Deposit Slips - Australia

Transcription

1 Deposit Slips - Australia Contents About Deposit Slips Enabling Deposit Slips Recording Receipts Creating Deposit Slips Deposit Slip Templates Including Deposit Slips in Bank Reconciliation Reporting About Deposit Slips The Deposit Slips module tracks information about receipts entered into the office or trust bank accounts. Before taking these receipts to the bank, use Lexis Back Office to print a deposit slip. The originating bank and type of receipt, whether cash, cheque, or credit card can be recorded. For bank reconciliations, receipts can be tracked by deposit slips instead of by individual receipts. Enabling Deposit Slips Deposit Slips are enabled by default for Australian firms. Only the deposit slip template can be set or modified. The module adds Deposit Slips to the Tools pull-down menu, provides additional detailed boxes in all office and trust data entry windows and a Use Deposit Slips option for Bank Reconciliation. Deposit Slips templates are modified on the Banking tab of System Settings. Exhibit 1. The Deposit Slips area on the Banking tab of Options / System Settings 1. Set the default template when creating deposit slips by selecting the template in the Template for Slips box. 2. Click OK to save your selections. Recording a Receipt The Deposit Slips feature provides additional data entry boxes for Payment Method, Originating Bank, and Drawer. These additional boxes appear in the windows listed below. On the Data Entry > Office Bank pull-down menu: Receive Payment Firm Receipt Unallocated Cash Office to Trust Transfer Bank to Bank Transfer.

2 On the Data Entry > Trust Bank pull-down menu: Receipt Bank to Bank Transfer Trust to Office Transfer. The Payment Method and Originating Bank boxes also appear in all correction windows for the above features. 1. Select the matching payment type from the drop down list in the Payment Method box. 2. Type the name of the bank in the Originating Bank box. 3. Type the name of the person who wrote the cheque in the Drawer box. 4. Complete the remainder of the receipt window as required. Creating Deposit Slips Deposit Slips provides the ability to create and print deposit slips to take to the bank. Slips are produced in the Deposit Slips window available on the Tools pull-down menu. Exhibit 2. The Select Account window that displays when selecting Deposit Slips on the Tools pull-down menu 1. Create a deposit slip for an office bank account by selecting General (Office). Create a deposit slip for a trust bank account by selecting Trust. 2. Select the appropriate bank account nickname in the box immediately below the General (Office) or Trust option. Note: Only receipts for one bank account can be displayed at any one time. 3. Include only receipts on or after a specific date by selecting the date in the Start Date box. 4. Include only receipts on or prior to a specific date by selecting the date in the End Date box. 5. For Lexis Back Office version 9.10 and higher: Hide transactions that are deposited directly into your bank account bychecking Ignore Direct Deposit, Wire, and Credit Card Entries. 6. Change the printer settings, if required, by clicking the Printer button. Deposit Slips Page 2

3 7. Click OK to display the Deposit Slips window. 8. The bank name and address appearing in the Bank Information section is pulled from the Options > Lists > Bank Accounts feature. Accept or change the information as required. 9. Accept or change the deposit slip number in the Slip NO box, as required. 10. Select the process date of the deposit slip in the Date box. 11. Accept the default deposit slip template, in the Template box, as assigned in System Settings (see Enabling Deposit Slips on page 1) or select a different template. 12. Click the most suitable column heading to sort the list of deposit slips by: Entry # Date Received From Matter Orig Bank Payment Type Amount. 13. Click each receipt to include on the new deposit slip. A check mark appears to the left of each selected receipt. 14. Click Select All to select all receipts. Click Deselect All to deselect all receipts. 15. Remove an entry by: Highlighting the entry. Click Remove Entry. 16. Select one or more of the following Output options. Print a hard copy of the deposit slip by selecting Printer. View the deposit slip on the screen by selecting Screen. Print both a hard copy of the deposit slip and view it on the screen by selecting Both. 17. Print the deposit slip by clicking Print. 18. Click OK to post the deposit slip. Note: Once a receipt is included on a deposit slip, it no longer appears in the Deposit Slips window. Deposit Slips Page 3

4 Changing and Reprinting Deposit Slips Existing deposit slips can be changed or reprinted through the deposit slip module. The Deposit Slips / Select Account window lists all slips for the specified date range. Changing Deposit Slip Information Deposit slips can be changed prior to the time when they are reconciled in the bank reconciliation module. Change a deposit slip on the Deposit Slips / Select Account window as displayed in Exhibit Change a deposit slip for an office bank account by selecting General (Office). Change a deposit slip for a trust bank account by selecting Trust. 2. Select the appropriate bank account nickname in the box immediately below the General (Office) or Trust option. 3. List slips created on or after a specific date by selecting the date in the Start Date box. 4. List slips on or prior to a specific date by selecting the date in the End Date box. 5. Click the Change button to display the Deposit Slips list window. 6. Highlight the slip to change. 7. Click Change to display the Change Deposit Slip window. 8. Make the changes as required. 9. Click Print to produce an updated deposit slip. 10. Click OK. Reprinting Deposit Slips Deposit slips can be reprinted at any point in time. Reprint a deposit slip on the Deposit Slips / Select Account window as displayed in Exhibit Reprint a deposit slip for an office bank account by selecting General (Office). Reprint a deposit slip for a trust bank account by selecting Trust. 2. Select the appropriate bank account nickname in the box immediately below the General (Office) or Trust option. 3. Reprint slips created on or after a specific date by selecting the date in the Start Date box. 4. Reprint slips on or prior to a specific date by selecting the date in the End Date box. 5. Click Reprint. 6. Highlight the deposit slip to reprint in the Deposit Slips List window. 7. Click the Print button. Deposit Slips Page 4

5 8. Lexis Back Office prompts you if one of the receipts on the slip has been modified. Click Yes to print an updated deposit slip Click No to print the original deposit slip. Note: If you click yes to update the deposit slip, the original deposit slip will be no longer available for reprinting. 9. Close the Deposit Slips List window and return to the Select Account window by clicking Cancel. 10. Close the Select Account window by clicking Cancel. Deposit Slip Templates To ensure that your bank accepts Lexis Back Office deposit slips, check with your branch to see if there are any changes that need to be made to the layout. Modify the deposit slip template if necessary through the Template Editor. The following deposit slip templates are provided with Lexis Back Office: DepSlip.rds (Generic Deposit Ticket) CanDep.rds (Canadian Deposit Ticket) Deptckt.rds (Deposit Ticket Template) USDep.rds (American Deposit Ticket). Including Deposit Slips in Bank Reconciliation Without the Deposit Slips feature, a deposit at the bank comprised of multiple receipts appears in the Bank Reconciliation feature as individual receipts whereas the bank statement displays the deposit as a single entry. You would need to manually calculate which group of receipts belong to which deposit before reconciling the bank account. The Deposit Slips feature shows the actual deposit slip in the bank reconciliation, and a Details button allows you to see the individual receipts that make up the deposit. Bank Reconciliation is available on the Tools pull-down menu. Exhibit 3. The Bank Reconciliation - Select Account window on the Tools pull-down menu. Select Use Deposit Slips to give you the option to display receipts grouped into deposit slips. Receipts can still be viewed individually. When the Use Deposit Slips option is selected, the deposit slip appears on the Marked Items window instead of individual receipts. Deposit Slips Page 5

6 To see details of any deposit slip, highlight the slip and click the Details button. Reporting The Client Trust Ledger can be filtered according to the payment type. Refer to the Details area under the Other tab. Deposit Slips Page 6