Deposits

Deposits are used to record money taken to the bank. Individual tills are added to a deposit and all the money in each till makes up the deposit total.

Navigate to Left navigation  Accounting  Create/Search Deposits. If you do not have the Accounting section, contact your system administrator.

Left navigation bar with a red box around the Create/Search Deposits link

After clicking the link, the Search Deposit screen shows:

The Search Deposit screen

On this screen, you can create new deposits and search for and edit existing deposits.

To search for existing deposits, enter your search criteria in the top section of the Search Deposit screen. This likely involves filling in the Deposit Date field and/or the Deposit Status field for the deposits you are trying to find.

After filling in the search criteria, click Search to run the search and show the deposits that match the search criteria:

The search deposit screen with two deposits showing in the search results

In the Search Results section, you can:

  • View the details of the deposit.

  • Click the link in the Deposit No. column to open the Deposit Details screen.

  • Click the up or down arrow in the Action column to reopen or close a deposit.

The edit icon in the Action column also opens the Deposit Details screen.

Deposit details screen

Use the Deposit Details screen to view and make changes to a deposit.

Only deposits with an Open status can be edited.
The deposit details screen with two tills added to the shown deposit

To add new tills to an open Deposit:

  1. Open the section titled Search and add tills to this bank deposit.

  2. Search for the tills you want to add.

  3. Select each till in the search results you want to add.

  4. Finally, click Add till to deposit.

Create a deposit

There are two ways to create a deposit. You can use the deposit creator wizard or you can manually create a new deposit.

Option 1: deposit creator wizard

Navigate to the Search Deposit screen and click Deposit Creator on the same row as the Search button. The Deposit Creator wizard starts.

The first step in the Deposit Creator is to search for and select the tills that should be added to the new deposit.

The deposit creator screen with numbers 1 through 3 showing various components of the screen

To add the tills to the Deposit, follow these steps:

  1. Enter the search criteria for the tills to add, then click Search tills.

  2. Click the link icon in the Deposit No. column (#2).

  3. Click Create New or Choose Existing Bank Deposit to advance to the next step of the Deposit Creator wizard.

Only tills that are closed and not already part of a Deposit can be added to a Deposit.

After selecting the tills you want to add to the deposit, you can then choose to add the tills to an existing Deposit record, or create a new deposit. The following screenshot shows how to create a new deposit:

The Deposit Creator popup that allows for adding tills to a new Deposit or an existing Deposit

To create a new Deposit, follow these steps:

  1. Select Add selected tills to new bank deposit.

  2. Select the Deposit Date.

  3. If the Deposit should participate in bank reconciliation, select For Deposit to Bank.

  4. Click Create New Deposit and add Tills to create the Deposit record.

Once you have created the deposit, the dialog closes and the till search screen shows. The tills that were added to the Deposit are highlighted green and there is a link in the Deposit No. column that you can click to show the Deposit Details screen:

The Deposit creator till search with arrows pointing to the link created after adding the tills to a Deposit

Option 2: create deposit manually

Navigate to the Search Deposit screen and click Create New Bank Deposit next to the Search button. The Deposit Creation screen shows:

Create new deposit screen with the deposit data already filled out

Fill in the information for the bank deposit. Make sure the Deposit Date field is correct, and select For Deposit to Bank if you want this deposit to participate in bank reconciliation.

After filling in the required information, click Save Bank Deposit to create the Deposit. The Deposit Details screen shows:

The deposit details screen showing 2 tills added to the shown deposit

On this screen, you can add new tills to the deposit and close the deposit when everything is final.

For information on how to add new tills, refer to the Deposit Details screen.