Open, Re-Open or Close a Deposit
Last Revised: May 2, 2017
The Permits system organizes all payment activity by deposits. A deposit can be viewed as a group of payments taken by an individual cashier. You will create a different deposit each day, and possibly several deposits during the course of each day. The Deposit Control screen is used to open, close, and inquire about deposits.
Security jobs, tasks, and entitlements using this screen are given with the appropriate task: For step-by-step instructions on Security jobs, tasks and entitlements, please click here to see the documentation in the Tax Collection System help.
To Open a Deposit
Security jobs, tasks, and entitlements needed are:
| Job | Task | Entitlement and Description |
|---|---|---|
| LP_CASHIER | TAKE_A_PAYMENT | ACTBLW_01, access to the Deposit Control screen |
| LP_SHOW_DEPCTL_TOTALS, displays the counts and amounts for the deposit on the Deposit Control screen | ||
| LP_PERMIT_DEPOSIT, needed to open a Permit deposit for taking payments | ||
| LP_CHANGE_DEPDATE, ability to change the date of a deposit on the Deposit Control screen | ||
| LP_CHANGE_PAIDDATE, ability to change the receipt date of a deposit on the Deposit Control screen | ||
| LP_CHANGE_PMT_PAIDDATE, ability to change the receipt date of a payment on the Remittance screen | ||
| LP_HEAD_CASHIER | TAKE_A_PAYMENT_AND_REVERSALS | ACTBLW_01, access to the Deposit Control screen |
| LP_SHOW_DEPCTL_TOTALS, displays the counts and amounts for the deposit on the Deposit Control screen | ||
| LP_PERMIT_DEPOSIT, needed to open a Permit deposit for taking payments | ||
| LP_CHANGE_DEPDATE, ability to change the date of a deposit on the Deposit Control screen | ||
| LP_CHANGE_PAIDDATE, ability to change the receipt date of a deposit on the Deposit Control screen | ||
| LP_CHANGE_PMT_PAIDDATE, ability to change the receipt date of a payment on the Remittance screen | ||
| LP_REVERSAL_DEPOSIT, needed to open a Reversal deposit for reversing payments | ||
| ADMINISTER_REFUNDS | LP_REFUND_DEPOSIT |
For step-by-step instructions on Security jobs, tasks and entitlements, please click here to see the documentation in the Tax Collection System help.
- Click the Payment
Process icon (
) on the
Main Menu or select Payment at the top of the Main Menu,
then select Payment Process,
or select Payment Process
on the Go To
list. - In the Deposit Control screen, enter the following information to create a deposit:
- Deposit No: Enter a combination of numbers and/or letters to identify the deposit. This is usually done at the beginning of each day. Each deposit number must be unique and each operator must have his or her own deposit. Spaces and special characters are not permitted.
- Deposit Date: The default is the current date, but this may be changed at the discretion of the tax office. This date corresponds to the date the money in the deposit is deposited into the bank.
- Receipt Date: The default is the current date, but this may be changed at the discretion of the tax office. The receipt date is the date the taxpayer’s account is credited for the payment. This date can be different from the deposit date, although it is usually the same.
- Deposit Status: Leave the default of Open. A deposit must be opened before payments can be processed
- Office Location: If the client preference DEPOSIT_LOC_ACTIVE is set to Y, your tax office requires you to choose your location from this drop-down list. The client preference can be set in the Tax Collection System.
- Deposit Type: Leave the default of License/Permit for taking payments. SelectReversalif you need to reverse a payment or Refund if you need to process refunds.
To Close a Deposit
A deposit must be closed after it has been balanced. Once a deposit is closed, you cannot enter any more payments into it. Only supervisors, under special circumstances, may enter new payments or delete payments after a deposit has been closed.
Security jobs, tasks, and entitlements needed are:
| Job | Task | Entitlement and Description |
|---|---|---|
| LP_CASHIER | ACTBLW_01, access to the Deposit Control screen | |
| LP_CLOSE_OWN_DEPOSIT, allows the user to close only the deposit they have opened | ||
| TAKE_A_PAYMENT_AND_REVERSALS | ACTBLW_01, access to the Deposit Control screen | |
| LP_CLOSE_OWN_DEPOSIT, allows the user to close only the deposit they have opened | ||
| LP_CLOSE_DEPOSITS, allows the user to close any open deposit [this entitlement is not granted by default when the task is assigned] | ||
| LP_ACCOUNTING, LP_ACCOUNTING_MANAGER | QUERY_DEPOSIT_CONTROL | ACTBLW_01, access to the Deposit Control screen |
| LP_SHOW_DEPCTL_TOTALS, displays the counts and amounts for the deposit on the Deposit Control screen | ||
| LP_CLOSE_DEPOSITS, allows the user to close any open deposit> |
- Click the Payment
Processicon(
) on the
Main Menu or select Paymentat the top of the Main Menu,
then select Payment Process,
or select Payment Process
on the Go To
list.
- In the Deposit Control screen, press F7 (Enter Query) to clear the screen.
- In the Deposit No. field, enter the Deposit numbers
- Press F8 (Execute Query). The Deposit Control screen will display the following information:
- Operator ID: Name of the operator who created the deposit.
- Cumulative Totals: The collected totals for the particular deposit and types of payments received for:
- Payment Count: numbers of payments have been made in this deposit.
- Cash: Cash payments
- Credit Card: Credit card payments
- Others: All other types of payments (EFTs, money orders, etc.)
- Total: Total amount of all payments taken in this deposit
- Go to the Deposit Status drop-down menu and select Closed.
- Press F10
or click the Save icon (
)
on the toolbar to save the information.
To Re-open a Deposit
During the course of a day, you may need to leave a particular payment screen and then return to it later (but before you close the deposit). In this case, you will need to re-open that deposit before you can access a payment screen.
Security jobs, tasks, and entitlements needed are:
| Job | Task | Entitlement and Description |
|---|---|---|
| LP_CASHIER | TAKE_A_PAYMENT | ACTBLW_01, access to the Deposit Control screen |
| LP_REOPEN_DEPOSIT_SAME_DAY, allows the user to re-open only the deposit they have closed on the same day | ||
| LP_REOPEN_ANY_DEPOSIT_SAME_DAY, aAllows the user to reopen any closed deposit (including those opened by other users) on the same day it was closed. (Not granted by default) | ||
| LP_HEAD_CASHIER | TAKE_A_PAYMENT_AND_REVERSALS | ACTBLW_01, access to the Deposit Control screen |
| LP_REOPEN_DEPOSIT_ANY_DAY, allows the user to re-open any deposit, regardless of when it was opened or by user |
- Click the Payment
Process icon ( ) on the
Main Menu or select Payment at the top of the Main Menu,
then select Payment Process,
or select Payment Process
on the Go To
list.
- To re-open the last deposit you opened, press F8.
- To re-open any deposit:
- If you typed in the deposit number, press F8 (Execute Query); the deposit will re-open.
- Press F7 (Enter Query).
- Type in the Deposit numbers or click the star button to the right of the field.
- If you pressed the star button, a popup window will appear that shows all open deposits. Select the desired deposit, then click OK. The deposit name will appear.