STO: Create a Deposit for Another Agency
The State Treasurer’s Office (STO) can create a deposit for another agency. The STO user can select the Cash Receipts button and choose the appropriate agency from a drop down menu.
Once the deposit is saved, the agency cannot be changed. At the time the Cash Receipts application saves the deposit, it will also create a deposit number. The deposit number is incremented individually for each agency. To change the agency, the STO user must void the deposit and create a new one.
1. Click the Deposits tab.
2. Select an agency from the drop down menu.
Figure 1 - Select an agency drop-down menu
3. If needed, enter a date (indicating when the deposits were entered in the application).
4. Click the section for the type of deposit to enter – Check, Currency, Coin, and/or Warrant.
5. Follow the steps in each section below to record deposits according to their type.
6. If desired, type a description in the Deposit Description text box. Do not use special characters or symbols, including &,',“,<,and \.
7. Click Save and Continue when finished. A deposit number (Deposit #)will be assigned automatically.
§If you need to void a Deposit, enter comments in the text box to explain why, and then click Void. The deposit number will be voidedas well - the numbers will not be reused.
8. To attach a scanned copy of any deposit documentation, click the Attachments tab.
9. When finished, click Deposit Complete. A document can then be created so the appropriate fiscal coding and distribution can be entered.
10. To print a copy of the Deposit, click Print Preview. A PDF view of the Deposit will be displayed in a new window. You can print this and submit it along with the deposit to the State Treasurer’s Office.
11. Once the deposit has been submitted to create a Cash Receipts Document (for fiscal coding or distribution), it cannot be changed or re-used. It must be voided and a new Deposit must be entered. To void a Deposit that has been submitted, enter comments in the text box to explain why the deposit was voided, and then click Void.
1. Click Check.
2. Enter the Amount of the check. NOTE: To enter an insufficient funds check, enter a negative amount, e.g., -15.00. (This will become a reversal in STARS.)
3. Enter the check Number.
4. Enter a descriptive Name for the check source. Do not use special characters or symbols, including &,',“,<,and \.
5. Press ENTER or TAB to add another line and continue as needed.
6. Click Save and Continue if finished.
1. Click Currency.
2. Enter the Amount of currency in paper bills.
3. Enter a descriptive Name for the source. Do not use special characters or symbols, including &,',“,<,and \.
4. Press ENTER or TAB to add another line and continue as needed.
5. Click Save and Continue if finished.
1. Click Coin.
2. Enter the Amount of currency in coins.
1. Click Warrant.
2. Enter the Amount of the check.
3. Enter the warrant Number.
4. Enter a descriptive Name for the warrant source. Do not use special characters or symbols, including &,',“,<,and \.
If you complete the deposit and want to enter the fiscal coding and distribution, click the Distribute tab. Otherwise you must click the Document link from the list of Deposits on the Status screen.
Click the Total tab to check the total amount of your deposits. The application will allow you to enter just the total amount of your deposits without the individual deposit types, but it is not recommended because you will not have the detail record to keep track of your cash.
Figure 2 - Example of Deposits screen Total amount
If you finish the deposit and immediately want to enter the fiscal coding and distribution, click the Distribute tab. Otherwise, click the Status tab and click the Document link from the list of Deposits. This will open the deposit on the Distribute screen. See the fiscal coding and distribution documentation of the Cash Receipts manual.