> ## Documentation Index
> Fetch the complete documentation index at: https://help.agatabo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Recording Deposits

> Step-by-step guide to recording member savings contributions

## 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.

## Before You Begin

<Note>
  **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
</Note>

<Warning>
  **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.
</Warning>

## Step-by-Step Instructions

### Step 1: Navigate to Deposits

<Steps>
  <Step title="Open the Savings section">
    Click **Savings** in the left sidebar
  </Step>

  <Step title="Select Deposits">
    Click **Deposit History** in the submenu
  </Step>

  <Step title="Open deposit dialog">
    Click the **"Record Deposit"** button (usually in the top-right corner)
  </Step>
</Steps>

### Step 2: Enter Deposit Details

The deposit recording dialog contains the following fields:

| Field            | Description                                         | Required |
| ---------------- | --------------------------------------------------- | -------- |
| **Member**       | Select the organization user making the deposit     | Yes      |
| **Amount**       | Deposit amount in organization currency             | Yes      |
| **Bank Account** | Select which bank/cash account receives the deposit | Yes      |
| **Date**         | Date the deposit was received (defaults to today)   | No       |
| **Documents**    | Attach supporting documents (receipts, bank slips)  | No       |

#### Example: Recording a Deposit

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

### Step 3: Verify and Submit

<Steps>
  <Step title="Review all fields">
    Double-check the member name and amount - these cannot be changed after submission in closed periods
  </Step>

  <Step title="Check calculations">
    Agatabo may display the new member balance preview (depending on configuration)
  </Step>

  <Step title="Click 'Save' or 'Record Deposit'">
    Submits the transaction
  </Step>
</Steps>

## 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

### Example Journal Entry Created

For the deposit above, Agatabo creates:

| Date       | Account              | Debit  | Credit |
| ---------- | -------------------- | ------ | ------ |
| 2026-06-08 | Cash                 | 25,000 | -      |
| 2026-06-08 | Jane Uwase - Savings | -      | 25,000 |

This ensures the accounting equation stays balanced: Assets (Cash) = Liabilities (Member Savings).

## Viewing the Recorded Deposit

After recording, you can verify the deposit:

<Steps>
  <Step title="Check Deposit History">
    **Savings → Deposit History** shows all recent deposits in a table
  </Step>

  <Step title="Check member's savings records">
    **Organization Users** → Select user → **Savings** tab → View **Savings Records**
  </Step>

  <Step title="Check savings by user">
    **Savings → Savings by User** → Find member → View their deposits
  </Step>

  <Step title="Check journal entries">
    **General Ledger → Journal Entries** → Filter by date or search by kind (SAVINGS\_DEPOSIT)
  </Step>

  <Step title="Search ledger account">
    **General Ledger → Ledger Accounts** → Search for member's savings account
  </Step>
</Steps>

## Common Scenarios

### Correcting a Deposit Error

If you recorded a deposit with the wrong amount or member:

<AccordionGroup>
  <Accordion title="Wrong amount (before period closing)">
    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.
  </Accordion>

  <Accordion title="Wrong member (before period closing)">
    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
  </Accordion>

  <Accordion title="Error in closed period">
    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](/tontines/general-ledger/manual-journal-entries) for details.
  </Accordion>
</AccordionGroup>

## Best Practices

<Note>
  **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
</Note>

## Related Operations

After recording deposits, you may need to:

<CardGroup cols={2}>
  <Card title="View Deposit History" icon="clock-rotate-left" href="/tontines/deposits/viewing-deposit-history">
    Review all deposits by date, member, or amount
  </Card>

  <Card title="Editing Deposits" icon="pen-to-square" href="/tontines/deposits/editing-deposits">
    Correct deposit errors before period closing
  </Card>

  <Card title="Viewing User Details" icon="address-card" href="/tontines/organization-users/viewing-member-details">
    Check member balances and download statements
  </Card>

  <Card title="Savings Analytics" icon="chart-line" href="/tontines/deposits/savings-analytics">
    Analyze savings trends and patterns
  </Card>
</CardGroup>

## Need Help?

<CardGroup cols={2}>
  <Card title="Deposits Overview" icon="info-circle" href="/tontines/deposits/overview">
    Understand how deposits work
  </Card>

  <Card title="User Details" icon="book" href="/tontines/organization-users/viewing-member-details">
    View detailed member savings history
  </Card>

  <Card title="Roles & Permissions" icon="shield" href="/tontines/organization-users/roles">
    Understand who can record deposits
  </Card>

  <Card title="Period Closing" icon="lock" href="/tontines/advanced/period-closing">
    Learn about accounting period restrictions
  </Card>
</CardGroup>