Resources
Warranty Note
A warranty-style note on what deposit evidence to keep when a payment is queried or not yet reflected.
How Warranty Note matters in a real week
The Warranty Note page lists the deposit evidence worth keeping when a payment is queried or has not yet reflected. That usually includes the slip or proof, the reference used, the banking date, and any remittance sent with it.
A Warranty Note records the evidence to keep when a South African payment is queried or still missing from the ledger. It should state the deposit rail used, the date handed to the bank, and the exact reference carried on the transaction. For branch cash, app deposits, EFTs, and card batches, the supporting proof is not identical, so the note must match the payment type.
Keep the first record before papers drift between the till, courier bag, and accounts file. A useful Warranty Note usually sits with the deposit slip, proof of payment, remittance advice, and the internal cash-up for that day. When a customer or supplier asks where the money reflects, those documents show what was sent, when, and under which reference.
Evidence to retain after banking
Short records work best if they let a bookkeeper trace one payment from the till or invoice right through to the bank entry.
Use Warranty Note alongside your internal payment workflow when a deposit has to be traced across more than one record. Before filing, compare the value on the slip, the wording of the reference, and the date shown on the banking proof. Quote the deposit reference being discussed when you write in through our contact form.
- Reference copied exactly as banked
- Banking date noted from original proof
- Remittance kept with matching deposit record
Checks used on South African deposits
On South African accounts, unresolved items often turn on small details such as a missing branch stamp, a cut-off missed late in the afternoon, or a reference shortened by the payer. A Warranty Note is more useful when it names the place of deposit and the method used, whether that was a branch counter, ATM, banking app, or EFT release. Johannesburg, Durban, Cape Town, and smaller towns do not all produce the same style of proof, so the note should describe what was actually received.
Rain on the coast can spoil paper slips and make branch queues longer, so a photo of the stamped proof helps when the original fades. Long inland drives often push deposits to the next banking window, while load-shedding can delay app confirmations and merchant batch release. For a Warranty Note, record the weather, outage period, and the exact time the payment was handed in or submitted.
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What to capture on the note
Note what can still be checked after a deposit dispute is raised: original slip, branch stamp, app confirmation, ledger entry, and the reference trail carried into accounts.
Write the Warranty Note while the banking details are still in front of you. Include the amount, who paid, which invoice or account was quoted, and where the supporting proof is stored. If a dispute is raised later, that small record points straight to the original slip, app confirmation, ledger line, or stamped deposit document.