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Cheque Clearing & the Deposits List

Last Updated: May 02, 2017 01:18PM PDT

Tailwind allows you to track incoming and outgoing payments in a number of ways. The Payables and Receivables lists show you the individual items as they are created in the system, but they do not necessarily tell you whether a particular outgoing cheque has been cashed by a Vendor, or whether you have actually deposited an incoming payment. The Cheque Clearing and Deposits modules help you keep clearer track of your actual cash flow on an account by account basis.

 

Cheque Clearing

The Cheque Clearing module lets you keep track of which of your outgoing payments – which of your cheques — have actually been received and processed by the Vendors you sent them to. This can help give you a clearer picture of your cash flow, including any outstanding cheques, and avoid being surprised by unexpected draws on your accounts

To begin clearing your Cheques, start by navigating to the Cheque Clearing link in the left navigation, under Administration. This will bring up the Cheque Clearing page.

Every Cheque that Tailwind generates as part of the Bill-paying process is linked to an account, and the first step on the page is to select the account you want to reconcile. Select the account from the drop-down menu at the top of page — this will bring up a list of all the un-cleared cheques linked to that account, as well the total amount of those cheques.

At this point you will need to refer to your actual bank statements, to determine which cheques have cleared the account. Comparing the statements to the list, mark the cleared cheques by selecting the toggle in the ‘Cleared’ column. Once you have marked all the cleared cheques, click on the ‘Save’ button to record the changes. Complete the same process for all your accounts.

 

Deposits

The Deposits module is similar to Cheque Clearing, except you are tracking which of your Invoices have been paid, rather than which of your Cheques has been cashed. There is also an additional step, where Invoices are grouped into account-specific Deposits, so that the system knows which account has received that particular payment.

 

Creating Deposits

A Deposit is a record made up of any number of Invoice Payments, associated with a specific bank account and date. To create a Deposit, navigate to the Deposits list and click the ‘Create’ button at the top of the list.

This will bring up the Create Deposit page, where you can select the associated account and choose a date for the Deposit. This should be the date on which the payments will actually be deposited into the account. Once you have filled out the information, click on the ‘Create’ button to continue.

You will now see the newly-created Deposit record. The next step is to add the actual Invoice Payments to the deposit. To do so, click on the ‘Invoice Payments’ tab and then select the ‘Add Invoice Payment’ button.

This will bring up a list of all existing payments (that are not already assigned to a deposit.) To add a payment to your deposit, simply click on the plus sign to the left of the payment line. Once you have added all the payments you want, you can click the button at the bottom to return to your deposit.

 

Clearing Deposits

Currently, there is no equivalent to ‘clearing’ a Deposit, as there is with Cheque Clearing. We recommend you only Create a Deposit at the point where the payments have actually been deposited into the account in question, in order to ensure maximum clarity about your cash flow and account balance.

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