Collections to confirm
Check the money reps say they collected on visits against the bank or the cash, then confirm it as a Payment-In or mark it not received.
/accounts/collectionsWhen reps write a visit report, they can record money the school handed over: cash, a cheque, a UPI payment. Until the desk finds that money and confirms it here, it is the rep's word, not a payment. The school's balance does not move.
What's on the list
The list holds every collection still waiting, oldest visit first. The total at the top is what is Waiting to be confirmed.
| Column | What it shows |
|---|---|
| Visit | The date of the visit the money was collected on |
| School | The school, with its code |
| Collected by | The rep who recorded it |
| Mode | Cash, Cheque, Demand draft, UPI or Bank transfer (NEFT/RTGS/IMPS) |
| Amount | What the rep says was collected |
| Reference / bank | The cheque number or payment reference, and the bank the rep noted |
| Remarks | Anything the rep added |
Confirm a collection
Find the money
Check that the money really arrived: in the bank statement for a transfer or UPI payment, in the office cash, or in the cheques you hold.
Select Confirm
Confirm opens a new Payment-In with a note that you are confirming the rep's collection. The form is filled in from what the rep recorded:
- the school, which you can't change;
- the amount and the mode;
- for a cheque or DD, the cheque number and the bank it is drawn on; for anything else, the reference;
- a narration saying which rep collected it and on which visit.
Finish the receipt
Choose Into the books of: the firm whose bills this pays. For cash, UPI or a transfer, choose Into account. Check the amount and the mode against what actually arrived, and choose which bills it pays, as for any payment.
Record it
Select Record payment-in. The collection leaves this list, and the school's balance comes down.
The receipt shows "A rep's visit collection, confirmed here" as its source, and the Payment-In list marks it "Rep's collection". A cheque confirmed this way then goes on Cheques to be deposited.
Mark a collection not received
If the money never arrived, or the rep recorded the same collection twice:
Select Not received
Select Not received on the collection's row.
Say why
In Why, write what you found, for example "Not in the bank statement up to 20 Sep". You must write at least three characters, so the rep knows what to ask the school.
Mark it
Select Mark not received, or Keep waiting to leave it on the list.
The collection comes off the list and nothing changes in the books. The rep gets a notification that it was not found in the accounts, with your note and a link to the visit, because the school will ask them about it.
What happens to a collection
| Where it stands | What it means | What the rep sees |
|---|---|---|
| Waiting | On this list. The school's balance has not moved | Nothing yet |
| Confirmed | Recorded as a Payment-In. The school's balance has come down | The lower balance on their Dues |
| Not received | Taken off the list with your note. Nothing in the books | A notification with your note |
Good to know
- A collection can be dealt with only once. If you open Confirm on one somebody has already confirmed or marked not received, the form warns you and SalesYatra refuses a second receipt for it.
- If the rep edits the visit report later, a collection you have already confirmed or marked not received stays as it is. Re-saving the same collection with the same mode, amount and reference does not put it on the list again.
- Cancelling the receipt puts the collection back on this list, because the money may still be real even though that receipt was wrong.
- The Accountant (read-only) sees the list but not the Confirm and Not received buttons.
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