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A/R Depositing SOP-All Types

ACH Deposits

1) Receive ACH payment sheets from Accounts Payable

2) Pull the Invoices from the A/R Black Boxes next to filing cabinets in billing office

3) Match the Invoices to the ACH payment sheet and attach the to Accounts Payable invoice copy

4) Use your Self Inking Paid Stamp and a Red Pen to mark both the original and the accounts payable copy invoices:

  • Stamp the invoices
  • Write the payment ID number (under check number section) and date where specified
  • Circle the total amount on the Invoice
  • If there are multiple invoices paid from (1) ACH payment make an asterisk * next to Paid on the Invoice

5) Give back stack of ACH deposits to Accounts Payable to enter into system

6) Put (2) invoice copy on filing cabinet to be scanned

 

Check Deposits

1) Receive Check in the mail from customer for an open invoice

2) Pull the Invoices from the A/R Black Boxes next to filing cabinets in billing office

3) Match the Invoices to the Check and attach the stub to the original invoice for scanning

4) Use your Self Inking Paid Stamp and a Red Pen to mark both the original and the accounts payable copy invoices:

  • Stamp the invoices
  • Write the check number and date where specified
  • Circle the total amount on the Invoice
  • If there are multiple invoices paid from (1) Check make an asterisk * next to Paid on the Invoice
  • Use the FDC bank self inking deposit stamp
  • Stamp the back of each check

5) Use a Blank Deposit Slip and write the name of the customer on the left line of the deposit slip and the amount of the check in the right column of the deposit slip

6) Calculate the Total and write it on a sticky note

  • Stick it to the top of the Deposit Slip
  • Organize the checks and invoices how they were entered on the deposit slip and use a paperclip to attach the Deposit Slip, Checks and Accounts Payable Invoices

7) The original copy of the Invoice goes on top of the filing cabinet to be scanned

8) If total amount of deposits is over $5,000, can be deposited that day. If under $5,000, verify with Accounts Payable if they want processed or if they want to hold until more checks are received. If being held, place pack of checks and invoices in safe and wait for next day’s mail run. If ready for processing, give to accounts payable to process. (If accounts receivable has been assigned the duty of online deposit, follow steps in “Online Deposits” instructions.)

Credit Card Deposits

1) Receive cleared credit card payments from Accounts Payable

2) Pull the Invoices from the A/R Black Boxes next to filing cabinets in billing office

3) Match the Invoices to the credit card receipt and attach the to Accounts Payable invoice copy

4) Use your Self Inking Paid Stamp and a Red Pen to mark both the original and the accounts payable copy invoices:

  • Stamp the invoices
  • Write the credit card type (i.e., Visa, MC, Amer., etc) and last 4 of credit card (under check number section) and date where specified
  • Circle the total amount on the Invoice
  • If there are multiple invoices paid from (1) credit card payment make an asterisk * next to Paid on the Invoice

5) Attach all Accounts Payable copies together with a paper clip with the first page being the one with the total amount to be deposited written on it in pencil (done by Accounts Payable)

6) Give back stack of ACH deposits to Accounts Payable to enter into system

7) Put (2) copy of invoice on filing cabinet to be scanned

 

 

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