing only paid orders
- Summary PDF
Notes (optional)

Each log row should be clickable → opens a detail page where accountants can download the exports again.

Export fields/data: https://docs.google.com/document/d/1Ou6679T2zh8KaMB2aF1zWuBN1DvNmF7WGmFCUCQ-V-0/edit?usp=sharing

5. What Exactly Gets Blocked

5.1. Scope of Lock

For any record where its document date (not created_at!) is <= cutoff_date:

Orders (order_date)
Invoices (invoice_date)
Payments (payment_date)

Those records are locked.

5.2. Blocked Admin Actions

On any locked order/invoice/payment:

❌ edit totals
❌ change product quantities
❌ remove line items
❌ add line items
❌ change tax rates / discounts
❌ update payment status (Paid, Declined, Refunded, etc.)
❌ change invoice numbers
❌ delete orders (already not supported)
❌ delete invoices (already not supported)
❌ delete payments (already not supported)

System behavior:

API + admin UI must both enforce the lock
If someone tries to edit a locked record:
- Show error:
  This record belongs to a closed period (up to 30.11.2025) and cannot be modified.
  Use a correction in the next open period instead.

6. Critical Edge Case: PAID in November → DECLINED in December

This is the one that’s currently biting you.

Scenario

Order date: 15.11.2025
November is closed with cutoff = 30.11.2025
At cutoff, order is PAID
Export for Nov → accountant sees this as income
On 03.12.2025 member withdraws SEPA consent → payment reversed, gateway marks transaction as DECLINED.

What must happen:

6.1. November stays EXACTLY as it was

Order in November remains PAID inside the locked period snapshot
November export never changes
No retroactive change of:
- totals
- payment status
- invoice

You do not touch November.

6.2. December handles the correction

You treat the SEPA withdrawal as a December correction event, not as a November modification.

You need a persistent way of storing it.

When cutoff date/period is used in a project then in membership month report and dashboard the data should be displayed accordingly. Therefor, all values should be clickable (Esp. in monthly export report)