Entering deposits
Written by Brandy Burch
Updated at March 13th, 2025
The Enter Deposits screen in the Deposit Entry Module is where you enter cash or checks received by your company.
Deposit Entry Steps:
- To enter a transaction, click on the Add button. The screen will change to edit mode, and the cursor will move to the Customer field.
- The Bank Code and Sub-Table will default from the company options, but you can override these if needed.
- In the Customer field, enter the Sub-Account. If you click on the lookup while the field is empty, you will get the following window. Selecting Sub-Account will take you to the Lookup Screen you are familiar with. Clicking on Invoice or Amount will open a field allowing you to enter the information.
- Once you have the Customer (the person or entity that sent you money), you will notice a section called A/R Balance: $$. This will show the current A/R balance for this customer. Clicking on this button will take you to View/Trend. From here, you will have all the View/Trend capabilities.
NOTE: After entering the Customer, pressing Tab will take you to the address fields, and pressing Enter will take you to the Check # field.
- After entering the deposit, [F10] or click Save to save the deposit.
NOTE: The information entered into the bottom half of the screen as you tab through will duplicate the consecutive lines unless the deposit zeros out. This information can be overridden to reflect the information necessary.
| Entering Deposits | |
|---|---|
| Bank Code | The bank code can be changed if the deposit needs to be posted to a different cash account. The default is set up in Company Maintenance. |
| Sub-Table | Enter a new Sub-Table if the Sub-Table is different from the default. |
| A/R Balance | This gives the customer's current A/R balance. Clicking on the box will take you to View Trend, where you can view the details that make up the balance. |
| Customer | This receipt will be applied to the customer number. Press [/?] to look up existing customers. The list is from the Sub-Table specified in your Deposit Entry Options. Selecting a customer inserts the customer's name & address. If the customer is not in the table, and you won't need them for future reference, just press Enter, and you can enter a name or comment for a one-time entry. If the customer is not in the table, and you want them set up as a Sub-Account, press [F12] for Sub-Account Maintenance. |
| Check # | The number of the check you are receiving. If a check number is not entered, the system assumes you received cash and will accumulate all the cash amounts together into one line item called "Cash" when printing the deposit slip. |
| Cash Amount | The dollar amount of the payment you are receiving. |
| Scan Document / Document Maint | Ability to scan the check to have a picture copy associated with the transaction. You must have the scanning feature. Also, see Deposit Entry Scanning for more information. |
| Batch Documents |
Also see A/P Bach Documents |
| Account | Account number coded for the receipt. If you are receiving payment on account from a customer, the number would be your Accounts Receivable account. If a default income account was entered in Setup, that number will appear by default. Typing over will change it. Also, a list of all accounts may be viewed with the [/? ] key. |
| Sub-Account | They are used to classify the entry by customer, location, etc. A Sub-Account may only be used if the receipt is posted to an account number containing a Sub-Table. If a default Sub-Account is set in the Deposit Entry screen, it will appear in this field. The special code "*CUST*" (specified in company options for default Sub-Account) can cause the customer # to be automatically placed here. This may be overridden at the time of entry. The [/?] key may also access a list of existing Sub-Accounts. |
| Income Amt | This defaults to the dollar amount of the check received. If the money needs to be allocated to different accounts, type over the amount and add another income account to receive the remainder of the money. Note: The total must equal the check amount. |
| OI | If the customer is an Open Item Customer, a table of open invoices will pop up for you to apply the payment. See Open Item Accounts Receivable. |
| Description on Income Entry | This will default to the description entered on the Company Maintenance Setup, Default Descriptions, for entries coded to an A/R account. This will print as the description on the General Ledger. The description may be overridden by typing over the default description. If the description is overridden, it will carry to the next line in multiple-line deposits. The spell-check feature has been added to this field as well. |
| Quantity | Enter in the quantity if needed. |
| AFE#, Stage, and Deck# | When using a pre-payment account, these fields are required and are validated based on the prepayment account number. |
Receipt - A counter receipt can be printed by selecting the [Receipt] button on the menu bar. Company options allow you to select whether to print one copy or three copies of the receipt on the same page.
Find - Use the Find button to locate a deposit entered in the Enter Deposits screen. This is a very useful tool if there are many deposits on this screen. The look-up can be filtered by name, check number, amount, or sequence number. Additionally, the look-up screen offers a Contains field in which part of a name, check number, etc. can be entered to filter to the correct deposit.
Line Mnt - Clicking on this button positions the cursor in the bottom half of the deposit entry screen.
Utility button allows you to:
Save above G/L Coding - set up and save a deposit code set at the company level (i.e., not at the Sub-Account level). The next time you enter a deposit, you can select the saved code set (i.e., the bottom part of the screen will prefill with the save accounts) or enter manually.
Edit G/L Coding - To change and/or delete an existing code set
Transfer Deposits from another User ID - allows the ability to transfer all of a given user's deposits to the current user.
Import from Clearing Acct - creates deposits from Invoicing entries made to a specified clearing account.