Creating a deposit is the final reconciliation step for any cash and check payments that were closed out during a shift.
All Register Closeouts from the previous day should have their deposits made on the next business day.
If you have the appropriate user permission, you will see the option to navigate to Finances > Deposits on the Core main menu.
Best Practices for Processing Deposits
Create a separate deposit for each day, including weekend days.
Deposit Date: Once the deposit has been successfully completed and closed, you can backdate it to reflect the actual date when the money was collected or the closeout was completed. This is particularly useful for deposits made for dates that span over the end of a month or the beginning of a month, or for weekends.
Example: When completing a deposit on a Monday for transactions that occurred over the weekend, the default date will be set to the date of the deposit. However, once completed/closed, you will be able to use the Edit pencil icon to change the date to reflect the corresponding weekend date.
Creating a New Deposit
Navigate to Finance > Deposits.
By default, you’ll see a list of deposits that have already completed or are in progres (without a closed date).
Select the View Outstanding Items button to view a list of every shift, the user, the date/time it was closed, and the individual transaction items within it.
Note: This list excludes virtual assets such as credit cards and ETFs because you won’t be taking them to the bank.
From the View Outstanding Items page, select the shifts and/or items you want to add to the specific deposit date you’re working on. Next, click the Add Selected to Deposit button.
THINGS TO KNOW
As you select items, the total amount will be displayed at the top and bottom of each column.
When you add items to a deposit, they are automatically added to your last open deposit.
If there’s no open deposit, one is automatically created.
If a staff user has not completed their register closeout, their shift will display as Open.
With the appropriate permissions, a user can hover over the open shift and close it on their behalf. However, a shift can still be added to a Deposit (and the deposit completed) even if the shift is Open.
If there are individual transactions or items that don’t align with a staff closeout, you can leave those items outstanding (without being added to a deposit) while you conduct further investigation.
Closing Deposit
Once you’ve added all transactions/items to your current deposit, return to the Deposits list under Finance > Deposits and select Close under the Action column.
Reminder: If you don’t close your deposit, any additional or future items will be added to the current or open deposit.
Removing an Item From a Deposit
You will need to have the Manage Transaction permission to get to the detail of the transaction item you want to remove from the deposit.
Navigate to the Deposits report under Finances > Deposits.
Click on the eye icon to view the itemized transactions for the corresponding deposit.
From the itemized transactions page, select the TIID for the corresponding item to open the transaction details page.
Scroll down to the DepositID, select Remove From Deposit and Save.
As long as the deposit is not in a closed period, you can move the items in the deposit around as needed.