Bank Deposits

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Bank Deposits on the AR menu

The Bank Deposits screen allows the user to create a bank deposit slip. This is added with the addition of the Bank Deposits Plugin.

Bank deposits contain cash and check payments, EFT payments and credits and customer cash refunds. They do not include other items (such as credit card payments, vouchers and miscellaneous customer credits). Also, they are reduced by the amount of driver expenses (entered as small expenses for food, toll, lodging in the reconciliation module) and by the cash discrepancy charged to the driver (again, as entered in the reconciliation module) when you include those reconciliation records in the deposit. eoStar assumes that these small driver expenditures are taken from cash collections, not from a separate cash fund given to the driver.

Each bank deposit is assigned a unique Bank Deposit ID (by you) and is recorded with full details for later recall.

When you enter the AR>Bank Deposits form, you will see a history of your prior seven days of bank deposits (or you can change the start date to go back even further). Highlight one of the bank deposits to see the full details of that deposit. The history is grouped by date and warehouse (if your database has more than one warehouse - erased or not since even erased warehouses may have prior deposits), and then sorted by the Deposit IDs.

This screen has a button to create new bank deposits. From this popup, you can select the payments, charges and route reconciliation adjustments that are to appear on this deposit (with the "Add" and "Remove" hyperlinks, you can select a group of detail entries and add or remove them as a group; you can also check/un-check individual entries).

When creating a new bank deposit, you'll see all payments, charges and reconciliation records for the prior seven days as well as for today. The date selector will let you change this if you need to include older payments in the bank deposit (eg. from the prior month).

To permit the showing of reversals and bounced checks, the database administrator should check the Allow voided payments and bounced checks to be included in bank deposits check box on the Configure Database Accounting Interface Panel.

In order for employees to use this screen, the "AR>Bank Deposits>Review Bank Deposits" and "AR>Bank Deposits>Create Bank Deposit" checkboxes on the Plugins Panel must be checked.

It is now possible to “void” (really delete) bank deposits. Voiding a bank deposit frees the payments and charges that were part of that deposit to be re-used in a new deposit.

For more information, see Bank Deposits Tutorial Video.

• As of version 12.8.29 credit cards payment can also be included in a bank deposit.

How-To Create a New Bank Deposit

There are two interfaces for creating a new bank deposit in eoStar, referred to as "New" and "Old". Rutherford recommends using the "New" interface as it offers more robust filtering of available transactions as well as rolling up Payment Central and DRS batches into a single checkbox, reducing the number of transactions to sort through.

However, in some situations the "Old" interface may be preferred if items that would be rolled-up by the "New" interface need to be entered in separate deposits.

New Interface

1. Go to AR > Create Bank Deposits.

   • NOTE: Bank Deposits are Company-specific. If the Multi Company Plugin is installed, a specific company must be selected in the Company menu before any transactions will populate.

2. Select the Warehouse(s) to include

   NOTE: Only available if May create bank deposits associated with any warehouse is enabled.

   

3. Click Refresh.
4. Exclude un-reconciled payments - Checked by default. Uncheck to display payments that have not yet been reconciled in DRS.
5. Breakout route collections by type - Checked by default. Splits each route's payments into separate lines by type (cash, check, etc.). Uncheck to roll each route's payments into a single line. (Requires Refresh)
6. Include transactions from all companies - Checked by default. Uncheck to only display transactions associated with the currently selected Company. (Requires Refresh)

   • NOTE: Only available if May create bank deposits associated with any company is enabled.

7. Include only mobile deposits - Unchecked by default. Check to only display payments collected by employees with the Employee uses mobile deposits flag enabled.
8. If necessary, adjust the Show payments on or after date

   • NOTE: Only transactions from the date entered here through today's date will be displayed

9. If desired, search for keywords or amounts here.
10. Click Find to return the results of the search.
11. Click Clear to reset the search box and display the entire list of transactions.
12. Click to switch the transactions list between ascending/descending order.
13. Mark transactions to include in the bank deposit by checking the box in the Include column.
14. All selected lines may be included/excluded at once using these buttons:

    • SHIFT + Click may be used to select a range of lines.
    • CTRL + Click may be used to select multiple individual lines.
    • Click Include Selected to check the box for all selected lines.
    • Click Exclude Selected to un-check the box for all selected lines.

15. Enter the Deposit date.
16. Enter a Deposit ID.
17. Enter a Deposit note. (optional)
18. Select the Bank Account the deposit is for.
19. Select the Warehouse the deposit is for.
20. Note the total deposit amount.
21. Review included transactions.
22. Click Post to enter the bank deposit.

For a brief video tutorial regarding the New Create Bank Deposits feature, click here

Old Interface

1. Go to AR > Bank Deposits.
2. Click Create new bank deposit.
3. If necessary, adjust the Earliest date.

   • NOTE: Only transactions from the date entered here through today's date will be displayed.

   

4. Exclude un-reconciled handheld payments - Checked by default. Uncheck to display payments that have not yet been reconciled in DRS.
5. Select the Warehouse the deposit is for.
6. Enter a Deposit ID.
7. You can use the buttons in this section to perform various tasks.

   • The first button prints the transactions grid.
   • The second button exports the transactions grid to an Excel file.

8. Mark transactions to include in the bank deposit by checking the box in the Add column.
9. All selected lines may be included/excluded at once using these links:

   • SHIFT + Click may be used to select a range of lines.
   • CTRL + Click may be used to select multiple individual lines.
   • Clicking the Group line (such as "Cash 215.00" in the screenshot) will select all lines included in the group.
   • The Add link checks the box for all selected lines.
   • The Remove link un-checks the box for all selected lines.

10. Review the total included amounts by transaction type.
11. Note the Total deposit amount.
12. Click the Select transactions then click here to create deposit slip link when finished.
13. In the resulting pop-up:

    a. Verify the Bank deposit ID.

    

    b. Verify the Deposit by.

    c. Verify the Amount of Deposit.

    d. Set the Deposit date.

    e. Click Post deposit.

Exporting Deposit Information to Dynamics GP \ MAS 200

This feature is only available with the MAS 200 Plugin and Dynamics GP Plugin.

1. Go to AR>Bank Deposits and select the hyperlink Export Deposits to Dynamics GP \ Click Here to Export Deposits to MAS 200.
2. The Export screen will popup.
3. Checked deposits will be exported. Remove the check for deposits that you don't want to export.
4. (if not using direct connect) To change the export folder, click the hyperlink Click Here to Set Export Folder.
5. To view a preview, click the command button Show Preview of Export.
6. To export a deposit, click the command button Export Selected Deposits, Export to Dynamics GP database.

Troubleshooting - Bank deposit screen is not showing bank deposits.

Plugin Permission: Vending>Employee processes own cash

• If an employee has the plugin permission Vending>Employee processes own cash assigned to them in Employee Records on the Plugins panel, it will prevent that employee from seeing all bank deposits on the bank deposits screen.

Note: If the permission mentioned above is changed, it is possible that the screen may need to be refreshed the next time you view the bank deposit screen in order to reflect the change.