Deposits

The Deposits feature is used to mark receipts as having been deposited, thus making the associated funds available in the system.

Undeposited Payments

1. From the Accounts Receivable menu, click Deposits.

Deposits

2. The Deposits screen defaults to the Undeposited Payments tab.

Deposits

3. Select the applicable Fiscal Year from the pull-down to load the correct payments to be deposited.

Once a receipt is posted, it displays in the Payments section of the screen.

4. Review the receipt information in the Payments section starting with the Payment Date, Customer name, Payment Type, Receipt #, Transaction #, Amount paid, the Account number, the User who processed the payment, and the Facility.

You can also review any Refunds that occurred, as well as the Refund Date, Customer name, Type of refund, Receipt #, Transaction #, Amont refunded, the Account number, the User who processed the refund, and the Facility.

5. Click the Receipt # link to open Point of Sale > Transaction History, Receipts, or Internal Account Receipts.

6. Select the Bank to which deposits are to be made from the corresponding pull-down.

Deposits

7. Enter the Deposit Date in the provided text box; i.e. the date the payments should be deposited to the select bank.

8. Select the payments/refunds to be deposited by selecting the applicable check box next to each payment. You can also click Check All to quickly select all displayed payments that are linked to the appropriate Account.

Deposits

You can only select Payments and/or Refunds for the selected Bank if the Account of the transaction is set up as an Asset Account or Liability Account via Setup > Bank Accounts.

As you make your selections, the Deposit Total automatically calculates the amount to be deposited.

Deposits

9. Add any Files or Comments using the two sections provided.

Deposits

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.

b. Click the Scan File button next to the Select button, which will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

c. To add a comment, type the comment in the text box. Then, click Post.

10. Click Submit to finalize the deposit.

All information regarding the submitted deposit now displays on the Deposited Payments tab.

Loading Payments from a Cashout Transaction

1. From the Accounts Receivable menu, click Deposits.

Deposits

2. The Deposits screen defaults to the Undeposited Payments tab.

Deposits

3. Select the Bank to which deposits are to be made from the corresponding pull-down.

4. Click Load From Cashout to load payments linked to a specific cashout transaction via Cashouts in order to be deposited.

5. Enter the Cashout Number in the provided text box when the Load From Cashout pop-up window displays. The Cashout Number is the cashout ID number given once finalized.

Deposits

6. Click Search.

All applicable transactions are loaded onto the screen for selection.

Follow steps 7-10 of Undeposited Payments to complete the deposit.

Deposited Payments

1. From the Accounts Receivable menu, click Deposits.

Deposits

2. Click the Deposited Payments tab.

Deposits

3. Select the applicable Fiscal Year from the pull-down to load the correct deposited payment history.

The Deposited Payments tab displays the Deposit Date, the Bank, User who performed the deposit, the Receipt Type, and the Amount.

4. Click View to review deposit information in a pop-up window including the Payment Date, Customer name, Payment Type, Receipt/Transaction #, Reference #, Description, and Total of each payment.

The pop-up window also displays the Current Page Total and Grand Total for deposited payments. If there are multiple pages of payments, the Current Page Total reflects the total of the page displayed, while the Grand Total reflects the total of all the payments combined.

5. From the pop-up window, you can review and/or add Files and Comments.

Deposits

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.

b. Click the Scan File button next to the Select button, which will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

c. To add a comment, type the comment in the text box. Then, click Post.

You also have the ability to voids deposits and print deposit slips; see the two corresponding sections for more information: Voiding a Deposit and Printing a Deposit Slip.

6. When your review is complete, click the X to close the pop-up window and return to Deposited Payments.

Deposits
Voiding a Deposit

1. From the Accounts Receivable menu, click Deposits.

Deposits

2. Click the Deposited Payments tab.

Deposits

3. Click View for the applicable deposit.

Deposits

4. Click Void Deposit.

A confirmation message displays once voided and the payments reappear on the Undeposited Payments tab.

Deposits

5. Click the X to close each pop-up window when complete.

Printing a Deposit Slip

1. From the Accounts Receivable menu, click Deposits.

Deposits

2. Click the Deposited Payments tab.

Deposits

3. Click View for the applicable deposit.

Deposits

4. Click Print Deposit Slip.

5. To print, click the printer icon located in the upper right corner of the screen.

Deposits

Note: If you do not see the tool bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

a. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

6. Click the X to close each pop-up window when complete.

Deposits
Additional Features

Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

Deposits

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Deposits

Click the Printer icon to print the table of data.

If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.

Deposits

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.