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Creating a New Deposit

Last Revised: February 13, 2018
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The instruction below describe how to create new deposits.

ClosedUser Entitlements

The following user entitlements must be set for each user who needs access to the Deposit Control screen. They are part of the Manage Own Deposits, Manage All Deposits, Pay Special Liens, Take Limited Advanced Payment, Take Full Advanced Payment, and Take a Special Payment tasks.

Changes can be made with these jobs: Cashier1, CashierNo2, Head Cashier, and Liens User. See Tasks, Entitlements, and Jobs for more information.

ACT8001 - Check the box to use the Deposit Control screen.

SHOW_DEPCTL_TOTALS_ROLE - Check the box to see the deposit totals on the right side of the screen.

For closing a deposit:

CLOSE_DEPOSITS_ANYDAY - Close any deposit on any date (default is Y, or granted).

CLOSE_OWN_DEPOSITS - Allows the user to only close the deposits they opened.

For re-opening a deposit:

REOPEN_DEPOSIT_ANY_DAY: Reopen any deposit on any date (default is Y, or granted).

REOPEN_DEPOSIT_SAME_DAY: Allows the user to only close the deposits they opened.

For viewing and using the Source field:

DEPCTL_SOURCE: View and update the Source field. Possible entries include Internal, External,Lockbox, or Accounting. The default for this entitlement is N (to not see the field). If a user does not have this entitlement granted, all deposits will be coded as 'internal'.

For viewing and using the Bank Reference No. field:

DEPCTL_BANK_REF_NO: Show the Bank Reference No. field on the Deposit Control screen. This 10-digit number can be used to tie deposit numbers together in cases where, for ex., a check image is rescanned under a different deposit number than the one sent to the bank originally. In this case, the bank reference number will be the same for both images. By default, this entitlement is not granted to users.

For removing cash:

AUTHORIZE_CASH_REMOVE: Grant to users who can enter amounts in the Cash Remove field on the Deposit Control screen.

For changing a location:

CHANGE_DEPOSIT_ANY_LOCATION: Allows users to change the location on an open deposit to any other location.

CHANGE_DEPOSIT_OWN_LOCATION : Allows users to change the location for their own deposit to any other location (default is Y, or granted).

ClosedClient Preferences

DEPOSIT_AUTO_NAME: Set to Y to have ACT 7 name your Simple, Advanced and Refund Fix payment deposits automatically; set to N if you want to enter your own deposit name.

AUTOPRINT_RECEIPT: If set to Y, receipts will  print automatically after each payment is posted.  If you do not want receipts to be printed for a particular deposit, remove the check from the Auto-Print Receipt checkbox.  If  is set to N, receipts will not print automatically. However, if you want receipts to print automatically for a particular deposit, check the Auto-Print Receipt checkbox.

BLOCK_BANKRUPTCY_PAYMENT: Set to Y to prevent bankruptcy accounts from being paid in online deposits (advanced and simple payments); set to N to allow these payments.

DEPOSIT_LOC_ACTIVE: Enter Y to allow an office location to be selected on the Deposit Control screen. Enter N to show the location, but not allow changes to it. If set to Y, the location entered on the lockbox parameter screen (BMIs 115, 129, 145, 178) will also update the Deposit Control screen.

DEPDATE_NEXTDAY: Set to Y to always have the deposit date default to the next business day.  Set to N to have it default to the current day.

REQUIRE_CASH_REMOVE_AUTHORIZE: Set to Y to require authorization when entering cash removal amounts. Set to N to not require such authorization.

TAC_TO_OPEN_POST: If set to Y, the tax collector can make changes to a deposit opened by someone else.

DAYS_DIFF_DEP_AND_REC_DATE_MSG: Set to the maximum number of days apart that the Deposit Date and Receipt date can be on a deposit or individual payment without showing a warning message to the user. If set to 0 or expired, this preference is ignored.

(V1 user security only) Three user roles control whether authorized users may change deposit and receipt dates for a deposit:

CHANGE_PMT_PAIDDATE - Users with this role may change receipt dates for transactions within a deposit, but cannot change the deposit or receipt date for the deposit as a whole.

CHANGE_DEPDATE - Users with this role may change the deposit date to something other than the current date. The receipt date cannot be changed, nor can the receipt date for individual transactions within a deposit.

CHANGE_PAIDDATE - Users with this role may change the receipt date for the entire deposit, but not for individual transactions within the deposit.  Also, the deposit date cannot be changed.

OPERID_REOPEN_DEP: If set to Y, employees having the Cashier role may re-open their own deposits on the same day that they were opened. They may not open them on a different day.  If the preference is set to N, employees with the Cashier role cannot re-open any deposit.  Employees having the role of TAC, Head Cashier, and Super can re-open deposits for viewing purposes at any time. This preference does not apply to these roles.

 

  1. From the Main Menu, click the Payment Process () button or select Payment, then Payment Process, or click the Go To drop-down list and select Payment Process; the Deposit Control screen will appear.
  2. If the client preference DEPOSIT_AUTO_NAME is set to N, enter a deposit number of up to 12 digits and/or characters in the Deposit No. box. If this preference is set to Y, skip to step 5, then return to step 3.

Note: Deposit numbers cannot have spaces in them.  

  1. The Deposit Date defaults to the current date.  You may change it if necessary.  It refers to the date the money will be deposited in the bank. If the deposit date if more than 20 years ago, you will receive a message asking if you want to continue using that date.
  2. The Receipt Date defaults to the Deposit Date.  It can be changed if necessary.  It normally refers to the date the payment was received, although it may also be used to refer to the postmark date on mail payments.

Note:  If the deposit date is earlier than the receipt date, you will receive a message asking if you want to continue. If the receipt date is later than the deposit date by more than the number of days specified in the client preference DAYS_DIFF_DEP_AND_REC_DATE_MSG, you will see a second message.

If the receipt date if more than 20 years ago, you will receive a message asking if you want to continue using that date.

  1. Leave the Deposit Status set to the default of Open.
  2. The Source drop-down list defaults to Internal (or blank if you have queried an older deposit). Change this as needed to External, Lockbox, or Accounting.
  3. Select a Deposit Type. See Choosing a Deposit Type for more information.

Note:  If you are auto-naming your deposit, press Tab to see the deposit number.  It will start with a pre-assigned letter (see the table below) and auto-generated sequence number.  The sequence numbering is not unique within each deposit type, so you will see numbers being skipped if you open only online deposits.

  1. If the Office Location field is white, select a location to associate to this deposit from the drop-down list. If it is gray, you will not be able to change the default location displayed there.  The locations listed are determined from the information in the Office Locations screen.
  2. The Split Pay will normally be set to NO.  If the entire deposit will be used for accepting half payments, you may set this to YES.   The full amount due will still appear on the payment screens.
  3. (optional) In the Deposit Note field, enter any note you wish about this deposit. The note will be printed on the Deposit Summary and Deposit Proof reports. A typical note might indicate something particular about the deposit to distinguish it from others of similar types.
  4. The Receipt Copies box is set to the setting of the client preference RECEIPT_COPIES. Change this as needed. Each copy will appear in a separate .pdf.
  5. Check the Auto-Print Receipt box to generate receipts automatically for each payment.
  6. If the Auto-Print Receipt box is checked, you can check the PDF Receipt box to force receipts to appear as a pdf file on your screen instead of being automatically sent to the printer.
  7. Click Payment Transaction; the Payment screen will appear.

Note: The Deposit Status will always be Open when creating a new deposit.

The table below lists the deposit types and naming convention used if the client preference DEPOSIT_AUTO_NAME is set to Y.  Note that you cannot open a new deposit for each of these types.  Some of them have been inserted into ACT 7 when converting new clients to this application.  See Choosing a Deposit Type for more information.

Deposit Type Example
AG Rollback A0000001
Credit Card C0000001
Debit Card D0000001
Escrow Payment E0000001
Certified Payment F0000001
Special Ag G0000001
On Hold H0000001
Internet Payment I0000001
eCheck K0000001
Lockbox L0000001
Mortgage Company M0000001
Refund Fix FX000001
Returned Items N00000001
Online P0000001
Quarter Pay Q0000001
Refund Change Recipient R0000001
Special S0000001
Transfer T0000001
Issue Refund U0000001
Reversal V0000001
Wire W0000001
Tax Certificate X0000001
Real Wire Y0000001
Pulse Z0000001
unknown type, used in data conversion only