Managing Deposit Categories
Create and manage categories for organizing cash deposits.
Deposit categories allow you to classify cash deposits into meaningful groups. Well-organized categories improve financial reporting, make reconciliation easier, and help your team understand the nature of each deposit at a glance.
Navigation: Finance > Cash Deposit > Categories
Why Categories Matter
Without categories, cash deposits are simply a list of amounts and driver names. Categories add context by answering the question "what type of deposit is this?" This helps your finance team:
- Organize deposits by type -- Distinguish between daily collections, weekly settlements, and special deposits
- Generate meaningful reports -- Break down deposit volumes and amounts by category
- Standardize recording -- Ensure everyone on the team uses consistent classifications
- Identify patterns -- Spot trends in specific types of deposits over time
Viewing Categories
The Categories page displays a table with all configured deposit categories:
| Column | Description |
|---|---|
| Name | The category name |
| Description | A brief explanation of what the category covers |
| Status | Whether the category is Active or Inactive |
Active categories appear in the dropdown when creating new deposits. Inactive categories are hidden from the dropdown but remain associated with any existing deposits that used them.
Creating a New Category
- Click the "Add Category" button at the top of the categories page.
- Enter the category name -- choose a clear, descriptive name that your team will immediately understand.
- Enter an optional description to clarify what types of deposits belong in this category.
- Click Save to create the category.
The new category is immediately available in the category dropdown when creating cash deposits.
Keep category names short and specific. A name like "Daily Collection" is better than "Cash Collected from Drivers on a Daily Basis for Regular Fare Deposits."
Editing a Category
- Click on the category row you want to edit.
- Modify the name, description, or status as needed.
- Click Save to apply the changes.
Editing a category name or description updates it everywhere, including on existing deposit records that use that category.
Deactivating a Category
If a category is no longer needed, you can deactivate it rather than deleting it:
- Click on the category you want to deactivate.
- Change the status from Active to Inactive.
- Click Save.
Categories cannot be deleted if they have deposits assigned to them. Deactivate them instead. Inactive categories will no longer appear in the dropdown when creating new deposits, but existing deposit records retain their category assignment.
Common Categories for Fleet Cash Deposits
Here are typical deposit categories used by fleet and transport companies:
| Category | Description |
|---|---|
| Daily Cash Collection | Cash fares collected during a single day's shift and deposited at end of day |
| Weekly Settlement | Accumulated cash deposits submitted at the end of the week |
| Special Collection | One-off or irregular cash collections outside the normal schedule |
| Advance Return | Cash returned by a driver from a previously issued cash advance |
Best Practices
- Start simple -- Begin with two or three categories that cover your most common deposit types. You can always add more later without affecting existing records.
- Avoid duplicates -- Check existing categories before creating a new one. "Daily Collection" and "Daily Cash Collection" serving the same purpose creates confusion.
- Use descriptions -- Add descriptions so team members who are new or unfamiliar with the categories understand what each one covers.
- Review periodically -- Every few months, review your category list and deactivate any that are no longer in use. This keeps the dropdown clean and reduces decision fatigue during data entry.
- Be consistent -- Agree as a team on which category to use for each type of deposit. Inconsistent categorization undermines the value of reporting.