Create Deposits Process

Payments can be linked to deposits in several ways. You can manually link a payment to a deposit, link multiple payments to deposits using the Link multiple payments task in Treasury, or link payments to deposits using the create deposits process.

With the create deposits process, you can create deposits for all eligible payments made through Sales, Treasury (miscellaneous payments), and the back office. Examples of back office revenue include payments made as part of a batch or from a revenue record outside of Sales and Treasury.

For non-online sales (daily sales, advance sales, and group sales) transactions, there is a close drawer process that must take place prior to creating deposits. During this process, a ticket seller calculates the cash, checks, and credit card receipts in the drawer at the end of a shift and submits the closed drawer for approval. A supervisor then approves the closed drawer and creates a deposit for the payments. Typically, for non-online sales, a supervisor approves closed drawers at the end of the day and runs the deposit process to create deposits for the payments received. The deposit process adds approved payments to a deposit and assigns each payment a deposit ID.

With miscellaneous payments made from Treasury as well as back office and online sales payments, there is no close drawer process. Because online sales do not involve cash or checks and there are no receipts, there is no drawer to close. A supervisor creates a deposit for the sales processed online. For online sales, there is no online approval process needed before a supervisor creates deposits.

Before you can create deposits, you must create deposit templates. When you create deposit templates, you must select the revenue sources and payment methods that the template will use. You can create different deposit templates based on the revenue sources you need, such as advance sales or daily sales. For more information about deposit templates, refer to Configure Deposit Templates.

For posting, it is important to note that the default post status for payments is “Not posted.” If needed, you can access a payment record and edit the payment to change the status to “Do not post.” When the deposit process runs, "Not posted" deposits are created for all payments with a “Not posted” status while "Do not post" deposits are created for all payments with a “Do not post” status. Refund payments and any cash over/short amounts are included in “Not posted” deposits. Also note that when payments are linked to deposits, either manually or through the deposit process, the payment post date is updated to the deposit post date. Deposit details appear in the Deposit Summary Report.

Note: Only a supervisor or user with proper security rights can manage deposit templates or run the deposit process.

It is important to note that any deposit corrections are generated the first time you create a deposit for an approved closed drawer. When you unlink a payment or refund from a deposit and recreate the deposit, the deposit does not recreate the deposit correction. The deposit correction continues to be associated with the original deposit unless it is deleted. To recreate the original deposit, including any deposit corrections, you must create the deposit and manually enter deposit corrections on the Deposit Corrections tab of the deposit.

You can work with deposit processes from Sales or Treasury. Use the Review deposits and Create deposits links to create and work with deposit templates, and review and run deposit processes automatically.