After closing the register the receipts are then consolidated to make a single deposit to the bank account. You may also choose to make separate deposits for each register. Cash received as part of a POS sale is actually posted to the Cash GL account via Accounts Receivable. This is due to the cash being applied to the invoice via Cash Receipts as the POS sale is processed. The deposit to the bank account is not recorded until the deposit register procedure is complete. Register variances are posted to the General Ledger from the banking Module.
POS > Registers > Deposit Registers
- Starting Register – By pressing the F9 key you will get a list of possible registers to deposit. Choose the staring register.
- Ending Register – You can choose the ending register in the same manner. If you only want to deposit one register the starting and ending register should be the same.
- Starting and Ending Date - If you tab through these fields the current date will automatically be used but they can be changed if needed.
- Deposit Date – This is the date that the deposit will be made. This also will default to the current date.
The un-deposited, closing amounts from each register that you chose is displayed with the bank account and amount to be deposited. A separate line and amount will be displayed representing the different payment methods you can modify the bank accounts and amounts but the total must always equal the total from the registers.
Note: Only the cash and checks are deposited. On Account transactions are not deposited as there was not cash received for the transaction. Credit card deposits will be handled on a separate screen as your credit card accounts usually have a separate default account.
- Deposit totals – TRX will calculate the deposit total for you
- Total from Registers – Trx will also import the total from the register close for you.
- Proof – The proof is the difference between the bank deposits and the total from the registers. This will have to be 0 for you to proceed. If the register was closed with a variance this will not be 0 and you will have to modify one of the deposit amounts to make it equal (usually cash)
- Adjust for variance – TRX will make that adjustment for you if you press the "adjust for Variance" icon.
Note: You will not be able to proceed with a deposit if your variance is not 0, you will get a message via pop up that will tell you have to make an adjustment.
- Deposit Registers – Pressing this icon will start the deposit procedure. You will receive a deposit register report showing you the deposit that is about to be made for verification. If all looks correct choose yes (choosing no will stop the process and allow you to make changes).
After the report is printed you will be asked if you would like to close the register, choosing yes will complete the process.This screen replaces the old POS Register Deposit screen, but also opens up the ability to control your deposit dates for all funds collected by your company. Cash use to tie directly into the Bank Account GL as soon as it was collected in features like Cash Receipts, Customer Deposits and Non-AR Cash, however, with the new Cash Flow changes, all cash will now rest in your Undeposited Funds account. It can be reviewed in this screen and officially deposited into your Bank Registry at the amount you need in order to easily reconcile with your Bank Statements. Non-On Account terms are also a part of this feature, but are handled in more detail than cash.
There is an “Open Register Total” near the top that displays the total amount of all funds sitting in your open registers. The “Total Undeposited Funds” field includes the Open Register Total plus all of the available transactions in this screen and this total should reconcile with your Undeposited Funds account balance. The Open Register Total is separated because even though they are technically undeposited funds, they do not appear for deposit until the register has been closed.
Search Criteria
This section of the screen is how you will search and select the transactions you wish to group together into a batch for deposit. There is a Start and an End Date option along with a filter for the various transaction types. If branch management is turned on, you will see that as an option. It is important that your transactions are accurately assigned a branch. To help locate transactions that were never assigned to a branch, there is a “Missing Branch” option in the Branch filter. This is a means for us to work together to recognize and resolve any areas of the program that may not be recording the branch properly.
The Preload POS button is supposed to help users who were used to using the old Deposit Registers screen. It will grab all POS Transaction within your Date Range and pre-select and save them into various batches per terms type.
Cash On Hand
Your Cash on hand is recorded on a ledger that simply keeps track of cash transactions in and cash transactions out. There are 5 ways to adjust the Cash you have on hand: POS (Sales, Returns, Cash Outs), Cash Receipts, Customer Deposits, Refunds and Non-AR Cash Receipts. The amount for your Cash on Hand is displayed for each cash type terms you may have. It is a summary total and is not effected by any of the Trans Date or Trans Type filter options. It will separate by Branch.
To add Cash to your batch, just enter a lump sum amount to pull from your Cash on Hand. This is essentially a deposit screen, so you are virtually removing cash from your undeposited funds and officially depositing it into your bank account. As you adjust your deposit amount, the Unsaved Total will adjust accordingly.
Non-Cash Transactions
Non-On Account terms types, such as Credit Card and Check, are recorded in the Non-Cash Transaction section and are in greater detail than your Cash on Hand. The transactions are grouped in batches under the same transaction date and type of transaction. When clicking into a record on the left, the smaller window labeled “details” will show all of the relevant transactions under that summary.
To add these details to your current batch, just check the box. As you check/uncheck the boxes, your Unsaved Total will adjust accordingly.
Saving Batches
In order to save a batch, you have to enter a Deposit Date and a Bank Account for the batch. An optional description field is available for you to use if there is a common denominator for your deposit that you wish to help make it standout later during the Reconciliation process, otherwise, it will default to the Batch Number, which is an automated sequence. Once the batch is saved, the totals from Unsaved will move into the Saved Totals and the saved details for that batch will appear in the list on the right had side under “Current Batch”. When finalizing your deposit, the current batch is what will be processed. A multi-batch processing option will come later.
Saved Batches
If a batch was saved and left unprocessed, it will appear in the “Saved batches” section in the lower right corner. You can double-click on a saved batch to pull it up and set is as your “current batch.” If you already have a batch open or have unsaved details selected, you will be given the option to save your current work before loading the new batch or will even be able to merge the two together.
Processing
Using the lightening bolt will finalize your current batch and create entries in the Bank Registry. You can then reconcile these batch deposits as you were prior in the Bank Reconciliation feature. They will be identified by their Description and will have a sub-list for each of the details for easy
User Guide
Feature Overview
- The Following Screens No Longer Post To The Bank
- Cash Receipts
- Customer Deposits
- POS Register Deposits
- Non-AR Cash Receipts
- The Following Screens Post To The New Screen
- Cash Receipts
- Customer Deposits
- POS Register Deposits
- Non-AR Cash Receipts
- New Screen To Manage Deposits To The Bank
Undeposited Funds Screen (UDF) Step 1
- Set Bank For Deposit
- Select Deposit Date
- Enter Deposit Description
UDF Screen – Selecting Non-Cash
- Select Items For Deposit
- Note: You can select either an entire batch or individual details from that batch
- Save Your Batch
UDF Screen – Selecting Cash
- Clear The Screen To Start A New Batch
- Note: You will need to select a bank, deposit date, and description again
- Enter Cash Value For Deposit
- Save Batch
UDF Screen – Depositing Batches
- Select Batches For Deposit
- Click The Lightning Bolt
UDF Screen – End Result (Bank Rec.)
- Note: To see the batch detail click the plus sign
UDF Screen – Extras – Selecting Everything
- Enter a Bank
- Click Preload All
- Select The Deposit Dates
UDF Screen – Extras – Preloading POS
- Enter A Bank And Deposit Date
- Click Preload POS
UDF Screen – Extras – Important Totals
- Open Till Total: Total of Tills Across All Open Registers For That Branch
- Open Register Total: Total Amount In All Open Registers For That Branch
- Total Undeposited Funds: Should Match The G/L Value For That Branch
