Presentation on theme: "ND Departmental Deposit Slip Procedures for Check Deposits with JPMorgan Chase Fall 2013."— Presentation transcript:
1 ND Departmental Deposit Slip Procedures for Check Deposits with JPMorgan Chase Fall 2013
2 Table of Contents Overview Pg. 3 Deposit Slip Template Introduction Pg. 4-6Preparing the Deposit & Deposit Slip Pg. 7-14Preparing the Deposit Bag if one is needed Pg. 15Contacts Pg. 16
3 One Time Only Procedures OverviewOne Time Only ProceduresReceive ND departmental deposit slip from Treasury Services with pre-determined Dept. CodeCustomize ND departmental deposit slip and save as a templateExit ExcelRecurring ProceduresOpen Excel and file in ‘My templates’Enter deposit date = ‘Bank Deposit Date’Click ‘Create Deposit ID’Fill out and complete the ND departmental deposit slipRun a tape of your checksClick ‘Clear Zero Dollar Records’Print one ND Departmental Deposit SlipSave as a workbook fileClick ‘ file to Controller’SendIf you use a deposit bag, complete it accordinglyDeliver deposit to the Controller’s Office or Treasury Services
4 New ND Departmental Deposit Slip for RDC Depositors If you deposit checks and are close to Grace Hall or the Main Building this process is for you!Looks much the same as before with enhancementsThe Office of Treasury Services will send you a JPMorgan Chase Deposit Slip specific to your department with a predetermined ‘Dept. Code:’ already entered
5 Customize Your ND Departmental Deposit Slip Static data, located in the grey area, such as your department name, deposited by, phone number, and campus address can be entered and savedYou may also enter FOAPAL’s you use regularly to help minimize future keyingWhile you are setting up your new template, you can ignore the red messages in the ‘Notification Area’. These will go away when you complete the deposit slip.
6 Saving ND Departmental Deposit Slip the First Time Once you have customized your deposit slip, save as a template. Each time you open it the static data will be there.Go to File/Save AsSelect the ‘Save as type:’ Excel Macro-Enabled template (*.xltm)Next, select ‘Save’ (do not change the file location)Last, exit Excel. This completes saving your document in the correct format, as well as, in your ‘My templates’ folder for future easy retrieval.
7 Opening Your New Template To open your template (Office 2010) and prepare a check deposit: File/New/My templatesFor Office 2013 click File/New/Personal/Documents
8 Prepare Your ND Deposit Slip Fill in the ‘Bank Deposit Date:’ This is the date you are delivering your deposit to Treasury Services (415 Main) or the Controller’s Office (801 Grace)You must create a unique Deposit ID each time you make a new deposit. To do so, click on the ‘Create Deposit ID’ button. The macro will create a unique deposit ID using a date/time stamp macro and your predetermined Dept. Code.
9 Prepare Your ND Deposit Slip cont. . . Complete the Summary sections, beneath the WD, with the #checks and the total Amount of your checksComplete the FOAPAL’s you will be using for this deposit, Amount and GL DescriptionFor reconciliation purposes, the general ledger system combines transactions with like GL Descriptions for deposits submitted in the same day.A solution is to use a date or unique identifier at the beginning or end of each GL Description.Important Notes:Run a tape of all your checks to verify balances and to turn in with your depositEndorse all checksDo not cut and paste or copy and paste as it could break the macros
10 Clearing Zero Dollar Records The general ledger system cannot accept empty ‘Amount’ cells next to FOAPAL #’s or zero dollars. Therefore, there is a new ‘Clear Zero Dollar Records’ macro to eliminate the FOAPALS you don’t use in a given deposit. It is required to click if there are any empty rows/amounts in order to properly complete the deposit slip.Click this button to clear the rows with empty cells/zero dollars next to a row with a FOAPAL # in it. Having saved this file as a template, the next time you open it all of your FOAPAL’s will reappear.Shown below is the deposit slip after you click the ‘Clear Zero Dollar Records’ buttonImportant Note: Negative dollar amounts are no longer accepted. Please contact Accounting & Financial Services for assistance.
11 Printing the ND Departmental Deposit Slip Your ND Departmental Deposit Slip is complete and ready to print when the ‘Notification Area’ contains only BALANCED with no red notifications.In the spirit of going GREEN:Print one copy to accompany your check deposit to Treasury or the Controller’s OfficeIf you need a receipted deposit slip, print one copy to accompany your check deposit and request a receipted confirmation ed back to you.
12 Saving the ND Departmental Deposit Slip Save as an electronic copy for future referenceTo save a completed deposit slipFile/Save As/ Excel Macro-Enabled Workbook (*xlsm) (don’t save over your template file)Saving as a Workbook is different than saving as a Template. Saving as a Workbook is a best practice to save your newly created check deposit for your records.
13 E-Mail File to Controller for Posting Click ‘ file to Controller’If the deposit slip has not yet been saved before you click ‘ file to Controller’ a reminder message will appear and prevent the from being sent.
14 E-Mail File to Controller for Posting cont. . . The screen below will appear with your completed deposit slip automatically placed in the ‘Attached:’ sectionYou can copy others in this message if you likeBe sure not to change the ‘To…’ or ‘Subject:’ line. The is sent to the box and the subject line helps the Controller’s Office to identify your deposit for the postingFinally, hit the ‘Send’ buttonYou are now ready to take your deposit to Treasury Services, 415 Main Bldg.!If you take your deposits to theController’s Office, 801 Grace Hall,Place your deposit slip and checks in a deposit bag.See the next slide for procedures.
15 You are now ready to take your deposit to the Controller’s Office! Complete Deposit BagUse deposit bags only if dropping deposit in the Controller’s Office drop box. If you deliver to Treasury Services, Main Bldg., then you will not need a bagComplete the top section of the bag and tear off to keep for your recordsComplete Depositor Name and Financial Institution Name on the outside of the deposit bagComplete ALL in ‘Said to Contain’ sectionPlace endorsed checks, along with the departmental deposit slip, and calculator tape in the bagSeal the deposit bagYou are now ready to takeyour deposit to the Controller’s Office!