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How to Run Day Closure (Day-End)

Lock the day and post running balances.

5 min read Updated Jun 2026   How-To

Purpose

Day Closure is the formal end-of-day routine: it locks the day for transactional edits, posts running balances (cash on hand, stock value, debtor / creditor outstanding) and snapshots them so day-on-day reports tie. Until Day Closure is run for a date, some reports and most month-end routines (payroll, GST, MIS) refuse to compute.

Before you begin

  • All counters have cashed up and the till totals match the system's cash voucher total.
  • All sales, purchases, receipts and payments for the day are posted (not in draft).
  • No long-running transactions are open in other users' sessions.
  • Backup taken (Day Closure is hard to reverse).

Steps

  1. Start → Administration & Setup → Utility → Day Closure.
  2. Pick the location (or run for all locations from a Head Office machine).
  3. Pick the date — usually yesterday or the day just ended.
  4. Click Validate. The screen lists any open documents, mismatches between cash counted and system cash, and items below re-order level.
  5. Resolve every red row — do not skip them. Open documents must be posted or cancelled.
  6. Re-run Validate until everything is green.
  7. Click Close Day. The system locks the date, posts the running-balance snapshot, and writes an entry to the Day Closure Log.
  8. Verify by opening Day Closure Log — the latest entry should be the date you just closed, with status Closed.

What success looks like

  • The date is locked — new transactions cannot be backdated to it without administrator override.
  • Cash-in-hand, stock-value-on-hand and outstanding figures are snapshotted; the dashboard's day-on-day deltas now include this day.
  • GST reports, payroll and MIS dashboards include the day's data.

Troubleshooting

"Open invoice #N" error on Validate.
Open the invoice, post or cancel it, then re-validate. Drafts are the most common blocker.
Cash mismatch.
Recount the till. If still mismatched, post a Cash Short / Over voucher to a designated suspense ledger, then re-validate. Investigate next morning.
Day already closed but I need to edit a transaction.
Re-open via Administrator → Re-open Day. This requires admin rights and leaves an audit-log entry showing who re-opened it and why.
Validate hangs.
Another user has a long-running transaction open. Use Active Users to identify them and ask them to save / cancel.

Tips

  • Run Day Closure at the end of every working day — gaps make MIS dashboards harder to read.
  • Make it part of the cashier's end-of-shift checklist, not the manager's morning routine.
  • Warning. Re-opening a closed day rewrites snapshot balances. Use it only when truly necessary and document the reason.