How-To Automate your Daily Close Out

This how-to guide will help you set up Control to automatically run a daily close out. The basic approach is as follows:

  • Create a Macro to run your close out report, close day, and database backup.
  • Schedule the Macro to automatically run on the server every evening.
  • Check that the close out is successful! Important Step
    • Note: This can be check under Tools > Utilities > Retroactively Closeout
  • Check that the backup is successful! Important Step
    • Note: This will store the backup in the location specified under Setup | System Setup | Backup Options.

In this process, Control instructs SQL to start the backup. However, Control does not get confirmation back from SQL whether it was successful or not.

Since this process is run off-hours and without user interaction, it is important that you check the results periodically to make sure that you are getting new backups. Many things (most commonly a bad network path or a full drive) can prevent the backup from succeeding. The only way you will know with this configuration is if you check it.

Cyrious strongly recommends you store the backup on a different computer. The backup path in the setup options can be a UNC path.

As noted above, you will need to be sure that the temporary path, storage space and final destination is properly set in the System Setup/Backup Options setup page in Control.

1. Create a Macro to run your close out.

  • On the main menu, click on Sales & Marketing and then Macro Setup. This will open the Macro Setup window.
  • Click on the Company Macros category and click on the New Macro button.
  • Enter Automatic Close Day as the Macro Name.
  • Click on the Trigger tab.
  • Since we want to schedule this, choose the Option Run this macro manually or on a schedule.
  • Macros assume they will need data to run on. In this case we don't, so we could choose almost any option that produced at least one record. For SQL efficiency, let's use a SQL query that returns exactly one record and will be very fast to run. Click on Use a SQL query and enter this text in the SQL box that appears:

> Select 1, 1

  • Click on the Actions tab.
  • Let's delete the “Prompt to Begin” tab, since we don't really need this. Click on the Delete button and say yes.
  • On the “Notify of Completion” action, type the word Backup Started. Please confirm if it was successful. in the Message Text box.
  • Click on Report Macro (Crystal) in the middle section and click the Add button above it. This will insert a Report Macro for Crystal Reports. You will do this step once for each crystal report you wish to add to your close out.
  • Change the Action Name to reflect which report will be contained on this tab (i.e. Financial Summary)
  • In the Menu Item Name type the report name.
  • Choose your Print Option for this report. You will want to utilize Quick Save for your accounting export files to show up in the Report Export folder.
  • Click on System Report and choose the corresponding report. This report name and report options can be found in Reporting System > Reports in Quick Reports > Close Day - Simple.
  • Repeat last 5 steps until all reports are entered into the macro.
  • To add the option for Close Day, click on Report Macro (Action) in the middle section and click the Add button above it. This will insert a Report Macro action.
  • Change the Action Name to “Close Day”.
  • In the Menu Item Name type “Close Day”.
  • Click on the down arrow by Action and choose Close Day.
  • To add the option for Backup Store Data, click on Report Macro (Action) in the middle section and click the Add button above it. This will insert a Report Macro action.
  • Change the Action Name to “Run Backup”.
  • In the Menu Item Name type “Run Backup”.
  • Click on the down arrow by Action and choose Backup Store Data.
  • As configured, the everything will run after the completion message, so click on the completion message and click Move Down button in the middle panel until it is at the end.
  • Click on the Save button on the action toolbar.

2. Schedule the Macro to automatically run on the server every evening.

  • Open Activity Manager to the calendar view. Click on the filters icon and open the list of available filters. Be sure that “Macro Activity” box is checked so that your macro will appear on your calendar. (Note that you may have to close and restart your Cyrious program to have your Scheduled Macro appear on your calendar, particularly if you make this recurring.)
  • Right click on an open place on the calendar and select New | Macro Activity from the menu.
  • Type Daily Close Out as the Description.
  • Click on the down-arrow by the Macro selection and choose Automatic Close Day.
  • Choose today as the Scheduled Date.
  • Select to Automatically Run… .. Only if Logged On (Local) initially. Once you are satisfied it is working on your login, come back and change this option to On Server (In Background).How-To Automate your Backups to Run at Night#cite_note-2
  • Select a specific time to run the backup. While testing, you might want to do this as the end of the day when most people are gone but, alas, you are probably still working. Once it is automated, 11:00 PM would be a good time to start, or you can schedule a time closer to your credit card batch close.
  • Once you are satisfied it is running correctly, you will want to make this a recurring backup by clicking on the Make Recurring button and choosing the close out pattern you want.
  • If you are not running it automatically, you might want to set a reminder so you will get a pop-up message to run the close out at the scheduled time.
  • Click OK to close the schedule window.

3. Check that the backup is successful! Important Step

  • Open Windows Explorer and navigate the path specified in your backup options.
  • Each time the backup is run, another file of approximately the size of your database should appear.

Contributor: Cyrious

Date: 1/23/2017

Version: Control 5.7+

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