Overview

This guide will show users how to create Deposits within Reserve, post a Journal Entry batch for the imported deposit, and view the Outstanding Banquets Deposits report.

Required Permissions

• Admin Access

• Level 1

• Level 2

Accessing the Tool

1. Once logged into ReServe Cloud, access the Event by selecting Events on the left hand side.

Image: Accessing Events

Open

 

2. While viewing the Event Calendar, double click the Event Name to open the Event page.

Image: Double Click Event Name

Open

 

3. Next, select View Financial Details.

Image: View Financial Details

Open

 

Creating Deposit

1. Under the Events Payments Received section, select Record Payment.

Image: Record Payment Option

Open

 

2. Input the Deposit Amount and set Payment Type to Deposit or Security Deposit.

Image: Setting Payment Type

Open

 

3. Set the Payment Method to Check and then Save at the bottom left.

Image: Set Payment Method

Open

 

Posting the Deposit Within CMA

1. Within CMA, navigate to the General Ledger module and click Approve Journal Entry Batches.

Image: Accessing Approve Journal Entry Batches

Open

 

2. Next, find the associated deposit transaction in the batch listing and double click to open.

Image: Locate Deposit Batch

Open

 

3. After previewing the Journal Entry (GJ) batch associated with this deposit, click Post Batch. This will debit the Reserve liability account, and credit the member’s AR account.

Viewing the Report

1. Once the Journal Entry (GJ) batch is posted, navigate to Interactive Reports and run the Outstanding Banquets Deposits report. To do so, first access the Interactive Reports. Expand the Reservations list by clicking ( + ) and select the Outstanding Banquets Deposits report.

Image: Accessing Outstanding Banquets Deposits Report

Open

 

2. Once the report has been selected, Set your date and click View Report.

Image: Viewing Report

Open

 

3. The deposit will be listed on the report, as the event has not been closed to apply the balance. 

Verification

Once the Event is closed in ReServe, the Event will import into CMA and the deposit will be applied towards the invoice as a payment (Deposit Invoice Payment Type) hitting the debit ledger of the payment type, and crediting the deposit liability account.

1. Navigate to the Membership module in CMA.

2. Open the member’s profile and navigate to the AR Activity tab where you can find the Invoice for the Event.

3. Here deposits that have been applied to the event total will appear under Check Banquets. (Your club may show Banquets Deposit).

4. Once closed, the Deposit will be removed from the Outstanding Banquets Deposits report, as the funds have been applied to the balance of an Event.

Best Practices

• If recording a check outside of Banquets for a deposit, the recommendation we have would be to create a new Cash Receipt Type. You can set the Debit Ledger to the Event Liability account. Name this cash receipt Event Deposit, or In Person Event Deposit. You can make the payment type, Check. This way you can accept the in person checks for deposits. When using the member Payment wizard, you would then select the new cash receipt type as the payment.

• If the event contact is paying by credit/debit card, and you would like to accept this at the point of sale, you would want to create a charge settlement type, name it Event Deposit Credit/Debit and set that type to the credit card processing token you have configured. The item used should have it’s sale account pointing at the deposit liability account.

FAQs