How to Close the Cash Register for the Day

You need to close the cash register at the end of each day after reconciling the receipts and balancing the cash register. This helps to identify and address discrepancies in the day’s collections and ensures reliable accounting records.

Note: If your organization has enabled the setting to block taking payments if the register is not closed the previous day, then you cannot collect payments on the next day until the previous day’s register is closed (Organization level ->Settings tab ->Invoice & Receipts-> Block taking payments if register is not closed the previous day).

Table of Contents

Closing Payments

Register Closure with Open Invoices

Closing Payments

The close payments screen provides a brief insight into the last closure details. The window displays the expected collection details as on the current closure date - such as how much was collected in cash, check, credit card, custom payment, and how much business cash was transferred to petty cash. It displays the opening balance automatically and provides fields to enter the actual collections made in the cash and credit card register. You can make adjustments to cash or credit card for the closing and provide reasons for adjustments. The register closing balance is also displayed automatically.

Note: If your organization maintains separate sale for retail products, then you will need to close payments for products separately (refer to Closing the Cash Register for Products). The amounts projected in the Close Payments window will exclude retail product sale.

To close payments, follow the below steps:

    1. On the main menu, click the Appointment tab.
      The appointment book appears.
    2. On the appointment book, click an open slot, then click Close Payments.
      • If there are any open invoices, the system will show an alert to close the open invoices. For example, partial payments taken for packages or memberships, and oversights during billing might cause invoices to remain open.

        • If the Center has blocked register closure with open invoices (refer to Register Closure with Open Invoices section below), then close all open invoices first to continue with register closure in step 3. To view all open invoices refer to Reviewing the Day’s Sales.
        • If the Center allows register closure with open invoices, then select Cancel to review and close open invoices, or click OK to continue to close payments as described in step 3 below.
    3. The Close Payments window displays details of the last register closure date, the employee who closed the register, and center name. The Expected Amounts, Actual Amount, and Register Handover sections are explained below:

      • Expected Amounts: This section displays the total amount collected in the base currency. The amount is based on the POS sales which include:
        1. Cash
        2. Credit Card (CC)– click the amount hyperlink to view the summary of credit card payments received and the payment currencies (if the center has enabled taking payment in multiple currencies in POS).
        3. Check
        4. Custom payments - click the amount hyperlink to view the payment summary with agent name, the quantity of payments processed by the agent, tip amount, and the total amount collected.
        5. Petty Cash - only business cash amount received is included. Petty cash collected from ‘other source’ is not considered.
      • Actual Values: Enter actual value for the day’s collections in the Actual Amount section:

FIELD

DESCRIPTION

Opening Balance

The day’s opening cash balance in the register is automatically calculated and displayed.

Cash in Register

Automatically calculated as Opening Balance plus Cash from the Expected Amounts section. If the value varies with the actual amount in the register, overwrite this value with the amount present in the register.

Cash Adjustments

This field is initially empty, but if the amount entered in the Cash in Register field is less than the expected cash total, the system calculates the difference and shows it here.
In the Notes field, enter an explanation for the expense.

CC in Register

It is automatically calculated. Overwrite it with the actual value of credit card receipts if it is different.

CC Adjustments

Enter any credit card adjustment value.
In the Notes field, enter an explanation for the expense.

      • Register Handover: In the Register Handover section, enter the following values:

Field

Description

Deposit Amount

This is the amount you deposit in the bank at the end of the day.

Bank Name

Enter the name of the bank where the amount is deposited.

Closing Balance

This value is automatically calculated. It reflects how much cash remains in the register after the bank deposit, and shows as the Opening Balance for the next day. This same value is sent in the End of Day SMS.

  1. Click Save.

If you activate SMS at the organization level, Zenoti automatically sends an SMS with the end of day data to the owner, administrator, manager, as well as any employee whose record is configured to receive this SMS.

Register Closure with Open Invoices

At the center level, you can allow or block register closure for open invoices for all item types or for specifically selected types of open invoices. Follow the below steps to block/allow register closure for open invoices:

  1. Ensure you are at the Center level
  2. In the Admin Dashboard, click Centers.
  3. Click the center name.
  4. Click the Settings tab.
  5. Click the Appointment book folder.
  6. Scroll down to Register closure with below open invoices.

  • Select Allow or Block from the Register closure with below open invoices drop-down. Allow option will permit closure of the cash register even with open invoices and Block will not permit the action. Choose to allow/block closure on:
    • All item types: Select this option to allow or block register closure on all item types of open invoices (services, products, memberships, recurring payments, and future sale) or
    • Selected item types: Select this option to allow or block register closure on selected item types. For example, if Block is selected for Product only, then the cash register cannot be closed if there is an open product sale invoice.
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