The close payments window provides a brief insight into the last closure details. The window displays the expected collection details as on the current closure date - such as how much was collected in cash, check, credit card, custom payment, and how much business cash was transferred to petty cash. 

It displays the opening balance automatically and provides fields to enter the actual collections made in the cash and credit card register. You can make adjustments to cash or credit card for the closing and provide reasons for adjustments. The register closing balance is also displayed automatically.

Note: If your organization maintains separate sale for retail products, then you will need to close payments for products separately. The amounts projected in the Close Payments window will exclude retail product sale.

To close payments

  1. On the Appointment Book, click an open slot and select Manage Register > Close Payments from the context menu.
    Note: The name of 'Manage Register' menu, is as per the name of the register. For example, if you have created a register by name 'Woodbury Road - 1' then the menu appears as 'Manage Woodbury Road -1'.
    If there are any open invoices, Zenoti shows an alert prompting you to close the such invoices. For example, partial payments that are taken for packages or memberships, and oversights during billing might cause invoices to remain open.
    a) If the Center has blocked you from closing the register when invoices are open, you must first close all open invoices to continue. Learn more
    b) If the Center allows your register to be closed while invoices are open, select Cancel to review and close open invoices, or click OK to continue to close    payments as described in step 2 below.
  2. Review the figures under the Expected Amounts section and update the sections, Actual Amounts and Register Handover, as required.
    The Close Payments window displays details of the last register closure date (with timestamp), the employee who closed the register, and center name.
    This window also shows the date for which you are closing the register (usually, the current date).
    See the next section of the article for details on how Zenoti calculates the figures you see in the Expected and Actual Amounts. 
  3. Click Save.
    You have successfully closed the register or closed payments for the day.
    If you activate SMS at the organization level, Zenoti automatically sends an SMS with the end of day data to the owner, administrator, manager, as well as any employee whose record is configured to receive this SMS.

Expected Amounts, Actual Amounts, and Register Handover Sections: How are the Figures Calculated?

Refer to this section if you want to understand how the numbers that appear in each of the sections are calculated. 

Before You Begin

  • You can choose whether you want to track Tips and SSG (Support Staff Gratuity) amounts to show up in the Close Payments window. This is useful if you do not pay out tips and SSG immediately. Reach out to Zenoti Support if you want to enable this option for your organization.
  • The tip and SSG amounts (when paid in cash) are tracked in the Expected Amounts and Actual Amounts sections of the Close Payments window. 

Expected Amounts

This section displays the total amount collected in the base currency via credit cards, cash, custom payments, checks, and tips.
Note: There is a section for each of these payment methods that show the Expected amounts automatically. The front desk can enter Actual amounts and Adjustments, if any.

The amount is based on the POS sales which include:

  • Cash Total: Click the amount hyperlink to view a summary of cash payments received.
    a) If you track Tips and SSG (Support Staff Gratuity) amounts to show up in the Close Payments window, then the cash total includes Tips and SSG amounts paid in cash.
    That is: Cash Total = [Cash collected + {Tips (collected in cash only) + SSG (collected in cash only)} + Cash added - Cash paid out - Cash transferred - To petty cash - Cashback (if any)]
    Note: Reach out to Zenoti Support if you want to track tips and SSG amounts as part of cash.
    b)  If you do not track Tips and SSG (Support Staff Gratuity) amounts, these amounts do not show up in the Close Payments window. That is, the cash total excludes Tips and SSG amounts paid in cash.
    That is: Cash Total = [Cash collected + Cash added - Cash paid out - Cash transferred - To petty cash - Cashback (if any)]

    Where:
    a) Cash collected: The sum of all invoice amounts collected in cash excluding tips and SSG amounts paid by modes other than cash.
    b) Tips: Total tips collected in cash between previous register closure and current one. Important: Zenoti adds the Tips amount only if the organization level setting Allow entry of tip amounts is selected (from Admin > Organization > Organizations > Settings > Invoice and Receipt > Invoice Settings).
    Also, if your organization has configured a different label name for Tips such as ‘Gratuity’, then this label name appears here.
    c) SSG: Display total SSG collected in cash between previous register closure and current one. Important: Zenoti adds the SSG amount only if the organization level setting Allow entry of tip amounts is selected (from Admin > Organization > Organizations > Settings > Invoice and Receipt > Invoice Settings). Also, if your organization has configured a different label name for Support Staff Gratuity such as ‘SSG’, then this label name appears here.
    d) Cash added: Cash added to register after register closure; records only cash added using 'Manage Cash' window.
    e) Cash paid out: Cash paid out to employees using 'Manage Cash' window only.
    f) Cash transferred: Cash transferred from this register to another register using 'Manage Cash' window only.
    g) To petty cash: Cash converted from business cash to petty cash.
    h) Cashback: Cash given as cashback for CC payments using 'Cashback' field in POS.
    Note: Reach out to Zenoti Support if you do not want to track tips and SSG amounts as part of cash. 
  • Credit Card (CC): Click the amount hyperlink to view the summary of credit card payments received and the payment currencies (if the center has enabled taking payment in multiple currencies in POS). This is the sum of all invoice amounts collected by card payments including tips and SSG.
  • Check: Click the amount hyperlink to view a summary of check payments received. This is the sum of all invoice amounts collected by check payments and includes tips and SSG amounts.
    a) Amount: Sum of all invoice amounts collected by check excluding tips, and SSG.
    b) Tips: Display total tips collected by check between previous register closure and current one.
    Note: Zenoti adds the Tips amount only if the organization level setting Allow entry of tip amounts is selected (from Admin > Organization > Organizations > Settings > Invoice and Receipt > Invoice Settings). Also, if your organization has configured a different label name for Tips such as ‘Gratuity’, then this label name appears here.
    c) SSG: Display total SSG collected by check between previous register closure and current one.
    Note: Zenoti adds the SSG amount only if the organization level setting Allow entry of tip amounts is selected (from Admin > Organization > Organizations > Settings > Invoice and Receipt > Invoice Settings). Also, if your organization has configured a different label name for Support Staff Gratuity such as ‘Gratuity’ or ‘SSG’, then this label name appears here.
  • Custom payments: Click the amount hyperlink to view the payment summary with the agent name, the quantity of payments processed by the agent, tip amount, and the total amount collected.
  • Tips: View the total amount collected for tips. 
  • Total: Shows the total amount collected - that is, the sum of all the items above. 

Actual Amounts and Adjustments

Enter the actual value for the day’s collections for each payment method (Credit Card, Cash, Custom payment, and Check), in the respective Actual amount section.

  • Opening Balance: The day’s opening cash balance in the register is automatically calculated and displayed - this is the closing balance from the previous register closure.
    Note: The amount in Cash in Register may or may not include the Tips and SSG (Support Staff Gratuity) amounts depending on your settings. 
  • Credit Cards: It is the total amount collected by credit card receipts; it is automatically calculated. Overwrite it with the actual value of credit card receipts if it is different. Notice that the Adjustments column automatically calculates the value and this value appears in red.
    Example: The Expected amount via credit card is $8000. When you calculate the Actual amount, it is $7900. When you enter 7900 in the Actual amount field, you will notice that the Adjustment field automatically shows 100. 
  • Cash in Register: Automatically calculated as Opening Balance plus Cash Total (from the Expected Amounts section). If the value varies with the actual amount in the register, overwrite this value with the amount present in the register.
    Example: The Expected amount via cash is $4000. When you calculate the Actual amount, it is $4500. When you enter 4500 in the Actual amount field, you will notice that the Adjustment field automatically shows (minus) 500, that is, [-500].
    Note: The amount in Cash in Register may or may not include the Tips and SSG (Support Staff Gratuity) amounts depending on your settings.
    To quickly calculate the cash in your till use the Currency Count link. Simply enter the number of bills by denomination - Zenoti calculates the total amount for you.
    Note: You will see the Currency Count link only if you are a Zenoti customer in the US and Australia. 
  • Cash Adjustments: This field is initially empty, but if the amount entered in the Cash in Register field is less than the expected cash total, then Zenoti calculates the difference and shows it here. In the Notes field, enter an explanation for the expense. 
  • CC in Register: It is the total amount collected by credit card receipts; it is automatically calculated. Overwrite it with the actual value of credit card receipts if it is different. 
  • CC Adjustments: Enter any credit card adjustment value. In the Notes field, enter an explanation for the expense. 

Register Handover

At the end of the day, businesses often want their registers or tills to have a set amount of cash to ensure smooth opening of business the following day. This cash is called float or register cash and is useful, among other things, to return correct change when a guest pays with cash. 

Zenoti automatically populates the Cash Deposit field in the Close Payments page based on a predefined amount set up at the center level.  

Note: You must turn on the setting Enable automatic calculation of cash in register. Once you select  this checkbox, you can enter an amount that you want as register cash in the Cash needed in service register at start of shift field. 

For example, the cash needed in the till at the end of the day (and for opening the following day) is defined as 150. This amount will reflect in the Closing Balance field in the Close Payments page.

Consider the following GIF capture. Based on the amount collected in cash: 250 (under Cash field in Actual Amount section) and the float amount defined at the center: 150 (under Closing Balance field in the Register Handover section), Zenoti automatically shows the amount to be deposited: 100 (under Cash Deposit field in the Register Handover section).
Notice also from the GIF that when you update the amount in the Cash Deposit field, Zenoti automatically updates the amount in the Closing Balance field. 

The important thing is that the cash to be deposited is auto-populated based on the Closing Balance defined for the center. This takes away one manual step the front-desk staff performed until now and thereby makes the end-of-day closing process easier and smoother.  

In the Register Handover section, enter the following values:

  • Deposit Amount: This is the amount you deposit in the bank at the end of the day.
  • Bank Name: Enter the name of the bank where the amount is deposited. 
  • Closing Balance: Closing Balance = (Cash in Register - Cash Deposit) - it is automatically calculated. It reflects how much cash remains in the register after the bank deposit, and shows as the Opening Balance for the next day. This same value is sent in the End of Day SMS to the owner, administrator, manager, and any employee whose record is configured to receive this SMS.

See Also

Collect Payments: Overview

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