Help › Shop guide › Money
Closing the day
Closing means comparing the money the till should contain with the money actually counted, then freezing the day. It is the most important check in the shop.
How expected cash is calculated
Expected cash concerns cash only. It starts from what was left the day before and follows all the day's movements:
| Line | |
|---|---|
| Opening balance: the cash in hand counted at the last closing | |
| + | Cash sales |
| + | Debt payments |
| + | Loans / contributions |
| − | Expenses |
| − | Supplier payments |
| − | Loan repayments and Customer refunds |
| ± | Transfers between methods (to cash or from cash) |
| = | Expected cash |
Credit sales are not included, since no money came in. The other methods (Mobile Money, card…) are shown separately, in By payment method, with their money in, money out and balance.
Closing the day, step by step
Menu Cash › Close day, at the end of the day.
- Check the day's lines: they must match what happened.
- Count the cash in the till.
- Enter that amount in Cash on hand. The Difference is shown: zero if everything is right, negative if money is missing, positive if there is too much.
- If there is a difference, explain it in Note.
- Click Close out the day.
The amount counted becomes the next day's opening balance: money left in the till is never lost from one day to the next.
A difference almost always has one of these causes: an expense not recorded, a Mobile Money withdrawal not entered as a transfer, change given wrongly, or a sale collected under the wrong method.
What closing forbids afterwards
A closed day is frozen. For that date, it is no longer possible to:
- record a sale or collect a slip;
- record a debt payment, an expense, a loan, a repayment, a money transfer or a supplier payment;
- edit or cancel an invoice of that day;
- close a second time.
This rule is what makes the reports reliable: yesterday's figure does not change today. You also cannot close a future date, nor record a movement on a date already closed.
Do not close in the middle of the day: sales are blocked until the next day.
Automatic closing of a forgotten day
If a past day had movements but nobody closed it, the application closes it itself, with the expected cash as cash in hand. It carries the Automatic closing label.
A user with the Shop settings and subscription right can then open that day and enter the cash actually counted with Save counted amount. This entry is possible only once; the day then carries the Counted amount entered label.
Closing done by mistake
The shop cannot reopen a day itself, so that nobody can undo a check afterwards. If the closing was done too early or with a wrong amount, write to support: it can reopen the last closed day. None of your figures is changed; you are told by a notification, you correct what is needed, then you do the closing again. See Contacting support.
Rights required
Closing: Invoice a voucher (cash, debt, deposit) and collect debts, Full dashboard (sales, cash, expenses, debts) or Shop settings and subscription. The history of closings is in History.
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