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NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. |
Streamline your posting procedures with the
End of Day Wizard, which combinesdeposits and invoice posting into one process. Use the software’s Wizard Builder tool to customize
the End of Day Wizard by adding
or hiding pages and more. See Customizing the End of Day Wizard section at the end of this topic.
Watch the video and/or follow the instructions below to learn how to use the End of Day Wizard.
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If you are a Spectra user, ALWAYS run a back up before posting records! If anything gets posted incorrectly, you can restore the back up and try again.
- Once you post records you CANNOT change them unless you have enabled User Security in Spectra/Stratus and have set the appropriate
security. -
To unlock a posted invoice or payment
you must log in with the proper security permissions. Then
go to the invoice or payment you need to unlock and select
Unlock
Invoice/Payment from the Invoice/Payment
menu. You can then make the
necessary changes. -
These changes will NOT be reflected
in any posting or in your accounting software. -
You can unlock and change records,
but you CANNOT un-post them. Once a record has been posted,
the posting date CANNOT be changed or removed. -
For more information, see the Security
Groups and Setting
up the Accounting Link topics.
Using the End of Day Wizard #
To start the wizard, go to Tools > End of Day Wizard. The wizard can contain
up to six deposit pages, an invoice posting page, and a final page.
When using Quickbooks Desktop direct, Quickbooks Desktop must be open on the computer prior to beginning the posting process.
QuickBooks Desktop Version 2023 or 2024 or QuickBooks Online are supported.
*Keep in mind that support for the QuickBooks 2023 desktop version will cease May 2026 and the QuickBooks 2024 desktop version sometime in 2027. Now is a good time to look into using the online version of QuickBooks here.
The 2022 Desktop version QuickBooks version is NOT supported.
Deposit Pages #
By default, the first two pages of the wizard deal with your deposits.
The first deposit page contains all your credit card payment methods and
the second deposit page has all your other payment methods. These pages
represent separate deposits. Using the Wizard
Builder, you should modify this setup if needed to reflect how
you want your payment methods grouped for deposit. You may modify the
setup to include up to six deposit pages. See the Customizing
the End of Day Wizard section below.
On each deposit page, you can:
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Exclude Payment
Methods – Uncheck the box for any payment method you do not
want to include in this deposit. -
Exclude Individual
Items – Click the payment method link to see a list of all
the individual transactions included in the deposit for that payment
method. Uncheck individual transaction items that you do not want
to include in this deposit.
-
Print a Deposit
Slip – To print a deposit slip, make sure you have the correct
form in your printer and click Print.
The deposit slip will include items on the current page only.
Note: For more information about deposits,
refer to the “Making a Deposit” section of the Using the Accounting Link topic.
Cash Deposit Page #
On the page that you have selected for your Cash deposits, there is an icon to reconcile your Cash Drawer:
After selecting the icon, fill out the following to reconcile your Cash Drawer and determine Cash Discrepancies for the day:
Step 1: Amount in Cash Drawer at beginning of day is defaulted to what is set up in Company Preferences.
Step 2. Enter the amount that you wish to leave in the cash drawer after your bank deposit, which is typically the same amount entered into Step 1.
The defaults for steps 1 & 2 can be entered by going to Maintenance > Preferences > Company Preferences > Accounting tab. See Also: Cash Reconciliation
Step 3: Enter in quantity of each unit of money in drawer – the tool will multiply It out for you—just like a calculator.
- Total Cash/Coin on hand = starting amount plus what is in Cash Drawer.
- Total payments in Stratus = total cash payments taken in Stratus.
- Cash Discrepancy = unaccounted for money. ( ) means money missing and positive indicates extra money
After clicking Ok, any Cash Discrepancies will be added to Deposit Total.
Invoice Posting Page #
The invoice posting page will contain a list of all invoices that are
eligible for posting based on the Accounting
Method you’ve set up on the Accounting
page in Company (Studio) Preferences. For
more information, see Setting
up the Accounting Link. Posting invoices
is not required. If you don’t post invoices you can hide this page of
the wizard as described in the Customizing
the End of Day Wizard section below.
AND PERFORM POSTING?
Posting is not a required feature. However,
if you answer “yes” to any of the following questions,
then you should post and post regularly.
- Do you want to export your financial
transactions to external accounting software like Quickbooks Desktop, SimplyAccounting, or MYOB? - Do you want to print a daily cash
receipts report that matches your deposits? - Do you want to lock financial transactions
so that they cannot be modified after a certain date? - Do you want to generate a sales
tax/VAT report?
If you answered “yes” to any
of these questions, then you should post. If you answered “no”
to all of these questions, then you can skip the accounting posting
procedure.
On the invoice posting page, you can:
Note: For more information about posting
invoices, refer to the “Posting Invoices” section of the Using the Accounting Link topic.
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Last Page #
Pay special attention to the Posting
Date on the last page of the wizard!
This date will default to today’s date, however you may need to change
it (i.e., you were gone or had a holiday and are now in a different week
or month). As stated above, once a posting
has been processed for a certain date, the posting date cannot be changed.
The items can be unlocked and changed if necessary later, but the posting
date will remain the same. Because the sales tax report is based on this
date, be sure you are using the intended date. Three reports can also be printed from this page as well.
Customizing the End of
Day Wizard #
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Go to Tools > Design Tools > Wizard Builder.
-
Open the Wizard
Type drop-down list (upper left) and select End
of Day Wizard. See also: Wizard Builder
