Settling Up the Day

Settle up (Operations → Billing → Settle up) shows one location's business day: what money came in, how it came in, what went back out, and anything that needs a second look. Managers see the locations they are rostered at or have been granted; owners and admins see every location.

Use Review to check the live day, download its records and compare it with Xero. Use Count and close to enter the drawer and terminal figures and save a close. Closing does not change any payment or stop provider money from arriving later.

Picking the day

Choose a location and a date at the top. A day runs from midnight to midnight in that location's own timezone, so a Perth site and a Melbourne site each settle their own calendar day. A payment belongs to the day the money was received — the card network's capture time for Stripe and Square, and the received date staff enter for counter money — not the moment the record was written.

Totals and the payment list

The totals table has one line per method: Cash, EFTPOS, Bank transfer, Other, Stripe and Square. Each shows the count, the gross taken, refunds and the net. Totals include GST, and your bank deposit for Stripe and Square arrives net of their processing fees.

Below the totals is every payment and refund for the day, with who recorded it. Money that has no location — a package sold at the desk, an invoice with no billing site — is listed separately under Money with no location. It shows on every location's day so it is never missed, but it is not part of any one location's total.

Not settled lists payments still pending or failed, refunds still in flight, disputes opened today and invoices due today that are unpaid. None of these are in the totals.

Exceptions

The Exceptions section lists what to look at before the day is closed. Each category shows a count, a one-line reason, and a link on every row to the booking or invoice where it is fixed.

• Served today with money owing — a pet was checked in or out today and the booking still owes money. A booking you allowed to pay later is shown with who approved it, until when and why. A booking paid through a consolidated invoice counts as settled once that invoice is paid.
• Marked paid with no payment record — an invoice or deposit was marked paid today, but the payments behind it add up to less. Days before the counter ledger went live list older counter deposits and part payments here by design. WagDay does not store when an invoice was part-paid, so a part-paid invoice shows on the day it was last changed.
• Refunds issued today — every refund with who issued it and why. A refund made in the Stripe or Square dashboard shows as made through the provider, because the provider does not tell us who issued it.
• Payment corrections today — counter payments reversed as recorded in error, invoices voided while a counter payment is still on them, and other recorded changes to a payment. Customers erased under a privacy request are not listed.
• Payments today for bookings on other days — usually a prepayment or a late payment. Instalment plans, memberships and no-show or late-cancellation fees are expected on other days, so they are counted rather than listed.
• EFTPOS terminal match — the EFTPOS payments recorded here (after EFTPOS counter refunds), ready to compare with your terminal's end-of-day total. Square and Stripe terminal payments belong to their provider's total, not this line.

Exceptions never change the totals, and the list filters above do not apply to them.

Counting and closing the day

Open Count and close when you are ready to record the figures actually in the drawer and on the facility's EFTPOS terminal. Enter:

• the opening cash float;
• the cash counted after taking out the float;
• the EFTPOS terminal's end-of-day total; and
• optionally, the EFTPOS transaction count from the terminal printout.

WagDay shows the expected amount, the amount counted and the variance for Cash and EFTPOS. Bank transfer, Other, Stripe and Square are expected-only figures rather than things you count at close. A variance of even one cent needs a note. If you enter the terminal's transaction count and it differs from WagDay's EFTPOS payment count, that also needs a note. The note stays with that close so another person can understand the difference later.

Closing saves who closed the day and when. It also prevents counter payments, counter refunds and counter-payment reversals from being recorded for that location and business day until it is reopened. Online and provider payments are not stopped: a Stripe or Square payment or refund can still arrive after close. WagDay calls that recorded after the close and shows it separately, without changing the saved close.

A future business day cannot be closed. Owners and admins can close every location. Managers can close the locations where they are rostered or have been granted access; other staff need an explicit settle-up grant for that location. If your role can review the day but cannot close it, WagDay shows a permission notice instead of the count form.

Reopening a close

An owner or admin can reopen a closed day and must record why. Reopening allows counter records to be added or corrected for that day; it does not erase the close or its PDF. When the day is closed again, WagDay saves close #2 (then #3, and so on) with its own figures and PDF, while every earlier version remains available in Close records.

Reopen when the saved count or the day's counter records need to change. For example, if the location closes early and later takes cash for the same business day, an owner or admin must reopen it so staff can record that payment before close #2. You do not need to reopen merely because provider money arrived later: Review shows the original close and the later activity side by side.

Print-out and CSV

Print-out opens an A4 page of the day ready for your browser's print dialog (or "Save as PDF"). Once the day is closed it prints the close: who closed it and when, expected and counted figures for Cash and EFTPOS, expected-only figures for the other methods, the variance and its note, every payment and refund the close covered, the exceptions, and a signature line. A day that is not closed — or was reopened — prints as a DRAFT of the live figures, clearly marked. Money that reached a closed day afterwards (a late online payment or a refund) is listed separately under Recorded after the close, never mixed into the closed figures.

Download CSV saves the day as a spreadsheet with one row per payment and one row per refund. Refunds are negative rows on the day the money went back, under the method it went back by. The Amount column of the "Payments and refunds" section adds up to the totals on screen, method by method. Money with no location, anything not settled, and vouchers or package credits used are in their own sections and are not part of that sum. Times are in the location's timezone; a row marked "Recorded" in the Time basis column is an older payment that was saved without a received time, so it sits on the day it was recorded.

Close records and saved PDFs

Each time a day is closed, WagDay saves a PDF of the close against that day — the same content as the print-out. The day's Close records list shows every close with who closed it and when, and a Download PDF button for each version. If a day is reopened and closed again, the new close gets its own PDF (v2, v3 …) and the earlier versions stay downloadable, together with who reopened the day and why.

A PDF can take a minute to appear after closing; the record shows Generating PDF… meanwhile. If it has not appeared after ten minutes, an owner or admin can press Generate PDF. Anyone who can open the day on the Settle up page can download its PDFs. Download links expire after a few minutes, so share the file itself rather than the link.

Neither the print-out, the saved PDF nor the CSV shows a GST total. All amounts include GST, but a day can mix taxable and GST-free items, so a single GST figure worked out from the day's total would be wrong. The GST on each sale is on its tax invoice and in Xero.

Checking against Xero

If your organisation is connected to Xero, the Xero panel shows, for each method with money on the day, the Xero account that money is posted to, the day's total, how much WagDay has already posted to Xero, and anything still waiting. All in Xero means every payment and refund for that method on the day has been posted.

• Xero should match the day total — everything received on the day, including money that arrived after the till was closed. Once the day is closed, the panel also shows the figure at close and how much has moved since.
• Waiting to sync is money whose invoice is already in Xero; the payment follows on the next sync. Not posted is money whose invoice is not in Xero (not synced yet, outside your sync settings, or no invoice), a refund with no Xero credit note, or package sales when your organisation recognises package revenue as each credit is used.
• Stripe and Square post to the same Xero payment account, so compare their combined total with that account. Any methods that share an account are called out.
• Card refunds come out of the payment account. A cash or EFTPOS refund given back at the counter comes out of the account for the method the money went back by.
• Xero dates payments in the Xero organisation's own timezone. If this location is in a different timezone, a payment close to midnight can sit on the neighbouring day in Xero.
• "In Xero" means WagDay has posted it to Xero. It is not a match against your bank feed.

Related

• Invoices, Payments and Refunds
• Getting paid: Stripe or Square