Bank Deposit
A deposit slip in the system: the total paid in, and one line per customer, vendor or account it came from. For a customer line you can pick that customer's open invoices. The document is a record. Saving posts nothing and settles no invoice.
What it is for
It keeps the paying-in slip with what made it up, and shows the difference between the slip total and the lines.
The rule people get wrong: this screen does not post and does not settle invoices. The money reaches the books through a Collection in Receivables and, for cheques, through Bank Transactions.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Transaction | The document number | Given on Create |
| Posting Date | The deposit date | Required. Locked once the document is created |
| Posting Status | Park or Posted | Starts as Park. Only Park and Posted are offered. Nothing posts either way, but a Posted deposit can no longer be edited or deleted |
| Total Deposit Amount | The slip total | Required |
| Difference Amount | Slip total less the lines | Worked out when a line's Credit Amount changes, and after picking invoices |
| Post as Lump Sum | Recorded only | Nothing reads it today |
| Document Date | The date the lines take | Required. Copies the Posting Date when that changes; each new line takes it |
| Deposite Slip Number | The bank's slip number | Shown, but not kept when you save in this version |
Lines
| Field | What it means | What to put |
|---|---|---|
| Line # | Line number | Automatic |
| Document Type | Who the line is from | A general ledger account, a customer or a vendor. It decides what the Account lookup offers |
| Account | The general ledger account, customer or vendor | Pick from the lookup the Document Type gives |
| Name | Its name | Automatic |
| Document Date | The line's date | From the header |
| Credit Amount | The amount deposited for this line | Typed, or the total of the invoices picked |
Picking invoices for a customer line. On a Customer line, the Applied entries button opens the customer's open invoice instalments posted on or before the Posting Date, for invoices not stopped for collection, with their balance. Tick the ones being paid and press Copy & Close. The line gets the customer and a Credit Amount equal to the balances picked; invoices of other customers add a line each.
How to configure it
The screen allows Create, Edit and Delete. Default values per company come from Cash Bank Setting.
Scenarios
- A retailer deposits the day's cheques. One Customer line per customer, with the invoices each cheque pays picked in. Compare Total Deposit Amount with the lines through Difference Amount.
What it is connected to
- Customer Invoice in Receivables - the open items picked on a customer line.
- Bank Transactions - where cleared cheques actually post.
If something looks wrong
- The deposit is not in the general ledger. That is expected: this screen posts nothing.
- The invoices still show open after the deposit. This screen does not settle them. Record the Collection in Receivables.
- The slip number I typed is gone after saving. It is not kept in this version. Put it in the Bank Transaction's Deposite Slip Number instead.