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Bank Deposits

Banks combine the checks and card payments you deposit into one statement line. A bank deposit in DayZero mirrors that: it batches received sales receipts out of Undeposited Funds into a single deposit that reconciles cleanly against the bank.

Key capabilities

  • Select several sales receipts waiting in Undeposited Funds and combine them into one deposit
  • Add other deposit lines (interest, owner contributions) from any account, alongside the receipts
  • Choose the bank account the money lands in, the deposit date, and an optional note
  • Posts one journal entry: the bank account is debited and Undeposited Funds (plus any other lines) is credited
  • The deposit total matches the lump sum on the bank statement, so reconciliation is one line
  • Numbers are assigned automatically (DEP-00001, DEP-00002, and so on)
  • Void a deposit to post a reversing entry and send its receipts back to Undeposited Funds
  • Filter the list by All, Posted, or Void, and open any row to see its receipts and other lines

How it works

Sales receipts you record into the Undeposited Funds account sit there until the money reaches the bank. A bank deposit clears the ones you pick into the chosen bank account in one posting, and the receipts are marked as deposited so they cannot be used twice.

flowchart LR
  receipts["Sales receipts in Undeposited Funds"] --> deposit["Bank deposit"]
  other["Other deposit lines"] --> deposit
  deposit --> bank["Bank account"]
  bank --> rec["Reconciliation"]

How to use it

  1. Open Bank Deposits and choose New deposit.
  2. Pick the bank account under Deposit to and the deposit date.
  3. Tick the receipts to include under Undeposited funds. If the list is empty, record sales receipts to the Undeposited Funds account first.
  4. Optionally add Other deposit lines (account, description, amount) and a note.
  5. Check that the total matches the bank statement line, then click Record deposit. You need at least one receipt or one other line, and the total must be above zero.
  6. Reconcile the single deposit against your bank statement in Reconciliations.

Pro tips

  • Only posted sales receipts that sit in Undeposited Funds and are not already on a deposit can be included.
  • The deposit must go to an asset account such as a checking account.
  • Sales Receipts is currently hidden from the left menu, so the Undeposited Funds list shows only receipts that already exist.
  • Open a deposit to see its receipts, the other lines, the Undeposited Funds amount, and links to the posted entry (and the reversing entry if voided).
  • Voiding cannot be undone, and a void deposit cannot be voided again. Make a new deposit instead.
  • The assistant can list the undeposited queue, create a deposit, and void one for you, with your approval first.

In-depth guide

Group deposits the way the bank will show them. If three checks went in on Monday, make one deposit with those three receipts; if a card processor pays out separately, make a separate deposit. That keeps each deposit equal to one statement line.

Use other lines for money that never went through Undeposited Funds, such as bank interest. Each line names the account it comes from and an amount.

If a deposit was built wrong, void it and create it again. The reversing entry keeps the history visible instead of deleting it, and the receipts return to the queue ready to regroup.