When the week's checks go to the bank, they go together: one deposit slip, one line on the bank statement. The deposit register (Payments → Deposit register) mirrors that: group incoming payments into a deposit batch, print the slip, take it to the bank, then mark the batch deposited.
Creating a batch
Click New deposit batch and set the deposit date, an optional bank account (your saved deposited-to accounts), and an optional memo. Batches number sequentially (DEP-YYYY-NNNN), and a deleted batch's number is never handed to a survivor. You can also create one inline from Record Payment via the optional Deposit batch picker.
Adding payments
Most people batch after recording: the register's Unbatched incoming payments list shows recent live incoming payments not yet on a slip, tick the ones in hand, pick the open batch, and Assign. A payment sits in at most one batch; remove it from the old batch first to move it.
Only money that physically goes to the bank can join a batch:
- Incoming (asset-loan) payments with real cash. Outbound payments (including AutoPay-cascaded underlying payments) are disbursements, not deposits.
- No $0 rows: applying held suspense funds moves no new cash (the cash deposited with the original suspense hold: batch that payment).
- No reversed or deleted payments: and if a batched payment is later reversed or deleted, it stays visible flagged excluded but drops out of the count and total automatically.
Editing an open batch
While a batch is still open, Edit changes its date, bank account, or memo (Manager+). The edit form also takes an optional audit note. Any role may leave it blank, and when you do write one (say, "corrected per the bank slip") it rides the edit's audit-trail entry.
Marking it deposited
Click Mark deposited once the batch is at the bank. The batch locks so the register keeps matching the stamped slip. An Admin or Owner can Reopen it (with a reason; the Owner may skip it) to make corrections. Deleting is for open batches only and never deletes the payments. They just return to the unbatched list.
The printable slip
Every batch has a Slip link: a clean printable page with each item (date, loan, from, method, check #, amount), the count, the total, and sign-off lines for you and the teller.
The accounting export
On the QuickBooks / Xero export, every journal row carries Deposit Batch and Deposit Date columns so your bookkeeper ties each entry to the bank deposit it arrived in (blank when unbatched).
Everything (create, edit, delete, reopen, mark deposited, and every assignment in or out) is audited.