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Why Use Deposits Without Receipts in Dynamics GP

Users who use Bank Reconciliation in Dynamics GP work with the “Bank Deposits Entry” window, and most use the “Deposit with Receipts” type. This works well when you are entering receipts through either Bank Transaction Entry (Transactions | Financial | Bank Transaction Entry) or through Receivables Management (Transactions | Sales | Cash Receipts). It even collects receipts entered as returned amounts on a Payables Management return (Transactions | Purchasing | Transaction Entry, Return transaction type).

The “Deposit without Receipts” function often gets glossed over during training. A Deposit without Receipts updates the checkbook without associating any receipts or general ledger (GL) posting—it effectively allows you to enter an amount (positive or negative) to post to the checkbook and nowhere else.

Believe it or not, this can serve several important functions:

  • You can use it to record adjustments to the checkbook without affecting the GL. This can be particularly helpful when initially implementing Dynamics GP. Often, the bank reconciliation is left to the very end of an implementation, and corrections may already have been posted directly to the cash account. It’s not best practice, but in reality, it happens.
  • It enables you to use the Bank Reconciliation module in Dynamics GP even if bank activity is recorded in other systems that are only integrated to Dynamics GP with journal entries. In this example, your external systems might pass a journal entry to Dynamics GP on a daily, weekly or monthly basis. If these entries affect the cash account, you might think you can’t use the Bank Reconciliation functions in Dynamics GP. However, if you record the activity using a Deposit without Receipts, you won’t have double entries in the cash account (since the activity was already part of the journal entry), and you will have the appropriate detail to reconcile.
  • Used in tandem with a Deposit to Clear Unused Receipts, the “Deposit without Receipts” function can be used to enter deposit amounts comprising large amounts of receipts and other fees that already may be recorded in the GL. In this case, you would enter a Deposit without Receipts and then use a Deposit to Clear Unused Receipts to clear out any receipts that would never be attached to a Deposit with Receipts.
  • When the checkbook balance is monitored very closely, but receipt entry, application and posting may be behind, you can record the Deposit without Receipts based on your deposit slip with the bank. Once the receipts are posted, you can use Clear Unused Receipts to clear the receipts.

Do you have other ideas on how to use this function? Share by posting your comments on this blog or email me at cphillips@bkd.com.

This post was written by:

Christina, a member of the BKD Technologies Microsoft Dynamics GP team, has more than 10 years of experience in implementation and training for Microsoft Dynamics GP software, including Forecaster, FRx/Management Reporter, Human Resources and Payroll and Project Accounting. She is a Microsoft Certified Trainer and won the Top Instructor Award for Microsoft Dynamics GP in 2008 and 2009.

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