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Recording a deposit is the most frequent transaction you perform as a treasurer. When a member hands over cash or sends a payment, you have everything you need to get it into the system within sixty seconds — and Agatabo handles all the accounting automatically. Before you begin, make sure you have the exact amount, know which bank account received the funds, and have confirmed the date the payment was actually made.
Prerequisites before recording a deposit:
  • You hold the savings:write permission.
  • The member exists in the system and has been assigned a member role.
  • You know the exact deposit amount, the receiving bank account, and the transaction date.
Deposits create permanent accounting entries. Always verify the member name and amount before saving. While you can correct errors in an open period, fixing them requires creating reversal entries — which adds noise to your books. Enter correctly the first time.

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Recording a Deposit

1

Navigate to Deposit History

Click Savings in the left sidebar, then select Deposit History from the submenu.
2

Open the recording dialog

Click the Record Deposit button in the top-right corner of the page.
3

Fill in the deposit details

Complete every required field in the form. See the field descriptions below.
4

Review and confirm

Double-check the member name, amount, and bank account. When everything looks correct, click Save.

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Field Reference

FieldDescriptionRequired
MemberThe organization user making the deposit. Use the search field to find them by name.Yes
AmountDeposit amount in the organization’s currency. Enter the exact figure — do not round.Yes
Bank AccountThe cash or bank account that physically received the funds.Yes
DateThe date the payment was received (defaults to today). Change this if you are recording a prior-day deposit.No
DocumentsA receipt photo, bank slip, or mobile money screenshot for your audit trail.No

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Example

Member:       Jane Uwase
Amount:       25,000 RWF
Bank Account: Cash — Main Office
Date:         2026-06-08
Documents:    receipt_june8.jpg

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What Happens Automatically

When you click Save, Agatabo performs the following steps in a single atomic operation:
  1. Creates a double-entry journal entry — debiting the selected cash account and crediting the member’s savings ledger account.
  2. Updates the member’s savings balance — the new balance is visible immediately.
  3. Logs the transaction in the audit trail — records your user ID, timestamp, and all deposit details.
  4. Refreshes dashboard metrics — Total Savings and Cash Balance update in real time.
  5. Sends a notification (if configured) — the member receives an SMS or email with the deposit amount and their new balance.

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Journal Entry Created

For the example above, Agatabo posts:
DateAccountDebitCredit
2026-06-08Cash — Main Office25,000—
2026-06-08Jane Uwase — Savings—25,000
Assets (Cash) increase and liabilities (Member Savings) increase by the same amount, keeping the accounting equation balanced.

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Verifying the Deposit

After saving, confirm the deposit was posted correctly by checking any of these five locations:
1

Deposit History table

Go to Savings → Deposit History. The new deposit appears at the top of the list with the correct date, member, and amount.
2

Member's savings records

Navigate to Organization Users, click the member’s name, then open the Savings tab. The deposit appears in their transaction history.
3

Savings by User

Go to Savings → Savings by User, find the member, and confirm their running balance has increased.
4

Journal Entries

Open General Ledger → Journal Entries and filter by today’s date or search for kind SAVINGS_DEPOSIT. The entry should appear with the correct debit and credit.
5

Ledger Account

Go to General Ledger → Ledger Accounts and search for the member’s savings account. The new credit should be visible in the account’s transaction list.

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Common Scenarios

If you entered the wrong figure and the period is still open:
  1. Go to Savings → Deposit History and find the deposit.
  2. Click the deposit row to open its details.
  3. Click Edit, update the amount, and save.
Agatabo reverses the original journal entry and creates a corrected one. The member’s balance adjusts by the net difference — for example, correcting 10,000 to 100,000 increases the balance by 90,000.
You cannot change which member a deposit is credited to via the edit form. Instead:
  1. Open the deposit, click Delete, and confirm the reversal.
  2. Record a new deposit for the correct member with the same amount and date.
  3. Attach a note explaining the correction for your audit trail.
Alternatively, contact your accountant for guidance if your organization’s policies require a different correction workflow.
Once a period is closed, you cannot edit or delete historical transactions. The correct approach is:
  1. Document exactly what was wrong and what the correct values should be.
  2. Consult your accountant to confirm the appropriate adjusting entry.
  3. Post a manual journal entry in the current open period that corrects the net effect of the error.
  4. Attach documentation referencing the original deposit date and explaining the correction.
See General Ledger → Manual Journal Entries for guidance on posting adjusting entries.
Avoid double-recording. If you are unsure whether a deposit has already been entered, search Deposit History by member and date range before creating a new record. Duplicate deposits inflate member balances and the total savings pool, and reversals are time-consuming to reconcile.
If a member pays their loan at the same time as making a regular savings deposit, record both transactions separately — first the savings deposit, then the loan payment. Mixing them into a single entry makes future reconciliation harder.