Deposits User Guide

Published on October 22, 2025 • How to guides

Deposits User Guide for the Belvedere cafeteria system: Learn how to add funds, attach payment receipts, manage balances, order meals, transfer snack money, and track deposit status for your children’s cafeteria account.

Table of Contents

Introduction

The deposit system allows parents to add funds to their account, which can then be used to:

  • Purchase meals for their children
  • Transfer money to their children's snack money allowance
  • Pay for other cafeteria services

This guide will walk you through the entire deposit process from start to finish.

Why Deposits Are Needed

1. Prepayment for Meals

Instead of paying cash for each meal individually, deposits allow you to maintain a balance in your account. This makes ordering meals faster and more convenient.

2. Budget Management

  • Set aside a specific amount for cafeteria expenses
  • Track your spending through transaction history
  • Better manage your monthly food budget

3. Seamless Transactions

  • Order meals instantly without payment delays
  • Transfer money to your children's snack accounts
  • Avoid the hassle of carrying cash

4. Digital Payment Records

  • Complete payment history
  • Easy reconciliation of expenses
  • Digital receipts for your records

How to Make a Deposit

  1. Navigate to Deposits
    1. Log in to your account
    2. Click on "Deposits" in the navigation menu, or
    3. Click on your balance amount displayed in the top menu
  2. Create a New Deposit
    1. On the Deposits page, click the "New Deposit" button
    2. You will be redirected to the deposit creation form
  3. Fill in Deposit Details
    1. Select Child: Choose which child's account the deposit is for
      • If you only have one child, it will be pre-selected
      • If you have multiple children, select from the dropdown
    2. Amount: Enter the deposit amount
      • Minimum deposit: 50 ETB
      • Maximum deposit: 10,000 ETB
    3. Click "Create" to submit your deposit request
  4. Complete Payment
    1. The system will create a deposit record with status Pending
    2. You will receive a deposit ID (e.g., #00123)
    3. Make the payment using Telebirr or other accepted payment methods
    4. Important: Save your payment receipt/screenshot!

How to Attach Payment Receipts

Payment receipts are crucial for deposit verification. Here's how to upload them:

Method 1: From the Deposit Details Page

  1. Navigate to Deposits → Click on the specific deposit
  2. Click the "Attach Receipt" button
  3. Select your payment receipt image (JPG or PNG, max 2MB)
  4. Click "Upload"

Method 2: From the Deposits List

  1. Go to the Deposits page
  2. Find your pending deposit in the list
  3. Click the "Attach Receipt" button next to the deposit
  4. Upload your receipt image
Receipt Requirements
  • Format: JPG or PNG images only
  • Size: Maximum 2MB
  • Content: Must clearly show:
    • Payment amount
    • Transaction date and time
    • Transaction ID or reference number
    • Payment method (e.g., Telebirr)
After Uploading
  1. An admin will review your receipt
  2. If approved, your deposit status changes to Completed
  3. The funds are added to your account balance
  4. You will receive an email notification confirming the deposit
Important Notes
  • Upload receipts as soon as possible after payment
  • Ensure screenshots are clear and readable
  • Multiple receipts can be uploaded for the same deposit if needed

What You Can Do With Deposits

1. Purchase Meals for Your Children

How it works:

  • Browse the menu and select meals
  • Add items to your cart for specific children
  • During checkout, the meal cost is deducted from your balance
  • Your child's meal is scheduled for delivery

Benefits:

  • Quick and convenient meal ordering
  • No need for cash transactions
  • Pre-scheduled meals for the week or month

2. Transfer to Children's Snack Money Account

What is Snack Money?

Your children have individual allowance accounts that they can use to purchase snacks from the cafeteria independently.

How to Transfer:

  1. Navigate to Transfer → Send Money (or use the Express Transfer option)
  2. Select the child you want to send money to
  3. Enter the amount to transfer
  4. Click "Send"

Example:

  • If you deposit 1,000 ETB:
    • Keep 700 ETB in your parent account for meal orders
    • Transfer 300 ETB to your child's snack money account
    • Your child can now purchase snacks independently up to 300 ETB

Benefits:

  • Teach children financial responsibility
  • Children can make their own snack choices
  • You control the allowance amount
  • Track your child's snack purchases

3. View Balance and Transaction History

Check Your Balance:

  • Your current balance is always visible in the top menu
  • Click on the balance to view detailed transaction history

Transaction History Shows:

  • All deposits and their status
  • Meal purchases
  • Transfers to children's accounts
  • Running balance after each transaction

4. Return Money (Refund)

If you need to withdraw funds from your account:

  1. Navigate to Transfer → Return Money
  2. Request a refund for unused balance
  3. Admin will process the refund request

Deposit Status and Workflow

Status Types

  • Pending Yellow/Warning Badge
    • Deposit has been created but not yet verified
    • Payment receipt not uploaded OR under review
    • Action Required: Upload payment receipt if you haven't already
  • Completed Green/Success Badge
    • Admin has verified your payment receipt
    • Funds have been added to your account
    • You can now use the balance
  • Failed Red/Danger Badge
    • Payment could not be verified, or
    • Deposit was cancelled
    • Action Required: Contact admin or create a new deposit
Typical Workflow Timeline
  1. Create Deposit → Status: Pending (Immediate)
  2. Make Payment via Telebirr → Status: Still Pending
  3. Upload Receipt → Status: Pending with Receipt
  4. Admin Reviews → Processing (typically within 24 hours)
  5. Admin Approves → Status: Completed
  6. Funds Available → Can be used immediately
Tracking Your Deposits
  • View all your deposits in one place
  • Filter by date or receipt status
  • Search functionality for admins
  • Check status at a glance with color-coded badges

Frequently Asked Questions

Q1: How long does it take for my deposit to be approved?

A: Typically within 24 hours of uploading your payment receipt. During peak times, it may take up to 48 hours.

Q2: Can I cancel a pending deposit?

A: Yes, if you haven't completed the payment or uploaded a receipt, you can cancel it from the deposit details page by clicking "Cancel Deposit".

Q3: What if I uploaded the wrong receipt?

A: You can upload multiple receipts for the same deposit. The admin will review all uploaded images. You can also contact the admin to remove incorrect receipts.

Q4: Can I make multiple deposits at once?

A: Yes, you can create multiple deposit requests. Each will have its own ID and status.

Q5: What payment methods are accepted?

A: Currently, the system supports Telebirr and cash payments. Payment methods are indicated when creating the deposit.

Q6: Can I transfer my balance to another parent?

A: No, balances can only be:

  • Used to purchase meals for your registered children
  • Transferred to your own children's snack money accounts
  • Refunded through the Return Money process
Q7: What's the difference between my balance and my child's snack money?
  • Your Balance (Parent Account): Used to order meals for your children and to transfer to their allowance
  • Child's Snack Money: An allowance that your child can use independently to purchase snacks
Q8: How do I know my deposit was successful?

A: You will receive:

  1. Email notification when your receipt is uploaded
  2. Email notification when admin approves the deposit
  3. Your balance will increase by the deposit amount
  4. Deposit status will change to "Completed"
Q9: Is there a deposit limit?

A: Yes, deposits must be:

  • Minimum: 50 ETB
  • Maximum: 10,000 ETB per deposit
  • You can make multiple deposits if you need a higher amount
Q10: Can I get a refund for my unused balance?

A: Yes, use the Return Money feature to request a refund. The admin will process your request and return funds according to the cafeteria's refund policy.

Need Help?

  • Contact the cafeteria administration
  • Check your email for notifications about your deposits
  • Review the transaction history for detailed records

For technical support or account issues, please reach out to the system administrator.

Last Updated: January 2025
Version: 1.0

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