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2.1. Deposit and Payment Batch Set-Up

1.    From the Software menu, select Accounts Receivable | Payments.

2.    In the Payment Batch window, click on the New Deposit button.  A window entitled Deposit and Batch will appear.

3.    The Profit Site and Company fields should automatically display the information specific to your site.  If not, click on the Search icon adjacent to the blank fields, and make the appropriate selections.

4.    Enter a deposit number in the Deposit No. field.  The deposit number format is YYYYMMDD, which corresponds to the year, month, and day of the deposit.  Additional deposits are distinguished by adding a letter to the end of the format.  For example, a deposit dated 03/10/2008, will be designated the number 20080310.  If an additional deposit is set up for classified advertising revenue, the designation will be 20080310C.

5.    The Date field will automatically display that day’s date.  If the deposit is for a subsequent day, change the date accordingly.  Leave the other fields empty, and click on the Save icon.  Answer “no” when prompted whether a payment batch should be created automatically, unless you are familiar with editing batch information.

6.    To add a batch to an existing deposit, begin by clicking on the New Batch icon in the Payment Batch window, and select the deposit to which the batch will be added.  Otherwise, click on the Batch tab after you have saved the deposit information, and click on the Insert icon.

7.    The Profit Site, Deposit No., and Company fields will default from the deposit information, and a Batch No. will automatically be assigned upon saving the batch.  Enter a batch description that includes the day and deposit number in the Description field.  For example; Accounting Tues (20080310).
 
8.    If a security group is restricted to using only a specific batch, then that group’s access must be enabled by an entry in the Security Restriction field.  Click on the Search icon adjacent to the blank field, and select the security group that will have access to the batch (e.g. CLASSIFIED). Otherwise, leave this field blank.

9.    Ensure that all three Invoice Type Displayed boxes are checked, and click on the Save icon.