Please follow this checklist as a reminder of all tasks that need to be performed at the end of the business day. You can also complete the closeout the following day before sales are entered for the new day.
Checklist:
- No open orders (Tables, Tabs, Checks, Phone Orders, etc.) **pending phone orders for future days remain open** (how to check). If orders are open, MicroSale will prompt you during the closeout process. If you depend on the auto-close, this will stop the closeout from running.
- Verify all employees' entered credit card tips are accurate (if applicable)
- Verify all employees' audits (shift reports) are closed
- Ensure all cash drawers are closed and cash deposits are entered (how to check)
- Make sure all of your terminals (workstations) in the restaurant are powered on and on the ID screen of MicroSale
- Ensure employees are clocked out
In this article:
- What to do before you run the close out
- How to run the close out
- How to verify the close out went through
- How to reprint the daily closeout
- How to change which reports print during the close out
- Optional settings
- Allowing the close out to run with employees on the clock
A close out reconciles sales, batches credit card sales, and ensures that days’ or weeks’ sales are accounted properly.
You must run a close out (or have the system automatically close out) and then verify the closeout ran before starting the next business day. You can also close the system manually and have the system set to automatically close out as a backup. The default time for the automatic close out is 4 am.
Running the Close out and Batching Credit Card Charges:
- Log into the Managers Menu
- Select Daily Close
- Optional: Enter in any remaining cash deposits under the Bank Deposit area. This will adjust your “Over/Short” amount.
Reprinting the close out
Depending on your settings, the daily close out information is automatically emailed. If you need to reprint the closeout information, you can go to Managers Menu > Reports Menu > Daily Sales Summary > Reprint Day (bottom of screen).
Verifying the close out ran and the batch settled
After the closeout runs or the next day before taking any sales, make sure your closeout went through. You can verify this by checking your live reports and the credit card menu.
- Go to Managers Menu > Reports Menu > select Today's Sales Recap. All of the numbers should be $0.00. If there are sales listed, go ahead and run the close out now.
- Go to Managers Menu > Credit Card Menu. All of the itemized credit card records should be cleared out. If there are credit card records, go ahead and run the close out or select Batch Charges to settle the batch
Changing which reports print during the closeout
- Managers Menu > Register Setup > Terminal Configuration > Register Options > Misc > Closing Report
- Tick the reports that you do not wish to print automatically at the end of the night
- Save when completed (note: this does not affect the reports that email out).
Printing a shorter Sales Mix
Managers Menu > Register Setup > Terminal Configuration > Register Options > Printing / Cash Drawer > Advanced Options
If this option is enabled then the Sales Mix reports will not print any zero priced menu items.
Optional Settings for Close Outs
Setting the system to auto-close
Setting up the system to autoclose is a great fail-safe to have, even if you typically run a manual closeout. If the close out has already ran, the auto-close out does not run.
ONLY SET THE AUTO CLOSE ON ONE REGISTER!!!
- Managers Menu > Register Setup > Terminal Configuration > Register Options >Terminal Setup > Auto Close System > use the dropdown to replace “None” with an auto close time
Choose a time that is at least 1-2 hours after your business closes to ensure you are ready to have the system close the day and batch the credit card charges.
Allowing the close out to run with employees on the clock
With this option, employees must have their audits closed and tips entered before the close out runs. Tips cannot be entered after the batch settles!!!
- Managers Menu > Register Setup > Terminal Configuration > Register Options > Printing / Cash Drawer > Time Clock / Misc > tick the option End of day runs with employee(s) on the clock > Save > Exit
Auto-clocking out employees during the closeout
With this option, employees who forgot to clock out will be clocked out during the closeout. You must edit their times for their proper hours prior to finalizing your payroll.
- Managers Menu > Register Setup > Terminal Configuration > Register Options > Printing / Cash Drawer > Time Clock / Misc > tick the option End of day runs with employee(s) on the clock > Save > Exit
Daily Close Terms
Gross Sales are a collection of all sales including discounts, voids, refunds and non-sales revenue. This total does not include taxes.
Net Sales are a collection of all sales without the discounts, voids, refunds and non-sales revenue. This total does not include taxes.
Cash Deposit
Cash taken for prepaid orders
Non Cash Deposit
Payment taken for prepaid orders
Non-Sales Revenue
Payment taken for gift cards or preorders (sales revenue not from menu items sold.)
Cash From Audits
Total cash amount from all employees’ audits for the day; this total should match or be close to your Cash to Account For
Bank Deposits
All other cash that may need to be accounted for in the system should be entered the Bank Deposit fields.
How to check for open orders
- Check Phone Orders: Phone Orders > Access Orders
- If you have phone orders for today that were not picked up, discount the check down to a $0.00 balance and close the check, or void the check
- Do not close preorders (pending orders for future days) a preorder will appear red on the phone order screen
- Check for Open Checks: Server Menu
- An empty server menu (server screen) means that there are no open checks
- An empty server menu (server screen) means that there are no open checks