Quick Reference — To create a TOS deposit batch for cash and checks

athenaCollector

  1. Display the Manage Time-of-Service Money page: On the Main Menu, click Financials > Under PAYMENTS, click Time-of-Service Money.
  2. Click the Create Deposits - Cash & Checks tab.
  3. Deposit Date — Enter the deposit date for the batch, that is, the date that the money will actually appear as deposited at the bank.
  4. Deposit Location — Select the deposit location for this TOS deposit batch. You can leave the field blank if you don't want to specify a deposit location or if you don't know it.
    Note: If you do not enter a value in the Deposit Location field, deposit batch reports display UNKNOWN in the Deposit Location column.
  5. Bank Account — Select the TOS bank account for this deposit batch.
  6. Deposit Slip # — Enter the deposit slip number if you have it. You can also enter this number later.
  7. Deposit Total — Enter the total amount of money that you will actually deposit at the bank (not the total of the payment batches that you include, if these totals differ).
  8. Click the add note link to add a note about the deposit batch.

Select the payment batches to include in the deposit Batch 

  1. Under the Choose Payment Batches to Include in Deposit header, you can use the payment batch filter fields to display the list of payment batches.
    1. Created — By default, payment batches created in the last 2 weeks appear in the list. You can edit the creation dates for payment batches.
    2. Status — By default, all payment batches created during the specified date range appear in the list. You can select one or more options in this field to display reconciled batches, unreconciled batches, or batches with discrepancies.
    3. Department — To display payment batches for selected departments only, click Selected and select the departments from the list.
    4. Click Filter.
  2. Select each payment batch that you want to include in this deposit batch. Only cash and check payment batches that have not yet been included in a deposit batch appear in this list.
  3. Click Add Checked Items to Deposit Batch.
    The selected batches appear listed under the Create TOS Bank Deposit Batch header, with the totals for the batches.
  4. Click Save & Close. The deposit batch is recorded in athenaOne and is automatically closed.
    Note: You can view and update the TOS deposit batch using the Manage Time-of-Service Deposit Batch page (search for TOS batches in CLOSED status).
  5. If the Deposit Total differs from the athenaOne total, a message asks you to confirm that you are recording a deposit discrepancy.
    • If the discrepancy is intentional, enter a note to explain the deposit discrepancy and click OK to save and close the deposit batch.
    • If you did not mean to record a discrepancy, click Cancel to close the window. Make any changes required before saving and closing the deposit batch (see To edit a transaction within a payment batch).
  6. To create a new TOS deposit batch for cash and checks, click Create New Batch and repeat the process.