Close Out Day, Z Report, and Auto-Capture Overview

In this Article:

• Close Out Day
  • Auto-Resolve Issues in Close Out Day
  • Close Out Day Not Loading
• Z Report
  • Z Report Differences Between the U.S. & Canada and Ireland & the U.K.
• Service Report
• Customize and Preview POS Reports
• End-of-Day Cash Deposits
• Capture Payments
• Offline Payment Handling
• Auto-Capture of Unclosed Checks

Close Out Day on the POS 

The Close Out Day page is an optional feature that provides you with an audit report on the current status of all checks and employee activity. This is not required to be manually carried out each night to turn the day over in the system. Generally, this process is automated through the Toast system at 4 a.m. ET. However, for additional accuracy or unique operational needs, it's recommended to periodically review the manual Close Out Day process.

Toast is designed to carry out these functions automatically for each restaurant on a nightly basis, so manual intervention is not required. It can be used as a review tool. By default at 4:00 a.m. ET each day, Toast will:

• Close out any unclosed checks that were in Paid Status at the time of close.
  • Clock out any employees who are still clocked in at 4:00 a.m. ET.
    • Note: This can be disabled by request.
• Auto-capture all uncaptured credit card payments from the previous business day. In most cases, this will be all payments from the day. Toast will not close Unpaid Orders. 

To view Close Out Day, start by selecting Close Out Day located under Manager Activities from the Toast POS main menu.
 

In the example below, we have four open checks that will need to be resolved before we can close out the day. Unless you have enabled auto-close or auto-void settings, by default, unpaid checks require manual intervention and will also prevent the waitstaff responsible for the unpaid checks from ending their shift.  
 

You can select Close checks to manage any unpaid checks. Open checks must be resolved before you can select End day -- in fact, the End day button won't be available until your open checks have been resolved. You cannot auto-resolve open checks. 
 

Paid checks, orders waiting to be picked up, and employees clocked in will also be summarized on this screen. 

• For any paid checks, you'll have the option to Close all (no tips) or Adjust tips.
• For any orders awaiting pickup, you'll have the option to Mark all picked up or View orders.
• For any employees clocked in, you'll have the option to Clock out all or View employees.
• If you have any outstanding items for these three categories, you'll also see the option to Auto-resolve at the bottom of the screen which will auto-resolve all outstanding. Read on to the next section of this article for more information about this feature.

Auto-Resolve Issues in Close Out Day

You can auto-resolve certain issues if you need to close out quickly or want to resolve a large number of issues with the same solution. 

Select the Auto-resolve button to:
 

• Close all fully paid orders and checks.
  • Note: If the checks don't have a tip, the system will close the checks without any tip applied. You can select Adjust tips to access the unclosed checks to manually add tips and close each check.
• Clock out all currently clocked-in employees. This will clock out everyone immediately and end their shifts.

The auto-resolve issues feature is accessed in the Close Out Day menu. To use this feature, simply select the Auto-resolve button once you're ready to close fully paid orders and end the shifts of remaining clocked-in employees. 

Please note that Auto-resolve cannot be used for unpaid checks. It will only resolve paid checks (by moving them to closed), orders awaiting pickup, and clocked-in employees. If you want to auto-resolve only one of those items, you can do so by selecting the button next to that specific item. 

Close Out Day Not Loading

If the Close Out Day isn't loading or stays loading indefinitely, try the following troubleshooting steps:
 

• Return to the device menu and try accessing the Close Out Day again.
• Select the re-load icon on the top right of the page.
• Log out and log back into Toast and access the Close Out Day page.
• Try accessing the Close Out Day page from another device.
• Ensure your device has an active internet connection. Check out the article .
  
  

If employees face issues while attempting to close the day, particularly with accessing the cash drawer, consider the following steps:

1. Ensure the 1.7 Cash Drawer Access permission under POS Access has been enabled for the employee in Toast Web.
2. Publish any recent changes made to permissions.
3. Reboot the device to ensure updated permissions take effect. Unpublished or outdated permissions are the most common cause of such issues and can be quickly resolved by following these troubleshooting steps.

For a comprehensive Shift Review Checklist for employees and managers, check out this Toast Central article: .

Z Report on the POS

The Z Report is a sales summary that can be printed by an in-store receipt printer when using the Close Out Day function. It can be printed at any moment of the day during business without affecting the business day.
 

Printing this report does not turn the day over into the next day. The data updates in real-time as sales occur. The printout will print from whichever receipt printer the device you're using is configured with.

You can configure the information that you wish to include on the Z Report through any of the following navigation paths in Toast Web:

• Front of house > Order screen setup > UI options, then scroll down to the Z Report Configurations section, OR
• Employees > POS report configurations > Managed end of day report > Select the items that you wish to include. Then, save and publish your changes.

These are the following items that can be included:

• Sales Categories: Displays the total net sales per sales category
• Revenue Centers: Displays the total net sales and quantity per revenue center
• Sales & Taxes Summary: Displays summary of total net sales, tax, and total sales
• Payment Details: Displays the total amount of payments made
• Server Tip Outs: Displays the total tips and fees tipped (including cash before tipouts, cash and non-cash gratuity, and non-cash tips)
• Total Voids: Displays the total amount of voids including order and item count, and percentage
• Total Removals: Displays the total amount and number of items that have been added to the check and removed before they were sent, held, or scheduled for another date
• Total Discounts: Displays the total amount of discounts applied
• Credit Card Breakdown: Displays a breakdown of credit card transactions
• Other Payments Breakdown: Displays a breakdown of transactions made using other payment options
• Labor: Displays the total amount of net sales, cost/sales, labor costs, and number of hours the employees worked
• Employee Over/Short: Displays total overage/shortage amount
• Employee Signature: Displays signature of employee(s)
• Pay Out Breakdown: Displays pay out reason and total amount of payouts made
• Deposit Summary: Displays summary of deposits including total expected, actual, and overage/shortage amount
• Deliver: Displays delivery gross sales, net sales, and fees to drivers

Note: Server tip outs only show on the Z report when you have both the Non-Cash Tips and Gratuities settings within your Shift Review Setup set to Pay out from the Cash Drawer. For more information, see .

The Z Report will include the previous seven days by default. In order to change the date, navigate to the Overflow menu in the upper right-hand corner of your report.
 

Select the desired day from the pop-up menu, select Okay, and then the report will display the date selected. 
 

The date will always be listed in the top left corner of the screen in order to verify the correct Z Report.
 

Customers in Ireland and the U.K. should expect all figures in the Z Report to be tax-inclusive, whereas the Z Report in the U.S. and Canada is based on net sales, excluding taxes. 

U.S. / Canada:

• Gross Sales = Taxes excluded
• Net sales = Total sales less taxes/discounts/refunds

U.K. and Ireland:

• Gross sales = Net sales + tax, excluding discounts
• Net sales = Gross sales less taxes/discounts/refunds

Service Report on the POS

The Service Report provides you the same data as the Z Report, but broken down by the dayparts (service periods) that are up for your restaurant. To learn how to adjust your restaurant’s service periods, see this Toast Central article: .

To access this report, select Service Report located under Manager Activities from the main menu of the Toast app.
 

The service period drop-down will allow you to filter your sales data to a specific daypart (breakfast, lunch, etc.). You can select Print Report at the bottom of the screen, if desired. The service report automatically refreshes, but you can also select refresh to ensure you're viewing the latest data
 

Customize and Preview POS Reports

In Toast Web, you can configure what information appears on your POS report. 
 

1. Navigate to Employees > POS report configurations.
2. Select your desired report:
   1. Shift review report
   2. Manager end of day report (Z report)
3. Use the Show? checkboxes to select which sections you'd like to include on your report. Click and drag the six-dot icon on each row to rearrange the sections. A preview of the report will appear on the right side of the page.
4. If you make any changes, select Publish all changes at the bottom of the page. Otherwise, select Done to exit.

End-of-Day Cash Deposits

A deposit is cash removed from a restaurant to be deposited in a bank or other financial institution. A cash deposit should be the final cash management operation of the day. After all checks are closed for the day, shift reviews are completed, and all cash drawers are closed, you can use the Cash Deposits screen on the POS to enter the actual cash amount of the deposit into the Toast platform.

To learn more, see this Toast Central article: .


 

Capture Payments

Most Toast customers are scheduled to auto-capture payments overnight after the restaurant is closed, so manually capturing is not necessary. This is a default behavior for all accounts unless it has been turned off by request at some point in time. If you're unsure, you can contact Customer Care to confirm your setting.
 

Toast recommends you capture payments at least once daily to ensure authorized credit card payments are allowed to fully process. We strongly recommend that you allow our system to do it automatically to eliminate human error that can cause delays in funding your account. If you do find that you need to do a manual batch, see this Toast Central article: .

Offline Payment Handling

If your Toast POS system goes offline, it’s essential to avoid manually triggering the payment capture process after restoring connectivity. Toast automatically captures credit card authorizations once the system is back online. Manually initiating the payment capture can lead to deposit discrepancies, especially for authorizations that are still synchronizing.

Auto-Capture of Unclosed Checks

Toast will auto-capture any leftover unclosed checks overnight at 4:00 a.m. ET. This may be useful if you forget to capture any leftover checks for the day or simply want Toast to handle the process automatically.

Unclosed but paid checks will be set to closed and then auto-captured. Because Toast will resolve unclosed checks without applying any tip, you may want to manually update or modify tips for payments as needed.