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Financial periods

You can open and close financial periods using our services. We do however recommend using either POS or a recurring task.

Opening​

To open a financial period, use OpenFinancialPeriod;

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This request has no body, and returns an empty response. The appropriate OrganizationUnitID should be defined in the headers of the request.

Closing​

To close the period, use CloseFinancialPeriod;

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This request has no body, and returns an empty response. The appropriate OrganizationUnitID should be defined in the headers of the request.

Checking impediments​

Before we close the financial period, we should check for closing impediments using GetFinancialPeriodClosingImpediments.

Financial period management flow​

The services for financial period management have been set up to facilitate the below flow:

  1. An employee opens the financial period by calling OpenFinancialPeriod.

  2. Once the period has been opened, a cash journal should be opened for each cash device (cash drawer or safe), which consists of counting the current cash contents of the device. This is done by calling StartOpenCashJournal. This service expects a DeviceID, which is the ID of a cash drawer or safe device. To find the device that you want to open a cash journal for, call the ListDevices service, with a filter on TypeID (CashDrawer or Safe) your current OrganizationUnitID, or StationID if this is known. The StartOpenCashJournal service returns all that is needed to open a cash journal; the available denominations (which bills and coins are available for the CurrencyID) and a summary of the previous cash journal (if any). If there is a previous journal, you can look at the ClosingAmount of that period. Logically, the opening amount counted should be equal to the previous closing amount, so this figure can be used to raise a warning to the user if they don't match. It should only be a warning though, since this is allowed: any difference will be corrected as an "opening deviation".

  3. To actually open the cash journal, CompleteOpenCashJournal must be called with the counted coins, bills and a TotalAmount. Once a cash journal is opened, the device can be used to make cash mutations (cash payments, cash movements, expenses and deposits).

  4. An employee wants to use some money from the cash register to pay for their lunch, which is done by calling CreateCashExpense with an amount, a tax code and a reason.

  5. Throughout the day, cash payments are made, resulting in CashTransactionLedger records (other cash operations, such as creating an expense, moving cash, etc. also create ledgers), which could be viewed by calling ListCashTransactionLedger.

  6. Some cash is moved to the safe during the day, which is done by calling MoveCash which expects a list of cash denominations and a source and destination device, where the source is the cash drawer and the destination is the safe. Again, the source and destination devices can be discovered by calling ListDevices.

  7. A bank deposit is created, by calling CreateCashDeposit with a source device (most likely the safe), an amount, denominations and a seal bag number.

  8. The shop closes and each cash register is counted, which is initiated by calling StartCloseCashJournal. This service returns all the information you need to close a cash register, such as the opening amount, the cash transactions created during this cash journal. The ExpectedClosingAmount is returned by the service, which is the opening amount of the cash journal plus all the cash transactions created. If the counted closing amount deviates from the expected closing amount, then this difference must be corrected in the call to CompleteCloseCashJournal. Any unexplained deviations will result in a UnexplainedClosingDeviation error when calling CompleteCloseCashJournal.

  9. Once all cash devices have been counted, the financial period can be closed. To retrieve if there are any impediments to closing the period, call GetFinancialPeriodClosingImpediments. Impediments currently can be: user tasks that must be completed, clocked-in users or open cash journals. The current overall state of the financial period can be retrieved by calling GetFinancialPeriodInformation, even if the period cannot be closed yet. The response contains information about the period and its cash journals, and is primarily meant for display purposes. To actually close the period, the CloseFinancialPeriod service must be called.