End Of Day (Post Deposit & Close Day)
The End Of Day screen is where the tendered payments for the day are verified, the deposit for the day is posted, and the store day is closed. HITS supports multiple days being open, so this process can be performed on the actual day or even the next day.
Once the store day is closed, all transactions for the day are finalized and no more transactions on that day can be made or edited. The store date cannot be re-opened.
Post Deposit and Close Day are separate functions on the End of Day screen but can also be performed at the same time.
How To Verify Tender
To verify Cash, Check, & Credit Cards, the End Of Day screen will show all Cash, Check, and Credit Card payments made for the day. This will include both sales tenders and ROA tenders.
Click the binoculars next to each total to see the breakdown of each transaction, by tender type. Additionally on the Credit Card breakdown, you can see the breakdown by Credit Card type, as seen by “Mastercard” in the example below.
If tender totals are not correct, this may be because tender was entered incorrectly on the Invoice. To fix the tender type, go to the original Invoice and make the necessary edit. From the original Invoice, Cash payments can be changed to Check payments (and vice versa) OR Credit Card types can be changed, (a Mastercard can be changed to a Visa).
NOTE: Some systems are set with a lock that prevents any changing of payments to be set.
Cash/Check payments cannot be changed to Credit Card (or vice versa) unless your system is set to Batch mode, in which case the ticket can be re-opened and edited by users that have permission to do so. If your system is not in Batch mode, the changing of a Cash/Check payment to a Credit Card (or vice versa) cannot be done on the original invoice. Instead, the invoice will need to be Reversed & Replicated with the correct tender.
How To Post a Deposit
To post a deposit, enter the total amount to deposit in the Total Deposit field and hit ENTER. The system will advise if the amount entered is over or short.
Over/Short will be calculated based on how your system is set. Some systems are set for the deposit to include ALL tender (Cash, Check, & Credit Cards). Other systems are set to calculate deposits just on Cash & Check to verify the funds deposited at the bank.
Once done, click the Post Deposit button.
Prior to closing the day, the deposit can be edited. To edit the deposit, simply edit the Total Deposit and click Post Deposit. This will replace the last entry made.
Additionally, if any note is needed to explain why the deposit may be over/short, such a note can be added to the End Of Day Comment section.
Make Adjustments if Necessary:
If adjustments are needed, enter the correction in the Deposit Amount field and click Post Deposit again. Contact Technical Support if you need assistance.
How To Close The Day
To close the day, click the Post Deposit & Close Day button. This will finalize the day. After doing this, the day is finalized and no more edits or transactions can be posted on that day.
Drawer Amount
The Starting and Ending Drawer on the End Of Day screen is deactivated by default, but can be turned on if you would like to track cash in the drawer. The optional settings are (1) Do not activate (2) Read-only, (a fixed amount, i.e.. $100) (3) Editable amount (user has to enter each day how much is in drawer).
NOTE: This is a cumulative drawer for the entire location. The system does not support multiple cash drawers in a store.
Permission Settings
The End of Day functions can be limited by user permission.
(1) Users can be blocked from End of Day function; (2) Users can be set to ONLY post a deposit; or (3) Users can be permitted to post deposits and close days. Many businesses allow most of their users to post the deposit, but require a manager or owner be the one to close day once all information has been reviewed and verified.
Batch Closing
When a user has P58 – Invoicing Batch Close permissions, they will have the ability to select the Batch Close ticket option to finalize closing the ticket to make it an Invoice, when using the End of Day screen. The number of tickets closed will be displayed in the Batch Close button.
Once Batch Close is selected, you will be brought to the Bulk Process Ticket Screen where you can finalize closing the tickets in bulk. Be sure to Invoice Close (Finalize) and Ignore Warnings before selecting the Close button.
Once Close is selected, the system will process all of the tickets to be closed and display an OK in the status column for all that have closed successfully. Please Cancel to exit the Bulk Process Tickets if all Invoice Finalize closed successfully. (If you receive an error message on one of the invoices, please reach out to support for further assistance.)
The cancel will bring you back to the End of Day screen where the Batch Close will now display with a count of zero. Once this is zero, you can proceed with the steps to Post Deposit and Close Day.
Part 3: Best Practices for Daily Closings
1.) Run Reports:
It’s best to run necessary reports at the end of each store day. These reports are accessible through the Reports View. Recommended End of Day reports include:
Daily Close Out – Report on Store Sales by Sales, KPIs, Department, Tendered Totals (cash, check, credit cards), A/R Totals.
Store Recap – Report of sales, profit, GP as well as a register summary, and AR sales for the day.
Department recap – Report sales and unit sales by Department.
Payment Recap – Report sales payment totals by payment type (cash, check, credit card, or deposit) for transaction types (Invoices or ROA).
Vendor Receipts – Report all Receipts for the day by vendor (Can be used to track Purchase Order, Transfers, and Returns).
Sales Rep Journal – Can be used to track commission for each Salesrep.
Tech Journal – Can be used to track commission for each Technician.
Cash/Check/Credit Card Journal – Shows a detailed list of all payments by tender type for the day, helping verify totals and reconcile deposits. Useful for reviewing transactions and investigating payment discrepancies.
Contact the HITS Technical Support Center for personalized assistance.
2.) Posting Functions:
Posting functions, including paid outs, miscellaneous receipts, and store deposits, should be completed before closing the store date.