A2 – Banking Deposit Reports

A2 – Banking Deposit Reports

Estimated reading time: 4 min

The Banking Deposit report produces bank deposit and reconciliation lists for cash, check (cheque), credit card, debit card (EFTPOS), direct debits, cash drawer (till) listings, or a list of all of these.

Accessing The Banking Deposit Report

  • Go to the RxWorks Task Panel.
  • Select ‘Reports’ from the “toolbar”.
  • Select ‘A: Cash Reconciliation & Banking Lists.’
  • Click on the desired option under ‘2: Banking Deposit.’
  • Types of Banking Deposits

    There are several choices for the Banking Deposit report, by payment type:

    Cash Listing

    This provides a listing of all cash transactions.

    Check (Cheque) Listing

    This provides a listing of all check (cheque) transactions, including bank and branch information, as well as the check number.

    Credit Card Listing

    This provides a listing of all credit card transactions, including the credit card company name, credit card number, and authorization number.

    Debit Card (Eftpos) Listing

    This provides a listing of all debit card (EFTPOS) transactions.

    Direct Debit Listing

    This provides a listing of all direct debit transactions.

    Cash Drawer (Till) Listing

    This provides a cash reconciliation, like the Balance the Till report.

    All Of The Above

    This provides a listing for all payment types by running each one sequentially. Using this option may help prevent missing one or more payment options when running Banking Deposit reports as well as reduce the time needed to set up the same reconciliation dates multiple times.

    About the Banking Deposit Report

    Banking Deposit reports are essential for accurate bookkeeping. The reports keep track of every payment made for a given payment method and for a given time period.

    Notice the report period shows:

  • Dates and times, right down to the second.
  • Actual creation date for all transactions listed within this period, regardless of the date put on the receipt.
  • By default, this report runs from the time the previous report ended to the current time. This means you can usually run the report at the end of the day or at the end of a shift without changing the default settings.

    What The Report Does

    This report produces bank deposit and reconciliation lists for cash, check (cheque), credit card, debit card (EFTPOS), direct debits, cash drawer (till) listings, or a list of all of these.

    When To Run The Report

    This report should be run daily, on completion of invoicing and receipting for the day, or at the end of a shift. The “Balance the Till” report should be run first.

    Things To Watch For

    The report searches records based on the system date and time staff entered the transaction onto the computer. In many cases, this will not be the actual date and time of the transaction. This is to make sure the report includes backdated transactions as a daily movement on the cash listing. The report details everything added on to the computer between the two system times entered. See >a href=”/index.php/onlinemanual/om-reports-section/186-a1-reconciliation-a-banking-audit.html?start=3″ title=””>How Transactions are Selected>/a> for more details.

    The Report Window

    Last Time Till Was Balanced Dates

    This is the date and time the ‘balance the Till’ report was run. Do not change this date or time.

    Dates To Reconcile The Till Balance To

    The date and time you wish to reconcile the till balance to. Date and time cannot be earlier than the ‘last time till was balanced’ dates. The current date and time will display by default.

    I Want To Reconcile To (All Of The Above Payment Type Only)

    Click one of the two radio buttons. The ‘Last Till Balance’ option will automatically set the reconcile date to the last date the cash drawer (till) was balanced; the ‘Specified Date and Time’ option will allow you to set dates as usual.

    Only Show Transactions Dated

    If you want to restrict the report to transactions within a date range check the ‘Only show transactions dated’ checkbox and enter in the date range you want.

    What you are then asking for is to report all transactions entered on to the system between the first set of dates, but only if the transaction date falls within the second set of dates.

    Restrict To Clinic

    This will restrict your till balance to the selected clinic. (Branch clinics only).

    Preview Button

    This opens the report in a preview window, from which you can review it, then save and/or print it.

    Print Button

    This prints the report on the Crystal Reports default Page Style unless otherwise specified.

    Excel Button

    This opens the report in Microsoft Excel as a spreadsheet.

    Export Button

    This allows you to export to the following file types (some of the file types are available via the other viewing options):

  • Adobe Acrobat (PDF)
  • Crystal Reports (RPT)
  • HTML 3.2
  • HTML 4.0
  • Microsoft Excel 97-2000 (XLS)
  • Microsoft Excel 97-2000 – Data only (XLS)
  • Microsoft Word (RTF)
  • Microsoft Word – Editable (RTF)
  • ODBC
  • Record Style – Columns with spaces (REC)
  • Record Style – Columns without spaces (REC)
  • Report Definition (TXT)
  • Rich Text Format (RTF)
  • Separated Values (CSV)
  • Tab Separated Text (TTX)
  • Text (TXT)
  • XML
  • PDF Button

    This opens the report in a PDF viewing software like Adobe Acrobat or Foxit Reader.

    Setup

    This opens a dialog in which you can change the page style of the report.

    Cancel

    This returns you to the Reports page without creating a report.

    How RxWorks Selects Transactions for the ‘Banking Deposit’ Report

    Because you want to investigate the money going into an out of the till on a certain day, the program selects transactions for the report by the CREATED date, not the TRANSACTION date. It is important to understand the difference.

    The Creation And Transaction Dates

    1. The date on a clients payment receipt is the TRANSACTION date.
    2. The date and time when the receipt is processed (by clicking OK when taking a payment) is recorded as the CREATED date.

    Finding The Created Date

    To find out the created date of a transaction:

    1. Right click on the transaction in the Client’s financial record and choose Last Modified.
    2. View the date listed next to the CREATED ON field in the popup window that appears.

    Unless the transaction was altered, the ‘Created On’ and ‘Last Modified On’ will always display the same date.

    How to Run a Banking Deposit Report.

  • Select one of the payment methods under ‘2 Banking Deposit.’
  • Enter the date you wish to reconcile the till to.
  • If desired, restrict the report transactions by checking the ‘Only show transactions dated’ option and entering a date range.
  • If desired, select a Clinic Name to restrict the report to.
  • Click ‘Preview, Print, Export, Excel or PDF’ to run the report.
  • Click OK or CANCEL in the Start Date dialog.
  • Update Till Start Date

    When you run the ‘Balance the Till’ report, a new window will appear asking if you would like to update the start date for next time you run the report.

    Click OK for RxWorks to keep the ‘Actual’ amounts entered for the report and set the next start date.
    Click CANCEL to exit from the report and run again.

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