Deposit Slip

The deposit feature is used to create deposits for patient and insurance payments.

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.

For each deposit, a deposit slip can be printed with your bank account number to take to the bank (see Deposit Slip Layout 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.


Creating and Printing Deposit Slips

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

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

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

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.


Also search the deposit for a specific payment:


Enter deposit information in the upper right:


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


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.