Daily Closeout

1. Log in as the owner (or as someone with permission to this report)
2. Follow this menu path: Reports => Sales => Daily Closeout

This report is meant to be used on a very regular basis. Ideally, at the end of every day, you should:

1. Count the cash in your register
2. Compare the cash against the Daily Closeout Report
3. Close the data
4. Put enough money in the cash register for the next day
5. Put the money that you didn't put in the cash register in the safe or bank.
6. Go home

 

But the first time you use this report, you need to close out all data from the past. To do so:

1. Click on the Close Data Button
2. Don't worry about entering dollar amounts in the next screen, just click on the Preview Close Amount Button see image
3. On the next screen, in the field titled Amount to Keep in Drawer, place the amount of cash that you will be starting with in the cash register tomorrow morning.
4. Click the Close Out button at the bottom
5. Now, at the end of business tomorrow, click on the link below titled "How to use this report on a daily basis."

 

If this the first time you're using this report, please click on the link above titled "What do to the first time you use this report." 

 

Otherwise, just before you take money out of the Cash Drawer and head off to the bank, you should use this report to make sure that you have collected the correct amount of cash for your sales. Most businesses do this at the end of every day or very early in the morning before they open for business. Or - they have a bookkeeper close out data during normal business hours for the day before. Anyway, you will be telling the system how much cash that you counted in the cash registers against how much cash the system recorded through the retail screen.

 

Here are the daily steps you should take:

1. Follow this path to go to the report: Reports => Sales => Daily Closeout
2. Click on the Close Data Button
3. Enter the dollar amount (or whatever your currency is) for each type of bill and coin. Or, to save time, just add up the total amount of cash that you have collected and type that amount in the Other Field.
4. Click Preview Close Amount
   • Sales Since Last Close: This is the total amount (cash, check, credit card, etc..) of sales your business has recorded since you last used this report.
   • Sales Tax Since Last Close: This is the total amount of sales tax that you've collected since you last used this report.
   • Starting Cash in Drawer: This is the amount of loose change (starting cash) that your cash registers started with. We have to consider this when calculating your Total Cash Expected in Drawer. This number comes from the last time you entered the Amount to Keep in Drawer.
   • Cash Sales: This is the total amount of cash sales you have collected since you last closed the data.
   • Total Cash Expected in Drawer: This is how much cash should be in your cash register. We get this number by adding the Amount to Keep in Drawer number you entered last time to the amount of cash the system recorded on the Retail Screen.
   • Actual Cash Counted in Drawer: This is the number you just entered in the fields at the top of the screen. It's the total amount of cash, including the loose change, that you counted in your drawer. If you want to change this number, just re-enter the dollar amount in the fields above and click on the Preview Close Amount Button. The screen will update.
   • Over/(Short) Amount: This is the difference between the amount of cash you counted and the amount of cash that the system recorded. It's the whole point of the report.
   • Amount to Keep in Drawer: Enter the amount of lose change (starting cash) that you will leave in the cash register for the next day. This amount will be used the next time you run this report.
   • Check Sales: You enter the dollar amount of checks that you physically counted in this field. It should be the total amount of checks that you collected since the last time you closed your data.
   • Actual Check Amount: This is the amount of check sales that the system recorded since you last closed your data. It should match the amount of checks that you just counted.
   • Over/(Short) Amount: This is your discrepancy between what the system counted and what you counted. If you think you made a mistake, you can enter a new cash amount at the top and click the Preview Close Amount Button.
5. If you're not over or under, click Close Out

 

Once I close out data, can go back in and change it? 

Nope. Once you close data, it's closed.

 

What does it mean if I'm over or under? 

These are the most common reasons: 

• The cash was counted incorrectly
• The wrong payment method was entered on the Retail screen (For example, somebody clicked Account instead of Cash just before saving a sale.)
• The "Amount to Keep in Drawer" was incorrect the last time this report was run

1. Follow this path to go to the report: Reports => Sales => Daily Closeout
2. Change the filter titled Use Date Range to Use Close Data
3. Open up the Start Date and End Date so that the closed data day that you are hunting for falls somewhere between the two dates.
4. On the Close Date Filter, choose the exact day listed there that you closed data
   • If nothing is available on the Close Date Filter, you need to open the Start and End date more.
5. Use the filters to select which closed data you would like to view
6. Click on the View Close Data Button

 

The details of the closed data will be displayed.

The Daily Closeout Report is meant to reconcile what the system recorded that you did in sales at the end of day vs. the actual money collected by your business. It catches discrepancies. In a perfect world, these two figures should match. But because credit card transaction sometimes settle the day after the sale, the numbers on the Daily Close Out can be a little tricky. To elucidate the data on this screen, the Daily Closeout report lists payment processing statistics in a separate section at the bottom.

 

Also, at the bottom, Under the Sales by Category Section, there are columns for the Qty Sold and the Qty Returned for each of your Revenue Categories. If you choose to View Closed Data for a date range, we have added a new section titled Service Program Performance. For each Program, the report breaks down how many visits occurred and the revenue earned.

 

Please note: this report will show how many visits occurred under the Program of the Series used to pay for the visit. If you are using related Programs (e.g. the Classes program can pay for the Appointments program), the report may not reflect the Program of the Visit itself.

The Attendance with Revenue Report displays how much revenue each of your client's visits generates. The Daily Closeout Report shows how much money you brought in for the day, and includes a column that displays visit statistics.

Occasionally, there is a discrepancy between the two when a client creates an unpaid visit (meaning, the client will pay you later). That's because unpaids appear on the Attendance with Revenue Report as revenue. But unpaids aren't considered on the Daily Close Out Report; because an unpaid isn't contributing cash to the day's closeout.

To help explain this difference between the reports, the "Unpaids" column on the Daily Close Out Report that should illuminate revenue discrepancies between the reports.