Approve Checklist Items

Sign off each check before you close the month

A Period Close is one location’s close of one fiscal period. It works through that location’s Closing Checklist: the checks your team runs every month, like tying Toast sales to the P&LP&LProfit and loss statement. Shows your sales, costs and profit for a period. or counting petty cash.

Approving an item records who reviewed it and when, with an optional note about what they found. Once an item is approved, it stays exactly as it read when you approved it, even if someone edits the checklist later.

Before you start

• The location has a Closing Checklist with items on it.
• A Period Close has been started for the period you’re closing.

Step 1 Open the Period Close

Go to Accounting → Periods and click the location and period you’re closing. The top of the page shows the period’s Dates, when it was Started and by whom, and which Checklist it uses.

Each item shows where it stands on the right: Not approved, or Approved and the time. A note icon means the approver left a note.

Step 2 Review and approve an item

1. Click Review next to the item. The Review item panel opens with its full instructions.
2. Do the check the instructions describe.
3. Add a Note if there’s something worth remembering, like who counted or why a number moved. It’s optional.
4. Click Approve.

The item turns into a green check with the time, and the panel shows that you approved it. The Audit Log records the approval, and your note as a change to the item.

Someone beat you to it? If a teammate approves the item while you have it open, theirs stands and yours isn’t saved. The panel tells you who approved it first.

Need to make a change?

Click View next to an approved item, then Unapprove. The item reads Not approved again, and the Audit Log records the unapproval. Your note stays in the box, ready for the next approval.

To change a note on an approved item, unapprove it, edit the note and approve it again.

How checklist edits reach a Period Close

You can keep adding, editing and removing items on a Closing Checklist at any time:

• Added items show up on every Period Close that uses the checklist.
• Edited items change, and removed items disappear, on every Period Close that hasn’t approved them.
• Approved items keep the wording that was approved. An edited one shows Changed on the checklist since; unapprove it to pick up the new wording. A removed one shows Removed from the checklist at the end of the list, and can’t be unapproved.

Tips and common questions

Can I approve items in a closed period?

Yes. Approving an item doesn’t change your books, so a closing date doesn’t block it.

Where do I see who approved what, and when?

Open the item: its panel shows who approved it and when. The Audit Log lists each approval and unapproval, and each note as a change to its item.

Can Dex approve items for me?

Not yet. Approving is something a person does on the Period Close page.

What’s next

With every item approved, your numbers are ready to lock. Set the closing date so nobody changes the period by accident.