Collections

Purpose

The Collections screen presents the journal of customer payments: for each amount due, the source invoice, the date expected, the date the payment was received and the means of payment used.

It is a viewing screen. Where Receivables is there to act — to follow up and collect —, this screen is there to read: to find out when and how a customer paid, to prepare a bank reconciliation, to take stock of the settlements over a period.

No action on this screen

There is no collection button, no editing and no deletion: the list is read-only. Collections are recorded from Receivables.

Who can access this module?

The module is visible to accounts holding the Financial management right.

Access

• Menu: Financial management → Collections
• Address: /encaissements
• Screen title: Encaissements

The collections list

The top bar contains ☰ side menu, 🏠 home, the Filtrer… field, the name of the signed-in account, the language selector and the account menu.

Column	Content
Client	The customer concerned.
Facture	The invoice reference.
Date facture	The date the invoice was issued.
Date échéance	The date the settlement was expected.
Montant	The amount due.
Date encaissement	The date the payment was received.
Etat	En instance, Echus or Payée.
Mode	The means of payment used.

The list shows 50 rows per page, with the pagination controls.

The list is ordered by due date

Unlike the other financial screens, this one is sorted by due date and not by order of creation. The oldest amounts due therefore come to the top: it is the most useful ordering for checking items off.

Reading the date columns

Three dates sit side by side, and comparing them is the whole point of the screen:

Comparison	What it reveals
Date encaissement empty	The payment has not been recorded yet.
Date encaissement ≤ Date échéance	The customer paid on time.
Date encaissement > Date échéance	The customer paid late: the gap measures the actual delay.

The states are the same as in receivables

En instance for an unsettled amount whose date has not passed, Echus for an unsettled amount past its date, Payée once the collection has been recorded. The Echus state is calculated automatically against today's date.

The means of payment

Mode displayed	Corresponds to
Chéque	A settlement by cheque.
Traite	A bill of exchange.
Virement	A bank transfer.
Carte bancaire	A card payment.
Versement / Numéraire	A cash settlement, or a deposit at a branch.

Cash and deposit may be swapped

The two modes En numéraire and Versement espèce, as they are offered at collection time, are displayed swapped in this column: what was recorded as a deposit appears as Numéraire, and the other way round.

If you have any doubt about a cash settlement, the document reference entered at collection time is what counts.

The "Prélèvement bancaire fini" mode is not displayed

It is offered at collection time but the Mode column does not know how to display it: the cell stays empty. An empty cell in this column therefore signals either a direct debit or an amount not settled yet — the Date encaissement column tells the two apart.

Finding a collection

The Filtrer… field in the top bar covers all the collections, not just the page displayed. Enter a customer name or an invoice reference: the list updates half a second after the last keystroke.

Preparing a bank reconciliation

Filter on the customer, spot the row with the matching amount, then compare the Date encaissement and the Mode with your statement. The document reference — cheque or transfer number — was entered at collection time, in Receivables.

Messages and troubleshooting

Situation	Message	What to do
An expected collection does not appear	—	Check that it was indeed recorded from Receivables.
The Mode column is empty	—	Either the amount is not settled yet, or the mode is Prélèvement bancaire fini.
The Date encaissement column is empty	—	The amount has not been collected yet.
A cash settlement looks wrongly labelled	—	The Numéraire and Versement modes are swapped on display.
A settled receivable stays in Echus	—	The collection did not go through: do it again from Receivables.
The session has expired	Automatic return to the sign-in screen	Sign in again.

Known limitations in this version

• The En numéraire and Versement espèce modes are swapped on display.
• The Prélèvement bancaire fini mode is not displayed: the cell stays empty.
• No total is displayed: neither a page subtotal nor a grand total.
• No filter by period, by state or by means of payment.
• No export of the data is offered.
• The sort arrows in the headers are decorative; the ordering by due date is imposed.

See also

• Receivables — recording collections and tracking overdue items.
• Cash desks — the cash desks receiving the payments.
• Financial management → Cash desks — cash tracking.
• Cheque — cheque tracking.
• Sales invoices — where the amounts due come from.