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Collections (PAGE DEVELOPMENT IN-PROGRESS)

The Collections Module of the AccuBooks Accounting System serves to manage the collection of payments for approved sales transactions efficiently, ensure accurate record-keeping, provide flexibility in payment methods and amounts, and integrate seamlessly with the sales and approval processes within the accounting system.

Key Purposes

1. Integration with Sales Module: The collections module is directly connected with the sales module. This means all approved sales transactions can be managed through the collections module.

2. Input Methods for Collections: There are two ways to input transactions in the collections module: Using the collections field in the dashboard and clicking the "Add" button. Using the side menu bar under "Sales" and selecting "Collections".

3. Add Collections: The collections module allows users to add collections by referencing approved sales transactions. Users can select a customer and the related sales transaction, and input details such as document reference, mode of payment (e.g., bank or electronic transfer), collection date, and cash account related to the transaction.

4. Partial and Full Payments: The module supports both full and partial payments. Users can specify the amount being paid against the transaction.

5. Recording and Saving Transactions: Users can fill in remarks for the collection and save the transaction. The system redirects users back to the list of collections, where they can review and check the details of the transaction, including journal entries.

6. Attachments and Comments: Users can upload supporting documents, such as a scanned copy of the deposit slip, to the system for future reference. There is also a feature to add comments to the transaction, which can be submitted and stored in the system.

7. Exporting Transaction Details: Users can export the details of the collection as a PDF file. The exported file includes details of the collection, the company, the customer, and the corresponding journal entries.

8. Approval Management System: The collections module includes an approval management system with three levels of approval: submitter, checker, and approver. Users creating the transaction have options to delete, submit, or cancel the transaction. If a transaction needs to be deleted (e.g., incorrect details), the system prompts for confirmation, and upon deletion, the related sales transaction remains available for collection with the previous balance.

Complete Walkthrough Video

Collections Module Step by Step User-Manual

1. Navigating to the Collections Module:

  • Option 1: Dashboard
    • Go to the dashboard.
    • Locate the collections field.
    • Click the "Add" button.
  • Option 2: Side Menu
    • Click the side menu bar.
    • Select "Sales".
    • Click "Collections".

2. Adding a Collection:

  • After clicking the "Add" button from either the dashboard or side menu:
    • Select Customer and Sales Transaction:
    • All approved sales transactions will be listed.
    • Select the customer (e.g., "Customer Sample #1").
    • Click the plus button (+) next to the related sales transaction (e.g., "S14").
  • Enter Collection Details:
    • Document Reference: Enter a reference (e.g., "Document Number 1ABC").
    • Mode of Payment: Select the mode of payment (e.g., "Cash", "Check", "Card" or "Electronic Transfer").
    • Collection Date: Choose the date of the transaction using the calendar icon.
    • Cash Account: Select the related cash account (e.g., "Cash in Bank").
    • Items/Particulars: Enter the amount to be paid (either full or partial). For example, instead of paying the full 1,350, enter 1,000.
    • Remarks: Enter any remarks if necessary.
  • Save the Transaction:
    • Click the "Save" button.

3. Reviewing and Managing the Collection:

  • After saving the transaction:
    • The system redirects to the list of collections.
    • Click the folder button or "Show Transaction" button to review the details.
    • Check Journal Entries: Ensure they are correct.
  • Upload Attachments:
    • Click "Show".
    • Click "Add" to upload supporting documents (e.g., scanned deposit slip).
    • Rename the file if needed and add remarks.
    • Click "Submit" to upload the attachment.
  • Add Comments:
    • Click "Show" to display the comments section.
    • Enter comments (e.g., "This sales transaction is for collection today").
    • Click "Submit" to save the comments.

4. Exporting Collection Details:

  • To download the details:
    • Click "Export PDF".
    • The system generates a PDF with all the collection details, including company and customer information, collection details, and journal entries.

5. Approval Management System:

  • The system includes a built-in approval process with three levels: submitter, checker, and approver.
  • Submit Transaction: After creating the transaction, the user can submit it.
  • Checker Review:
    • The checker reviews the submitted transaction.
    • Options include returning the transaction with a reason for edits or proceeding to approval.
  • Approver:
    • The approver can approve, return, or cancel the transaction.
    • Once approved, the transaction can only be canceled or reversed, not returned.

6. Deleting a Transaction:

  • If a transaction needs to be deleted:
    • Select the transaction.
    • Click the "Delete" button.
    • Confirm the deletion when prompted by the system.
    • Upon deletion, the related sales transaction remains available for further collection attempts, showing the previous balance (e.g., 1,350).