Create a manual deposit

Create a manual deposit when:

• You have received a customer payment that was not made against an existing AR sales invoice, like an over-the-counter payment.
• You have already made the deposit, and you are recording the details after the fact.

When you create a manual deposit, Intacct generates a corresponding AR sales invoice. Manual deposits automatically post to the General Ledger and appropriate subledgers.

If a customer payment is made against an AR sales invoice, record the deposit in the Receive payments page instead (Accounts Receivable > All and select Add (circle) beside Receive payments - New!). You need an existing AR sales invoice to receive payments from a customer.

Enter deposit information

1. Go to Accounts Receivable > All > Payments > Manual deposits, and select Create.

   Is your organization configured with a single base currency among all entities, or multiple base currencies? If you use a single base currency, you can create manual deposits at the top level or entity level. With multiple base currencies, you can only create manual deposits at the entity level.

2. Enter or select the Customer ID for the customer from whom you've received payment.

   The Bill to and Ship to fields automatically populate based on the customer record.

3. Enter the Date on which you made the deposit at the bank, or accept the default of today's date.
4. Specify the Bank where you made the deposit (or where you intend to make the deposit).
5. Enter the AR sales invoice number generated for this customer.
6. For the Deposit ID, enter the information you need to correlate this record in Sage Intacct with the actual deposit slip from the bank.
   • If you have already made the deposit, this ID would be the transaction number on your bank deposit slip.
   • If you have not yet made the deposit, this ID can be a note such as "Deposit Slip of MM/DD/YY,". This format is the default that Intacct suggests.
7. Add an optional Description.
8. To store a digital version of a supporting document, in the dropdown next to Attachment, select an attachment, or select Add, then upload your attachment An attachment is a bundle of one or more supporting documents, such as spreadsheets, scanned images, or word processor documents..

   Learn more about who can add attachments.

   You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.

1. Go to Accounts Receivable > All > Payments > Manual deposits, and select Add.

   Is your organization configured with a single base currency among all entities, or multiple base currencies? If you use a single base currency, you can create manual deposits at the top level or entity level. With multiple base currencies, you can only create manual deposits at the entity level.

2. Enter or select the Customer ID for the customer from whom you've received payment.

   The Bill to and Ship to fields automatically populate based on the customer record.

3. Enter the Date on which you made the deposit at the bank, or accept the default of today's date.
4. Specify the Bank where you made the deposit (or where you intend to make the deposit).
5. Enter the AR sales invoice number generated for this customer.
6. For the Deposit ID, enter the information you need to correlate this record in Sage Intacct with the actual deposit slip from the bank.
   • If you have already made the deposit, this ID would be the transaction number on your bank deposit slip.
   • If you have not yet made the deposit, this ID can be a note such as "Deposit Slip of MM/DD/YY,". This format is the default that Intacct suggests.
7. Add an optional Description.
8. To store a digital version of a supporting document, in the dropdown next to Attachment, select an attachment, or select Add, and then upload your attachment An attachment is a bundle of one or more supporting documents, such as spreadsheets, scanned images, or word processor documents..

   Learn more about who can add attachments.

   You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.

Enter line item information

1. (Optional) Select default information for all line items.

   In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value. You can override any default value on any line item.

   For example, you can set dimension values for tracking and reporting purposes. After you select the GL account in the Items area, any dimension value that you set as a default is reflected for each line item.

   What are dimensions?

   A dimension is a category of data that you can organize and sort in meaningful ways. Sage Intacct provides the following predefined dimensions:

   • Location
   • Department
   • Class
   • Customer
   • Item
   • Project
   • Supplier
   • Employee
   • Warehouse (if you subscribe to Inventory Control)
   • Contract (if you subscribe to Contracts)

   In addition, Intacct enables you to define new dimensions to suit your needs. Use these user-defined dimensions to organize and sort categories of data unique to your business. For example, if you’re a software company with multiple product lines, you can create a user-defined dimension called Line of business. Then add the values Direct customers, Channel partner, and OEM.

   Dimensions enable you to collect, sort, analyze, and report on data within one category, or between categories, so you can identify key factors such as:

   • Your most profitable or most costly items or customers
   • The return on investment of a project or department
   • Whether and to what degree a new product or product line is successful
   • Which way a particular aspect of your business is trending
   • Intacct dimensions give you fine control over data definition and data hierarchy

   With dimensions, you can customize financial reports around specific business activities, get greater visibility into how the business is doing, and make faster, more meaningful business decisions.

   Think of dimensions as a more powerful alternative to subaccounts.

   Additional fees can apply for the Project dimension and user-defined dimensions. Contact your account representative for more information.

   Remember to select Apply defaults to save your selections. See Set default line items for more information.

2. Enter line items in the manual deposit.

   In order for the deposit to be posted, you must specify at least the account and an amount for each line item. Depending on your company, you might be required to enter other information, such as the department or location. Also, depending on how your company is set up, you can drill down to the detail level in line items to enter additional information.

   • Select an Account or Account label to receive the income.

   • Enter the item Amount.

     Add negative line items to account for credits or discounts.

   • Enter a Memo for line items that might need reference information in the future.

   • Select Department and Location dimensions to assign each line item to a specific department or location.

   • If you use additional dimensions, such as customer, employee, or, class, project, or item, and want to assign the income to them, select Show details. Select the corresponding dimension dropdown and then select the specific dimension choice you want.

3. You have two options when you finish entering the manual deposit information: 

   • Select Save to save the deposit and return to the list of manual deposits.
   • Select Save and new to save the deposit and add another.