Deposit Record ID
Deposit Type
The deposit type. The deposit type determines the default GL batch, bank account, reference expression, and description expression for the deposit.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Date
The deposit date. The default date is the current date. The deposit date becomes the GL posting date for all receipts linked to the deposit. If another deposit of this type already exists for the same date, ActivityHD increments the instance counter by 1 so that the deposit is uniquely identified.
Notes
If you change the date on a deposit with unmerged receipts, the receipts are flagged as having "Invalid GL" until you update their GL dates to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.
If you change the date on a deposit with merged receipts, you are unable to merge the associated GL entry until the GL dates on all the deposit's receipts match the deposit date.
Instance
A counter used so that multiple deposits of the same type on the same day can be uniquely identified. When you create a new deposit, leave this field blank; ActivityHD assigns the next available instance number.
Status
Deposit statuses control whether receipts can be added to or removed from a deposit. There are three possible statuses:
- New. A new deposit has not been taken to the bank and is eligible to be assigned to receipts. A new deposit can be assigned to any unmerged receipt or to any merged receipt with an unmerged GL entry.
- Hold. The deposit has not been taken to the bank and it is not available for assignment to or removal from receipts. A deposit cannot be placed on hold if it references an unmerged receipt or if its control total and receipt amount do not match. Use "Hold" status, for example, if you are waiting on the actual deposit date but do not want changes made to any of the receipts in the deposit.
- Locked. Set a deposit's status to "Locked" when it has been taken to the bank. ActivityHD does not allow the deposit to be assigned to or removed from any receipt. Locking a deposit prevents changes to the deposit and preserves its receipt detail indefinitely. A deposit cannot be locked if it references an unmerged receipt or if its control total and the receipt amount do not match. A receipt's GL entry cannot be merged unless the deposit status is "Locked". This protects the integrity of the bank transaction that is created during the GL merge for the deposit. Once the associated GL entry is merged, the status on a locked deposit cannot be changed.
Voided
This checkbox is system-maintained and cannot be changed. A marked checkbox indicates that all receipts on a "Hold" or "Locked" deposit are voided.
Deposit tab
General Ledger
GL Batch
The GL batch name defaults from the deposit type. If you need to change the batch name, enter the name in this field. The batch name is copied to all receipts linked to the deposit. Related receipts must have the same batch name so that they can be summarized into the same GL entry detail line and into a single Bank Reconciliation transaction.
Note
If you change the GL batch on a deposit with receipts, the receipts are flagged as having "Invalid GL" until you update their GL batches to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.
Bank Account
The bank account defaults from the deposit type. If you need to change the bank account, select the appropriate bank account number. The bank account number is copied to all receipts linked to the deposit. Related receipts must have the same bank account so that they can be summarized into the same GL entry detail line and into a single Bank Reconcilation transaction.
Note
If you change the bank account on a deposit with receipts, the receipts are flagged as having "Invalid GL" until you update their bank accounts to match. Receipts with invalid GL cannot be merged until the issue is resolved. Either edit the receipts one-by-one or run the Validate GL wizard on them in the Receipts folder.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
GL Entry
The batch and entry number of the GL entry associated with the receipts in the deposit. This field is blank until the deposit's receipts are merged.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Bank Transaction
Expressions
Mark this checkbox if you want to view or edit the expressions used to generate the bank transaction reference and description. The Bank Transaction section expands to show the Reference and Description entry fields.
Reference
Reference expression. This field is visible if you mark the Expressions checkbox. The expression in this field defaults from the deposit type. You can build the reference using literal text and/or keywords that pull information from the deposit, receipt, or customer (receipt and customer information can only be used if the deposit contains exactly one receipt). The resulting reference value can contain up to 20 characters. The reference value is copied to the Reference field on the bank transaction when the transaction is created during GL merge.
Reference value. This field displays the actual reference that results from the reference expression. This reference is used on the bank transaction.
Description
Description expression. This field is visible if you mark the Expressions checkbox. The expression in this field defaults from the deposit type. You can build a description using literal text and/or keywords that pull information from the deposit, receipt, or customer (receipt and customer information can only be used if the deposit contains exactly one receipt). The resulting description value can contain up to 40 characters. The description value is copied to the Description field on the bank transaction when the transaction is created during GL merge.
Description value. This field displays the actual description that results from the description expression. This description is used on the bank transaction.
Transaction
The bank transaction associated with the deposit. This field is blank until the deposit's GL entry is merged.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Control Total
If you know the total deposit amount, you can enter it in this field. This helps validate that all receipts are included in the deposit. ActivityHD does not let you change the status of the deposit to "Hold" or "Locked" until the total receipts add up to this amount. If you don't know the deposit total now or if you don't want the extra validation, you can leave this field blank.
Totals table
This table shows subtotals by receipt type for all receipts linked to the deposit. If multiple receipt types are represented, a grand total for all receipts is also shown.
Receipt Type
The receipt type.
Count
The number of receipts of the corresponding receipt type in the deposit.
Amount
The total dollar amount of receipts of the corresponding receipt type in the deposit.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Reference
From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Receipts tab
The Receipts pane shows the Receipts HD view filtered to show all receipts on the selected deposit.
Double-click a row in the pane to drill down to its record in the Receipt window.
Notes tab
The Notes pane shows the Notes HD view filtered to show all notes for the selected deposit.
Double-click a row in the pane to drill down to its record in the Note window.
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Attachments
The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.
Preview pane
If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.
Change Logs tab
This tab is visible if the user has "Change Logs" access to the associated data folder resource.
The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.
Double-click a row in the pane to drill down to its record in the Change Log window.
Other tab
Memo tab
To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.
Timestamps tab
This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.
Developer tab
This tab is visible only when developer features are enabled.
Automation subtab
This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.
Export (XML | JSON) subtab
This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.
Import (XML | JSON) subtab
This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.
Change Log (XML | JSON) subtab
This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.
This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.
Select Statement (SQL) subtab
This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.
Create a deposit
. The New Deposit window opens.
, or open the deposit and select 
> Edit > Delete. In either case, 
.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).