Last week we started our Manual Deposit by completing the header information including attached backup documentation in the form of attachments. Check out last weeks post here. Today we will continue the process with disbursing manual deposits.
You may notice at the top of this section there is some blue link text which says ‘Show Defaults’. This functionality is useful when you will be entering multiple line items with the same values.
Clicking this text will open up an additional section in the entries portion of the screen. You will be provided with dropdowns for various dimensions depending on your dimension settings. In our example below we are provided with the Project, Vendor, Item, Employee, Department, Location and Memo fields.
The next step is to select the value you wish to apply to all line items from this dropdown. You can use one, two or all seven! Once you have set your defaults simply click ‘Apply Defaults’ and your line items will be populated. Don’t have any line items yet? Clicking the ‘Apply Defaults’ button will still populate the entry lines visible as shown below:
Later at the line item level you can make changes to any of these fields, so if there is a value that will be the same for 6 line items but different for one, you can set the default and populate the fields then when you go to enter the line items themselves you can simply change the value on the one line that is different.
Once the defaults are set you will want to complete the other fields for your entries. Depending on whether you have Account Labels turned on or not your first column will have the header of either ‘Account’ or ‘Account label’. In our example we have account labels turned on. Click the dropdown next in each row to set the value. The Account field will auto populate once your account is selected. In the Amount field, type the amount. If you haven’t entered the dimensions or a memo using the Apply Defaults functionality then you will want to see all that information using the dropdowns provided.
The line item entries as you see them only provide you with a summary of the fields available to the user. If you wish to see and/or modify the other fields available, simply click ‘Show Details’ for the line item or pressing Ctrl + down arrow on your keyboard.
The line item details will show until you click ‘Hide Details’ or you can use the shortcut key of Ctrl + up arrow to close the dropdown area.
Once you are satisfied with your deposit as entered simply click ‘Save’ or ‘Save & New’ at the top right of the screen. Doing so will save your deposit, create an invoice and then take you back to the Manual Deposits list screen where you can see your deposit.
In order to see the invoice that was created automatically navigate to Accounts Receivable > All > Activities > Invoices > Invoices and type your invoice number into the appropriate filter field.
