Bank Deposits

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When To Use Bank Deposits

Use Bank Deposits for customer checks, cash receipts, lockbox batches, or other received payments that should be grouped into one bank deposit. This gives accounting one auditable deposit record instead of trying to reconcile each individual receipt against the bank feed.

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Open Bank Deposits

Open Finance > Close & Reconcile > Bank Deposits. You can also search for Bank Deposits in the command palette, or open a deposit from a link in a bank review row. Viewing needs permission to view deposits; New deposit and Mark Cleared need permission to create deposits; Void and Edit need permission to void deposits (an edit reverses the deposit’s journal entry, so it carries the same trust as a void). Approving a match that names a difference also needs permission to post accounting entries, because it posts one. The list has tabs for All, Posted, Reconciled and Voided, filters for Bank and Origin (Banked here or Historical), and columns for deposit number, date, bank, checks, cash, vendor refunds, total and status. A line under each status says how the deposit cleared: “Cleared by bank row” with the bank line’s date, “Marked cleared by hand” with the date, or “Awaiting the bank”. Tiles above the list show the posted count (“awaiting reconciliation”), the Checks, Cash and Deposited totals (voided deposits left out) and Bank confirmed, the number of cleared deposits that have a matched bank line behind them, with how many were marked by hand. Each row can Print deposit ticket or Void. There is no Draft tab: creating a deposit posts it, so no deposit is ever a draft. A saved view or link that still asks for Draft deposits opens All and shows “Showing all deposits. This link asked for Draft deposits. Creating a deposit posts it, so no deposit is ever a draft.” Click Dismiss to drop the old request from the address. The two buttons beside New deposit switch the page between Deposits (the list) and Bank match (see Match Deposits Against the Bank below). Bank match needs permission to view deposits.

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What Must Be Ready First

• The customer payment must already be recorded in Arcus.
• The receipt should be waiting in undeposited funds or an equivalent clearing account.
• The target bank account must exist and be linked to the correct GL cash account.
• The deposit date and total should match the bank deposit slip or bank feed amount.
• Any cash over, short, fee, or returned-payment issue should be understood before posting.

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Create a Deposit

1. Open Finance > Close & Reconcile > Bank Deposits.
2. Click New deposit to open New bank deposit.
3. Select the bank account that will receive the deposit.
4. Enter the deposit date from the bank or deposit slip. A date in a closed period is moved to the next open period when you submit.
5. Select the received checks that belong in this deposit batch. If none are waiting, click Next to record a cash-only deposit.
6. Add register cash, or use Deposit cash sales (keep float) to deposit a session’s cash sales and leave the float in the drawer. Other cash, such as a petty cash top-up, can be added without a register session.
7. Compare the selected total to the bank deposit total.
8. Click Submit deposit. Arcus shows Deposit with its number and posted.

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Create Deposit Wizard Steps

• Bank and Date: choose the bank account and the deposit date from the bank slip or statement.
• Checks: select received checks that are not already part of another deposit.
• Cash: add register cash or other cash amounts that are ready to move to the bank.
• Review: confirm the bank, date, selected items, and total before posting.

If someone else deposited one of your checks first, Arcus says One or more checks were deposited by another user. List refreshed. Reselect and submit again. A deposit with no checks or cash is refused with Cannot submit a zero-total deposit.

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Review a Deposit

Click a deposit to open it. The header shows the deposit number, its status badge, the bank and date, and the total, with one sentence on how it cleared. The page then shows:

• Deposit items: each check (with its number and bank), register cash, cash, ACH or external payment, and the total.
• Bank lines this ticket could be: the bank lines from this bank that pair with the ticket, each with a sentence such as “(amount) on (date), 2 days after the ticket: exactly the ticket.” or “the bank shows (amount) more than the ticket.” An exact line offers Match; a line that differs offers Resolve difference (see Resolve A Difference Against A Bank Line). With none, the page says no bank line from this bank pairs with the ticket yet, and explains that a ticket pairs with a deposit line on its own bank dated on or after the ticket, inside the company’s match window and near the ticket’s total.
• Journal entry: the linked entry (it debits the bank’s cash account and credits Undeposited Funds and Cash Drawer Pending Deposit) with Open JE.
• Reconciliation: “In transit, awaiting bank clearing.” until it clears, then “Cleared at bank” with a link to the bank line. To undo a clear, unmatch its bank line in Bank Transactions (the Categorized tab, Matched (no session), Unmatch): the ticket reads in transit again.
• Audit trail: when it was created and last updated.

Print Deposit Ticket prints the slip; Print Duplicate prints a watermarked copy. Mark Cleared (permission to create deposits) records that the bank cleared the deposit. It asks first (“Mark (number) cleared at the bank?”). When one of the bank lines above equals the ticket to the cent, nothing is preselected: choose that line, or on a bank with no feed choose “None of these: mark it cleared by hand”. On a bank with a feed you must name the line; the button is disabled with “No bank line from this bank matches the ticket yet. It will appear when the feed brings it.” when there is none, and a near line has to go through Resolve difference instead. Clearing against a line shows “(number) cleared against the (date) bank line of (amount); its checks read cleared on (date).” and a hand clear shows “(number) marked cleared by hand.” Nothing is posted by either. A deposit carried over from before go-live shows a Historical badge and is a record only: it posts no journal entry and cannot be edited, voided or marked cleared. A deposit that is voided reads “Deposit voided.” If the link you opened belongs to another of your companies, Arcus switches you with “Switched to (company) to open this deposit.” and if it cannot find the deposit the page reads “Failed to load deposit”.

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Edit A Posted Deposit

Use Edit when a posted ticket does not match what went to the bank: a check was in the bag but missed off the slip, one was on the slip but never went, or the date is wrong. Edit shows on a posted deposit, needs permission to void deposits, and is disabled with the reason when the ticket cannot be edited now (for example, it is already matched to the bank or sits inside a completed reconciliation).

1. Click Edit. The window shows the bank, date and total, and On the ticket lists every item.
2. Click Remove beside an item to take it off (Keep undoes it; a removed check goes back to received and can go on another ticket), and use Add to the ticket to add waiting checks, register session cash or other cash. A deposit date and Memo can change too.
3. Watch the running total at the bottom (ticket, minus what you remove, plus what you add). Before you save, the window says what saving does: “Saving reverses (entry) on (date) and posts (amount) dated (date).” A memo-only change says “Only the memo changes, so nothing is posted.”
4. Enter Why (kept on the audit trail), at least three characters, and click Save changes. You see “(number) saved.” with the old entry reversed and the new one posted. Both the old and the new date’s months must be open.

Save stays disabled with a reason: “Stage a change first.”, “Say why, in at least 3 characters.”, “This ticket cannot be edited now.”, or, when your changes would remove every item, “Removing every item leaves nothing to deposit. Use Void instead.” Refusals show a title and the server’s sentence, and your staged changes are kept. The ones you are most likely to meet are: “Someone changed this ticket since you opened it” (the ticket is read again; review and save), “That month is closed”, “That check is already on another ticket”, “That check is not waiting to be deposited”, “A bank line already claims this ticket”, “A receipt on this ticket is matched to a bank line”, “A completed reconciliation covers this ticket”, and “This ticket is already matched to the bank”. Drawer cash cannot come off a ticket yet. An item of register cash does not offer Remove: its row says “Drawer cash stays on this ticket for now”, because the register’s Session Details would still show that cash as deposited. Checks and external receipts can still be removed. If the bank credited less cash than the ticket shows, close the difference as Cash over/short when you match the ticket to its bank line. Drawer cash swept from a register session that has since closed cannot be taken off at all: void the ticket and build a new one, or keep the cash on it.

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Match Deposits Against the Bank

Click Bank match, then choose a Bank and a Month. For that bank and month the page lists:

• Ready to approve: a deposit and a bank line of exactly the same amount that nobody has approved yet. Review and approve opens the deposit beside its bank line on this page; Approve match there reconciles the deposit to that line and posts nothing new: its journal entry keeps the deposit’s date. When you close it you are back on this page and the deposit you approved has left Ready to approve. When two deposits of the same amount sit on one line, each says so: review and approve the one the line belongs to.
• Near the bank: a deposit and a bank line whose amounts are close but not equal. Resolve opens the deposit with the difference to explain.
• In Arcus, not at the bank: deposits dated this month that no bank line matches. Each one shows its bank window: while the window is open the bank line can still arrive; once it has closed, open the deposit to find where the money went. When a check on the deposit was matched to the bank line by itself, the row says so and links to that line.
• At the bank, not in Arcus: bank deposits with no deposit ticket. Open in bank feed opens the line so you can record what it is.
• Still in transit today, dated on or before the month end: deposits dated on or before the month end whose bank entry is still not cleared on the books today. A deposit that was in transit at the month end and has cleared since is not listed here. A deposit someone marked cleared by hand, with no bank line behind it, is listed here with that note.
• Matched this month: how many deposits matched and their total.
• Waiting to be deposited: received checks and drawer cash that are on no deposit yet. Click Checks in the safe or Drawer cash pending to see them; when there are more than the page lists, it says how many it is showing of the total.

Each list’s total says what it adds up. Ready to approve, Near the bank and At the bank, not in Arcus add up bank lines, each line once, even when two deposits sit on one line. In Arcus, not at the bank adds up the deposits, and In transit adds up what is still open on the books. The box at the top shows the open items on that bank at the month end: what the books have not cleared, what the bank has that is not in the books, and the difference, with the part that is deposits in transit and the part that is everything else. Ties to the open items means the lists account for them; Does not tie yet means something is still unexplained, which is not an error by itself, and the box says which part did not add up. For a bank with no feed, the page says No bank feed on this account., leaves out In Arcus, not at the bank, and still lists the deposits in transit.

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Resolve A Difference Against A Bank Line

When a ticket and its bank line are close but not equal, open Resolve from Near the bank on the match view, or Resolve difference from the deposit’s bank lines. The window is titled “Resolve (number) against the (date) bank line”. It shows the bank line (what was deposited) beside the ticket (what was handed over) with each item, and a footer that always says “Ticket (amount), Bank (amount), Left to explain (amount)”. Explain the difference in the order it happens at the counter:

1. Something in the bag is not on the ticket, or the other way round. Arcus lists the ways to close the gap with whole items already waiting: “Add Check #1234 (fills exactly)” with Stage it. It never suggests part of an item, and when nothing fits it says so (“No item on the ticket, alone or with one or two others, adds up to exactly (amount)”). You can also choose from the waiting checks and drawer cash yourself, mark a ticket item Not in the bag, or, when a payment in the bag was never recorded, pick the customer and record it, then come back. A check keyed at the wrong amount is a correction to its receipt, not a difference: fix the receipt first. Staged changes save with Save to (number), after a reason of at least three characters, and use the same Edit rules above.
2. Nothing is missing: the cash counted over or short. Cash counted over/short posts the remaining difference to the company’s Cash Over/Short account (“Posts to (account).”). If the company has none, the button is disabled and says to name another account.
3. The bank took a fee or made a correction. Name the account and say what the difference was. This is for bank fees and corrections only, never a customer’s payment. Arcus refuses receivables, Undeposited Funds, a drawer, a clearing account and any bank account here.

When the saved ticket equals the bank line, Approve match reconciles the ticket to the line and posts nothing. When you named a difference, Post (amount) and match posts one entry dated the bank line’s day (the bank debited and the account credited when the bank holds more, the other way round when it holds less), then matches. The window answers “Matched exactly.” or “Matched, with the (amount) difference named.”, and the footer reads “Nothing left to explain”. After you approve or resolve a pair, focus returns to the next row on the match view, or to the section heading when the list is now empty. Posting a named difference needs permission to post accounting entries as well as permission to create deposits; without it the post is refused with “You do not have permission for this”. If a side cannot be matched at all, the window says why and takes the match and post buttons away instead of leaving buttons that can only be refused: “That bank line is already matched to something else”, “That bank line is excluded”, “That bank line has not posted at the bank yet”, “That bank line is money leaving the bank”, “This ticket’s entry was reversed”, or “This ticket’s entry is already matched to another bank line”. Other refusals you can fix: “Say what the difference was”, “That account cannot take a deposit difference”, “These are not the same deposit” (the difference is too large to name), and “That month is closed”.

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Understand Deposit Status

• Posted: Arcus has posted the accounting impact and the deposit is ready for bank reconciliation.
• Reconciled: the deposit has been matched to the bank statement, or marked cleared (the line under the status says which).
• Voided: the deposit was reversed or cancelled and should no longer be used for reconciliation.

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What Posting Does

• Moves selected received checks into deposited status so they cannot be deposited again.
• Reduces register cash pending deposit when register cash is included.
• Posts the cash movement from undeposited funds or cash drawer clearing into the selected bank cash account.
• Makes the deposit available for bank reconciliation against the bank statement line.
• Allows a deposit ticket to be printed from the deposit row.

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How Deposits Connect To Reconciliation

After a deposit is posted, it should appear as a cash-side entry for the linked bank account. During bank reconciliation, match the deposit to the bank feed or statement line that shows the actual deposit clearing the bank.

• If the bank shows one lump deposit, group the matching payments into one Arcus deposit.
• If the bank shows separate deposits, create separate Arcus deposits for those receipts.
• If a payment was returned or short, correct the payment issue before final reconciliation.
• If bank fees were deducted, record the fee in the correct workflow so the net cash movement can be explained.

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Void Or Correct A Deposit

Use void when a posted deposit was created with the wrong bank account, wrong items, or wrong amount and it has not been reconciled yet.

• Voiding reverses the deposit accounting entry.
• Selected checks return to received status so they can be used in a corrected deposit.
• Register cash pending deposit is restored for included register cash.
• Reconciled deposits cannot be voided until the reconciliation issue is resolved according to accounting policy.

Click Void to open Void deposit, enter a reason of at least three characters, and click Void deposit. Arcus shows the deposit number and voided.

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Common Problems

• A payment is missing: confirm the customer payment was recorded and is not already included in another deposit.
• The total does not match: check for missing receipts, duplicate receipts, cash over or short, fees, or returned payments.
• No bank account is available: the dialog says No bank accounts configured. Add the bank account in Bank Reconciliation and link it to the right GL cash account first.
• Check is already deposited: refresh the available checks list. Another user or batch may have posted the check first.
• Register cash amount is blocked: confirm the register still has enough cash pending deposit.
• The deposit cannot be edited: Edit needs permission to void deposits and is disabled once the ticket is matched to the bank, voided, historical, or inside a completed reconciliation; hover the button for the reason. Unmatch the bank line first, or void the ticket and build a new one.
• Edit says to use Void: the edit would remove every item, so there is nothing left to deposit. Void the ticket instead.
• Mark Cleared will not preselect a line: a bank line equals the ticket, so choose it (or choose none on a bank with no feed).
• Total is zero: select at least one valid check or cash amount before creating the deposit.
• Period close blocks changes: if the deposit date is in a closed period, accounting may need to reopen the period or post a current-period correction.

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