ND DEPARTMENTAL DEPOSIT SLIP PROCEDURES
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1 ND DEPARTMENTAL DEPOSIT SLIP PROCEDURES WITH 1 ST SOURCE BANK Fall 2013
2 Table of Contents Overview Pg. 3 Department Deposit Slip Introduction Pg. 4-6 Preparing the Deposit Slip & Deposit Ticket Pg Prepare Deposit Bag Pg. 16 Contacts Pg. 17 2
3 Overview One Time Only Procedures Download the ND departmental deposit slip from Treasury Services website (receive bank deposit ticket books from Office of Treasury Services) Customize the deposit slip and save as a template Exit Excel Recurring Procedures Fill out and complete the bank deposit ticket Open Excel and file in My templates Enter deposit date = Bank Deposit Date Enter number from bank deposit ticket to Deposit ID on the ND deposit slip Fill out and complete the ND deposit slip Run a tape for checks, currency and coin and endorse all checks Click Clear Zero Dollar Records Print one ND deposit slip if needed for your files Save as a workbook file Click file to Controller Send Place contents in the deposit bag and complete the outside of the bag 3
4 New ND Departmental Deposit Slip for 1 st Source Bank If you make deposits at 1 st Source Bank at a branch or through Brinks this procedure is for you! Looks much the same as before with enhancements 4
5 Customize Your ND Departmental Deposit Slip Static data, located in the grey area, such as your department name, deposited by, phone number, and campus address can be entered and saved You may also enter FOAPAL s you use regularly to help minimize future keying While you are setting up your new template, you can ignore the red messages in the Notification Area. These will go away when you complete the deposit slip. 5
6 Saving ND Departmental Deposit Slip the First Time Once you have customized your deposit slip, save as a template. Each time you open it the static data will be there. Go to File/Save As Select the Save as type: Excel Macro-Enabled template (*.xltm) Next, select Save (do not change the file location) Last, exit Excel. This completes saving your document in the correct format, as well as, in your My templates folder for future easy retrieval. 6
7 Opening Your New Template To open your template (Office 2010) and prepare a deposit: File/New/My templates For Office 2013 click File/New/Personal/Documents 7
8 Prepare Bank Deposit Ticket The Office of Treasury Services orders all bank deposit ticket supplies and assigns your office a unique department number. The bank deposit ticket book is necessary to complete this process. Use bank deposit tickets that have your department name and assigned number on them. Do not share your bank deposit tickets or use those from another department. Limit of 125 checks per deposit. You can use one bank deposit ticket and distribute revenue to different FOAPAL accounts 8
9 Prepare Your ND Deposit Slip Fill in the Bank Deposit Date: This is the date your deposit will be delivered to 1 st Source Bank Next, fill in the Deposit ID which will be different each time you make a new deposit based on the unique deposit ID number on your bank deposit ticket. This can be done two ways; 1) click on Create Deposit ID button and enter your number in the pop up box or 2) type it directly in the grey space next to Deposit ID. The number on the bank deposit ticket is a sequential 8 digit number and will change with each deposit ticket. If the number starts with a zero it needs to be entered in the pop up box, note, it will disappear as it auto fills the Deposit ID cell. That s OK. 9
10 Prepare Your ND Deposit Slip cont... Complete the Summary sections, beneath the XA, currency & coin amounts, the #checks and the total Amount of your checks Complete the FOAPAL s you will be using for this deposit, Amount and GL Description For reconciliation purposes, the general ledger system combines transactions with like GL Descriptions for deposits submitted in the same day. A solution is to use a date or unique identifier at the beginning or end of each GL Description. Important Notes: Run a tape of your checks, currency & coin (each done separately) to verify balances and to turn in with your deposit Endorse all checks Do not cut and paste or copy and paste as it could break the macros 10
11 Clearing Zero Dollar Records The general ledger system cannot accept empty Amount cells next to FOAPAL # s or zero dollars. Therefore, there is a new Clear Zero Dollar Records macro to eliminate the FOAPALS you don t use in a given deposit. It is required to click if there are any empty rows/amounts in order to properly complete the deposit slip. Click this button to clear the rows with empty cells/zero dollars next to a row with a FOAPAL # in it. Having saved this file as a template, the next time you open it all of your FOAPAL s will reappear. Shown below is the deposit slip after you click the Clear Zero Dollar Records button Important Note: Negative dollar amounts are no longer accepted. Please contact Accounting & Financial Services for assistance. 11
12 Printing ND Departmental Deposit Slip Your ND Departmental Deposit Slip is complete and ready to print when the Notification Area contains only BALANCED with no red notifications. You may now print a copy of the ND deposit slip for your files. Note: 1 st Source will only want the bank deposit ticket in the deposit bag (the above ND deposit slip is processed on the University side through the file sent to the Controller) 12
13 Saving ND Departmental Deposit Slip Save as an electronic copy for future reference To save a completed deposit slip File/Save As/ Excel Macro-Enabled Workbook (*xlsm) (don t save over your template file) Saving as a Workbook is different than saving as a Template. Saving as a Workbook is a best practice to save your newly created deposit for your records. 13
14 File to Controller for Posting Click file to Controller If the deposit slip has not yet been saved before you click file to Controller a reminder message will appear and prevent the from being sent 14
15 File to Controller for Posting cont... The screen below will appear with your completed deposit slip automatically placed in the Attached: section You can copy others in this message if you like Be sure not to change the To or Subject: line. The is sent to the box and the subject line helps the Controller s Office to identify your deposit for the posting Finally, hit the Send button 15
16 Prepare Deposit Bag Complete the top section of the deposit bag and tear off to keep for your records Complete Depositor Name and Financial Institution Name on the outside of the deposit bag Complete ALL in Said to Contain section Place cash, coin and endorsed checks, along with the BANK deposit ticket, and calculator tape(s) in the bag Seal the deposit bag Now your deposit is ready! 16
17 Contacts Accounting & Financial Services Chuck Pope: or Treasury Services Wendy Mott: or 17
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