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Overview

Recording deposits is one of the most frequent operations in Agatabo. When members make savings contributions, treasurers or designated staff record these transactions to update member balances and organization cash. Use this when: A member makes a cash or bank deposit that should be credited to their savings account.

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Before You Begin

Prerequisites:
  • You have savings:write permission
  • The member exists in the system as an organization user
  • The member has been assigned a member role
  • You know the exact deposit amount and date
Important: Deposits create permanent journal entries. Always verify the amount and member before saving. While deposits can be edited in some cases, it’s better to enter correctly the first time.

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Step-by-Step Instructions

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Step 1: Navigate to Deposits

1

Open the Savings section

Click Savings in the left sidebar
2

Select Deposits

Click Deposit History in the submenu
3

Open deposit dialog

Click the “Record Deposit” button (usually in the top-right corner)

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Step 2: Enter Deposit Details

The deposit recording dialog contains the following fields:
FieldDescriptionRequired
MemberSelect the organization user making the depositYes
AmountDeposit amount in organization currencyYes
Bank AccountSelect which bank/cash account receives the depositYes
DateDate the deposit was received (defaults to today)No
DocumentsAttach supporting documents (receipts, bank slips)No

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Example: Recording a Deposit

Member: Jane Uwase
Amount: 25,000 RWF
Bank Account: Cash - Main Office
Date: 2026-06-08
Documents: [receipt photo attached]

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Step 3: Verify and Submit

1

Review all fields

Double-check the member name and amount - these cannot be changed after submission in closed periods
2

Check calculations

Agatabo may display the new member balance preview (depending on configuration)
3

Click 'Save' or 'Record Deposit'

Submits the transaction

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What Happens Next

When you record a deposit, Agatabo automatically:
  1. Creates a journal entry with two sides:
    • Debit: Cash account (+25,000 RWF)
    • Credit: Member’s savings ledger account (+25,000 RWF)
  2. Updates the member’s balance: The deposit immediately appears in the member’s savings ledger account
  3. Records in audit trail: The transaction is logged with your user ID, timestamp, and all details
  4. Updates analytics: Dashboard metrics (Total Savings, Cash Balance) refresh
  5. Sends notification (if enabled): Member may receive SMS or email confirmation

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Example Journal Entry Created

For the deposit above, Agatabo creates:
DateAccountDebitCredit
2026-06-08Cash25,000-
2026-06-08Jane Uwase - Savings-25,000
This ensures the accounting equation stays balanced: Assets (Cash) = Liabilities (Member Savings).

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Viewing the Recorded Deposit

After recording, you can verify the deposit:
1

Check Deposit History

Savings → Deposit History shows all recent deposits in a table
2

Check member's savings records

Organization Users → Select user → Savings tab → View Savings Records
3

Check savings by user

Savings → Savings by User → Find member → View their deposits
4

Check journal entries

General Ledger → Journal Entries → Filter by date or search by kind (SAVINGS_DEPOSIT)
5

Search ledger account

General Ledger → Ledger Accounts → Search for member’s savings account

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Common Scenarios

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Correcting a Deposit Error

If you recorded a deposit with the wrong amount or member:
  1. Navigate to Savings → Deposits
  2. Find the deposit in the history table
  3. Click Edit (if available based on permissions)
  4. Correct the amount
  5. Save changes
Note: Editing capabilities depend on your organization’s settings and period status.
Deposits credited to the wrong member typically require:
  1. Reversal of the incorrect deposit
  2. Creation of a new deposit for the correct member
  3. Contact your accountant or administrator for assistance
Once a period is closed, you cannot modify historical transactions. Instead:
  1. Record an adjusting entry in the current period
  2. Attach documentation explaining the correction
  3. Consult with your accountant to ensure proper handling
See Manual Journal Entries for details.

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Best Practices

Deposit recording tips:
  • Record deposits on the same day they’re received when possible
  • Always select the correct bank account for proper reconciliation
  • Attach supporting documents (receipts, bank slips) for audit trails
  • Verify the member’s name before submitting (auto-complete can sometimes select the wrong person)
  • Keep physical receipts or transaction confirmations as backup documentation
  • Double-check the amount before submitting - errors require reversals
After recording deposits, you may need to:

View Deposit History

Review all deposits by date, member, or amount

Editing Deposits

Correct deposit errors before period closing

Viewing User Details

Check member balances and download statements

Savings Analytics

Analyze savings trends and patterns

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Need Help?

Deposits Overview

Understand how deposits work

User Details

View detailed member savings history

Roles & Permissions

Understand who can record deposits

Period Closing

Learn about accounting period restrictions