Editing or Adding the Closing Payments of a Past Date

Overview

As your business grows, it is a best practise to enforce some end of day accounting routines. 

An important part of this routine is to enforce register closure for each business day. Basically, this means that you 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. This way, you have an accurate picture of your finances.  

Table of Contents

Why edit or add closing payments for a past date?

Who can edit or add payments for a past date?

To edit closing payments for a past date

To add closing payments for a past date  

Why edit or add closing payments for a past date?

Once the front office closes payments <link> from the Appointment Book, they cannot make any further changes to the entries. However, at times, the front office may miss out on closing the register because of various reasons such as:

  • Front desk clears invoices quickly to handle extra rush of guests. To cope with extra rush, the front desk clears invoices using the Cash option, while in reality, some guests paid by other methods such as credit card. This means that the accounts need to be reconciled as soon as possible. 
  • Front desk forgot to account for some money that was set aside for petty cash 
  • There was a power or an internet outage in the center at the end of the day (therefore, the data must be fed back into the application at a later date)
  • Front desk just forgot to close payments for the day

In such cases, it is critical to be able to go back to a past date and make the necessary updates so as to reconcile the accounts.  

Who can edit or add closing payments of a past date?

Given the delicate nature of editing or adding closing payments, rights to update such data is restricted. Only those with manager or owner permissions can edit or add register closure for a past date. 

To edit closing payments of a past date:

  1. On the main menu, click Admin.
    The Admin Dashboard appears. 
  2. Expand Reports and click Accounting.
  3. In the Select a Report list, under the For the Month section, click Register Closure.
  4. Select a time period for which you wish to view the report. 
    Note: You can select a period of up to six months.
  5. Click Refresh
    The Register Closure report opens. 
  6. Identify the record you want to edit and click Edit
    The Close Payment screen appears. 
  7. Enter the correct values (updated values) for any of the fields on the right side of the report.


    It is best to add notes to explain what changes you made and why. This serves as a good record for any future reference - anyone else seeing the report will understand why a change was made to the closing payments.
  8. Click Save.
    The records are updated. The notes you enter appear in the report in the appropriate column.
    Example: Here, the manager updated the credit card details and added notes. 
  9. If the front desk has missed out on closing the register for a date, and you want to add register closure for this date in the past, click Add Closure
    The Close Payment screen appears. 
  10. Select the date for which you want to add the register closure.
  11. Enter values for the various sections and add any relevant notes for future reference.
  12. Click Save.
    The application saves the register closure for the date you selected.

To add closing payments of a past date:

  1. Ensure you are at the Center level.
  2. On the main menu, click Admin.
    The Admin Dashboard appears. 
  3. Expand Reports and click Accounting.
  4. In the Select a Report list, under the For the Month section, click Register Closure.
  5. Select a time period for which you wish to view the report. 
    Note: You can select a period of up to six months.
  6. Click Refresh
    The Register Closure report opens. 
  7. If the front desk missed out on closing the register for a date, and you want to add a register closure for that date in the past, click Add Closure
    The Close Payment screen appears. 
  8. Select the date for which you want to add the register closure. 
  9. Enter values for the various sections and add any relevant notes for future reference.
  10. Click Save.
    The application saves the register closure for the date you select.

Learn more: How to Close the Cash Register for the Day 

 

 

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