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Create and View Deposits

Updated

What this does: Groups your undeposited payments into a deposit in GrowthZone, and shows you past deposits and the payments in each.

Applies to: GrowthZone staff with access to Finance. Mainly for cash, checks and other payments that don't come through GrowthZone Pay (GZ Pay).

Before you start: GZ Pay card deposits are created automatically to match the transfers to your bank. Don't create those by hand.

Time needed: About 5 minutes per deposit.

Create a deposit

Put the payments you are taking to the bank into one deposit.

  1. Go to Finance, Billing section, click All Payments. The list shows every payment, deposited or not.
  2. Click Filter to open Payment Filter, select Undeposited and click Done. Add other criteria if you need them, such as payment type for cash and checks only. To pick payments one by one, see Choose specific payments.
  3. Click the arrow beside Enter Check, then click Create Deposit. Every payment in the filtered list goes into the deposit.
    All Payments page with the Undeposited filter applied and the arrow menu beside ENTER CHECK open, with Create Deposit boxed
  4. Check the number of payments and the total.
    Create Deposit summary showing the total number of payments and total deposit amount
  5. Complete the details:
    • Payments to Exclude: type a contact name or payment reference number to leave a payment out.
    • Deposit Date: today, unless you change it.
    • Notes: optional.
  6. Click Done.

Checkpoint: The deposit appears in All Deposits with the count and total you checked.

Choose specific payments

Use this when you only want some of the undeposited payments.

  1. On All Payments, click Filter.
    All Payments page with the Filter (Customize Results) button boxed
  2. Under Undeposited Payment Ref. Numbers, click View All.
    Payment Filter panel with the Undeposited Payment Ref. Numbers section and its View All link boxed
  3. Select the payments to deposit and click Done. The list now shows only those payments. When there are more than 10 undeposited payments, a Search box helps you find them.
  4. Continue from step 3 of Create a deposit.

View past deposits

Check what went into a deposit you already made.

  1. Go to Finance, Billing section, click All Deposits.
    All Deposits page showing the list of previous deposits with the Count of Payments column
  2. Click the number in the Count of Payments column to see the payments in that deposit. You can download the list from there.
    Deposit detail listing the payments in one deposit

For deposits across a date range, run the Deposit Summary Report. To record deposits in your accounting software, see Create/Record Deposits & Refunds.

Common pitfalls

  • Depositing GZ Pay card payments by hand: don't. GrowthZone creates those deposits for you.
  • Wrong payments in the deposit: it takes everything in the filtered list. Check the filter and the summary before you click Done.
  • Need to undo a deposit: see Delete a deposit.

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