Enter Transactions screen - Deposits

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Use Deposit transactions to record deposits into the selected bank account.

Choose Actions > Enter Transactions, select Deposit from the Type drop-down list.

Notes

  • If the Accounts Receivable features are enabled for this client, you can create deposit transactions in the Actions > Enter Deposits screen to associate specific customer payments with the deposit. For each deposit created in the Enter Deposits screen, the application automatically creates an AR deposit type transaction in the Enter Transactions screen. All of the fields for AR deposit transactions except for the Posting period and Journal fields are read-only in this screen. You can modify AR deposit transactions in the Enter Deposits screen only.
  • When you press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the System tab of the Setup > User Preferences dialog) in the Reference and Description fields, the application automatically enters the data in those fields from the last saved transaction. If you do not want to repeat the information from the last saved transaction, you can enter new information, press CTRL+Spacebar on your keyboard to leave the field blank and move to the next field, or disable the auto-filling behavior by marking the Do not auto-fill values from previous transaction checkbox in the Edit > Options dialog.
  • The application automatically uses the date from the last saved transaction for subsequent transactions, but you can override that date as necessary.

Tabbed pages

To distribute the deposit to one or more accounts, select the applicable account from the drop-down list in the Account column, enter a description for the distribution in the Description column, and enter the distribution amount in the Amount column. Note that if you select a GL account that is associated with a bank account, the application will automatically create a corresponding proxy transaction.

For AR deposits. The distributions are based on the payments and cash back (if applicable) for the deposit transaction, as described in the examples below.

  • Example icon The deposit includes two payments with a total of $200. If the GL account for both deposits is 110 - Undeposited funds, the Distributions tab would show a single distribution to account 110 for $200.
  • Example icon The deposit includes three payments with a total of $300. If GL account for two of the payments ($200) is 110 - Undeposited funds and the GL account for the third payment ($100) is 111 - new Undeposited funds), the Distributions tab would show one distribution to account 110 for $200 and one distribution to account 111 for $100.
  • Example icon The deposit includes two payments with a total of $200 and a cash back amount of $50. If the GL account for both payments is 110 - Undeposited funds and the GL account for cash back is 115, the deposit total would be $150, and the Distributions tab would show one distribution to account 110 for $200 and one distribution to account 115 for -$50.

Record additional details about the deposit for your own records. For example, you may want to record the exact description and amount of each individual item included in the deposit, or you may want to enter the amounts deposited by payment type (cash, check, credit card).

For AR deposits. The amount of detail displayed in this tab depends on whether or not the Split out deposit details checkbox is marked for the deposit transaction in the Enter Deposits screen.

  • If the checkbox is marked, the grid includes a row for each check and credit card payment, a single row for all cash payment amounts combined, and a single row for all cash back amounts combined.
  • If the checkbox is not marked, the application combines all payments and cash back amounts into a single entry in the grid. The amount is the net deposit amount.

Enter miscellaneous information about the deposit that may be helpful when you are reviewing deposit transactions. If you enter any information in this tab, the application displays an icon in the Notes Note icon column for the transaction.

This tabbed page displays the individual payments that were selected in the Enter Deposits screen to comprise the deposit.

This tab displays the date and time that the selected deposit was added and includes the ID and name of the staff person who added it.

Fields & buttons

If you set up a transaction template for this type of deposit, you can select that template from the drop-down list to have the application enter the default information that is included in the template. You can override any of the default information, as necessary.

Enter a reference for this deposit transaction.

(Required) Enter the deposit date.

Enter a description for the deposit transaction.

An amount is required, although you do not need to enter it yourself. If you do not enter an amount, the application sums the distribution amounts and enters that number in the Amount field.

Related topics

Entering or modifying accounting transactions

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