Deposits

There are two standard ways to create a deposit and assign it to receipts:

• Let ActivityHD generate it. When you enter a receipt, you can enter a deposit type on the receipt and let ActivityHD either assign the receipt to an existing open deposit with the correct deposit type and GL date (if there is one) or create a new deposit to assign it to when the receipt is saved. The deposit and receipt inherit the GL batch and bank account from the deposit type.
• Create a deposit first and assign receipts to it later. When you create a receipt, you can assign an existing open deposit to it. In this case, the deposit type is determined from the deposit that is assigned. The GL batch, GL date, and bank account are inherited from the deposit. This allows all receipts in the deposit to be summarized into a single GL entry detail line so that one Bank Reconciliation transaction is created per deposit. You can create one deposit per deposit type per day for a specified range of dates using the Create Deposits wizard or you can create deposits individually as described in the following procedure.

To create an individual deposit:

1. In the Navigation pane, highlight the Accounts Receivable > Deposits folder.
2. Click . The New Deposit window opens.

   

3. Select the Deposit Type. The deposit type determines the default GL batch, bank account, reference expression, and description expression for the deposit.

4. The Date field defaults to the current date. This date becomes the GL posting date for all receipts linked to the deposit. If another deposit of this type already exists for the same date, ActivityHD increments the instance counter by 1 so that the deposit is uniquely identified. If you need to change the date, enter the deposit date.

   Notes

   If you change the date on a deposit with unmerged receipts, the receipts are flagged as having "Invalid GL" until you update their GL dates to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.

   If you change the date on a deposit with merged receipts, you are unable to merge the associated GL entry until the GL dates on all the deposit's receipts match the deposit date.

5. In the Status field, accept the status of "New".

6. The GL Batch defaults from the deposit type. If you need to change the batch name, enter the name in this field. The batch name is copied to all receipts linked to the deposit. Related receipts must have the same batch name so that they can be summarized into the same GL entry detail line and into a single Bank Reconciliation transaction.

   Notes

   If you change the GL batch on a deposit with receipts, the receipts are flagged as having "Invalid GL" until you update their GL batches to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.

7. The Bank Account defaults from the deposit type. If you need to change the bank account, select the bank account number. The bank account number is copied to all receipts linked to the deposit. Related receipts must have the same bank account so that they can be summarized into the same GL entry detail line and into a single Bank Reconcilation transaction.

   Notes

   If you change the bank account on a deposit with receipts, the receipts are flagged as having "Invalid GL" until you update their bank accounts to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.

8. If you want to view or edit the expressions used to create the bank transaction reference and description, mark the Expressions checkbox. The Bank Transaction section expands to show the Reference and Description entry fields. The default expressions come from the deposit type but can be changed on a deposit-by-deposit basis.

   

   To edit the expressions:

   1. In the Reference field, enter the literal text and/or keywords to use to generate the deposit reference you want to appear on this deposit. The reference value is copied to the Reference field on the bank transaction that is created during the GL merge.
   2. In the Description field, enter the literal text and/or keywords to use to generate the deposit description you want to appear on this deposit. The description value is copied to the Description field on the bank transaction that is created during the GL merge.
9. If you know the total deposit amount, you can enter it in the Control Total field. This helps validate that all receipts are included in the deposit. ActivityHD does not let you change the status of the deposit to "Hold" or "Locked" until the total receipts add up to this amount. If you don't know the deposit total now or if you don't want the extra validation, you can leave this field blank.
10. Save the new deposit.

A deposit cannot be deleted if it is assigned to a receipt.

To delete a deposit that is unassigned, highlight the deposit record in the HD view and click , or open the deposit and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the deposit.

"Hold" status indicates that a deposit has not been taken to the bank and it is not currently available to be assigned to receipts or to be removed from receipts. A deposit cannot be put on hold if it references an unmerged receipt or if its control total doesn't match the total receipt amount. You might want to put a deposit on hold if you're waiting to find out the actual deposit date but you don't want any other changes made to the receipts in the deposit.

To put a deposit on hold:

1. In the Navigation pane, highlight the Accounts Receivable > Deposits folder.
2. In the HD view, locate and double-click the deposit you need to put on hold to open it in the Receipt window.
3. In the Status field, select "Hold".

   

4. Save your changes.

Change a deposit's status to "Locked" when it has been taken to the bank. You cannot merge the GL entry for a receipt unless its deposit is locked. This protects the integrity of the Bank Reconciliation transaction that is created during the GL merge for the deposit. You cannot change the status of a locked deposit once its GL entry is merged. A locked deposit cannot be removed from receipts or assigned to receipts.

You cannot lock a deposit that references an unmerged receipt or if its control total doesn't match the total receipt amount.

To lock a deposit:

1. In the Navigation pane, highlight the Accounts Receivable > Deposits folder.
2. In the HD view, locate and double-click the deposit you need to lock to open it in the Receipt window.
3. In the Status field, select "Locked".

   

4. Save your changes.

A deposit cannot be voided directly. A deposit is considered voided when its status is "Hold" or "Locked" and all its receipts are voided. See "Void receipts".