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Create a Bank Deposit

Posting receipts and preparing a bank deposit are designed in AMS360 to be separate functions. The system has multiple access points for entering receipts, based on the job task you are performing. The receipts posted through these access points are then available by bank (bank account) in the Bank Center, for review and processing into a bank deposit.

You must have proper security authorization to access Bank Deposit.

Preparing a Bank Deposit

When you are ready to prepare a deposit:

Open the Bank Center.
Search for and open the Bank to which the money is to be deposited.
From the sidebar menu, select Actions > New > Deposit from the sidebar. The Bank Deposit form opens. See the Bank DepositSections drop-down later in this topic for details about this form.
If applicable, select the name(s) of employee(s) whose receipts you want to include on the deposit.
Review the Receipts Available for Deposit section. Delete receipts not being deposited (post-dated checks, receipts not available to person compiling the deposit). Deleted receipts are returned to the available list the next time New Deposit is accessed for this bank.
Verify that the total of the items being sent to the bank agrees with the Total Deposit amount.
If applicable, click Additional Receipts to view and/or include other receipts. The form opens.
When you are ready to post the deposit, click the Post icon.

Menus

The following menus are available in a data entry form. Click each menu item to see detailed information. Note that the available menus vary depending on the form.

Bank Deposit Sections

(This is the Drop-down text)

Deposit Information

Enter the following information in the Deposit Information section. Press [Tab] on your keyboard to navigate from one field to the next.

GL Date	The current system date defaults, but can be changed to match the actual date the money is taken to the bank.
Deposit Description	The default description is Bank Deposit but may be changed. Example: Trust Money Mkt Deposit
Include Receipts Posted By	Select the name of employee(s) whose receipts you want to include on a deposit, or select All. This field provides the basis for your Receipts Available for Deposit grid. Filter for specific employees' receipts if it benefits your workflow; alternately, select All to include all open receipts for this bank. The first time you access this form, the selection default is All. Subsequently, the default is your (the logged-in user's) most recent selection. To include multiple employee names, select Select Multiple. The Include Receipts Posted By selection form opens. The function of this form is similar to the Multi Select option found throughout the system. The multi-select option is useful if your agency has more than one employee managing receipts for the same bank. For example, perhaps one employee manages payments for personal lines business, and another employee manages commercial lines payments. After you click Create Deposit, this becomes a view-only field.
Checks	All field totals are 0.00 until you click Create Deposit. These fields are view-only. They represent the total dollar amounts of various types of receipts, based on the types selected when the receipts were posted. This information changes as items are deleted from the deposit. If a receipt was posted with the wrong Type, it cannot be changed. The only option is to Void the Receipt at the source and re-enter it with the correct type.
Cash
Credit Cards
Debit Cards
Total Deposit	This field total is 0.00 until you click Create Deposit. This field is view-only. It represents the total of all the categories of receipts. It is important to make sure this amount agrees with the total of the items being taken to the bank
Create Deposit	Click this button to gather the applicable receipts. The Receipts Available for Deposit grid appears; each receipt appears as a row.

Receipts Available for Deposit

After you have entered Deposit Information data, click Create Deposit. The Receipts Available for Deposit grid appears. Each receipt is a row in the grid. The following fields and options are available in the grid.

Additional Receipts	Click this link to open the Additional Receipts for Deposit form. Use this form to examine receipts outside of the current deposit criteria prior to posting. Additional Receipts for Deposit also provides you with the opportunity to include these receipts on the current deposit. Additional Receipts for Deposit is particularly helpful when the total of your agency's hard copy receipts doesn't match the system total: use this form to catch receipts that were entered since you created the Bank Deposit, and therefore did not appear in the grid; or use it to distinguish receipt data entry errors, such as incorrect bank assignment.
Refresh	Click this button to display all receipts that are not currently part of a posted or unposted deposit. This includes receipts added in centers since the deposit was initiated, or receipts previously deleted. Click Refresh to validate that all receipts entered in the system are being included in the deposit for this bank. If items have been intentionally deleted, do not Refresh after such deletions are made.
New Receipts	Click this link to open a blank Receipt data entry form. Create and post a new receipt to include on your deposit. Refer to Batch Receipts later in this topic for more information.
Grid Elements	Move: Opens the Move Receipt form so you can select another bank for the receipt. You must have proper authorization to perform this task. Void: Opens the Receipt Void form for you to enter the reason for the void and post. You must have property authorization to perform this task. Type: This is the Receipt Payment Type. From: The payor source. Name: The payor name information as entered on the receipt. PostedBy: The name of logged-in employee who posted the receipt. Amount: The total amount of the receipt. Bank #: The bank site number information. This is available if entered on the receipt. Check #: The payor's check number. This is available if entered on the receipt. This is not available if the receipt was cash, credit or debit card. Reference#: The system assigned tracking number is shown as a link. Click to open the View Receipt form displaying the posted receipt in view mode.

The following actions are available to you for working with receipts in the grid:

Delete receipt from grid: If a receipted item is not yet ready for deposit (post-dated check, check not available when preparing deposit), select the row and click Delete in the grid header. This removes the receipt from the current deposit. Note that deleted items are not removed from the Bank Center; they will be available to a future deposit for this bank.

Move receipt from grid to a different bank: If a receipt in the grid has been applied to the current bank in error, you can move it to another bank by clicking the Move link. Receipt items containing other data entry errors must be Voided in the center where the receipt entry originated to make them unavailable to the deposit build process.

Include Additional Receipts: Click Additional Receipts to open the Additional Receipts for Deposit form. Look for additional existing receipts to include in this deposit.

Create and Include New Receipt: Click New Receipts to open a blank Receipt form. Create and include a new receipt on this deposit.

Saving an Unposted Deposit

If, for any reason, after you create the deposit and begin reviewing items, you need to close the deposit before posting, select File > Save and Close.

To re-open the deposit and continue working:

Open the Bank Center.
Search for and open the Bank containing the saved deposit.
From the sidebar menu, select Views > Deposits.
Click the link in the GL Date column for the unposted deposit. The deposit form opens in an edit mode.
To verify that you have the most up-to-date receipt information, click Additional Receipts to access the Additional Receipts for Deposit form. Use this form to add any other desired receipts to the deposit.
When you are ready, click the Post icon.

Batch Receipting

In preparing a deposit, additional receipts may need to be added to those entered in the centers. These receipts may be last minute additions to the deposit or may represent an agency work flow in which receipts are controlled in a separate accounting department. AMS360 provides a batch receipting method to facilitate this type of data entry.

How to Batch Receipt

Create a New Deposit for the desired bank as explained earlier in this topic.
Click New Receipts found in the Receipts Available for Deposit section. This takes you to the Receipts form where you can batch post receipts.
Enter the desired information in the Receipt Information section for the first receipt. Once you have selected the appropriate Received From and Name of the payor, navigate out of the name field to display the appropriate voucher sections.

Using the [Tab] key to move through the fields of the Receipt Information section and then typing the first one or two characters of the desired selection can minimize mouse-clicks and speed data entry in this form.

Enter the voucher detail.
Click the Post icon if this is the only receipt you need to enter, or click the Post and New icon. The form is refreshed with values defaulted to facilitate easy entry of multiple receipts.
Continue to click the Post and New icon until the final receipt is entered. Click the Post icon for the final receipt and return to the bank deposit form.
Review the new receipts and click Post to deposit.

Batch Receipt Selections

Enter the following information in the Receipt Information section.

Date	Type the Date you want the receipt to post to the general ledger or select it using the Date Picker. The current system date defaults.
Bank	This field is inactive and defaults to the bank associated with your current receipt. This cannot be changed.
Received From	The selection you make from the available list determines the voucher sections that display. Refer to the Receipt Sections section in Receipts for more information.
Name	The following names are available based on the Received From selection: Broker: The list of active brokers from the Broker Center. Brokerage Company: The list of active brokerage companies from the Company Center. Employee: The list of active employees from the Employee Center. Fee Company: The list of active fee companies from the Company Center. Finance Company: The list of active finance companies from the Company Center. Insurance Company: The list of active insurance companies from the Company Center. Insured: Click Search to open the Customer Search form. Search for and select the insured customer name to return the name to the Name box. Other: Name field allows you to type in the desired name. Vendor: List of active vendors from the Vendor Center.
Description	Enter a Description for the receipt. Based on the Receipt Type selected, the appropriate Default Descriptions fill the Description field, but can be changed.
Type, Bank #, Check #	Select the Receipt Type (check, cash, credit card, electronic transfer, or debit card). The default selection is Check. When the Receipt Type is check, enter the Bank #, and Check #, if desired.
Amount	Enter the total Amount of the receipt.
Remaining to Apply	The Remaining to Apply is a calculated field. It is the difference between the Amount field, and what is currently applied to the voucher sections. The receipt cannot be posted until the Remaining to Apply is zero.