Close the Day
Day Close is the end-of-day reconciliation process that locks all transactions for a given date, freezes the day’s financial snapshot, and prevents any further changes. Once a day is closed, no transactions can be added, edited, or voided for that date. The process walks you through a 3-step wizard: Review, Cash Count, and Confirm.
Who can do this: Location Managers, Account Owners, and designated cashiers.
Day Close is permanent. Once confirmed, no transactions can be recorded or voided for this date. Verify all entries are correct before proceeding. There is no undo.
Step 1: Review
Open the Day Close modal
From the Collection Queue or the main navigation, click the Close Day button. The Day Close modal opens on Step 1 (Review).
Review inflows by method
The first section shows today’s inflows broken down by payment method. Each method (Cash, Card, Bank Transfer, Cheque) displays its total separately. If no inflows were recorded today, the section shows “No inflows today.”
This breakdown lets you verify that the amounts match your POS totals, card terminal receipts, and bank transfer confirmations.
Review day totals
The Day Totals section shows three lines:
| Line | Description |
|---|---|
| Total inflow | Sum of all inflow transactions for today |
| Total outflow | Sum of all outflow transactions for today |
| Net position | Inflow minus outflow. Positive (shown with +) means cash-positive day. Negative (shown with a minus sign) means cash-negative day. |
Review alerts
If there are open issues that you should be aware of before closing:
- Open jobs alert — shows how many jobs are not yet invoiced (at Estimate, Approved, In Progress, or Delivered stage). These jobs remain open after close — only today’s totals are locked.
- Overdue AP alert — shows how many vendor invoices are past their due date.
These alerts are informational. They do not prevent you from closing the day, but they ensure you are aware of outstanding items.
Complete the acknowledgement checkboxes
Three checkboxes must all be checked before you can proceed:
- “I confirm all cash collected today has been counted.”
- “I confirm all transactions are correctly recorded.”
- “I understand this action is irreversible.”
The Next button remains disabled until all three checkboxes are checked.
The day summary displayed in Step 1 is frozen the moment you advance to Step 2. This means the totals you reviewed and acknowledged cannot shift while you are counting cash in the next step, even though the underlying data may continue to poll. What you saw is what gets closed.
Step 2: Cash Count
Read the expected cash
The Expected cash on hand field shows a read-only value calculated from the day’s cash transactions. This is the amount the system expects to find in your cash drawer.
Enter the actual cash counted
In the Actual cash counted field, type the amount of physical cash in your drawer. The field accepts locale-formatted input — you can type commas for thousands separators. The currency prefix is shown as a label inside the input.
Read the variance
As soon as you enter an amount, a live variance calculation appears:
Variance = Actual counted - Expected cash
The variance uses three colour bands:
| Band | Range | Colour | Effect |
|---|---|---|---|
| OK | Within +/- 10 units | Green | Informational. Ready to proceed. |
| Caution | +/- 10 to 50 units | Yellow/amber | Outside routine band. Recount or note the reason. You can still proceed. |
| Danger | Over +/- 50 units | Red | Variance too large. The Next button is disabled until you recount or the variance falls within tolerance. |
A variance exceeding 50 units in your location currency blocks you from proceeding to Step 3. This is a safety measure. If Tanaka Auto Service Osaka expects 45,000 JPY in the drawer but the cashier counts 44,900 JPY (variance of 100), the system blocks the close and asks the cashier to recount or investigate before proceeding.
Proceed when ready
Once the variance is within the OK or Caution band, click Next to advance to Step 3.
Step 3: Confirm
Review the closing summary
A read-only summary shows all the numbers that will be committed:
| Line | Value |
|---|---|
| Total inflow | From the frozen Step 1 review |
| Total outflow | From the frozen Step 1 review |
| Net position | Inflow minus outflow |
| Cash expected | System-calculated expected cash |
| Cash counted | Your actual count from Step 2 |
| Cash variance | Difference with sign |
Read the irreversibility warning
A prominent warning banner states: “Closing the day is irreversible. Once you confirm, this day’s totals are locked.” This is your last chance to go back.
Click Close
Click the Close [date] button to execute the close. The system then:
- Creates a permanent daily snapshot with the confirmed totals
- Locks all transactions for this date against future modification
- Records the cash variance for audit purposes
On success, the modal closes and the Collection Queue reflects the new state. The Cashflow Calendar shows the day as Closed with a lock indicator.
Concurrent close guard
If another user on a different device closes the day while your Day Close modal is open, the system detects this automatically. The modal closes itself and the day’s status updates to Closed. You do not need to take any action — the other user’s close takes effect.
This prevents double-closing and ensures that only one close snapshot is created per day.
Navigating within the wizard
| Action | Behaviour |
|---|---|
| Next | Advance to the next step (disabled until requirements are met) |
| Back | Return to the previous step. Your cash count value is preserved. |
| Cancel | Close the modal without closing the day. No changes are saved. |
| Escape key (Step 2 or 3) | Returns to Step 1, not closing the modal. Your cash count is preserved. |
| Escape key (Step 1) | Closes the modal. |
What happens after Day Close
After a successful close:
- The day’s transactions are permanently locked. Any attempt to record or void a transaction for this date is blocked automatically.
- The Cashflow Calendar shows the day with a Closed chip and locked numbers.
- The daily snapshot is available for historical reporting and trend analysis.
- Tomorrow’s opening balance in the Ledger is set from today’s closing position.
Common questions
Can I reopen a closed day? No. Day Close is irreversible by design. If you discover an error after closing, record a correction transaction on the current (open) day with a reference note explaining the adjustment.
What if I forgot to record a transaction before closing? Record it on the current day with a note in the reference field indicating it pertains to the previous date. The closed day’s totals will not change, but your overall financial position will be correct going forward.
Do I have to close every day? Day Close is optional but strongly recommended. Unclosed days remain open indefinitely, which means their transaction data can change retroactively. For accurate historical reporting and cashflow analysis, close each business day.
Can I close a past day that was skipped? You can only close the current day (today). If a past day was not closed, it remains open. The Day Close modal defaults to today’s date.
What happens if the system goes offline during Step 3? The close operation is protected against timeouts. If it fails due to a network issue, an error message appears and you can retry. No partial close can occur — the operation either succeeds completely or not at all.
Related pages
- View Transaction History — reviewing transactions before closing
- Read Daily Cashflow — how closed days appear in the calendar
- Use the Cashflow Calendar — spotting unclosed past days
- Understanding the Dashboard — how daily snapshots feed dashboard metrics