5.3.3 Collection

Overview

Collection is created when Sales Invoice payment is already collected.

Collection List

• List of all the Collection and will also show the overview of the transaction.
• You can filter the data to be displayed by providing the following:
  • Start Date
  • End Date
  • Branch
• Also, you can search data by providing a value on the Search Bar and select the Column Filter on where to search the data.

Collection Detail

• To add a new Collection, go to Sales then click Collection. After that,  click the Add button that can be seen in the Collection list.

• Fill out all the needed information for the Collection Detail like,
  • Currency
  • Customer Name
  • CI Date
  • Document Reference

• To add a Collection Line Item, click the Add button on the right part of the page under the Lines tab.

• If you already have a Sales Invoice for the Collection, the user can select the Sales Invoice by clicking on the SI Number.

• To select a Sales Invoice  Number, click the Pick button.

• Once selected, provide all the necessary information such as:
  • Amount
  • Pay Type
  • Depository Bank
  • Account

• Once done, save the Collection line item by clicking on the Save button.

• To totally save the Collection detail, Save and Lock the record.

If you want to cancel / void the transaction

Collection Transaction via Upload Template

1. To add a Collection Transaction via Upload Template, go to Collection List then Click Functions
2. Click Optimized Upload
3. Select Download Collection File Format – an excel file will be downloaded. This is the file format where you will edit, select or encode the details that you need to Collection.

3.1 In the Excel File

1.  Manual Number should be unique per transaction, alphanumeric and Special transaction, should not exceed 255 characters.

  Example: 1‘23`4!5@6#7$8%9^0&a*b(c)d_e+f=g{h}i[j]k|l\m/n:o;p”q<r>st?u v.w

–  if the Manual Number starts with 000, don’t forget to put an apostrophe (‘) at the beginning of the Manual Number.
Example: ‘00000111231414

– if the Manual Number starts with a number but exceeds more than 10 digits, format the cell to Text to show all the numbers.

                Steps on how to change the format to Text:

1. Right Click the Cell
2. Click Format Cell

3. Choose Text

4. Click OK
5. Then reselect the field

2. Document Reference should be unique per transaction, alphanumeric and Special transaction, should not exceed 255 characters.

Example: 1‘23`4!5@6#7$8%9^0&a*b(c)d_e+f=g{h}i[j]k|l\m/n:o;p”q<r>st?u v.w

        – if the Document Reference starts with 000, don’t forget

to put an apostrophe (‘) at the beginning of the Manual Code.
Example: ‘00000111231414
    – if the Document Reference starts with a number but exceeds more than 10 digits, format the cell to Text to show all the numbers.

                Steps on how to change the format to Text:
1. Right Click the Cell
2. Click Format Cell

3. Choose Text

4. Click OK
5. Then reselect the field

3.  Customer and CustomerID – Select Customer from the dropdown and choose the Customer, CustomerID will correspond to the selected Customer. Never edit the CustomerID  since it will automatically change after selecting the Customer. 
4. Remarks –  in this column is basically the remarks for the whole transaction, it should be alphanumeric and Special characters should not exceed 255 characters.
5. Particulars – in this column this is basically the remarks for each item line, it should be alphanumeric and Special characters should not exceed 255 characters.
6. Currency and CurrencyID – Select the Currency from the dropdown and choose the correct Currency, CurrencyID will correspond to the selected currency. Never edit the CurrencyID since it will automatically change after selecting the currency.
7. Exchange Rate – is the rate that is used to convert the currency.
8. Status – is the status of the transaction, just select the status from the dropdown.
9. SINumber and SIId – Select the SINumber from the dropdown and choose the correct SINumber, SIId and SICustomerId will correspond to the selected SINumber. Never edit the SIId and SICustomerId since it will automatically change after selecting the SINumber.
10. Account and AccountId – Select the account from the dropdown and choose the correct account , Account Id  will correspond to the account.

Never edit the AccountId since it will automatically change after selecting the account.

11. Paytype and PaytypeId – Select the Paytype from the dropdown and choose the correct Paytype , PaytypeId  will correspond to the Paytype.

Never edit the PaytypeId since it will automatically change after selecting the paytype.

12.  CheckNumber – used to add check number
13.  CheckBank – Add check bank
14. Bank – Select Bank from the dropdown and choose the correct bank, BankId  will correspond to the Bank.

Never edit the BankId since it will automatically change after selecting the Bank.

15. VAT and VATId – Select the VAT from the dropdown and choose the correct VAT, VATId will correspond to the selected WTAX. Never edit the VATId since it will automatically change after selecting the VAT.
16. WTAX and WTAXId – Select the WTAX from the dropdown and choose the correct WTAX, WTAXId will correspond to the selected WTAX. Never edit the WTAXId since it will automatically change after selecting the WTAX.
17. GVATand GVATId – Select the GVAT from the dropdown and choose the correct GVAT, GVATId will correspond to the selected GVAT. Never edit the GVATId since it will automatically change after selecting the GVAT.
18. Amount – input the amount paid by the Customer.

      4. Go Back to the Collection List Transaction

1. Click Function
2. Click Optimize Upload
3. Click Import Collection
4. After Importing, Go to Draft of Optimize Upload

In Collection

1. Click Validate
2. Click Post

     e. Lock the Transaction

Cancel Collection Transaction

When you need to cancel a Collection, it’s important to follow these simple steps:

1. Log In: Visit your easyFS domain and login with your username and password.
2. Find your Collection: Navigate to the Sales, then Collection. You will be redirected to the Collection lists.

3. Locate the Right One: From the Collection list, you may use the search bar to look for the right Collection you want to cancel. You can search using the Collection’s CI NUmber, Manual Number, Document Reference, etc.

Take note: Don’t forget to change the Start Date and End Date to your  Collection’s transaction date to display the correct result.

4. Open the Collection Detail: Click the Edit button to open the Collection detail page.

5. Cancel the Collection: To cancel your Collection transaction, look for the Cancel found on the upper-right part of the page, then click.

6. Confirm Canceling: After you click the Cancel button, there’s a Cancel Collection window. If you’re sure you want to cancel your Collection transaction, click the Cancel button.

7. Check It’s Done: After canceling, make sure you get a success toast message confirming it’s canceled successfully. It is found on the bottom right of the page.

8. Let Others Know(if needed): If you believe canceling affects other people, it’s a good idea to inform them.
9. Keep Track: Remember to make a note somewhere that you canceled the Collection, just in case it is needed later.