Bank Deposits

Form ID: (CA305000)

You use this form to create new deposits, and to select existing deposits and view or edit their information. Only payments recorded to clearing accounts associated with a bank account can be included in a deposit. On this form, you also can void deposits and view voided deposits. For more information about deposits, see Preparation of Deposits.

You can add information about bank charges in a deposit by using the Charges tab. Multiple charges in the same deposit can be shown as a separate transactions in a batch if the Separate Charges check box (on the Financial tab of this form) is selected for the deposit. If the check box is cleared, the charge amount is deducted from the batch amount.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Hold	Changes the deposit's status to On Hold. You click this button or command when you want to make changes to the deposit or to pause its processing. This button and command are available if the deposit has the Balanced status.
Print Deposit Slip	Navigates to the Deposit Slip (CA656500) report.
Release	Releases the selected deposit. This button and command are available if the deposit has the Balanced status.
Remove Hold	Changes the deposit's status from On Hold to Balanced, making it possible to release the deposit. This button and command are available if the deposit has the On Hold status.
Void	Voids the deposit that you are viewing. The system creates a document with the CA Void Deposit type and the same reference number as the deposit, and changes the deposit’s status to Voided. This button and command are available if the deposit has the Released status.

Summary Area

The elements in this area contain summary information about the deposit. The elements of this area are described in the following table.


Element	Description
Tran. Type	The type of deposit. The following types are available: Deposit and Void Deposit.
Reference Nbr.	The unique identifier assigned to the deposit in accordance with the numbering sequence, which is specified on the Cash Management Preferences (CA101000) form.
Status	The status of the deposit, which is automatically assigned by the system. The following options are available: On Hold: The deposit is on hold and can be edited. Click the Remove Hold button on the form toolbar (or the equivalent command) when you finish editing the deposit, and the deposit’s status changes to Balanced. Balanced: The deposit is balanced and ready to be released. This status is assigned to a deposit if you click Remove Hold on the form toolbar when you finish editing it. Released: The deposit has been released, and the associated batch has been created. The state of the Automatically Post to GL on Release check box on the Cash Management Preferences form determines whether the batch will automatically be posted to the general ledger.
Deposit Date	The date of the deposit. By default, the current business date is specified, but you can override this date. You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.
Fin. Period	The financial period to which the deposit should be posted.
Cash Account	The cash account (usually a bank account) to which the deposit will be posted.
Currency	The currency of the deposit.
Document Ref.	The external reference number of the deposit.
Cash Drop Account	The cash account (usually a Cash On Hand account) from which you want to also deposit some amount on the bank account.
Cash Drop Amount	The total amount of cash to be deposited through this deposit.
Description	A detailed description of the deposit.
Deposit Total	The line total amount of the deposit.
Charge Total	The total amount of any charges that apply to the deposit.
Total Amount	The total amount of the deposit, including the cash amount minus the charge total amount.
Control Total	The control total of the deposit, which should be equal to the Total Amount.

Payments Tab

This tab contains the list of payments that have been included in the deposit. To include a payment in the deposit, use the Add Payment button.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Add Payment	Opens the Add Payment to Deposit dialog box, which you can use to add payments to the deposit.

Table 2. Table Columns
Column	Description
Doc. Module	The part of the system, AP or AR, where the payment originated.
Type	The type of the payment included in the deposit.
Reference Nbr.	The reference number of the payment.
Customer/Vendor	The customer or vendor, by its ID, whose payment is included in the deposit.
Account Name	The name of the customer or vendor whose payment is included in the deposit.
Location	The location of the customer associated with the payment.
Account	A clearing cash account associated with the bank account.
Currency	The currency of the payment.
Deposit Amount	The amount of the payment to be deposited.
Payment Method	The payment method used to record the payment.
Status	The status of the payment, which is one of the following options: On Hold, Balanced, or Released.
Payment Ref.	The external reference number of the payment.
Payment Date	The date of the payment.
Charge Type	The entry type of the charges that apply to the payment included in the deposit. An entry type is a type of entered cash transaction that your site uses to classify the transactions for appropriate processing.

Table 3. Add Payment to Deposit Dialog BoxThis dialog box, which you use to add one or more payments to the deposit, has the following elements.
Element	Description
The selection area has the following elements.
Clearing Account	The clearing cash account where unknown payments were recorded.
Payment Method	The payment method used for recording unknown payments.
Start Date	The start date of the time period for which you want to view payments.
End Date	The end date of the time period for which you want to view payments.
The table has the following elements.
Included	An unlabeled check box that (if selected) indicates that the payment is selected to be added to the deposit.
Doc. Module	The part of the system—AP, AR, or CA—where the payment originated.
Type	The type of the payment, which is one of the following options: Payment, Prepayment, Cash Entry, Cash Sale, Cash Return, or Refund. If on the Settings for Use in AR tab of the Payment Methods (CA204000) form, the Void on Clearing Account check box is selected for the corresponding payment method, the following types of documents are also available for selection: Voided Payment, Voided Refund, and the following documents with the Voided status: Payment, Prepayment, and Refund.
Reference Nbr.	The reference number of the payment as assigned by the system.
Customer/Vendor	The customer or vendor, by its ID, specified on the payment document.
Account Name	The name of the customer or vendor specified on the payment document.
Location	The location of the customer associated with the payment.
Payment Ref.	The reference number of the payment as specified by the customer.
Payment Date	The date of the payment.
Currency	The currency of the payment.
Payment Amount	The amount of the payment.
Cash Account	The cash account to hold the payment.
Description	The description of the cash account.
Payment Method	The payment method used by the customer for the payment.
Card/Account Number	The identifier of the payment method, if required for the specified type of payment method.
This dialog box has the following buttons.
Add & Close	Adds the selected payments to the deposit and closes the dialog box.
Cancel	Discards the selections made on the dialog box and closes the dialog box.

Charges Tab

This tab contains the list of charges that have been applied to the deposit. The table is populated with automatic charges that have been configured for the clearing account and you can manually add rows for additional charges that are applied to the deposit.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Charge	The entry type of the bank charge that has been applied to the deposit. The entry types for bank charges can be configured on the Entry Types (CA203000) form.
Payment Method	The payment method of the deposited payment to which this charge should be applied. If a value is specified in this column for the charge, the charge is applied automatically to all AR and AP payments with this payment method selected. If this column is empty, the charge is applied to AR payments, AP payments, and cash transactions. The system applies the following rules to the values in the Payment Method column: Multiple rows can have a payment method specified in this column, but the same payment method cannot be specified in more than one row. If there are two or more rows with charges, and one of the rows has any payment method specified in this column, the other rows should not have a value in this column. For automatic charges for which the system adds rows to the table, an automatic charge with a payment method specified is applied to all payments that have the same payment method. An automatic charge without a payment method is applied to cash transactions and to payments with other payment methods. For details on configuring automatic charges, see To Specify Charge Rates for a Clearing Account.
Charge Rate	The rate of the bank charge. This value is filled in automatically based on the selected entry type, but can be overridden.
Chargeable Amount	The amount to be used as a base for the charge.
Charge Amount	The amount of the charge.
Account	The expense account to which the charge is recorded. This value is filled in automatically based on the selected entry type, but can be overridden.
Clearing Subaccount	The subaccount to be used with the expense account. This value is filled in automatically based on the selected entry type, but can be overridden.

Financial Tab

This tab contains the reference to the batch that posts the transactions associated with the deposit, the deposit's owner and workgroup, and the information about whether the deposit was cleared with the bank statement. See the following table for descriptions of the elements of this tab.


Element	Description
Batch Number	The number of the batch generated to implement the cash transaction. By clicking the number, you can navigate to the Journal Transactions (GL301000) form, where you can view batch details.
Workgroup	The workgroup to which the deposit is assigned for processing. Select a workgroup from the company tree.
Owner	The owner of the deposit, which is the employee who controls the processing. Select an owner from the list of employees.
Clear Date	The date when the deposit has been cleared with the bank reconciliation statement.
Cleared	A check box that indicates (if selected) that the deposit was cleared with the bank.
Separate Charges	A check box that indicates (if selected) that the charges for the deposit will be specified by a separate transaction. If the check box is not selected, charges will be deducted from the deposit amount.