Bank Deposits
A Bank Deposit records when you take the money (cash, checks) you've already collected from customers to one of your bank accounts. In a single document you group several Cash Receipts, Cash Invoices, Customer Prepayments or Journal Entries that were waiting to be deposited, and AdmCloud automatically generates the accounting entry that moves that money from your cash accounts to the destination bank account.
What is it and what is it for?
When you collect from a customer in cash or checks, that money is first recorded in a cash account (for example, "Petty Cash" or "Collections Pending Deposit"). The Bank Deposit is the next step: it's how you tell AdmCloud that you've physically taken that money to the bank, so the system moves the balance from the cash account to the real bank account.
A single deposit can include several source documents at once (for example, five Cash Receipts collected the same day), and you can also add additional ledger accounts by hand when the deposited amount doesn't come from any document (for example, a reimbursement or an extraordinary income). The total deposited at the bank must always match the sum of the selected documents and accounts.
Deposits are also the piece that later gets compared against the bank's real statement in Bank Reconciliation: every deposit generates a debit movement on the bank account that the reconciliation will try to match against a line on the statement.
How to use it
- Open the list and click Create. You need the "add" level of the Deposits permission; you can also create a quick deposit from the Quick Add button (lightning-bolt icon) without opening the full form.
- Choose the destination bank account (the "Bank" field). If your company only has one active bank account, AdmCloud selects it for you automatically; the deposit's currency is determined by that account.
- Review the "Undeposited Documents" tab and check the box next to the Cash Receipts, Cash Invoices, Customer Prepayments or Journal Entries you want to include in this deposit. You can filter the list by period (a single date-range control offering relative periods such as "This month" plus from/to calendars), document number, reference, related party, sales rep, cash account and location to find them faster; after changing a filter press the refresh button (on the text fields you can also press Enter).
- Add additional ledger accounts on the "Accounts" tab when part of the deposited amount doesn't come from any document (use a negative amount if you need to credit that account instead of debiting it).
- Check the totals at the bottom of the form: the Bank Account Total, the Documents and Accounts Total, and the Difference — the latter must be zero before you can save.
- Attach the deposit slip (photo or PDF of the bank's receipt) in the Files section, if you'd like.
- Save the document. The included documents get marked as deposited (fully or partially) and no longer show up on the pending-to-deposit list.
Key capabilities
- Groups several Cash Receipts, Cash Invoices, Customer Prepayments and Journal Entries pending deposit into a single deposit.
- Lets you add additional ledger accounts when the amount doesn't come from an existing document.
- Automatically generates the balanced accounting entry (debit to the bank, credit to the source cash accounts).
- Filters undeposited documents by date range, document number, reference, related party, sales rep, cash account and location before you select them. Every filter is applied on the server, so they also bring up documents that were being left out by the grid's row limit.
- Smart Paste: paste the text of a message or email, or a copied image (a screenshot or a photo) whose text is read automatically, and let artificial intelligence extract the deposit's date, reference and amount for you.
- Import a photo or PDF of the deposit slip, and if your plan includes optical character recognition (OCR), AdmCloud pre-fills fiscal data and the date automatically.
- Lets you duplicate an existing deposit to speed up entering recurring deposits.
- Prints the deposit with a professional format ready to file or sign.
- Customize the columns shown on the list screen and save your own configuration.
Key fields
| Field | What it's for |
|---|---|
| Bank (Bank Account) | The bank account the money is being deposited into. Required, and it determines the deposit's currency; only active accounts are listed when creating a new deposit. |
| Date | The date the deposit was made at the bank. Must fall within an open Banking accounting period. |
| Currency and Exchange Rate | The currency is fixed by the chosen bank account; the exchange rate is pre-filled with the day's rate and must be greater than zero. |
| Total Amount | The total amount taken to the bank. Must match the sum of the selected documents and accounts. |
| Reference | A free-text field to identify the deposit, such as the bank's deposit-slip number. |
| Undeposited Documents | The Cash Receipts, Cash Invoices, Customer Prepayments or Journal Entries you choose to include in this deposit; each contributes its amount in the document's currency and in your local currency. The grid also shows the document's sales rep, so you can reconcile each rep's collections. |
| Undeposited Documents filters | Period (a single date-range control: open it to pick a relative period such as "This month", or set the from/to dates on the calendars), Document Number, Reference, Related Party, Sales Rep, Cash Account and Location. This tab's Location filter is independent from the Location on the deposit header: changing it only affects what the grid shows, not the document you are creating. |
| Accounts | Additional ledger account lines affected directly, when the deposited amount doesn't come from any document. They support Division, Department, Item Class, Location and Project, depending on what your plan has active. |
| Bank Account Total / Documents and Accounts Total / Difference | The three control totals at the bottom of the form; the Difference must be zero before you can save. |
| Subsidiary / Location | Which subsidiary and location the deposit belongs to, if your plan uses them. |
| Fiscal Sequence (NCF) | Only visible if your country requires fiscal receipts for this type of document. |
| Attached files | The photo or PDF of the deposit slip or other supporting document, subject to your plan's file limit. |
Validations on save
- Open Banking accounting period for the deposit's date and subsidiary.
- Bank account required and active when you create or duplicate the deposit; its currency determines the deposit's currency. When you edit a saved one it keeps its account even if the account was made inactive afterwards, but you can't switch it to a different inactive account.
- Exchange rate greater than zero.
- Must include at least one document or one ledger account; you can't save an empty deposit.
- Total debits must equal total credits (the Difference shown on screen must be zero).
- The selected documents must exist, not be voided and not already be fully deposited.
- If a document has an electronic fiscal receipt, it must be signed before it can be included in the deposit (this validation can be disabled for your company for specific integrations).
- Additional accounts added by hand must exist in your chart of accounts and not be inactive.
- The cost centers entered (Division, Department, Item Class, Location, Project) can't be voided.
- You can't change the bank account, currency or exchange rate of a deposit that's already part of a Bank Reconciliation.
Managing the document
From an already-saved deposit's details, depending on your permissions, you can:
- Edit it, as long as it isn't voided and isn't part of a Bank Reconciliation that blocks the change.
- Duplicate it to create a new one from its data, useful for recurring deposits.
- Void it; a voided deposit keeps its history but stops affecting the books, and the documents it grouped become available to deposit again.
- Delete it, as long as it isn't linked to a Bank Reconciliation or another dependent record.
- View the accounting entry generated by the deposit.
- Print it with AdmCloud's deposit-slip format.
Additional features depending on your setup
- Smart Paste (AI): available when your company has this feature active; extracts date, reference and amount from a pasted text.
- Optical character recognition (OCR) of the deposit slip: available if your plan includes this capability, or for AdmCloud technical/partner users.
- Include Cash Returns among the documents available to deposit: a feature your company can turn on so Cash Returns also show up on the undeposited-documents tab.
- Custom fields on the deposit form, if your plan includes this feature.
- Per-line cost centers (Division, Department, Item Class, Location, Project), shown only if your company has those modules and settings active.
Availability and permissions
- Access is controlled by the "Deposits" permission under the Banking module, with separate levels for browse, add, edit, delete and void.
- No plan-specific restriction was found for this screen: it's available on any plan that has the Banking module enabled. On the Enterprise edition, it requires the Accounting module to be active.
- With Subsidiaries enabled, each deposit belongs to a specific subsidiary and can be filtered by it on the list.
- The Fiscal Sequence (NCF) field only shows up if your country requires fiscal receipts for this document.
- The Division, Department, Item Class, Location and Project columns only show up if your company uses them as a cost/profit center.
Tips and common mistakes
"The difference must be zero": means the deposit's Total Amount doesn't match the sum of the selected documents and accounts. Check whether you forgot to check off a document or an additional account's amount was entered incorrectly.
"No bank account exists for this option": happens when your company doesn't yet have an active bank account registered. Create the account first in your chart of accounts, marking it as a bank account.
"Can't delete because it's linked to other data": the deposit is already part of a Bank Reconciliation. If you need to correct it, review that reconciliation first before trying to delete or modify the deposit.
Deposit often and in small batches. If you let too many Cash Receipts pile up without depositing them, the undeposited-documents search can get slower (the system shows a maximum of 2,000 at a time); depositing frequently keeps that list short and your bank reconciliation more up to date.
"Only the first 2,000 documents are being shown": the undeposited-documents grid shows at most 2,000 rows, sorted from the most recent date to the oldest. When that warning appears there are more pending documents than fit on screen, and the ones from the oldest days are left out. Narrow the date range or use the tab's other filters (document number, reference, related party, sales rep, cash account, location) to bring them up.
A voided deposit can't be edited. If you need to fix a mistake after voiding a deposit, record a new one with the correct documents and amounts.