sms1_-_inserting_a_past_closeout [Support]

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=Issue=



The day, month, year, or GL export was not closed by accident.  This WIKI describes the process of inserting a retroactive closeout in the database.



=Explanation of Error=



Cyrious SMS uses closeouts to track when the daily, monthly, or annual reports were created, or when the GL export file was created.  This is simply a date and time entry in the Closeout table.  To retroactively closeout, a new record must be manually inserted into this table.



Note:
  * **If customer is running 8.91 you can walk them through closing and unclosing specific dates in Cyrious**
  * _Existing users do NOT need to close while this work is done._
  * **FASTSIGNS does NOT need a Royalty Closeout. Also Allegra Customers that are on the current release *8.91) does NOT need a Royalty Closeout either.**



=Only for 8.91 Customer to insert their own closeouts=
  - Navigate in Cyrious to Mgmt>Accounting>Retroactively Closeout
  - Select the Close Out Type from the DropDownList (Daily, Monthly, Yearly, Royalty) that you need
  - At the bottom of the page choose the date and time you need (please note you can not choose a future datetime closing)
  - Click the Insert Close Out button
  * **Note: to see the newly inserted close, you will have to choose a report that allows datetime selection or shutdown and reopen Retroactively Closeout**



=Tier 1 Actions=
  - Obtain the exact date and time for the closeout to be inserted.
  - Opened the Database Browser at  ..\Cyrious$\SMS\Utilities\DBBrowser.exe.
  - On the View Tables tab, Click on the **Closeout Database** table in the left section.
  - Scroll to the bottom of the grid by clicking on the >> button beneath the data.
  - Look for the missing closeout.  
  - Insert a new record in the table by clicking the **+** button beneath the data.
  - Enter the Date and Time in the Date Column
  - Enter the same StoreID used in the other rows in the StoreID column.
  - Enter the apropriate closeout type in the CloseOutType column
    * **D** for Daily Closeouts
    * **M** for Monthly Closeouts
    * **Y** for Yearly Closeouts
    * **X** for GL Export Closeouts
    * **R** for Royalty CloseoutsCheck with management before manually inserting any Royalty closeouts.
  - Leave the remaining sales columns blank.
  - Click the **check mark** button beneath the data to save that row.
  - Verify that your close out is seen in SMS
    * Click on Reports | Activity Report
    * Expand the **Show Detail** button under dates
    * Click the drop down for dates
    * Select Prior Close Outs
    * Select the appropriate close out type you inserted
    * Examine the list for your entry.



Notes:
  * If you are inserting a Yearly closeout, it should have a monthly and daily closeout immediately before it. Insert these one and two seconds earlier if needed.
  * If you are inserting a Monthly closeout, it should have a daily closeout immediately before it.  Insert this one second earlier if needed.



=Task Information=
  * Last Updated: 2/16/2015
  * Created By: Michael Nolan
  * Verified By: 
  * Applies to All Versions