Run the daily closeout workflow

These instructions describe FECForge 1.32.35. If a control is missing, check your role and installed version before continuing.

1. Prepare your account and source information

   Open Daily Records from the launcher. Managers prepare closeouts; owners control the outbound report sender. Have the POS totals and the correct operating date ready.

1. Open Settings → Revenue sources

   Create the revenue sources and payment categories the venue actually uses. Expect those choices in Daily entry. Use your venue’s own name for a trade or barter source.

2. Open Settings

   Enable the cash-count stages used by the venue, such as opening, midday, and closing counts. Venues that count only at shift end can keep the other stages off.

3. Prepare drawers and denominations

   Define registers, the change bank, currency denominations, and coin-roll values before the first tablet count.

1. Open Daily entry

   Choose the operating date before entering revenue, payment, refund, and source values. Money fields accept cents-style entry; check the displayed dollars and cents before saving.

2. Count each drawer

   Enter loose bills and coins plus full coin rolls. At a later count, copy the previous values when no cash sales occurred and the same person is counting.

3. Enter register sales at count time

   Use the expected register amount so FECForge can calculate the overage or shortage for that count.

4. Create the deposit

   Group the daily records included in the bank deposit. The dashboard treats current-year cash as awaiting the bank until it belongs to a deposit report.

1. Open exception details

   Select a refund or deposit-health tile to reach the records behind the total instead of relying on the summary alone.

2. Open Cash history

   Review prior drawer counts and overages or shortages by register, stage, date, and person.

3. Open Comparison

   Choose the periods you want to compare. Check the dates and record coverage before interpreting the year-over-year graph.

1. Connect the email account as an owner

   Open Daily Records → Settings → Email reports. Configure the outbound SMTP account with the email provider’s settings, save it, and test the connection. A connection test does not send a report.

2. Create and save a schedule

   Choose Add schedule, enter recipients, select daily, weekly, every two weeks, or monthly delivery, and choose the figures to include. Select Save all schedules. New schedules start disabled; enable scheduled delivery only when ready.

3. Choose an optional comparison graph

   Each schedule can compare one included amount with the preceding equal-length period or the same dates last year. Leave Compare with set to None for no graph. Missing records are not zero; incomplete periods do not show a percentage change.

4. Preview before sending

   Choose Preview report to see the designed email, key totals, record coverage, and selected exceptions. Show plain text displays the complete fallback, including rows shortened in long HTML reports. Review send now asks for confirmation before sending to the saved recipients.

5. Review coverage and delivery history

   Finalized-only reports include dates covered by a finalized deposit report. Enable unfinalized drafts when reports need to arrive before banking. The server must stay running for scheduled delivery; SMTP acceptance does not guarantee inbox delivery. Follow your email provider’s SPF, DKIM, and DMARC instructions.

1. Reopen the operating date and its deposit report.

   Revenue, refunds, drawer differences, and the dates included in the deposit should match the source paperwork. A saved draft is not a finalized deposit.

2. If the result is not what you expected

   If totals differ, inspect individual entries before finalizing. Do not enter a second day or deposit to hide a variance. Financial email recipients must be authorized and mailbox receipt checked separately.