Deposits is where you group posted receipts together and create a deposit batch to take to the bank. After you have recorded receipts from students, parents, and community members, you use Deposits to select which receipts are physically being taken to the bank together.
Think of it like preparing a bank deposit slip: you select the checks and cash you are bringing to the bank, and the system creates a printable deposit record with a unique deposit number and category totals.
Creating a deposit
To create a bank deposit:
Navigate to Deposits > New Deposit.
Bank Account: Select the receiving bank account. (Defaults to your primary school checking account and typically should not be changed).
Deposit Date: Select the deposit date (defaults to the current date).
Select Receipts: The system displays all Posted (undeposited) receipts. You can check Select All to deposit all pending receipts, or check individual boxes to select only specific receipts.
Verify Totals: Review the batch summary. The system automatically calculates total cash, total checks, and total deposit amount.
Click Create Deposit to commit the batch.
Deposit details & record tracking
Each finalized deposit record establishes permanent audit traceability:
Deposit Number: A unique, sequential system identifier (e.g., DEP-2026-0004).
Deposit Date: When the deposit was prepared.
Bank Account: The destination institution account.
Total Amount: The exact sum of all included receipts.
Breakdown by Payment Type: Granular subtotals for cash, checks, and card/online transactions.
Once a deposit is created, all included receipts instantly transition from Posted to Deposited. The assigned deposit number appears on each receipt detail view for full cross-referencing.
Printing a deposit slip
You can print a deposit slip directly from the finalized deposit record. The printable slip details the deposit number, date, bank account, overall total, and itemized lists of included checks and cash. Print copies to accompany physical currency and checks to your financial institution.
Partial deposits: You are not required to deposit all receipts at once. If your school collects cash for an event over multiple days, you can deposit receipts in batches. Any unselected receipts remain in Posted status on the dashboard ready for subsequent deposits.
Correcting and voiding deposits
⚠️ Strict order of operations for deposit corrections:
If a deposit contains an incorrect receipt or was created by mistake, you must void the deposit first. Voiding the deposit releases all included receipts back to Posted (undeposited) status. Once released, you can edit or void the affected receipts individually, and then generate a new, corrected deposit.
To void a deposit:
Open the deposit record from the Deposits list.
Select Void Deposit.
Enter an explanation in the Reason field (e.g., "Receipt entered with incorrect fund allocation").
Confirm the void. The deposit is flagged as Voided and the individual receipts return to the undeposited pool.
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