Keywords: close of day, daily close, daily deposits, daily receipts, daily transactions, daily down payments, financial report, close the day, transactions, close, close report
Summary
This article covers how to run the Close of Day report in Cloud 9. It walks through how to close the day, what each section of the report includes, how to review transactions before finalizing, what to do if you forget to close, and how to access past reports.
Overview
The Close of Day report is an important part of daily financial operations in Cloud 9. It consolidates all transactions since the last close into one report and should be generated every day that transactions occur. The report is made up of four sections: Daily Deposits, Daily Receipts, Daily Transactions, and Daily Down Payments. Missing a daily close does not cause any data loss. Those transactions will simply appear the next time you close the day.
How to Close the Day
Before starting, confirm that the location shown in the upper right portion of Cloud 9 is the correct location you want to close.
- Navigate to Financial > Close the Day.
- A screen will appear where you can select which locations you want to close, in addition to the location already selected in the upper left. The screen also displays all transactions since the last close.
- Click the printer icon and select Print Close the Day, Print Close the Day by Location, or Print Close the Day by Provider to generate a PDF of all transactions.
- Review the PDF and all sections of the report carefully before finalizing. This gives you a complete look at all transactions and lets you catch anything that may be missing before the close is locked in.
Once you are satisfied that everything looks correct, finalize the Daily Close by clicking the green Close the Day button. Once finalized, transactions on that date are locked to the location and provider posted. Review the sections below in this KB before finalizing your Daily Close.
What Each Section of the Report Covers
Daily Deposits
Reconciles office deposits with bank records. This section focuses primarily on cash and check payments from responsible parties and insurance, though other transaction types may appear depending on your database configuration. Transactions marked as “Is Deposit” in Edit > Setup > Transaction Types are included here, categorized by transaction type with a grand total at the end.
Daily Receipts
Covers all payments processed on that date or since the last close, categorized by payment type with a grand total at the end.
Daily Transactions
Outlines all transactions processed on that date or since the last close, broken into four categories: Adjustments, Charges, Payments, and Corrections. Each category includes its own total.
Daily Down Payments
Lists any down payment charges from started contracts, with a total at the end.
Reviewing Transactions Before Finalizing
Before finalizing the Daily Close, review the printed PDF carefully. You may notice a missing payment, adjustment, transaction, or down payment that still needs to be posted. If you need to go back and post a payment or make an adjustment before finalizing:
- Make the necessary changes in Cloud 9.
- Return to the Close the Day screen.
- Click the Refresh button to reload the updated information.
- Review again and finalize when everything looks correct.
What If I Forgot to Close the Day?
If you forget to close the day on a date that had transactions, that is okay. Those transactions will appear the next time you run the Close the Day report. It is a good idea to make a note for your bookkeeping team so they are aware, and to make a habit of closing the day whenever transactions occur.
It is also common for offices to close the day a second time on the same date if the first close was done earlier in the day by mistake and transactions were still processed after that. When this happens, each close will appear as a separate serial number (an identifying number) with the same date, which is completely normal.
Accessing Past Daily Close Reports
To pull up a previous daily close report for review or financial reference:
- Navigate to Reports and type Daily Close Reports in the search bar.
- Select Daily Close Reports from the results.
- On the filter screen, check the box for the date you want to view.
- Scroll down and click Preview.
Tip: For the best loading times in Cloud 9, we recommend viewing one daily close report at a time. However, if you need to review multiple days together, you can select more than one date and either print the results or export to Excel to view them all at once.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.