Table of Contents

Purpose Deposits List View Search & Filter Additional Features Understanding Deposits Left Panel Right Panel Transaction Management Common Workflow Questions

Purpose

The Deposits module serves as a journal of actual funds that have been deposited into bank accounts. It allows users to group multiple customer payments into single deposits, matching how deposits are recorded on bank statements for accurate reconciliation.

Bank Reconciliation: Deposits group received payments together to match your bank statement. When you receive multiple customer payments and deposit them at the bank as a single transaction, the Deposits module records this consolidated deposit for accurate reconciliation.

Deposit Grouping
Combine multiple customer payments into single bank deposits
Journal Entry Creation
Create journal entries to move funds from undeposited to bank accounts
Transaction Batch Selection
Add multiple transactions to a deposit using batch selection
Accounting Status
Track whether entries are recorded, posted, or approved for sync
Archive Management
Archive completed deposits while preserving records
Bank Account Linking
Associate deposits with specific bank accounts

List View

View and manage all bank deposits with date, amount, and accounting status

Option Definition
Quick Search Enter the total deposit amount in the Search bar to find specific deposits.
Archived Toggle Enable to find deposits that have been archived.
Action Definition
"+" Icon Creates a new Deposit record.
"⚙️" Icon Opens options menu for the deposit record.
"🗑️" Icon Deletes a Deposit record. Warning: This action is irreversible.
Field Definition
Description Shows the date funds were posted into the linked bank account and the total amount deposited.

Selected Record View

View deposit details and manage included transactions

Field Definition
Date The date funds were posted into the linked bank account.
Bank Account Select which financial institution/account the funds were deposited into.
Archived Toggle Enable to archive deposits that are no longer needed in the active list.
ID System-generated unique identification number assigned to each deposit.
Customer Shows the Client or Vendor the Transaction is linked to.
Accounting Displays the journal entry status: Recorded, Posted, or Approved for Sync.
Amount The amount of the transaction within the deposit.
Action Definition
Unapproved Button Shows when journal entries have not been approved. Contains: Approve Entry (approves journal entries to be created) and Create Entries (creates journal entries to move funds from undeposited funds account to the bank account).
"+" Icon Opens a transaction search page for batch selection of transactions to add to the deposit.
"🗑️" Icon Removes transaction from the deposit. Note: This does not delete the transaction or any previously created journal entries.

FAQ

Creating Deposits

Create a deposit to group payments that were deposited together at the bank.

  1. Navigate to Financial > Transactions > Deposits
  2. Click the green + icon
  3. Enter the Date the funds were deposited at the bank
  4. Select the Bank Account where funds were deposited
  5. Click the + icon in the transaction area to add payments
  6. Search and select transactions to include in this deposit

Yes, the primary purpose of the Deposits module is to group multiple customer payments that were physically deposited together.

  1. Open the deposit record (or create a new one)
  2. Click the + icon in the transactions section
  3. Use the search to find available transactions
  4. Check the boxes for all payments to include
  5. Add selected transactions to the deposit

Journal Entries & Accounting

Journal entries move funds from the undeposited funds account to the actual bank account in your general ledger.

  1. Open the deposit record
  2. Verify all transactions are included and amounts are correct
  3. Click the Unapproved button
  4. Select Approve Entry to approve the journal entry
  5. Select Create Entries to generate the journal entries
  6. The entries will debit the bank account and credit undeposited funds

Archiving deposits keeps your active list clean while preserving all historical data.

To Archive:

  1. Open the deposit record
  2. Enable the Archived toggle in the right panel
  3. The deposit will be removed from the active list

To Unarchive:

  1. Enable the Archived toggle in the search filters
  2. Locate and open the archived deposit
  3. Disable the Archived toggle to restore it to the active list

Yes, you can modify deposits until journal entries are posted.

Before Journal Entries Posted:

  • Change the deposit date
  • Change the bank account
  • Add or remove transactions

After Journal Entries Posted:

  • You may need to unpost entries first
  • Contact your accounting administrator for guidance on corrections

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