Run a Deposit

A deposit links one or more posted Sessions to a real bank deposit for reconciliation. This guide walks through creating a deposit, selecting sessions, verifying totals, and reconciling against the bank.

Prerequisites

• At least one Session in Posted status (not already linked to a deposit)
• A bank account configured under Settings → Finance
• FINANCE_ADMIN or SUPER_ADMIN role

Step-by-Step

1. Navigate to Deposits

1. Open Steward from the header mega menu
2. Click Deposits
3. Click the + New Deposit button to start

2. Select Sessions

1. The left panel shows a table of all unlinked (posted) sessions
2. Each row displays the Batch #, Service name, Date, Campus, and Amount
3. Use the search bar to filter by batch number or service name
4. Click the checkbox on each session you want to include, or use Select All
5. The Deposit Summary card on the right updates with the combined total and session count

3. Fill in Deposit Details

1. Deposit Date — Defaults to today. Set to the date you physically deposited funds at the bank
2. Bank Account (required) — Select from your configured accounts. The default account is pre-selected
3. Bank Reference — Optional. Enter the deposit slip number or bank reference for paper trail
4. Notes — Optional. Add context about this deposit

4. Create the Deposit

1. The validation indicator at the bottom of the summary shows “Ready to create deposit” in green when all required fields are set
2. Click Create Deposit
3. You are redirected to the Deposit Detail page

5. Verify on the Detail Page

1. The detail page shows the deposit status badge: Pending (amber), Reconciled (green), or Discrepancy (red)
2. Review the list of linked sessions and their individual amounts
3. Confirm the Expected Amount matches what you deposited at the bank

6. Reconcile the Deposit

1. Click the Reconcile button (available in the header or action bar)
2. Enter the Actual Amount from the bank — pre-filled with the expected amount
3. Optionally update the Bank Reference and add Notes
4. If the actual amount matches the expected amount, the deposit status becomes Reconciled
5. If there is a difference, the deposit is flagged as Discrepancy for investigation

What’s Next