Collect payment

What is a collection?

A collection records money a customer paid toward their credit invoices. Only the rep records it, from the app during a visit; the office reviews it on the dashboard.

Steps in the app

1. Open the customer's visit and choose Collection.
2. The customer's due credit invoices appear with the remaining amount on each.
3. Enter the amount and allocate it to one or more invoices. Partial payment of any invoice is allowed, but an allocation cannot exceed that invoice's remaining amount.
4. Choose the payment method. One amount can be split across several methods:
   • Cash
   • Cheque (with bank name, cheque number and due date)
   • Bank transfer
   • Mobile wallet
   • Card
5. Tap Collect. You can then print a collection receipt if a printer is set up.

Important rules

• The amount must equal the sum of its parts and the sum allocated to invoices; there is no unallocated surplus.
• A collection, its parts and its allocations share one currency.
• A rep cannot edit or cancel a collection after saving it; only one that failed to upload can be deleted from the phone.
• Collections are not accepted while the account is read-only.

On the office side

1. Open Collections and filter by rep, customer, journey or date.
2. Open a collection to see its payment parts and the invoices it settled.
3. To cancel one recorded by mistake, click Cancel collection, give a reason (at least five characters), then Confirm cancellation. The amount becomes outstanding on the invoices again.

To cancel a credit invoice that has a collection on it, cancel the collection first, then the invoice.

Note

A collection records what the rep received; it is not an online payment processed by the system.