Enter a Deposit
Use the Deposits screen to record the amounts and types of deposits for your agency. Once saved and completed, a Deposit is used to create a Cash Receipts document, where you can add the appropriate fiscal coding and/or distribute the deposits to various funding codes if desired.
1. Click the Deposits tab.
2. If needed, enter a date (indicating when you entered the deposits in the application).
3. Click the corresponding tab for the type of deposit to enter – Check, Currency, Coin, or Warrant.
4. Enter amounts, check or warrant numbers, and descriptions.
Figure 1 - Deposits screen example
5. Enter an overall description in the Deposit Description text box. Do not use special characters or symbols, including &, ', “, <, and \. This will be printed on the deposit that you take to the Treasurer's Office.
7. To attach a scanned copy of documentation, you must save the deposit, and then click the Attachments tab.
8. If you are finished with the deposit, click Deposit Complete. It will be ready to create a Document and enter fiscal coding and distribution.
Once a deposit is marked as "Deposit Complete", you cannot change it. If anything needs to be changed after you have saved it, you would have to void it and enter a new one.
9. To print a copy of the Deposit, click Print Preview. A PDF view of the Deposit will be displayed in a new window. Depending on your agency's process, you can print copies of the deposit now to give to the State Treasurer's Office along with your deposit, or the final approver can.
1. Enter the Amount of the check. To enter an insufficient funds check, enter a negative amount by using a minus sign, e.g., -15.00.
2. Enter the check Number (maximum 10 alphanumeric characters).
3. Enter a descriptive Name for the check source. Do not use special characters or symbols, such as &,',“,<,and \.
4. Press ENTER or TAB if you need to add another row and continue as needed.
5. Click Save and Continue after each line you complete.
Figure 2 - Checks screen
6. If you are finished with the deposit, click Deposit Complete. It will be ready to create a Document and enter fiscal coding and distribution.
7. To print a copy of the Deposit, click Print Preview. A PDF view of the Deposit will be displayed in a new window. Depending on your agency's process, you can print copies of the deposit now to give to the State Treasurer's Office along with your deposit, or the final approver can.
1. Click Currency.
2. Enter the Amount of currency in paper bills (no coins) and press TAB.
3. Enter a descriptive Name for the source. Do not use special characters or symbols, such as &, ', “, <, and \.
4. Press ENTER or TAB to add another line and continue as needed.
Figure 3 - Currency screen
7. To print a copy of the Deposit, click Print Preview. A PDF view of the Deposit will be displayed in a new window. Depending on your agency's process, you can print copies of the deposit to give to the State Treasurer's Office along with your deposit, or the final approver can.
1. Click the Coin tab.
2. Enter the Amount of currency in coins.
Figure 4 - Coin screen
1. Click Warrants.
2. Enter the Amount of the warrant.
3. Enter the warrant Number (maximum 10 alphanumeric characters).
4. Enter a descriptive Name for the warrant source. Do not use special characters or symbols, such as &, ', “, <, and \.
5. Press ENTER or TAB to add another line and continue as needed.
6. Click Save and Continue after each line you complete.
Figure 5 - Warrants screen
After each section of the deposit is complete:
1. Enter a description of the deposit in the Deposit Description field.
2. If you are finished with the deposit, click Deposit Complete. It will be ready to create a Document and enter fiscal coding and distribution.
3. To print a copy of the Deposit, click Print Preview. A PDF view of the Deposit will be displayed in a new window. Depending on your agency's process, you can print copies of the deposit now to give to the State Treasurer's Office along with your deposit, or the final approver can.
When finished, a fiscal coder can create a document so they can enter the appropriate fiscal coding and distribution.
If you finish the deposit and can enter the fiscal coding and distribution, click the Distribute tab. Otherwise, a fiscal coder can open the Status screen and then click the Document link from the list of Deposits. This will open the Distribute screen.
Then, depending on your agency's process, the final approver can print a copy or copies of the deposit to send to STO along with the actual deposit.