Deposits and Deposit Slips

In the Manage Module, use the Deposit feature to create deposits for patient and insurance payments. For each deposit, a deposit slip can be printed with your bank account number to take to the bank (see Deposit Slip Setup to customize deposit slips). Set up Automatic Deposit Entries in the Accounting system to track bank account deposits (see Accounting Setup). To also create deposits in QuickBooks, see QuickBooks for set up instructions.

To create a deposit and print a deposit slip:

  1. In the Manage module, click Deposits.

    A dated list of all deposits ever made will show. Use the Clinic drop down menu to filter the list by Clinics. The default selection is the clinic selected in the main menu.

  2. Click Add to create a new deposit. The Edit Deposit Slip window will open.

    Patient Payments: A list of Patient Payments that are not attached to a deposit (sorted by payment date, then date entered).

    Insurance Payments: A list of Insurance Claim Payments that are not attached to a deposit (sorted by payment date, then date entered).

  3. By default, all payments are highlighted. Deselect any payments to exclude them from this deposit (ctrl + left-click) or filter the list by changing the criteria under Show (only shows when a new deposit is added). After changing the filter criteria, click Refresh to update the list.
    • Start Date: Only payments made since this date will be available to include on the deposit.

      Note: If you change the date and click Refresh, the refreshed date will be the default start date for the next deposit.

    • Clinic: Filter the list to only include payments made to a specific clinic. The default clinic is the clinic selected in the main menu.
    • Patient Payment Types: Highlight the patient payment types to include. Payment types will not show if they are marked N in Definitions: Payment Types.
    • Insurance Payment Types: Highlight the insurance payment types to include. Payment types will not show if they are marked N in Definitions: Insurance Payment Types.

    Also search the deposit for a specific payment:

    • Search Check Number: Search payments in the deposit by check number.
    • Search Amount: Search payments in the deposit by payment amount.

  4. Enter deposit information in the upper right:

    Date: Today's date by default.

    Amount: Auto-calculated based on selected payments.

    Item Count: Total number of deposit line items selected.

    Bank Account Info: By default is the bank account information as entered on the Edit Practice Info window (see Practice Setup) or Edit Clinic window for clinics (see Clinic List).

    Memo: A place to enter any notes specific to this deposit.

    Deposit into Account: This option only shows if you have set up Accounting. Click the drop down to select an account to deposit into.

  5. When the deposit is ready, there are a few options before saving:

    Print: Print deposit slips directly without generating a preview (does not save).

    Create PDF: Generate a PDF of the deposit slip (does not save).

    Email PDF: Opens the Edit Email Message window (see Sending Email Messages) and automatically attaches a PDF of the deposit slip (does not save).

  6. Click OK, to save and lock the deposit. The Edit Deposit Slip window will close.

Note: Deleting a deposit only deletes the deposit, not payments. Payments will remain unattached for future deposits.

QuickBooks

To send deposits to QuickBooks:

  1. Create the deposit.
  2. Click Send QB.
  3. Select the desired deposit and income account for this deposit.

Note: When a deposit is sent to QuickBooks, historical information about the accounts used is not kept. Instead look in QuickBooks.

You have the option of sending deposits to Class Refs in QuickBooks for clinics. To enable this option and define Class Ref options, see QuickBooks, Enable QuickBooks Class Refs. When enabled, there will be a Class dropdown on the Edit Deposit Slip window:

To send deposits to a specific Class Ref in QuickBooks:

  1. Create the deposit.
  2. Select the clinic.
  3. Click the Class dropdown to select the Class Ref. The available options are determined by the Class Refs added on the Setup Accounting window.
  4. Click OK or Send QB.
  5. Select the desired deposit and income account for this deposit.

A message will let you know that the deposit was successfully sent to QuickBooks.

Correct a Deposit

To correct a deposit follow these steps:

Hint: It is easiest to complete all deposits first, then make corrections at the end. This way all remaining payments can easily be identified as the payments to attach to the corrected deposit.