Checks, cash and bank deposits

Who this is for

Landlords and property managers who receive checks, cash or money orders. Only the account owner can record or void a deposit; other team members see the lists.

Before you start

• The payments are recorded with Receive Payment. See Record a payment you received.
• Your deposit slip or the bank's deposit line: the date and the total.

Steps

1. In the menu under Money, open Deposits (below Rent & Payments). Payments waiting for the bank are under Waiting to be deposited, oldest first.
2. Tick the payments that went to the bank together, so the total matches the deposit slip. The button at the top shows the total, such as Record deposit · $4,150.00.
3. Click Record deposit.
4. Pick the Bank and the Deposit date, the day it reached the bank. Optional: a Note.
5. Click Record deposit.

Example

On Monday, October 12, you receive two checks: $2,350.00 from Maria and $1,800.00 from James. On Wednesday, October 14, you take both to the bank, and the bank shows one deposit of $4,150.00.

• Tick both checks → Record deposit · $4,150.00 → Bank: your operating account → Deposit date: Oct 14 → Record deposit.
• eSamaHomes shows "Deposit of $4,150.00 recorded." The operating account's balance in eSamaHomes rises by $2,350.00 + $1,800.00 = $4,150.00 on October 14, as your bank's does.

What happens next

• The money moves from Undeposited funds into the bank account, dated the deposit date, and counts in your bank reconciliation from that day.
• For a property manager, the owner is credited at the deposit for what was applied to the owner's charges.
• The deposit is listed under Deposits recorded.

If something looks wrong

• Diagnostics shows an Undeposited Payment. A check, cash or money order has waited more than 3 business days. Record its deposit here, with the day it really reached the bank.
• The deposit total doesn't match the bank. Check which payments you ticked. Click Void on the deposit, give a Reason and click Void deposit: its payments go back to Waiting to be deposited, still paid, and you can record the deposit again. A deposit can't be voided once a reconciled statement covers its date.
• The deposit date is refused. It falls on or before a statement you already reconciled for that bank, before a payment in it was received, or in the future. Use the day the money reached the bank, after the last reconciled statement.
• A check bounced. Don't void the deposit. Void the payment on Rent & Payments.
• Money held for another account. If one bank holds money that belongs in another account, such as a security deposit paid into operating, it is listed under Money held for another account. After you move the money at the bank, click Move money, enter the Amount and Date, and click Record transfer.