---
title: "Using the Deposits Screen"
slug: "using-the-deposits-screen"
tags: ["Language - English", "Area - Invoicing", "Area - AR and Collections", "Industry - Landscaping", "Type - Reference", "Role - System Admin", "Role - Branch Admin", "Role - Operations Manager", "Role - Branch Manager", "Role - Accountant (AR)", "Skill Level - 2 (Intermediate)"]
updated: 2026-04-20T20:08:58Z
published: 2026-04-20T20:08:58Z
canonical: "guide.youraspire.com/using-the-deposits-screen"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using the Deposits Screen

## 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

[610 Invoicing- Deposits Video](https://fast.wistia.net/embed/iframe/2zm47g6qp8?web_component=true&seo=true&videoFoam=false)

### 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

![Payments window showing deposit bulk action and the payments that can be added to a deposit.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-04-10_11-01-10.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A20Z&se=2026-11-15T02%3A17%3A20Z&sr=c&sp=r&sig=dBYdPM%2F2vKQV6uNm1%2FLl3HHJPbl8qNCkHd8Edr9S5G4%3D)

1. Select to the **Invoicing** module in the navigation bar.
2. Select the **Payments** tab.
3. 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.
4. Select the checkboxes for the payments you want to include in the deposit.
5. Select **Bulk Actions** in the upper right corner of the screen.
6. Select **Create Deposit** from the dropdown.
7. 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.
8. 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.
9. Select **Save** if you need to return to the deposit later before sending it to accounting.
10. Select **Send to Accounting** in the three dot icon when the deposit is ready.

![Deposit details including payment methods, amounts, and options to save or send to accounting.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-04-10_11-01-33.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A20Z&se=2026-11-15T02%3A17%3A20Z&sr=c&sp=r&sig=dBYdPM%2F2vKQV6uNm1%2FLl3HHJPbl8qNCkHd8Edr9S5G4%3D)

### Delete a deposit

You can only delete a deposit that has not been sent to accounting.

1. Open the deposit you want to delete.
2. Select the three-dot icon in the upper right corner of the screen to open the Action menu.
3. Select **Delete Deposit**.

All payments return to the **Payments** tab.

### Search and reset sent deposits

1. 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**).
2. Open the sent deposit you want to modify.
3. Select the three-dot icon in the upper right corner of the screen to open the Action menu.
4. Select **Reset to New**. The deposit returns to **New** status, and you can add or remove payments.
5. 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.