Chapter 8: Daily Closing
Overview
The Daily closing feature allows My Vision Express administrators to close order items and payments to
prevent them from being modified or deleted. Once a daily closing has been processed, it cannot be undone.
Only administrators have the ability to modify and delete closed items.
Setting Up
You need to enable this feature before you can start using it. To do this:
1. Login to My Vision Express. Keep in mind that you need to sign in as a My Vision Express
administrator to continue with this process.
2. Go to the Company Information setup screen (File > Setup > Company Information), switch to the
‘Location Settings’ tab ().
Fig. 1 - The Daily Closing check box and warning screen.
3. Tick the ‘Daily Closing’ check box. A message will pop-up, requesting confirmation.
4. Click Yes when prompted to enable or No to cancel.
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Chapter 8: Daily Closing  1
5. Click the Save button in the main toolbar and wait for the order items and payments from previous
dates to be closed.
When the ‘Daily Closing’ checkbox is enabled, administrators will be reminded after logging in to process any
items from previous dates that have not yet been closed. They have the option to process or to skip. New
items cannot be processed until all previous items have been processed. Once this feature is enabled,
previous order items and payments will be processed after saving.
The Daily Closing Screen
Fig. 2 - The Daily Closing screen.
Access the Daily Closing screen: File > Tools > Daily Closing from the application’s main menu.
The Daily Closing screen is used to close order items and payments.
NOTE: you need to be a My Vision Express administrator to be able to access the Daily Closing screen.
When you open this screen, the application will check for any order items and payments from earlier dates
that have not yet been closed. You will then be given the option to process open items from previous dates or
to skip the closing process. If you skip the closing process you can go back to previous dates to manually
close them.
Click the Open Dates… button, the Daily Closing – Open Dates screen will list all the previous dates that have
order items and payments pending to be closed.
The Save button will save the daily closing, but will not close the order items and payments.
The Media Counts button will open the Media Count screen where you can enter the number of bills and coins
to obtain a total.
Selecting a location, date, time, or computer will automatically calculate the payment amounts and allow the
user to enter the payment amount that was counted from the register. If there is a variance, then it will be
automatically calculated and displayed. The user can enter a variance reason and notes before processing
the closing.
The category ‘Variance Reason’ has been added to the ‘Daily Closing’. ‘Variance Reason’ is used to define
any reason for variances within the payment amount calculated and the payment amount entered fields.
If any adjustments exist, they will be migrated to the daily closing tables when closings are automatically
generated. This occurs when past closings exist and the user is prompted to generate the closings.
Certain fields in the orders are locked depending on the corresponding order items that have been locked.
Below, you have a listing of the fields and controls that are locked in the order.
Spectacle lenses:
 Material
 Lens style
 UPC
 UPC . . . buttons

=
button
Frames
 Manufacturer
 Collection
 Name
 UPC
 UPC . . . buttons
Contacts lenses:
 Manufacturer
 Name
 Material (for hard contacts in
the regular order module)
 UPC
 UPC . . . buttons
 Trial buttons

=
button
In addition to the listed fields, all order items and payments on the invoice are locked. Also, the marketing
fields are locked if the corresponding order item is locked on the invoice.
The Insurance Refresh button is also disabled when an order has been closed.
Daily Closing Process
You can process a daily closing by following the instructions below. If you get a prompt when you first sign
into the application and you click Yes to the option to process a closing, you can start at step 3.
1. Login to My Vision Express. You must sign in as a My Vision Express administrator to continue
with this process.
2. Access the Daily Closing screen by going to File > Tools > Daily Closing from the application main
menu.
Fig. 3 - The Daily Closing screen
3. Click the New button to create a new closing. The total payments will display for any open items that
were created on the selected location, computer and date.
4. Click the Details… button to view the details of the open items. Opening the details for a locked closing
will display the details for that closing (Fig. 4).
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Chapter 8: Daily Closing  3
Fig. 4 - The Closing Details screen.
5. Enter an amount for each payment method, and add a variance reason if necessary. You can also
use the ‘Notes’ field to add any additional information.
6. Click the Process button to lock the ‘Daily Closing’ and close the items. A message will pop-up,
requesting confirmation. Click Yes to do the closing.
7. A pop-up message will confirm that the ‘Daily Closing’ was successful. Click OK on it.
8. Click the Close button to close the ‘Daily Closing’ screen.
When multiple closings exist for a selected location, computer and date, you can use the ‘Posting Time’ dropdown to select and review the closings details for each one.
All the items and payments in the orders that were processed in the ‘Daily Closing’, will be locked. If you open
a locked order (Fig. 5) you will see the locked items in the order highlighted in gray.
Fig. 5 - Order items and Payments locked
Variance Reason Categories
Access the Variance Reason category screen: File > Setup > Categories from the application main menu.
You can add access to add items to the ‘Variance Reason’ category. Click the Add button to add new items to
the category. When done, click the Save button in the main toolbar.
Fig. 6 - Variance Reason category
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Chapter 8: Daily Closing  5