If you receive payments by check, simply dropping off or mailing the check to your bank isn't enough — you also need to record it in your books. The good news: Springly makes it easy.
In this article, you'll learn how to:
How check deposit slips work
When you record a check payment, the check sits in an intermediate state:
- It appears in the list of checks pending deposit under Accounting > Book entry > Deposit slip;
- It is linked in the books to account 511200 - Checks pending deposit.
The deposit slip process serves two purposes:
- Automatically generate a deposit slip to submit to your bank;
- Link the journal entry to a account 512 (Bank) once the deposit is recorded.
It's important to properly deposit checks so that the journal entry is linked to a bank account. For example, a check that hasn't been deposited will not appear in the bank reconciliation.
Note: If you've recorded multiple check payments for the same revenue entry, only checks marked as Received will appear on the Deposit Slip page — that is, checks for which the "Payment received" box has been checked.
For example, the $5 check shown below will appear on the Deposit Slip page.
Create a deposit slip
You've recorded several check payments under Book entry > Revenue and are now ready to process your deposit slip.
Go to Accounting > Book entry > Deposit slip.
Once on this page, here's how to deposit your checks:
- Select the checks you want to deposit;
- Click the Deposit X checks button that appears, then enter the date of the deposit and the bank account you want to deposit the checks into;
- Click Save: your checks have been deposited. The deposit slip PDF opens automatically.
A new tab automatically opens with the generated deposit slip.
Note: We now generate a separate deposit slip for other check types (ANCV, sports vouchers, etc.) showing the Third party linked to the journal entry instead of the Issuer, since that field is not collected when recording this type of check.
Once the checks have been deposited, you can find them under the Check History tab.
Important: You cannot deposit checks of different types at the same time — for example, a regular check and an ANCV voucher check.
Springly will display an error message if you attempt to do this. Use the filters and icons to easily select a single check type.
Edit a deposit slip
Did you record your deposit slip with the wrong date or the wrong bank account? Here's how to fix that.
Go to Accounting > Book entry > Deposit slip, then open the Deposit slips tab.
Use the filters to find the deposit slip in question and click the Edit icon. A dialog box will open, allowing you to update the bank account and the deposit date.
Delete a deposit slip
If you made a mistake when processing a deposit, or a check was included by error, you can delete the deposit slip without affecting your books.
Delete an entire deposit slip
In the Deposit slips tab, find the deposit in question and click the Delete deposit icon.
The deposit slip has been deleted: all checks linked to it are moved back to the pending deposit list, and the corresponding bank deposit journal entry is removed.
Deleting a check that has already been deposited
Deleting a check that has already been deposited will also delete the associated deposit slip. You will then need to re-record the deposit slip.
Warning: deleting a check that has already been deposited will cancel the entire deposit slip. All checks linked to that deposit will be moved back to the pending deposit list. Note that you cannot process a deposit slip if the accounting period is closed.
Canceling the deposit will also undo the validation of the bank reconciliation statement where this deposit had been pointed.
If a check has been bounced by the bank, follow the steps described here.
Find a check that isn't showing up
Several checks have been dropped off at your nonprofit's office and you want to deposit them at the bank.
You go to the Deposit slip page to locate the checks and generate a slip — but one of them is missing and doesn't appear on the page.
It may simply not have been recorded or marked as paid in the system.
As a reminder, the Deposit Slip page shows all checks marked as paid in Springly. For example, if a member hasn't handed in their check yet and hasn't paid their sign-up fee, that check won't appear on the Deposit Slip page. The first step is to confirm that you've recorded the transaction and marked it as paid.
To track down the transaction, you have a few options:
- Use the Search page or the "Accounts Receivable & Payable" page under Accounting > Book entry > Track your accounts receivable and payable;
- Check one of your configured campaigns (for example, if it's a membership payment, find the member in the registrant list of the relevant Membership Campaign);
- Browse the Community section and look up the profile of the check's issuer. Keep in mind that the person who wrote the check may not be the one linked to the transaction in the system (e.g., a parent paying their child's membership).
Once you find the transaction, simply mark the check as paid. Click on the transaction details, then click Add a payment at the top and enter the check payment information.
The check will then appear on the Deposit Slip page.
You can then select the checks you want, generate a deposit slip, and take everything to the bank.
If you still can't find the transaction, it likely hasn't been recorded yet. In that case, record the check through one of the available campaigns (Membership Campaign, Donation Campaign, Event, Product Sales) or use the Accounting Book entry tool.
Learn more
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