How to Group Payments Into Lump Sum Deposits

Step 1: Record Individual Payments as Usual

Record each parent payment individually as you receive it, either by entering it manually and issuing a receipt, or by having parents pay via their parent portal. These payments are first recorded in the main processing screen. Once recorded there, they will automatically appear in the Settlement tab, under processed.

Step 2: Filter by Month and Apply

Navigage to the Settlement tab and Processed sub tab.Use the date controls to select the month in which the payments were received and processed.

After selecting the appropriate month, click Apply to refresh the list.

This screen now shows all payments that were processed in the selected month (for example, April).

Note that at this stage, the payments are only processed; they have not yet been grouped into a deposit to match what you take to the bank.

Step 3: Use Filters to Narrow Down Payments

Use the available filters to narrow down the list of payments—for example, by payment method, sponsor, or specific process date. You can also sort from earlier to later dates or vice versa.

Decide which items (checks and cash) you plan to take to the bank in a single deposit.

Step 4: Filter and Select Check Payments

Start by selecting the payments you will take from your safe to the bank.

As you select each check, watch the deposit total on the right‑hand side increase with each item you check off.

Step 5: Compare Deposit Total With Actual Cash/Checks

Compare the deposit total displayed on the screen (for example, 1,783.75) with the actual total of the cash and checks you counted from the safe and have checked off.

Step 6: Create the Deposit Group

Once the deposit total in the system matches exactly what you are physically taking to the bank, select the date you are going to the bank for this deposit.

Then click Create to create the deposit group.

All items you selected (cash and checks) are now moved from the Processed list into the Deposited tab.

Step 7: Review the Created Deposit Group

Open the Deposited tab, ensure the date filter is correct, and click Apply to refresh the list.

You should now see the deposit group you just created (e.g., a 1,790.00 deposit). Expand the group to review its details and confirm everything is correct.

Step 8: Revert a Deposit Group if Needed

If you discover a mistake in the deposit group, you can revert it. Click the deposit group to select it, then open the triple‑dot action menu.

Choose Revert deposit group. This will undo the deposit grouping and return the included payments back to the Processed tab so you can correct and recreate the deposit.

Step 9: Return to Processed Tab and Handle E‑Transfers

Go back to the Processed tab.

You may see multiple e‑transfer payments listed.

Since e‑transfers are typically deposited directly to your bank account as individual items (not grouped), they will never form a single combined deposit on your bank statement. To clear these from the Processed view:

1. Select an e‑transfer payment.

2. Enter the date it appeared on your bank statement as the deposit date.

   

3. Click Create to record it as a deposit entry.

Repeat this individually for each e‑transfer, so that each one aligns with its own line item on your bank statement.

Note: For CAD, ACH and credit card payments, the system automatically groups and deposits them in lump sums. You do not need to manually create deposit groups for those payment types in this screen.