Revenue Management
Bank Deposits
Record when your takings are paid into the bank or another payment account.
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About
Bank deposits record when payments taken in sales, and confirmed in cash ups, are paid into a bank account or another payment account, such as your card acquirer.
Two kinds of deposit
Manual deposits
Usually for cash, to record when it's paid into the bank. They can be created in Preparation each day for you, with auto-generate pending cash deposits.
Automatic deposits
For other payment types, such as card or delivery payments. The amount counted in the cash up is deposited automatically. See automatic deposits.
You can also upload a scan or photo of the deposit slip to each bank deposit.
How a bank deposit moves on
Preparation
Created, and can still be changed.
Deposited
Paid in. The cash has moved from the site to the bank.
Reconciled
Checked against the bank at Head Office. Only for some accounts.
Completed
The period it falls in is complete. Only if you use periods.
When deposits are reconciled
Reconciled only applies to accounts turned on for bank deposit reconciliation. Other deposits go straight from Deposited to Completed.
Reporting
Additional features
Ready to start?
Go to the Create tab.
Create
Record cash being paid into the bank.
Steps
1
Start a new deposit
Go to Revenue Management > Bank Deposits and select NEW DEPOSIT.
2
Fill in the details
On the New Bank Deposit page, fill in:
The bank account the cash is paid into. It may be filled in from your site setup.
A reference, such as the deposit slip number. It may be filled in from your site account setup.
Roughly when the cash is paid in at the bank.
The sales date the cash belongs to. Usually the same as the cash up it was counted in.
3
Enter the amount
In the From Site Accounts section, enter the amount against the account the cash is coming from.
How do you want to enter the amount?
Type it in
Enter the amount in the Deposit Amount field against the account the cash is coming from.
From the sales date's cash ups
Deposit all the cash counted in cash ups approved on the deposit's sales date.
1
At the bottom of the page, the Deposit Calculator lists the approved cash ups with the same sales date. Tick Bank? against each one, then select DEPOSIT SELECTED CASH UPS.
2
Scroll back up to From Site Accounts. The Deposit Amount is filled in with the cash counted in those cash ups.
Everything in the account
Select DEPOSIT ALL against the account balance. The Deposit Amount is filled in with the whole balance.
4
Upload the slip (optional)
If you'd like to keep a copy of the deposit slip, select UPLOAD FILE and fill in:
The File Manager folder to keep it in.
A title. The sales date works well.
Any tags that apply.
Select CHOOSE FILE, choose the file or take a photo on a phone or tablet, then select UPLOAD.
Keep slips separate
File Manager folders can be limited by section and site. Set up a bank deposit folder for each site, so slips go in the right place.
5
Deposit, or save for later
Choose what to do next:
DEPOSIT
The cash has left the site. The cash account's balance goes down, and the deposit is recorded against the bank account at the deposit date and time.
SAVE
The cash hasn't left the site yet. The deposit stays in Preparation, and you can deposit it later.
The bank deposit is recorded.
Can't deposit it?
Deposit
Deposit a bank deposit that's already in Preparation, such as one saved earlier or created for you automatically.
Steps
1
Find the deposit
Go to Revenue Management > Bank Deposits and find the bank deposit.
2
Deposit it, or open it
Check its details, then choose:
DEPOSIT
Everything's right. Deposit it straight from the list.
EDIT
Something needs changing. Open it first.
3
Check and deposit
If you opened it, update the Deposit Date & Time to when the cash is paid in, and check the other details. See Create for what each one means. Then select DEPOSIT.
The cash account's balance goes down, and the deposit is recorded against the bank account at the deposit date and time.
Search
Find bank deposits by date, state, reference or account.
Shown straight away
When you open Revenue Management > Bank Deposits, deposits in Preparation with a deposit date in the future or the last 30 days are listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
Deposits with a SALES DATE or DEPOSIT DATE in the selected range.
Deposits in the selected states.
All or part of the reference.
Deposits from the selected site accounts.
Deposits to the selected site accounts.
Head Office only. Deposits for the selected sites.
What's shown
When it was paid in.
The sales date it belongs to.
The account it was paid into.
Its reference.
Its current state.
The total deposited.
15 deposits are shown per page. Use the page selector at the bottom right to move between pages.
Roll Back
Roll a deposited bank deposit back to Preparation, so you can change it.
You can only roll back a bank deposit if
You have the rights
If you don't but think you should, find out how to get access.
It's Deposited
A Reconciled deposit must be unreconciled first with bank deposit reconciliation. A Completed deposit can't be rolled back.
Its period is open
If you use periods, the period it falls in must still be open.
It isn't automatic
For an automatic deposit, roll back the cash up instead. That removes the deposit for you.
Steps
1
Open the deposit
Go to Revenue Management > Bank Deposits, find the bank deposit and select EDIT.
2
Roll it back
Select UNDO DEPOSIT and confirm.
The bank deposit is back in Preparation, and can be changed.
Delete
Delete a bank deposit you no longer need.
You can only delete a bank deposit if
You have delete rights
If you don't but think you should, find out how to get access.
It's in Preparation
If it's been deposited, roll it back first.
It isn't automatic
For an automatic deposit, roll back the cash up instead.
This can't be undone
Deleting a bank deposit is permanent. It can't be recovered.
Steps
1
Open the deposit
Go to Revenue Management > Bank Deposits, find the bank deposit and select EDIT.
2
Delete it
Select DELETE and confirm.
The bank deposit is deleted.
FAQs
Frequently asked questions
QWhat are "AUTO BANK CASHUP" deposits?
These are deposits created for you, already Deposited, when a cash up is approved.
They take their details from the cash up:
The count entered in the cash up.
The cash up's sales date.
The cash up's end date and time.
The Bank account set as Deposit To Account in the cash count template.
Don't roll back or delete them
If an automatic deposit is wrong, fix it another way:
Fix the cash up
Roll back the cash up and correct the count. The old deposit is removed and a new one is created.
Adjust it at reconciliation
Change the amount with bank deposit reconciliation.
QWhich accounts do bank deposits use?
Bank deposits belong to a site, so they use site accounts. Each deposit needs two:
Deposit To account
Where the money ends up. The Deposit To Bank Account list shows the site's Bank accounts.
Deposit From account
Where the cash comes from. The From Site Accounts section shows the site's Cash accounts.
Hide accounts you don't bank to
To avoid mistakes, tick Exclude Account From Banking in the site account setup for any account that shouldn't appear in either list.
Troubleshooting
I can't mark my deposit as Deposited
Several checks run when you deposit. If one fails, you'll see one of these:
Your user role doesn't include depositing. Find out how to get access.
The Deposit To Bank Account is blank. Choose the bank account.
The Reference is blank. Enter one, usually the deposit slip number or the ID of a sealed cash bag.
No amount has been entered. In From Site Accounts, enter the Deposit Amount against the right account.
The amount is 0.00, and the bank account doesn't allow zero deposits. That's set by Allow Zero Bank Deposit in the bank account settings.
The bank account only allows one deposit per sales date, and there's already one. That's set by Limit Bank Deposits Per Sales Date in the bank account settings.
If your user role can take bank deposits to Completed, the message is just a warning, and you can still deposit.