Cash day closed or created with a future date: how to fix

This instruction will help resolve two typical situations: when you need to make changes to documents for a past period but the day is blocked, or when a cash day with a future date appears in the system and completely blocks current operations.

How to understand that the problem is related to the cash day

• When trying to process a payment or edit a document related to payment, a message appears stating that the cash day is closed and operations are prohibited.

• The "Payment" — "Cash Totals" form displays entries with dates from future periods.

• It is impossible to process a receipt or payment with the current date.

Why the cash day blocks documents and payments

• Normal system behavior: when the "Cash day closing is mandatory" setting is enabled in the system parameters, the system automatically closes the previous day when the first financial document of the current day is created. This is done to protect created financial documents from being changedย้อนหลัง by the user.

• Incorrect date on the computer: when the program was started or the document was processed, the operating system had an incorrect date — the program created a cash day with a future date and closed the current day.

• Manual date change: the user intentionally or accidentally changed the date in the document parameters, after which the system recorded the operation with a future date.

• Viewing the Cash Report by Day with a future date: the user accidentally viewed the Cash Report by Day for a future day — the program created a cash day with a future date and closed the current day.

Solution:

Scenario A. How to open a closed cash day to make changes

This algorithm is used if all dates in the program are correct, but you need to edit or delete a document for an already closed period.

1. Go to the main menu Payment — Cash Totals.

2. Click the Clear button next to the date filter field to display the list of all days. Closed days are marked with the corresponding icon.

3. To open a day in the past, the program requires sequential opening. Select all cash days marked with the red padlock icon, starting from today and moving back to the date you need.

4. Click the Cancel cash day closing button.

5. Make the necessary changes.

    Please note: to delete a financial document entry, the corresponding cash day must be open, and if this concerns payment for goods, that payment must first be canceled in the sales or receipt document itself.

6. After finishing work with the documents, be sure to select these days again and click Close cash day to record the totals.

Scenario B. How to move a financial document with a future date to the correct date

A day with a future date cannot be deleted, but it is necessary to find the financial documents for that future day and move them to the correct required date while following the rules for editing financial operations.

1. Search for financial documents with an incorrect date: open the Payment — Financial Document form, clear the right analysis period for information. In the "Cash" and "Current Account" tabs, check whether there are financial documents processed with a future date.
2. If a financial document with an incorrect date is linked to a warehouse sales document or a return, it can be moved to the correct date only by changing the date of the warehouse document in the "Inventory" — "Expense List" form and in the "Inventory" — "Receipt List" form respectively. To do this, select the warehouse document in the above form, click the "Edit" button, set the correct document date, and make sure the checkbox in the field "Also change the date of financial documents related to the invoice" is selected, then click the "Save" button.
3. If a financial document with an incorrect date belongs to documents created through one of these operations: "Transfer to another cash desk", "Withdraw money to the cash desk", "Transfer to current account", "Deposit revenue" — such documents cannot be edited. You need to delete the final financial document (the one where the funds were received) and create a new document with the correct date.
   
4. If a financial document with an incorrect date belongs to documents that were created manually — you can open it for editing in the "Financial Document" form and change the incorrect date to the correct one.

How to prevent the problem from recurring

To avoid similar situations in the future, it is recommended to take the following steps:

• Set up automatic time synchronization with the internet in the Windows operating system on all computers in the retail network.

• Restrict user rights (for example, the “Seller” role) to edit document dates and access changes to financial documents, leaving these permissions only to the administrator or the author of the document.

Checking the result

After completing the instruction, go to Payment — Cash Totals — there should be no total amounts for created future cash days there, and the current day must be open.