Questions about the Daily Closeout

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Summary:

This article will assist you in various question regarding the Daily Closeout Report.


Contents:

 

Why is a staff member not showing in the Daily Closeout under the All Employees filter?

The staff members displayed in the "All Employee" drop down in Daily Closeout is based off of who was logged in and had a sales transaction completed under their log in. If someone logged in but did not process any sales for a period of time then they would not show up on the drop down for that filter date range.

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What does the "Expired Series" column mean on the Daily Closeout report?

The "Expired Series" column is taken from the Pricing Option Expirations Report (to get there: click on Reports Tab> Clients>scroll down to Pricing Option Expirations) . It reflects the revenue from all pricing options that are expiring that day. For example, if a pricing option had one session for $100 good for one day with activation date on sale date and it was purchased today, and it was not assigned to a service today, then it will show up as $100 earned revenue in the daily closeout report.

Also - if the Daily Closeout report is being run for a range of dates, like when a business looks at the Daily Closeout for a month in the past (example: runs it for the month of June 2013), and they want to know what are the Expired Series / where are the Expired Series figures coming from?

These are pricing options that were purchased any time before and up through the end date of the Daily Closeout run, which expired only during the Daily Closeout run.

Example:

The Daily Closeout is being run for the month of June 2013. Business wants to know what the Expired Series column represents?

Answer:

Any pricing options bought before June 2013 and up through June 30th 2013 but only which expired between June 1st and June 30th 2013. 

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What if I haven't closed data in several days? What do I do?

Example: The business has been closing data everyday and has missed the last several days, or they have never closed data. What is the best approach to now closing data.

There are two approaches to handling the situation.

  1. Close data today as the sales data and cash drawer stand today. Decide from here on out to make sure you close data everyday and hence leave the history as is.
  2. Close data for each day since the last day you closed data, starting with the oldest day. This will effectively fill in the missing history.

It is up to you as to whether a complete history or having a gap in history will be sufficient.

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What does the Daily Closeout report track down at the bottom?

The Daily closeout Report tracks a lot of information from all over the site. It's built as a one stop report to get all of the data a business owner might want about a particular day. Below is a clarification of all of those values at the bottom.

 

Sales by Payment Type

Sales by Payment type aggregates the data off of the sales report sorted out by payment type. To replicate this data using the sales report, match the dates, then select the specific payment method, and run on cash basis.

 

Sales by Category

This ties into the old sales by category and previous sales report, but broken down by revenue category.

 

Merchant Account Processing

This is pulling it's data from the settled transactions part of Batch & Review.

 

Service Program Performance

Attendance Program

This data comes from Attendance with Revenue. Run that report with the visit program set to whatever you're tracking, and the dates matched up.

Earned Revenue

This data is pulled from Attendance with Revenue. The only pitfall is that the attendance with revenue and daily closeout show generated revenue from time series VERY differently. Say I buy a $100 time series, good for 10 days. During that time I show up only 1 time. According to attendance with revenue, the business made $100 that day. (it takes total money and divides by total visits). Daily closeout doesn't care about visits though, daily closeout takes the money and divides it by the number of days, so you would make $10 a day over 10 days.

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How can I select a cash drawer on the Daily Closeout report?

You can't. The Daily Closeout only lets you close data per location and not per drawer.

  • If you have shifts that change over, you may need to close out after each shift change.
  • If the two drawers are being used simultaneously, Daily Closeout will combine those transactions.
  • If you have a datashare site (multiple locations in one site) with one drawer per location, you can close out the location.
  • If you have a datashare site with multiple drawers per location, you can only close out the location, which closes out all drawers assigned to that location, combining the transactions.

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How do I know if I have closed out my data for a certain date in the past?

  1. Go to Reports> Sales> Daily Close Out
  2. Filter the dates as desired
  3. Change the filter to "Use closed data"
  4. If a close # shows up for the closed date then it has been closed. If it hasn't then it will say no closed data for this date range.

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Why are tips showing in the cash section of the Daily Closeout report?

Why are credit card tips showing up in the Cash section of my Closeout report? (Reads as "Cash Tips" and "Tips Paid Out" under the Cash section.

  • The setting "Tips Included in Cash Drawer & Payroll" has been disabled in GS&O.
  • The report is now showing that they are paying the credit card tips daily to staff rather than through payroll.

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3 Comments
  • Avatar
    Robert Bearce

    If you want to find the last close out date you should look at the preview close data page to find out when the last time it was ran.

  • Avatar
    Garrett McLean

    The credit card total Under Sales by Payment type can be different from the credit card totals under the Merchant Account Processing section of this report because the Merchant account processing report simply includes the settled transactions where the sales by payment will only count the sales that were made in the date range specified.

    Example: a report is run from 10-1 to 10-30. the sales by payment will show 500 in visa/mc transactions and the Merchant Account Processing section will show a total 600 of settled transactions. The merchant account figure can be higher because a sale could have been made outside the date range on 9-30, so it will not be counted under the sales by payment type section, but it will have settled on 10-1, which is inside the date range and will count it towards the merchant account figure.

    Likewise, the sales figure can be higher than the merchant figure if some credit card transactions in the date range have not settled yet. So even though a sale has been made in the date range, which will count it towards the sales by payment type section, the merchant account processing section will be missing that sale amount if the credit card transaction has not settled in within the date range.

    This holds true for autopays.

  • Avatar
    Josh P

    Clarification on how tips show in this report. "Cash Tips" are tips paid by cash (obviously), but "Other Tips" are tips paid by credit card. "Other Tips" should more accurately be called "Credit Card Tips."

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