Minimum Version Required: 25.04
Pre-Conditions
You have identified a deposit journal entry that has affected an incorrect Undeposited Funds Account or Deposit Error Account.
You have access to the system's Deposit Account Maps table.
You have the necessary permissions to view and potentially edit this table.
Steps
1. Navigate to the Deposit Account Maps Table:
Use the universal search functionality within the system.
Search for "Deposit Account Maps" and select the corresponding table.
2. Identify the Relevant Deposit Group:
Determine the Deposit Group that was selected when the deposit journal entry in question was created. This selection during deposit creation dictates which Deposit Account Map record is used.
3. Locate the Corresponding Deposit Account Map Record:
Within the Deposit Account Maps table, locate the record where the Deposit Group field matches the Deposit Group identified in Step 2.
Pay attention to the Company field as well, as this is a determining factor for the correct map.
4. Verify the Undeposited Account:
Once the relevant Deposit Account Map record is located, examine the Undeposited Account field.
Ensure that the GL account listed in this field is the correct Undeposited Funds Account that should be used for the selected Deposit Group and Company.
If the Undeposited Account is incorrect, note the incorrect account and the correct account.
5. Verify the Deposit Error Account:
In the same Deposit Account Map record, examine the Deposit Error Account field.
Ensure that the GL account listed in this field is the correct Deposit Error Account that should be used for the selected Deposit Group and Company.
If the Deposit Error Account is incorrect, note the incorrect account and the correct account.
6. Verify the Linked Bank Account Map:
While reviewing the Deposit Account Map record, also check the Bank Account field. This field references a record in the Bank Account Maps table.
Ensure that the Bank Account listed here is the correct destination bank account for the deposits associated with this Deposit Group. While this isn't the direct cause of an incorrect Undeposited Funds or Deposit Error Account, an incorrect Bank Account Map here could lead to other issues.
7. Analyze the Incorrect Journal Entry:
Review the details of the deposit journal entry that caused the unexpected impact.
Identify which account (Undeposited Funds or Deposit Error) was incorrectly affected.
8. Correct the Deposit Account Map (If Necessary and if you have permissions):
If the Undeposited Account in the Deposit Account Map is incorrect, update it to the correct GL account.
If the Deposit Error Account in the Deposit Account Map is incorrect, update it to the correct GL account.
9. Investigate Further if the Issue Persists:
If the Deposit Account Maps appear to be configured correctly for the relevant Deposit Group and Company, the issue may stem from an incorrect Deposit Group being selected during the deposit creation process.
Review the deposit document or transaction to confirm the selected Deposit Group.
10. Contact Support if the Issue Persists:
If you have followed the above steps and the issue continues, please contact the support team.
To help support troubleshoot the issue efficiently, please provide the following information:
The Deposit Group selected when the deposit was created.
The Company associated with the deposit.
The incorrect Undeposited Funds Account that was impacted.
The correct Undeposited Funds Account that should have been impacted.
The incorrect Deposit Error Account that was impacted (if applicable).
The correct Deposit Error Account that should have been impacted (if applicable).
The Bank Account referenced in the Deposit Account Map.
Details of the deposit journal entry (journal entry number, date, amounts, accounts involved).
Screenshots of the relevant Deposit Account Map record.
A clear description of the steps you have already taken to troubleshoot the issue.
Fields And Definitions
Deposit Group: A categorization of payment types that are typically deposited together (e.g., "Daily Cash Receipts," "Weekly Check Deposits"). This field is selected during deposit creation and determines which Deposit Account Map record is used.
Bank Account: This field references a specific Bank Map record from the Bank Account Maps table. It indicates the destination bank account for the deposited funds.
Undeposited Account: The General Ledger account used as the initial holding place for customer payments before they are deposited into a bank account. This is the "source" account when creating a deposit journal entry.
Deposit Error Account: A General Ledger account used to record any discrepancies, overages, shortages, or partial deposits that may occur during the deposit process.
Transaction Source: For Deposit Account Maps, this field will always be "Deposits," indicating the type of transaction these maps govern.
Company: The specific company or legal entity within the system to which this Deposit Account Map applies.
Payment Type: (While mentioned as a determining factor, it's not a direct field on the map itself as described. The combination of Company and Deposit Group typically distinguishes the appropriate map.) The method by which the customer payment was made (e.g., Cash, Check, Credit Card).
Best Practices
Establish clear and logical Deposit Groups that align with your deposit processes.
Carefully review and verify the Undeposited Account and Deposit Error Account configurations for each Deposit Group and Company combination.
Ensure users are properly trained on selecting the correct Deposit Group during the deposit creation process.
Regularly audit Deposit Account Maps to ensure they remain accurate, especially after any changes to your chart of accounts or deposit procedures.