Keywords: close of day, daily close, early close, serial number, close the day, transactions, daily close report, close the month
Summary
This article explains what to do if you accidentally close the day before the end of the business day in Cloud 9. It explains your options for handling the early close and what to expect when running the Close Day report afterward.
Overview
Accidentally closing the day before the end of the business day is a common occurrence and nothing to worry about. However it is important to know that once the day is closed it cannot be edited, changed, or undone. This is why we strongly recommend clicking the printer icon and selecting Print Close the Day to review all transactions before clicking the button to finalize the close. Reviewing the printed PDF first gives you a chance to catch anything missing before it is locked in.
If the day has already been closed early, there are two options for handling it. Either way, no transactions will be lost.
For more information on how the Close the Day process works in general, see this article: Daily Close and Daily Close Reports – Cloud 9.
Option 1: Close the Day Again at the End of the Day
Once you recognize that the day was closed earlier than intended, you can simply run the Close Day process again at the end of the business day as normal. This will capture all transactions that occurred after the early close.
When this happens, two closed day records will appear for the same date, each with a different serial number. This is expected behavior and not an error. The serial number is an identifying number that Cloud 9 assigns to each close, so having two on the same date simply means the day was closed twice.
Important: Keep this in mind when generating the Close Day report and when closing the month. Both serial numbers for that date will need to be accounted for to ensure your records are complete and accurate.
Option 2: Run the Close Day Process the Following Day
If you choose not to run the Close Day process again at the end of the business day, you can wait and run it the following day instead. When you do, make sure to review the transactions carefully to confirm that any transactions from the previous day are included in the report before finalizing.
Note: Transactions from the missed close will automatically carry over and appear in the next Close Day report. However it is a good idea to notify your bookkeeping team so they are aware that the close for that date will appear differently than usual.
Things to Keep in Mind
- Once the day is closed it cannot be edited or changed. Always use the Print Close the Day option to review transactions before finalizing.
- Two serial numbers for the same date is normal if the day was closed twice and does not indicate an error.
- Always review transactions carefully before finalizing any close to make sure nothing is missing.
- When closing the month, account for any dates that have more than one serial number to ensure your monthly totals are accurate.
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.