Creating Bank Deposits
Friday at Meridian's office: three tenants' checks go into one envelope, one deposit slip, one trip to the bank. Monday's statement shows one line for the total — but the books hold three receipts. The Bank Deposit record resolves exactly this: group the receipts into the deposit that physically happened, and reconciliation matches the group to the single statement line.
Access you'll need. Creating, editing and posting deposits requires the Accounting Admin v2 or Accounting Controller v2 permission set. The Accounts Payable v2, Accounts Receivable v2, and Read Only v2 sets can view deposits but not create or post them.
What a deposit is (and isn't)
- It's a grouping, not an accounting event. The receipts already posted their cash entries; the deposit just says "these traveled to the bank together." Posting a deposit moves no GL balances — it locks the grouping for matching.
- Its total is its members' total — rolled up live as you add and remove items, to compare against the deposit slip in your hand.
- It matches as one unit. In the reconciliation, the posted deposit is a single candidate for the single statement line; its member receipts step out of the matching pool ("reconcile through the deposit, not individually").
What's on a bank deposit
| Field | What it holds |
|---|---|
| Bank Account (required) | Where the money physically went. It must belong to the same entity as the deposit, and it decides which receipts are even eligible. |
| Deposit Date (required) | The day the money traveled to the bank — the date the statement line will carry. |
| Status | Draft (membership open) or Posted (membership locked, deposit is a match candidate). New deposits start Draft. |
| Reference / Description | The deposit slip number and any note — the reference is what a statement line can match on. |
| Entity | Stamped automatically from the bank account. |
| Total Amount / Item Count | Live rollups of the members — receipts' amounts plus journal-line debits, and how many items. Compare Total Amount against the slip before posting. |
| Bank Statement Line / Bank Reconciliation | Stamped when the deposit is matched during reconciliation; a Reconciled badge appears on the deposit. Empty until then. |
Building one
New Bank Deposit: account + date
Pick the Bank Account and the Deposit Date (the day it went to the bank); add the slip number as the Reference. The record starts as a Draft.
Add Items
The picker offers what's eligible: posted, unvoided cash receipts on this bank account that aren't in another deposit or already matched — plus bank-GL journal line debits for the exotic cases. Ineligible items say why ("already in another deposit", "already matched to a Bank Statement Line"). Tick the three checks; watch Total Amount agree with the slip.
Post it
Posting (which requires at least one item) locks the membership — "Bank Deposit posted successfully." No GL movement, as promised; the deposit is now a match candidate waiting for Monday's statement.
Who gets into a deposit
The Add Items picker has two tabs, and each applies its own eligibility test — with per-item reasons shown for anything excluded:
| Tab | Eligible when… |
|---|---|
| Cash Receipts | Posted, an actual money receipt (not a withholding-tax certificate), on this same bank account, not voided, not already in another deposit, not already matched to a statement line — and, in multi-currency organizations, in the bank account's currency. |
| Journal Entry Lines | The parent journal is posted, the line sits on this bank's GL account, it's a debit (money in), and it isn't already deposited or matched. This is the route for cash that entered the books through a journal rather than a receipt. |
The empty states say it plainly — "No eligible Cash Receipts found for this Bank Account." / "No eligible Journal Entry Lines found for this Bank Account." — and a fresh deposit shows "No items in this deposit yet. Click Add Items to associate Cash Receipts or Journal Entry Lines." Excluded items aren't hidden mysteries either: the picker returns the reason, such as "already in another deposit" or "already matched to a Bank Statement Line".
Changing and undoing
- Membership edits need Draft status ("Bank Deposit must be in Draft status to add or remove items.") — Reopen a posted deposit to adjust it, unless it's already matched into a reconciliation ("Remove the reconciliation association first.").
- A receipt reconciles through its deposit or directly, never both — the guard is explicit: "A record cannot be linked to both a Bank Deposit and a Bank Statement Line."
- Currency discipline as everywhere in banking: the deposit, its bank account, and its members agree.
The rules that keep deposits clean
The deposit lifecycle is guarded end to end. Verbatim, with the way through:
| The message | What it means / what to do |
|---|---|
| "Bank Deposit must be in Draft status to add or remove items." | Posted means sealed membership. Reopen to Draft first if the grouping genuinely needs to change. |
| "Bank Deposit must contain at least one Cash Receipt or Journal Entry Line before it can be posted." | An empty deposit groups nothing — add the items, then post. |
| "Bank Deposit cannot be edited while in Posted status. Reopen to Draft status first." | Same seal, covering the deposit's own fields. |
| "Posted Bank Deposits cannot be deleted. Reopen to Draft status first." | Deletion is a Draft-only act — deliberate two-step, never accidental. |
| "Bank Deposit must be in Posted status to be reopened." | Reopen is the posted deposit's undo; a Draft is already open. |
| "Cannot reopen this Bank Deposit because it is associated with a Bank Statement Line or Bank Reconciliation. Remove the reconciliation association first." | Once the deposit is matched, the reconciliation depends on it — unmatch there first, deliberately. |
| "A record cannot be linked to both a Bank Deposit and a Bank Statement Line. It can be reconciled through a deposit or directly, but not both." | One route per receipt: through its group, or directly — never both at once. |
| "Bank Deposit currency must match the Bank Account currency." | The account's currency is law for everything banking; deposits are no exception. |
| "Bank Account must belong to the same entity as the Bank Deposit." | Each company deposits into its own accounts — pick this entity's bank. |
| "Bank Account is inactive. Select an active bank account or contact your administrator to reactivate it." | Retired accounts take no new deposits. |
The happy-path confirmations are equally explicit: "Items added to deposit successfully.", "Item removed from deposit.", "Bank Deposit posted successfully.", "Bank Deposit reopened as Draft."
Common mistakes to avoid
| Mistake | Why it hurts | Do this instead |
|---|---|---|
| Grouping by convenience instead of by slip | The deposit's total matches no statement line — the bank shows what physically arrived together, not what was tidy in your books | One physical deposit slip = one Bank Deposit, exactly its items |
| Putting electronic receipts into deposits | Wires and ACH arrive one-per-statement-line — grouped, their deposit total matches nothing, and the individual lines find no candidates (the members left the pool) | Deposits are for physically batched money; let electronic receipts match directly |
| Posting before checking Total Amount against the slip | A missing or extra check surfaces weeks later as a statement line that's "off by one member" — the hardest kind of mismatch to spot | The rollup exists for this exact moment: slip in hand, totals agree, then post |
| Leaving deposits in Draft indefinitely | A Draft deposit isn't a match candidate — its receipts are out of the pool and the deposit can't pair; the statement line waits on nothing | Post the deposit the day it goes to the bank |
| Matching a member receipt directly "because it was faster" | Blocked ("…reconciled through a deposit or directly, but not both.") — and if the receipt truly belongs alone, its deposit is now short | Decide the route first: solo receipts match directly, grouped receipts match through their deposit |
Where to go next
- AI Auto-Matching — deposits as match candidates.
- Creating a Cash Receipt — the members.
- Understanding Reconciliation — where deposits earn their keep.
Frequently asked questions
No — electronic receipts arrive one-per-statement-line and match directly. Deposits exist for physically batched money: checks and cash on one slip.
The statement line arrives short. Reopen the deposit (if unmatched), remove the bounced check's receipt, re-post, match — then handle the bounce itself by voiding that receipt (the reversal flow), which reopens the tenant's invoice.
The picker tells you per item — most commonly it's a draft (post it), on a different bank account, already in another deposit, or already matched directly to a statement line.
As one unit: the posted deposit is a single candidate for the single statement line, while its members are excluded from the pool and from Deposits in Transit as individuals. When it matches, the deposit is stamped with the statement line and reconciliation, and shows its Reconciled badge.
Yes — the picker's second tab offers journal entry lines: posted, debiting this bank's GL account, not already deposited or matched. That's precisely how journal-recorded cash gets grouped onto the same slip as receipts.
Never their accounting — receipts posted their own entries and keep them regardless. Reopening or deleting a deposit only changes the grouping: the members simply return to the eligible pool, free to be regrouped or matched directly.
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