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Authorized users can maintain control over the status of the deposits in a tax office for a given day or month.  To do this, they will access a web page and either create, re-open, or close an ACyyyymmdd deposit.  In turn, this 'AC' control deposit must have a status of Open in order for users in the Tax Collection System to create or re-open regular deposits.

If the AC deposit is closed, no one will be able to go into that day (or month) and make any changes to deposits.

User Entitlements

The following user entitlement must be set for each user who needs access to the Manage Deposit screens. It is part of the Manage All Deposits task.

MANAGE_DEPOSITS - Allows users to view the Manage Deposit screen

MANAGE_DEPOSITS_EDIT - Allows users to update the Manage Deposit screen.

Client Preferences

ENFORCE_ACCOUNTING_PERIODS - Set to Y to see the Manage Deposits screen

ACCOUNTING_CONTROL_168 - Set to TAXOFFICE to cause a popup. You can then enter the request sequence number for a balanced TC168 report. This data is stored in the database for later retrieval.

Users having the Head Cashier job can view and make changes to this screen. See Tasks, Entitlements, and Jobs for more information.

1. From the Main Menu, click Administration, then Manage Deposits.  You will be brought to a web site page that displays a 12 month calendar.
2. The color scheme of the individual days is given at the top of the page:
3. Pink - No AC deposit has been created for that day.
4. Blue - An open AC deposit exists and that day also has open non-AC (regular) deposits.
5. Green - An open AC deposit exists and either no deposits exists or all of the deposits are closed.
6. Yellow - Closed AC deposit exists for that day.
7. Tax office employees will not be able to access any deposit unless the day's color is blue or green; in other words, the day must have an open AC deposit. To create this deposit, click on the desired day on the web page.  To create AC deposits for all days in a month at a time, click on the name of the month.
8. A popup message appears asking if you want to open a new Accounting Control deposit.  Click OK. However, if you are opening the deposit for all days in a month but don't want to have an AC deposit for weekend days, click Cancel.  In another popup, you are asked if you want to open the AC deposits only for weekdays. Click OK to do so, or Cancel to avoid opening any AC deposits.

Note: If the Enforce_Accounting_Periods preference was set to N during a prior month, it's possible that you will see a mix of blue and green days, since some days will have open regular deposits (hence the blue color).

5. When all balancing has been done for a particular day, close all the deposits in the Tax Collection System as normal, then return to the Manage Deposits web page and click on that day.  A popup message appears asking if you want to close the Accounting Control deposit.  Click OK.  
6. If the client preference ACCOUNTING_CONTROL_168 is set to TAXOFFICE, another popup appears asking for the request sequence number generated in the batch menu for the balanced TC168 report. Enter the correct number, then click OK. If the number does not correspond to a TC168 process, you will receive a message asking you to enter the correct number.
7. ACT recommends that you do not re-open an AC deposit, but the functionality is available by clicking on the desired day or month.