Cash Deposit

A guide to viewing cash deposit records and processing new cash deposit transactions in Udara360.

Cash Deposit enables authorized users to record and process over-the-counter cash deposits into customer accounts. Each deposit is posted directly to the selected account and reflected immediately in the institution's financial records. This feature is primarily used by tellers and branch staff during daily banking operations to process customer deposits accurately and efficiently.

To access Cash Deposit, navigate to Postings in the left sidebar, expand Deposit, and select Cash Deposit.

Prerequisites

Before processing a cash deposit, ensure the following:

• Your user role includes permission to access Cash Deposit under Postings in Udara360

• The customer's account is Active, deposits cannot be processed into Dormant, Frozen, or Closed accounts without prior authorization from your supervisor

• The physical cash has been counted, verified, and confirmed against the amount to be deposited

• The instrument number or teller reference is available for entry into the posting form

Viewing Cash Deposit Records

Upon accessing the Cash Deposit page, a table displays all previously processed cash deposit transactions. Each record shows the account details, transaction date, posting reference, amount, sort code, instrument number, sender name, the user who initiated the transaction, narration, approver, and available actions.

Use the Filter button at the top right to narrow results by specific criteria, or click Reset Filter to clear any applied filters. Use the Show dropdown at the top left to adjust the number of entries displayed per page.

Processing a New Cash Deposit

1. Open the Account Search, click the Post button at the top left of the Cash Deposit page. A search modal will appear prompting you to locate the customer account.

2. Search for the Customer Account In the search modal, enter at least one of the following details to locate the account:

• Account Number: the unique account identifier

• Account Name: the name of the account holder

• Reference Number: the reference number associated with the account

Click the Search button to retrieve matching accounts. A Customer Details table will appear displaying the Customer ID, Account Name, and Account Number for each matching result.

📌 Note: Using the Account Number yields the most precise result and avoids retrieving multiple accounts with similar names.

1. Select the Customer Account from the Customer Details results, click on the correct account to proceed. The system will close the search modal and load the full Cash Deposit form.

📌 Note: If multiple accounts appear in the results, verify the Account Number against the customer's documentation before selecting to ensure funds are posted to the correct account.

1. Review the Account Summary, the Account Summary section displays the following details for the selected account:

• Account Name and Account Number

• Product Name: the account product type

• NUBAN: the Nigeria Uniform Bank Account Number

• Branch: the branch where the account is domiciled

• Account Status: the current status of the account

• Ledger Balance: the total book balance of the account

• Available Balance: the balance currently available for transactions

• Withdrawable Balance: the amount that can be withdrawn at the time of the deposit

• Overdraft Limit: the approved overdraft limit on the account

• Account Officer: the officer assigned to manage the account

• Tier Level: the KYC tier level of the account

Review these details carefully before proceeding, pay particular attention to the Account Status and Account Name to confirm you are posting to the correct account.

⚠️ Warning: Do not process a deposit into an account showing a Dormant or Frozen status. Follow your institution's account reactivation procedure before proceeding.

📌 Note: If you need to search for a different account, click the Search button at the top right of the form to return to the search modal without losing your current page.

1. Complete the Posting Details, under the Posting Details section, fill in the following fields:

• Amount: enter the exact amount being deposited, confirmed against the physical cash received

• Instrument No: enter the instrument number associated with the deposit, such as the teller stamp number or transaction reference

• Deposited By: select the depositor category from the dropdown to identify the type of depositor making the cash deposit

• Narration: the system auto-populates this field with a standard deposit narration. Review and update if necessary to accurately reflect the nature of the transaction

1. Submit the Deposit once all required fields are completed, click the Post button to process the cash deposit. The transaction will be posted to the customer's account immediately and a posting reference will be generated for the transaction record.

To cancel and return to the list page without processing the deposit, click the ← List page button at the top left of the form.

Best Practices

• Always verify the Account Name, Account Number, and Account Status in the Account Summary section before posting, an error at this stage results in funds being posted to the wrong account, which requires a reversal to correct

• Confirm the deposit amount against the physical cash before entering it into the Amount field, difference between the posted amount and the actual cash received will affect the teller's cash balance at end of day

• Use the Instrument No field consistently, recording the teller stamp number or reference on every deposit creates a reliable audit trail that simplifies end-of-day reconciliation

• Never process a deposit and leave the session without confirming the posting reference has been generated, the posting reference is your confirmation that the transaction was successfully recorded in the system

Troubleshooting

Issue	Likely Cause	Resolution
Account not found in the search modal	Incorrect account number, name, or reference number entered	Verify the customer's account details and retry, searching by Account Number gives the most precise result
Customer Details popup shows multiple accounts with the same name	The customer holds more than one account	Confirm the correct Account Number with the customer before selecting
Account Status shows Dormant after selecting account	The account has been inactive for a defined period	Do not proceed without authorization, follow your institution's account reactivation procedure before posting
Deposited By dropdown showing no options	Depositor categories have not been configured in the system	Contact your system administrator to verify depositor category configuration in the Administrator Portal
Post button not responding	The Amount or Instrument No field is empty	Ensure all required fields in the Posting Details section are completed before submitting
Deposit posted to the wrong account	Incorrect account selected from the search results	Process a reversal for the incorrect transaction immediately and notify your supervisor, do not attempt to correct it manually
Posting reference not generated after clicking Post	The transaction may not have completed successfully	Refresh the Cash Deposit list page and search for the transaction, if it does not appear contact your system administrator