A Deposit groups receipts together so they can be taken to the bank as a single transaction. The deposit then appears on the bank statement and must be reconciled with the entry made in the system.

Finances > Cashbook:  Deposit

How do I make a deposit?

1. Click Make deposit.

2. Select the deposit date (defaults to today but can be changed). The date should match the date the deposit was made at the bank.

3. The deposit number is auto-generated by the system in numeric order.

4. Optionally enter a deposit slip number (from the school's bank deposit book).

5. Choose how to select receipts to include: by Receipt Number (up to a certain number) or Up to a date.

6. Click Continue.

7. The first Selection shows the deposit summary: date, deposit number, cheque amount, cash amount, total amount, and the amounts not yet allocated (these should all reach zero before proceeding).

8. The next Selection represent your bank accounts and petty cash. Indicate which account(s) the money is being deposited into and the amounts. In most cases money goes to the current account and/or petty cash.

9. The last selection lists all available receipts (all ticked by default). Untick any receipts you do not want to bank in this deposit.

10. Once all selected receipts are allocated, the Amount not allocated in the first block must show zero.

11. Click Continue. The system confirms the deposit and allows you to preview the deposit and the bank deposit slip.

How do I look up an existing deposit?

1. Under Select deposits for, choose the relevant date from the drop-down.

2. Click the radio button next to the deposit you want to view.

3. Click Preview to display the deposit details.

Frequently asked questions

Can I bank cash received into petty cash?

Yes. The system supports this process while maintaining a full audit trail. This is useful when the school needs immediate cash for expenses such as casual wages.

Do I have to deposit the full amount on a receipt?

Yes. The system does not allow a receipt to be partially banked. However, you can split the receipt amount between your bank account and petty cash, as long as the combined total equals the full receipt amount (e.g. R500 to bank + R500 to petty cash for a R1 000 receipt).

What must the Amount not allocated show before I can continue?

It must show zero (R0.00). If it is not zero, you need to allocate the remaining amount to a bank account or petty cash before the system will allow you to proceed.