Overview
Deposits let you group payments and send them to your accounting software. When you create a deposit, you tell Aspire to recognize revenue and sync it with your external accounting system. This article walks you through how to create, delete, and manage deposits in the Invoicing module. Watch the video below, and keep reading to learn more.
Video
Things to know
The accounting sync must be set up in your Administration module before you send any deposits.
Credit memos are not included in deposits. Instead, add credit memos to your accounting system through a journal entry at the end of the month.
You cannot reset a deposit to new in a closed month.
For cleaner records, group payments by payment type before creating a deposit.
Use the Print option on the deposit screen to keep internal records of your deposits.
You cannot delete a sent deposit. Review all payments on a deposit before selecting Send to Accounting.
Requirements
To access to the Receivables, Payments, and Deposits tabs in the Invoicing module, you need the View Accounts Receivable permission added to your user role.
Steps
Create a deposit
Select to the Invoicing module in the navigation bar.
Select the Payments tab.
Select the list dropdown and choose Payments to Deposit. This groups your current payments by payment type and shows only payments that haven’t been sent to accounting.
Select the checkboxes for the payments you want to include in the deposit.
Select Bulk Actions in the upper right corner of the screen.
Select Create Deposit from the dropdown.
Review the deposit on the Deposits tab:
Deposit Date —Select the calendar icon to change it if needed. This date represents when the payment deposits into your company bank account tied to your accounting system. Defaults to today's date.
Status — Defaults to New for newly created deposits.
Payments — Confirm that the correct payments appear on the deposit.
To remove an individual payment added in error, select the trash can icon next to the payment. This returns the payment to the Payments tab for deposit at another time. It does not delete the payment.
Select Save if you need to return to the deposit later before sending it to accounting.
Select Send to Accounting in the three dot icon when the deposit is ready.
Delete a deposit
You can only delete a deposit that has not been sent to accounting.
Open the deposit you want to delete.
Select the three-dot icon in the upper right corner of the screen to open the Action menu.
Select Delete Deposit.
All payments return to the Payments tab.
Search and reset sent deposits
Select the Deposits tab at the top of the screen. This displays a list of all deposits created and their current status (New or Sent).
Open the sent deposit you want to modify.
Select the three-dot icon in the upper right corner of the screen to open the Action menu.
Select Reset to New. The deposit returns to New status, and you can add or remove payments.
Select Send to Accounting after you finish your changes.
Expected results
After you send a deposit to accounting, the deposit appears in the account configured in your Administration module.
The deposited payments no longer appear in your Payments to Deposit list.
The deposit status updates to Sent on the Deposits tab.