How do I record deposits?

You record deposits in the Money account register in roughly the same way that you record a deposit in a paper register. You note the source for the deposit along with the date and the amount. In the case of a payroll check, for example, you would indicate that the money is coming from your employer, the payday date, and the paycheck amount.

To record a deposit, take the following steps:

1. Start the Money program.

Start Money by double-clicking the Money shortcut icon. You can also click the Start button, choose Programs, and then choose Microsoft Money.

2. Display the appropriate account register.

To display the register for the account in which you are depositing money, click the account name listed in the Favorite Accounts area of the Money home page. If you don’t see the account listed, click the Accounts & Bills link and then select Account

List to display a list of all your Money accounts. Then click the account you want.

3. Indicate that you want to record a deposit.

To tell Money that you want to record a deposit, first click the Deposit tab in the transaction entry area beneath the account register. Then click the New button.

Money opens up input boxes, or fields, in the transaction entry area that you use to record information about the deposit.

4. Provide the deposit reference number.

Use the Number box to record the deposit reference number. It’s also fine to leave this field empty.

5. Provide the deposit date.

Select the Date box by either pressing the Tab key or clicking the mouse and then entering the date. You can type a date using the regular date format, or click the box’s button to display a pop-up calendar that you can use to select the date. To use the pop-up calendar, click the day you want to enter.

Note: Money provides several codes that you can use to enter dates after the Date box is selected: t for today’s date, m for the first day or h for the last day in the current month, and y for the first day or r for the last day of the year.

6. Identify the source of the deposit.

Press the Tab key or click the mouse to select the From box. Then enter the name of the person or business (a corporation, sole proprietorship, limited liability company, and so on) paying you. Money keeps a list of all the people or businesses whom have previously paid you money. To select a name from this list, click the From box’s button so that Money displays a list of past payers. Then select a name from the list by clicking.

7. Record the deposit amount.

Press the Tab key or click the mouse to select the Amount box, and then enter the deposit amount. Or click the Amount box’s button to display a pop-up calculator you can use to calculate and then enter the amount.

8. Categorize the deposit.

To categorize a deposit, press the Tab key or click the mouse to select the Category box. Next, click the Category box’s button so that Money displays a list of categories you can use to describe the reason for your deposit. Then click a category.

If appropriate, you can also record a subcategory for the deposit. To do this, press the Tab key or click the mouse to select the Subcategory box. Next, click this box’s button so that Money again displays a list - this time a list of subcategories. Then click a subcategory. The Subcategory box appears just to the right of the Category box.

Tip: If you're using Money to keep the books for a small corporation, partnership or limited liability company, know that by recording checks and deposits and their categories, you will often do enough accounting for a regular corporation, an S corporation, limited liability company, or a partnership tax return. Most small corporations including limited liability corporations only need to provide a profit and loss statement with their tax return. And a simple categorization of checks and deposits will often work as such a statement.

9. (Optional) Record a memo description.

You don’t have to record a memo description for deposits, but Money provides space if you choose to include additional information about a check. To collect this information, press the Tab key or click the mouse to select the Memo box and then enter the additional information you want to collect.

10. Record the deposit.

Once you have correctly described the deposit, click the Enter button. Money records the deposit in the register and updates the account balance.

CPA Stephen L. Nelson is the author of do it yourself kits for California incorporation, and California llc formation.