Deposits & Undeposited Funds

A Deposit is how you record taking money to the bank in the VMX Ledger. If your store also uses the Ledger's Undeposited Funds picker, the Deposit screen shows you a list of days waiting to be banked and lets you tick off the ones that are in today's bank bag, instead of you having to remember or look up the amounts yourself.

Availability

The Ledger is enabled per-client by VMX — most stores use QuickBooks instead and will not see a Ledger tab in Admin. If you'd like to discuss using the VMX Ledger, contact help@vmxllc.com.

The Undeposited Funds picker described on this page is a further, separate setting on top of the Ledger itself. A store using the Ledger without this setting turned on still has a normal Deposit screen — it just won't show the picker panel, and deposits are entered by hand. If you'd like to discuss turning the picker on, contact help@vmxllc.com.

Within a store that has both enabled, each user also needs the GL admin permission (managed on the Admin → Permissions page) to see the Ledger tab. Some users are additionally set up as view-only for the Ledger — they can open and read a deposit, but the picker panel itself does not appear for them, and there's no Save button.

What Undeposited Funds is

Most stores don't walk cash and cheques to the bank the moment a sale happens — they collect a day's takings and deposit them later, sometimes bundling several days together. Undeposited Funds is the holding account that tracks money your store has already taken in but hasn't banked yet. If your store posts sales to the Ledger automatically, each day's cash and cheque total lands in Undeposited Funds on its own, the moment that day's sales post — before anyone has touched the Deposit screen at all.

The Undeposited Funds picker is simply a way of doing that bank trip in the Ledger: it shows you every day sitting in Undeposited Funds that no deposit has claimed yet, so you can tick off the ones you're taking to the bank right now and let VMX move them out of Undeposited Funds and into your bank account's balance.

Make a deposit

1. In Admin, click Ledger.
2. Open the slide-out menu on the left (click the arrow handle on the left edge) and, under New, click Deposit.
3. Fill in the Date, Memo, and the Bank/credit account the money is going into.
4. Under the Undeposited Funds heading ("tick what's in today's bank bag"), you'll see a table of every day still waiting to be banked, with its Date, Source (a short description of where the money came from), and Amount. If nothing is waiting, this table is replaced with Nothing undeposited.
5. Tick the box next to each day you're taking to the bank right now. Each day you tick adds a line for it further down the page, crediting Undeposited Funds for that day's amount — untick a box you ticked by mistake and its line disappears again.
6. Check the Selected total shown under the picker against your actual bank deposit slip or the cash and cheques in hand — it adds up only the days you currently have ticked.
7. Click Save.

Once saved, every day you ticked is considered banked and drops out of Undeposited Funds — it won't appear in the picker again on a future deposit (see "Why a banked day drops off the list" below).

Add a manual line to a deposit

Not everything in a bank deposit comes from a picked day. A bank sometimes takes a small fee out of the deposit before crediting your account, or you might hold back some cash instead of depositing all of it. For these, add a line directly rather than using the picker:

1. On the Deposit screen, click Add Lines below the lines table.
2. Choose the Account for the new line — for example, a bank fees expense account, or your cash-on-hand account if you're holding cash back.
3. Enter the Amount and an optional description.
4. Click Save.

A manual line like this works alongside picked days in the same deposit — you can tick two days from the picker and add one manual fee line, and the deposit posts all three together.

Reopen a saved deposit

Opening a saved deposit again (from a report, from search, or from the Undeposited Funds account's own register) shows you the same picker, with the days it already claimed still ticked — you're not starting from a blank picker every time you check a deposit. Any day still waiting to be banked also still shows up in the list, unticked, exactly as it would on a new deposit.

Delete a deposit

Deleting a deposit automatically frees every day it had claimed — they go straight back into the Undeposited Funds picker as if the deposit had never been made, with no extra cleanup needed on your part. This also applies if you remove a day's line from the deposit by hand (using the lines table's own delete, not by unticking its checkbox — see "Unticking a day does not delete its row" below) and then save: that day is freed the moment you save, whether or not you delete the whole deposit.

Why a banked day drops off the list

Once you save a deposit with a day ticked, that day is claimed — it no longer shows up in the Undeposited Funds picker on any other deposit, because it's already been banked. This is what stops the same day's takings from being deposited twice by accident. If you reopen the same deposit that claimed it, you'll still see it there, ticked (see "Reopen a saved deposit" above) — it's only missing from other deposits' pickers.

Unticking a day does not delete its row — you have to

This is the one part of the picker that catches people, so read it even if you think you already know how the picker works.

When you untick a day that was already ticked when you opened the deposit (as opposed to one you just ticked yourself this session), VMX releases that day back to the Undeposited Funds pool so it can be picked up by another deposit — but it does not remove the row that day put on this deposit. That row stays on the deposit exactly as it was, still crediting Undeposited Funds for that amount. The deposit still balances with the row left in, so nothing stops you from saving it as-is.

Left alone, that creates a real problem: the same day's money gets credited to Undeposited Funds twice — once by the row still sitting on this deposit, and again by whichever deposit banks it next. VMX can't safely delete the row for you automatically, because a deposit is allowed to hold lines you added on purpose (see "Add a manual line to a deposit" above), and there's no way for VMX to tell your manual line apart from a leftover picker row by looking at the amount alone.

If you untick a day you'd already picked, delete its row from the lines table yourself before saving — or simply re-tick the box instead, if you didn't mean to untick it. VMX flags the row for you as a reminder: it turns the row's background pale yellow, and hovering over it shows a tooltip reading:

This line's Undeposited Funds pick was unticked above, but this row still credits Undeposited Funds for that amount -- it was not removed automatically. Delete or adjust this row if you don't want it included, or re-tick the box above.

Re-ticking the same box clears the yellow highlight and the tooltip. See "The yellow highlight is a hint, not proof" below for a limitation of this particular signal — and read "The Undeposited Funds Warning when you save" next, since that warning is the one you can always trust.

The Undeposited Funds Warning when you save

Because a leftover row like the one described above doesn't stop a deposit from balancing, VMX checks for it separately when you click Save. If any previously-ticked day was unticked without its row being removed, saving raises a pop-up titled Undeposited Funds Warning. Its wording adjusts to how many rows are affected:

• With exactly one: "1 Undeposited Funds pick was unticked, but its credit row is still on this deposit. Save anyway?"
• With two or more: "N Undeposited Funds picks were unticked, but their credit rows are still on this deposit. Save anyway?" (with the actual count in place of N)

Both forms come with the same two buttons: Save anyway and Let me fix it. Choosing Let me fix it cancels the save and returns you to the deposit so you can delete the leftover row (or re-tick the box); choosing Save anyway saves the deposit as it stands, leftover row included.

This warning counts unticked days directly, so its count is always correct — trust it completely, even in the one case (below) where the yellow highlight on the row itself isn't fully reliable.

The yellow highlight is a hint, not proof

The pale yellow highlight described above (in "Unticking a day does not delete its row") is meant to point you straight at the row you need to deal with — but it has one limitation worth knowing before you rely on it.

VMX doesn't keep a permanent record linking a specific row in the lines table back to the specific day that created it — only a record of which day is currently claimed by which deposit. So when VMX decides which row to highlight, it's matching them up by their position on the page, not by an actual stored connection between the two.

With a single day ticked, there's only one possible match, so the highlight always lands on the correct row. With two or more days ticked at once, the highlight can land on the wrong row — it might mark a row that's actually fine, and leave the true leftover row unmarked, and an unnoticed leftover row is what lets a day's money get banked twice (see "Unticking a day does not delete its row" above).

This doesn't affect whether your deposit is correct, and it doesn't affect the warning described above — the Undeposited Funds Warning counts unticked days directly and is right regardless of which row got highlighted. So if you're ever unticking two or more previously-picked days in the same sitting: trust the count in the warning, and treat the yellow highlight as a hint pointing you in roughly the right direction rather than a guarantee of exactly which row to delete. If you're not sure which row is the leftover one, compare the lines table against the days you meant to keep ticked, or contact help@vmxllc.com.

When the picker can't show a day this deposit already banked

The Undeposited Funds picker only lists days inside the range your store's Ledger is set up to cover. In day-to-day use, every day a deposit banks is inside that range, so the picker shows all of them.

Two ordinary things can move a day outside it after it has already been banked: VMX moving the picker's start date forward for your store, or someone correcting the date on the original sale or receipt to a date before that start date. When that happens, the day is still banked by its deposit — the deposit is still correct — but the picker can no longer show a tick box for it.

If you reopen a deposit in that situation, a red note appears above the picker naming how many days are affected, and you'll see fewer rows in the picker than the deposit actually banks. Saving the deposit is safe: VMX leaves those days banked, because you were never shown a box to untick for them. The Selected total under the picker only adds up the days it can show, so in this one case it will be less than the deposit's own total — compare against the lines table rather than the picker total.

If one of those days genuinely needs to be released back into Undeposited Funds, contact help@vmxllc.com — it can't be done from the picker, by design.