When you have entered the fields in the upper portion of the screen, click the Auto Fill Transaction button to import any entries to the Sweep Account (entered from the Cash Receipts journal) that have not yet been deposited.Creates a record of checks and other funds (e.g., found money, vendor refunds) deposited into your bank accounts. Amounts recorded in the Cash Receipts Journal to your sweep account are automatically loaded when you click the Auto Fill button.
See NSF Check Processing for tips on handling bad checks.
When Intercompany Processing is enabled, the Bank and Sweep Entities are both required. The Bank Entity controls what Company/Security the deposit is applied to. The Sweep Entity defines the Company/Security the deposit is from. If the Bank and Sweep Entities are different, an automatic Intercompany Processing GL transaction will be generated.
Edits to this journal are never allowed in a closed accounting period. When an unreconciled Bank Deposit Journal entry is accessed, the user is warned if the Accounting Period is closed, and that Reversing entries will take the Effective Date and Accounting period assigned to the new transactions. When the user changes the Effective Date and Accounting Period and saves the entry, the system writes the reversal and forwarding transactions to the current period.
The simultaneous use of the Cash Receipts and Bank Deposit is not allowed to prevent inappropriate changes. The user may be asked to refresh a screen or restart a transaction if needed.
Reconciled Bank Deposit entries may not changed. A Bank Deposit entry must be un-reconciled before it can be adjusted.
The Bank GL Account (in the record parent) and the GL Account on the Other Tab must not match.
A GL 'sweep' (suspense) account should be used with this journal. This account should have the Attribute Bank, and the Category Type Asset. This sweep account must be referenced in the GL Bank Account field of the Cash Receipts Journal.
Work Order COD Entries
The Bank Deposits Journal reads cash receipts that are generated from the COD tab within the Work Order as of this build . The GL Account referenced on the COD tab of the Work Order should be the sweep account.
Since multiple GL accounts are present in the ‘parent’ table of this journal, simple range filters (where you simply enter the GL Account Id) do not work for these "encapsulated" fields. To enable the user to filter on a specific parent GL Account, special filter ranges with the necessary SQL to filter on a specific GL Account have been added to the range filter. For example, when you first access the Range screen, the GL Bank Account range will be completed as follows:
GL Bank Account Id:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '%')
Suppose that your firm uses more then one Bank Account. To filter Entries for a specific GL Bank Account, simply replace the % in the SQL statement with the GL Bank Account Id you wish to filter on. For example, to filter on the GL Bank Account Id 1005, simply change the SQL statement in the range to:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '1005')
Tip: Saving Ranges
Rather than adjust the SQL statement each time you use the filter, you may save your settings as a range. See Save Filter Range for details.
Total Deposit:
This display-only field is calculated by the system, based on the selected entries on the Receipts and Other tabs.
GL Bank Account:
GL Account Id:
The bank account to be debited with your deposits and other funds. The system verifies that the GL Account Type is set to 'Bank' for this account. This is a sticky field; when entering a new transaction, the system default in the value from the previous entry; this may be changed if needed.
GL Entity Id:
The GL Entity (if any) affected by this deposit.
The Entity controls what Company/Security the deposit is applied to. The Sweep Entity defines the Company/Security the deposit is from. If the Bank and Sweep Entities are different, an automatic Intercompany Processing GL transaction will be generated.
Sweep Account:
GL Account:
The sweep account referenced in your cash receipts entry. The system verifies that the GL Account Type is set to 'Bank' for this account. This account will be credited as funds are (credited) swept from it into your bank account. This is a sticky field; when entering a new transaction, the system default in the value from the previous entry; this may be changed if needed before importing receipts.
Note that the system will prevent the sweep account from being changed in existing entries, and in new entries where lines have been added via Autoload button or on the Other tab. If you need to change the Sweep Account for a new entry, it must be done before clicking Autoload.
GL Entity:
The GL Entity (if any) affected by this deposit.
Period Id:
Enter the Period Id this deposit is assigned to. This Period must be active.
Effective Date:
The Effective Date of the Deposit. This date must fall within the range defined by the Period you selected.
The Auto Fill functionality is sensitive to the transaction's Effective Date; receipts newer than the Effective Date will not be pulled in.
Transaction Id:
This field will be completed by the system when you save/change this transaction.
If the transaction is changed, it will be saved with a tack number (01,02, ...) appended to the Bank Deposit Transaction Id.
Transaction Description:
Briefly describes this transaction.
When you have entered the fields in the upper portion of the screen, click the Auto Fill Transaction button to import any entries to the Sweep Account (entered from the Cash Receipts journal) that have not yet been deposited.
The Auto Fill functionality is sensitive to the transaction's Effective Date; receipts newer than the Effective Date will not be pulled in.
When you have clicked the Auto Fill Transactions button, all imported lines will be checked. The Clear All button may be clicked to clear all items (if just a few checks should be selected).
The Check All button selects all Receipts.
You may resort the data on this tab by clicking on the desired column header.
Clear:
By default all “auto-loaded” entries that precede the “effective date” are set to Yes. Toggle this box (by double-clicking on it or pressing Spacebar when the caret is on it) to clear if you do not wish to flag this check as deposited. Only lines set to Yes will be selected for deposit.
The following fields are displayed to make it easier for users to identify the checks that they depositing. They represent Cash Receipts or COD entries to your sweep account that have not as yet been deposited.
Check #: (the check or EFT number from the AP Journal)
Client Name: (from the Client record)
Check Amount:
Invoice Id: (will display as *Various* if the check or EFT covered multiple invoices)
Reference Id: (the work order, job, or client order: will display as *Various* if multiple items)
CRJ#: (the AR Cash Receipts Journal entry number)
SJ#: (the AR Sales Journal Number – for COD deposits)
Reference Name: (the name from the associated Job, if available)
Reference Type: (Client Order, Job (construction invoices) or Work Order (Service Invoices))
This tab enables you to deposit funds such as found money or vendor refunds that were not processed in the Cash Receipts journal. In previous releases, it was necessary to enter a general journal transaction to do so.
Credit Amount:
The dollar amount being entered. The account that you enter on this line will be credited - not the Sweep Account in the upper section of the screen.
GL Account:
The GL Account that should be credited, typically this will be an income account.
GL Entity:
The GL Entity to be credited, if your firm uses entities in this application.
Description:
Briefly describes this entry. It is highly recommended that this field be completed.