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Record a collection

View as MarkdownOpen in ClaudeOpen in ChatGPTOpen in GeminiOpen in CopilotOpen in Perplexity

Record cash or a cheque collected from a customer directly from the back office, using the full collection form.

Before you start

  • You need the sales:collections/create permission.
  • To earmark the collection against a sales order, you also need the accounting link permission.
  • If your workspace uses receipt books, and you are registering a spoiled paper receipt rather than a real collection, you can mark it as corrupted directly from this form.

Steps

  1. Open Collections and choose New Collection.
  2. Pick the customer and the address the collection relates to.
  3. Enter the amount and method — cash or cheque. Cheque asks for the cheque number and due date.
  4. If needed, link the collection to a sales order (earmark), pick a vault, and add a code or note.
  5. Choose Save. If your workspace links collections to accounting automatically on create, the customer’s balance and the vault update immediately.

What can go wrong

The customer balance does not update after saving. Your workspace may require a separate step to link the collection to accounting — see Where collected money goes. Automatic linking on create is a workspace setting, not the default everywhere.

You need to log a spoiled paper receipt, not a real collection. Use the Mark as corrupted save path on this form instead of a normal save — see Void a paper receipt.