Payment Collection

Addon Required

This feature requires the Payment Collection addon to be enabled.

Payment Collection allows you to track and manage payments collected by field employees from clients. Collections go through a verification and approval workflow, and reports provide visibility into collection status, employee performance, and payment modes.

All Collections

Navigate to Payment Collection > All Collections to view and manage all payment collection records.

Viewing Collections

The collection list displays all records in a data table with the following filters:

• Employee: Filter by the collector
• Date From / Date To: Filter by collection date range
• Status: Filter by collection status
• Payment Mode: Filter by how the payment was made

Each row shows the receipt number, employee, client, amount, payment mode, payment status, collection date, and proof attachment.

Creating a Collection

1. Click the create action
2. Fill in the collection details:
   • Employee: The field employee who collected the payment
   • Client: The client the payment was collected from
   • Amount: The collected amount
   • Payment Mode: How the payment was made (e.g., cash, cheque, online transfer)
   • Collection Date: The date the payment was collected
   • Proof Attachment: Upload a receipt, photo, or document as proof of collection (may be required based on settings)
3. Save the collection

A unique receipt number is generated automatically for each collection.

Collection Workflow

Payment collections follow a two-stage approval process:

Status	Description
Pending	Collection has been recorded and awaits verification
Verified	Collection has been verified by a manager
Approved	Collection has been approved by an admin
Rejected	Collection has been rejected (at either the verification or approval stage)

Workflow steps:

1. A field employee records a payment collection (status: Pending)
2. A manager reviews and verifies the collection (status: Verified)
3. An admin reviews and approves the verified collection (status: Approved)

At either the verification or approval stage, the collection can be rejected. Rejecting a collection requires providing a reason.

Editing and Deleting Collections

• Collections in Pending status can be edited or deleted
• Once a collection has been verified or approved, it can no longer be edited or deleted

Reports

Navigate to Payment Collection > Reports to access collection analytics.

Status Summary

Navigate to Reports > Status Summary.

Provides an overview of all collections by status. Statistics include total collections, pending count and amount, verified count and amount, approved count and amount, and rejected count and amount, along with percentages. Includes a daily breakdown of collection activity.

Collector Performance

Navigate to Reports > Collector Performance.

Evaluates each field employee's collection activity. Shows per-collector totals for collections recorded, approved amounts, and approval rates. Highlights top performers by total approved collection amount.

Payment Mode Analysis

Navigate to Reports > Payment Mode Analysis.

Breaks down collections by payment mode, showing the count, total amount, and percentage for each mode (e.g., cash, cheque, online transfer). Also shows the approved amount per payment mode.

Settings

Navigate to Payment Collection > Settings to configure the Payment Collection addon.

Available settings include:

Setting	Description
Require Proof Attachment	Whether field employees must upload proof (receipt, photo) when recording a collection

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