Chapter 5. Approving Deposits or Returning Deposits to DraftOTCnet Participant User Guide

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Chapter 4 Managing Your Agency's Hierarchy Accounting Codes and Processing Options

Bureau of the Fiscal Service

	Bureau of the Fiscal Service

Chapter 5. Approving Deposits or Returning Deposits to Draft

Check Capture and Check Processing

User guide section												

Table of Contents

Overview, Topics, and Audience1

Overview1

Topics1

Audience1

Topic 1 Purpose of Approving Deposits or Returning a Deposit to Draft2

Topic 2 Approving Deposits3

Topic 3 Returning Deposits to Draft4

Approve or Return a Deposit to Draft5

Summary9

List of Figures

Figure 1: Approving Deposits or Returning a Deposit to Draft2

Figure 2. Return Deposit to Draft Status6

Figure 3. Submit Deposit7****

Glossary

Click this link to access the full OTCnet Glossary.

1									         User Guide Category category								

1

	Deposit Processing

## Overview, Topics, and Audience

### Overview

Welcome to *Approving Deposits or Returning Deposits to Draft*. In this chapter, you will learn:

The purpose of approving a deposit or returning a deposit to draft

How to approve deposits

How to return a deposit to draft

### Topics

This chapter is organized by the following topics:

Purpose of Approving Deposits or Returning a Deposit to Draft

Approving Deposits

Returning Deposits to Draft

### Audience

The intended audience for the *Approving Deposits or Returning Deposits to Draft* Participant User Guide includes:

Deposit Approver

Deposit Preparer and Deposit Approver

## Topic 1 Purpose of Approving Deposits or Returning a Deposit to Draft

An organization may find it necessary to enforce a separation of duties, where a designated user is responsible for approving deposits that were already prepared. When a deposit is approved, it is sent to your Financial Institution for confirmation. You cannot modify a deposit after it is approved (submitted) and awaiting confirmation from your Financial Institution. 

You may be assigned the **Deposit Approver** role, or both the **Deposit Preparer** and **Deposit Approver** roles. As a **Deposit Approver**, you are authorized to approve (submit) or return a deposit to draft status. Only deposits that are saved with an **Awaiting Approval (AWAP)** status can be approved (submitted) or returned to draft status.

When a deposit is returned to **Draft** status, a **Deposit Preparer** modifies and resubmits the deposit. The deposit is returned to **Draft**status if information is found to be inaccurate (e.g., incorrect currency denominations, incorrect total deposit, etc.) See Figure 1 for the process flow when approving deposits or returning a deposit to draft status.

Figure 1: Approving Deposits or Returning a Deposit to Draft

## Topic 2 Approving Deposits

As a **Deposit Preparer** and **Deposit Approver without an enforced separation of duties**, you have the ability to approve (submit) a deposit. 

As a **Deposit Preparer** and **Deposit Approver with an enforced separation of duties**, you have the ability to approve (submit) a deposit if the deposit was created by another user. 

To approve (submit) a deposit, the deposit must be saved with **AWAP** status. To locate deposits with **AWAP** status, use the **View Deposits** function. After locating the deposit, you can approve (submit) the deposit for confirmation by your financial Institution.

To approve a deposit, either search your deposits or view deposits. Select your deposits in process and your voucher number. The other items displayed are **Status**, **Date Submitted**, **Voucher Date**, **OTC Endpoint**, **ALC**and **Deposit Total**. Review your details and submit them to process the deposit awaiting approval.

## Topic 3 Returning Deposits to Draft

As a **Deposit Preparer** and **Deposit Approver** without an enforced separation of duties, you have the ability to return a deposit to **Draft** status. 

As a **Deposit Preparer** and **Deposit Approver****with an enforced separation of duties**, you have the ability to return a deposit to **Draft** status, if another user created the deposit. Return a deposit to **Draft** status when inaccuracies appear on the deposit ticket. 

As a **Deposit Preparer**, you can modify and resubmit deposits returned to Draft status. To return a deposit to draft, the deposit must first have **AWAP** status. To locate deposits with **AWAP** status, use the **View Deposits** function. After you locate the deposit, return it to **Draft** status.

To return a deposit to draft, click either **View Deposits** or **Search Deposits** to locate deposits. Select **My Deposits in Process**. Select your **Voucher Number**. Review the deposit details, e.g., **Voucher Type**, **Voucher #**, **Voucher Date**, **Fiscal Year**, **OTC Endpoint**, **ALC**, **Status**, **Submitted Time/Date**, **Submitted By**, **Checks & Money****Order Subtotal**, **Currency Subtotal**, **Deposit Total**, **Currency Denominations**, **Financial Institution Information**, **Agency Information** and **Subtotals by Accounting Code**. Review the details and return to draft. 

Approve or Return a Deposit to Draft

To approve a deposit or return a deposit to draft, complete the following steps:

1. From the **Deposit Processing** tab, click **View Deposits**. The *View Deposits* page appears. 

Application Tip

To locate deposits, you can also select **Search Deposits**.

From the **Select Display** drop-down menu, select **My Deposits in Process**.

Click the **Voucher Number** for the deposit details you want to process.

Application Tips

There are two sections on the *View Deposits* page. The **My Deposits in Process** section displays your current deposits. 

The **Deposit Transactions** section displays your deposit history. 

Depending on your user role, the page displays deposits on the **My Deposits in Process** page. 

For the **Viewer** only role, the **My Deposits in Process** does not appear.

Review the details and click **Return to Draft**, as shown in Figure 2 or **Submit** as shown in Figure 3 to process the deposit awaiting approval. The *Confirmation* page appears, confirming the deposit was submitted to your Financial Institution.

Figure 2. Return Deposit to Draft Status

Figure 3. Submit Deposit

Application Tips

Click **Return to Draft**—the deposit voucher returns to **Draft** status. A **Deposit Preparer** can modify the deposit.

Click **Submit.** The deposit is submitted to your Financial Institution and the OTCnet Deposit Ticket displays, followed by the **Print** dialog box—it prompts you to print your deposit ticket. 

Ensure the deposit ticket is printed and included with the items sent to the bank for deposit.

You cannot modify a deposit after it is submitted. Only a **Deposit Confirmer** from a Financial Institution can modify deposits by creating adjustments.

Additional Buttons

Click **Adjust** to adjust a deposit.

Click **Cancel** to return to the OTCnet Home Page. No data is saved. 

Click **Confirm** to confirm a deposit.

Click **Next** to advance to the next page.

Click **Print Deposit Ticket** to print a formatted deposit ticket.

Click **Previous** to return to the previous page.

Click **Return Home** to return to the OTCnet Home Page. 

Click **Reject** to reject a deposit (visible if a user has **Deposit Confirmer** privileges) .

Click **View Voucher Event Log** to view the history of the deposit voucher.

## Summary

In this chapter, you learned: 

The purpose of approving a deposit or returning a deposit to draft

How to approve deposits

How to return a deposit to draft

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