Using the Deposits Screen

  • Updated on Nov 7, 2025
  • Published on Jul 30, 2021
  • 2 minute(s) read
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The Deposit screen can be used to view a previously recorded deposit or record the deposit of payment. 

Watch the video below, and keep reading to learn more.


You can access the Deposits tab from from the following locations:

  1. By selecting line items that have a payment type other than Credit Memo on the Payments tab and choosing the Create Deposit option on the Bulk Actions menu

  2. By clicking on a deposit represented by items on the Deposits tab


Screen Element

Description

Deposit Date

Allows you to specify the date that the payment was deposited to the company bank account.

Status

The deposit status can have one of two values:

  • New – Aspire assigns this status when you first create the deposit. The deposit remains in the New status until you choose the Send to Accounting option from the Actions menu on the Deposit screen.

  • Sent – When you choose the Send to Accounting option from the Actions menu on the Deposit screen, Aspire changes the status from New to Sent.

Created

Read-only. Populated by Aspire. The date that the deposit record was created in Aspire followed by the name of the creator. 

Accounting Error Checkbox

Read-only. Aspire checks this checkbox if you choose to send the deposit information to the accounting system but Aspire encounters an error. If this checkbox is checked, one of the following conditions was encountered:

  1. Your accounting system has not been properly set up to interface with Aspire. Work with an Aspire account manager to get it set up properly.

  2. The QuickBooks Web Connector or web synchronization is not working properly. If you are using QuickBooks Desktop, make sure the QB Admin application is open and running. If you are using QuickBooks Online or Great Plains, resync with Aspire.

  3. Make sure the Aspire System Customer is defined in the Great Plains or QuickBooks accounting system.

List of Paymentsa

Displays the payments included in the bank deposit that was selected on the Payments screen when you initiated the creation of the deposit.

Delete Payment Iconb

Clicking this icon removes the associated payment from the deposit. This icon is only available for deposits when their status is New.

Save Icon

Allows you to save changes made to the deposit. If the status of the deposit is Sent, the Save icon is disabled and you will not be able to save changes.

More Actions Menu

Sent Deposit 

New Deposit 



Menu Option

Description

Send to Accounting

Selecting this option sends the total deposit to the accounting system recording it in the checking account, offsetting the entry with an entry to a pseudo-customer called “Aspire System.” This option is only available if the status of the deposit is New. This export functionality is automated for the QuickBooks and Great Plains accounting systems.

Reset to New

Resets the status of a deposit that was previously sent to the accounting system back to a New status. This option is only available for if you have a System Admin permission.

Delete

Deletes the deposit. This option is only available if the deposit status is New. Deposits that have already been sent to accounting cannot be deleted unless you can first reset them to New.

Print Deposit

Generates a printable PDF file summarizing the deposit.