Deposits¶

The Deposits tool can be used to create deposit records that consist of payments made in JustWare. Creating a deposit allows you to enter information and filter off various criteria to include only those payments into a JustWare deposit. The Deposit History allows you to go back and review deposits and the payments contained within them.

Pending Deposits¶

The Pending Deposits snap-in can be accessed from Accounting Tools | Deposits | Manage Deposits.

This snap-in shows a list of all previously created deposits with a status of Pending based on your Collecting Agency, which is shown at the top of the snap-in. When you select a deposit the Deposit Details Report below will update to show the payments contained within the deposit.

Field	Description
Deposit ID	A unique identifying number that represents a single deposit.
Status	The statuses available are Pending, Posted, and Void. Deposits with a status of Pending will be displayed in the Pending Deposits snap-in. Changing the status to Posted or Void will move it the Deposit History snap-in.
Start/End Date	Select a start and end date to select payments within that date range to be included in the deposit. By default the Start Date will be populated based off the End Date of the latest recorded deposit.
Deposit Date	This is an additional date field that can be used to record the date and time of when a deposit delivered to the bank. The field is only editable while in the Pending status.
Deposit Amount	The in-hand amount for the deposit. `Note: This amount can differ from t` he actual calculated amount but i s recommended that it match the C alculated Amount.
Calculated Amount	This is the amount JustWare has calculated based off the sum of all the payments being included in the deposit.
Bank Number	Use this field to enter the desired bank identifying number.
Misc Number	Additional free-text field that can be used to record other information associated with the deposit. For example, third party accounting tool numbers.
Notes	Type any related notes in this free-text field.

Creating Deposits¶

While on the Pending Deposit snap-in, add a new record. This will bring up the New Deposit snap-in where you can create a new deposit record.

Select or type all required and relevant data for each available field. Some fields may be required while others are not.

Field	Description
Start/End Date	Select a start and end date to select payments within that date range to be included in the deposit. By default the Start Date will be populated based off the End Date of the latest recorded deposit.
Status	This field is defaulted to Pending for new deposits.
Payment Types	Specify which payment types will be included in the deposit by selecting them from the drop-down list box.
Agencies	Specify which agencies's payments will be included in the deposit by selecting them from the drop-down list box. This list is based off all the agencies within the collecting agency specified at the top of the screen.
Payments Received By	Specify which payments will be included in the deposit by selecting them from the drop-down list box. This list is populated based off the agencies selected in the Agencies field.

Click the Create Deposit button in the Actions group. This will save the deposit and return you to the Pending Deposits screen.

You must be a member of a Collecting Agency and have update permissions for the snap-in create a deposit.

Deposit Details Report¶

The Deposit Details report displays deposits and the payments contained within them. The report displays the date range used to create the deposit, status, all payments with details and also a reference section.

Use the reference section to view the deposit and calculated amount for that deposit and see if there was a difference between those amounts. The Calculated Amount sums all the payment type subtotals. The Deposit Amount is subtracted from the Calculated amount to give you the Difference.

Deposit History¶

The Deposit History snap-in can be accessed from Accounting Tools | Deposits | Deposit History.

The Deposit History snap-in displays all Posted and Voided deposits. The Deposit History snap-in displays the same fields as the Pending Deposits snap-in and only displays deposits with a Posted or Void status. Pendingis not available in Deposit History and the only editable fields are Status and Notes. The deposits displayed can be changed using the Start/End date selectors in the Navigator bar. When you select a deposit, the Deposit Details Report will update to show the payments contained within the deposit.

Field	Description
Deposit ID	A unique identifying number that represents a single deposit.
Status	The statuses available are Posted and Void. Note: Changing a deposit to Void would require you to recreate t hat deposit for those payments.
Start/End Date	Displays the date range used to create the deposit.
Deposit Date	Displays the date the deposit was delivered to the bank.
Deposit Amount	Displays the in-hand amount for the deposit. Note: This amount can differ from t he actual calculated amount but i s recommended that it match the C alculated Amount.
Calculated Amount	This is the amount JustWare has calculated based off the sum of all the payments being included in the deposit.
Bank Number	Displays the bank identifying number.
Misc Number	Displays any third party accounting tool numbers enetered.
Notes	Type any related notes in this free-text field.