Requesting DEPOSITS

Once in the Deposit Request tab window, deposits can be requested for the selected case. This topic will cover the different features for requesting deposits.

• Requesting a Deposit for a New Value Item
• Changing the Party
• Requesting Additional Deposits
• Requesting Checks from a Deposit

Requesting a Deposit for a New Value Item

When requesting a deposit directly from a value item, many of the fields are filled in automatically with the information from the selected value item. If you have a new value item, you can request the deposit and when processed a new value item will be created in the associated case.

To request a deposit for a new Value item, complete the following fields on the Deposit Request (Detail View) window:

1. Payor – Enter a fragment of the last name or company name of the payor (who the check is from). The Find A Name window will display where you can select the desired Provider. This is a required field.
2. Date – Enter the date of the deposit request. The current date is the default but may be changed using the Date Calendar.
3. Deposit Amount – You may type or use the calculator dropdown to enter the amount of the deposit. Deposit amount is a required field and will display a validation icon and message if left blank.

The deposit amount cannot be greater than the amount Due of the selected Value item.

3. If Needles detects a duplicate deposit of the same Payor, date, case number and deposit amount, a Duplicate Request message will display.

• Click the Yes button to request the same check again.
• Click the No button to delete the duplicated check request.

4. Check # - Enter the check number of the item being deposited.
5. Value Code – Use the dropdown to select a ‘Credit’ Value Code as defined in the Value Codes Mini Directory. Value Codes are used to categorize transactions and can also be used in sorting and filtering reports. Value Code is a required field and will display a validation icon and message if left blank.  
6. Memo – Enter a description of the transaction, if desired. The Payor’s full name will display by default when the Deposit Request was created from the Request Deposits button in a Value item or if the linked Value item’s Memo field is blank. If the Memo field of the linked Value item contains text, the content will display in the Deposit Request tab.

A new value item will be created showing the open deposit request when you complete the processing of the deposit request.

Changing the Party

When entering deposit requests for multiple cases, the Change Party option allows you to search for and link to additional parties/cases.

To request or view deposits for a different party,

1. Click the Change Party button on the gray header band in the Deposit Requests tab window. The Find A Party search window will display.
2. Search for and select the desired Party/Case.
3. A new Deposit Request screen will display with the selected Party Name and corresponding case number. Your existing, unprocessed deposit requests will still be available by clicking the View List button.

Requesting Additional Deposits

Additional deposits may be requested for the same Party in the selected case. Click the Add button on the Accounting ribbon to display a new Deposit Request entry screen.

Requesting Checks from a Deposit

Needles allows you to request checks from the deposit currently being entered. The Request Checks button on the Deposit Request tab displays a list of debit Value items from the current case for which check requests can be created. When in a case, multiple value items can be selected to create multiple check requests at one time.

1. Clicking on the Request Checks button will open a window displaying all debit Value items with balances greater than zero for the currently selected case.

2. Select the check box in the first column for one or multiple value items to create check requests for them. Selecting the check box in the column header row will select all items.
3. Click the OK button. Upon returning to the Deposit Request tab, additional fields will be displayed at the end of the tab.

4. Use the Paid By dropdown to select from whom the deposit will be paid. Active Paid By items are defined in the Paid By Mini Directory. Paid By is a required field and will display a validation icon and message if left blank.

5. Use the Paid To dropdown to select to whom the deposit will be paid. Active Paid To items are defined in the Paid To Mini Directory. Paid By is a required field and will display a validation icon and message if left blank.

If you change the amount (to indicate a partial payment), it will be reflected in the Value item upon processing the request. The amount requested for the check request will display in the Open Request field of the Value item in the Value tab. This amount will continue to display in the Value item until the check is exported.