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What are Deposits?

In Agatabo, deposits are savings contributions made by members. Each deposit increases the member’s savings balance and the organization’s cash. Deposits are the foundation of the organization’s savings pool - they create the pool of funds available for loans.

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How Deposits Work

1

Member makes contribution

Member gives cash, bank transfer, or mobile money payment
2

Treasurer records deposit

Uses Agatabo to record the amount, member, date, and bank account
3

Agatabo creates journal entry

Automatically debits Cash (bank account) and credits Member’s Savings Ledger Account
4

Member balance updates

Member can see updated savings balance immediately
5

Notifications sent

Member receives email/SMS confirmation with deposit details and new balance

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Key Concepts

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Savings Ledger Account

Every member has a savings ledger account that tracks their savings balance:
  • Account Type: LIABILITY (member savings are liabilities to the organization)
  • Created: Automatically when member role is assigned
  • Increases with:
    • Savings deposits
    • Dividend distributions
  • Decreases with:
    • Loan payments (if deducted from savings)
    • Loan disbursements (for fees if configured)
    • Loan defaults (for recovery)
The savings ledger account shows the member’s equity in the organization.

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Total Savings

Total Savings is the sum of all member savings balances across the organization. This metric appears on the dashboard and represents the organization’s total liability to members.

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Journal Entry Example

When you record a deposit of RWF 10,000: 
Date: 2026-06-11
Description: Jane Uwase - regular savings

DEBIT:  Cash (Bank Account)           10,000 RWF
CREDIT: Jane Uwase Savings             10,000 RWF
This double-entry ensures the books always balance.

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Common Operations

Recording Deposits

Step-by-step guide to record member savings

Viewing Deposit History

Review all deposits by date, member, or amount

Editing Deposits

Correct deposit errors (before period closing)

Savings Analytics

View trends, top savers, and contribution health

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Deposit Analytics

Agatabo provides rich analytics to help you understand savings patterns:

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Flow Analytics

  • Opening Balance: Balance at start of period
  • Closing Balance: Balance at end of period
  • Gross Inflow: Total deposits in period
  • Net Change: Net increase/decrease
  • Total Records: Number of deposit transactions

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Top Savers

  • View top 10 members by current savings balance
  • Includes member name, email, account number, and amount
  • Helps recognize consistent contributors

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Contribution Health

  • Missing Contributions: Total shortfall across all members
  • Expected vs Actual: Compare actual deposits to contribution rules
  • Top Missing: Members with largest contribution gaps
  • Helps identify members falling behind on contributions

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Monthly Breakdown

For each member, see:
  • Expected contribution amount per month
  • Actual amount deposited
  • Missing amount
  • Payment status (paid/pending)
  • Excess contributions (if overpaid)

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Transaction Breakdown

  • By transaction type (deposits, dividends, loan payments)
  • Monthly net change trends
  • Recent transaction activity
Learn more about savings analytics →

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Editing and Corrections

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Editing Deposits

Deposits can be edited if the transaction date is in an open accounting period:
  • Change deposit amount
  • Update transaction date
  • Change bank account
  • Update supporting documents
How it works: Agatabo reverses the original entry and creates a new one with updated values. Restrictions: Cannot edit deposits in closed periods.

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Deleting Deposits

You can delete (reverse) a deposit to completely remove it:
  • Creates a reversal journal entry
  • Subject to period closing restrictions
  • Requires proper permissions
Learn about editing deposits →

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Integration with Other Features

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Loans

Member savings determine loan eligibility:
  • Rule example: “Maximum loan = 3× savings balance”
  • Loan disbursement fees may be deducted from savings
  • Loan defaults may recover funds from savings
Learn about loans →

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Dividends

Dividends are often distributed based on savings balances:
  • Member with RWF 500,000 savings gets 2× the dividend of member with RWF 250,000 savings
  • Dividend distributions are credited to savings accounts
  • Encourages members to save more
Learn about dividends →

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Reports

Deposits appear in financial reports:
  • Balance Sheet: Member Savings (liability)
  • Cash Flow: Cash inflows from deposits
  • Savings Summary: Organization-wide savings totals
Learn about reports →

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Best Practices

Deposit management tips:
  • Record deposits on the same day they’re received for accurate cash flow
  • Always select the correct bank account for proper reconciliation
  • Attach supporting documents (receipts, bank slips) for audit trails
  • Reconcile deposits with bank statements regularly
  • Review Contribution Health metrics monthly to identify members falling behind
  • Use deposit analytics to spot unusual patterns or trends
  • Close accounting periods regularly to prevent backdated changes

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Getting Started

Record Your First Deposit

Step-by-step guide for treasurers

View Deposit History

Review all recorded deposits

Analyze Savings Trends

Understand deposit patterns

Viewing User Details

Check individual member balances