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View and change a collection order

Profit saves a history of all collection orders. You can change the general details of an order that still has to be executed, and if necessary exclude debtors or outstanding items from collection.

If you have not yet made the outstanding items in the file payable, you can do so from the properties of the collection file.

To view and change a collection order:

  1. Go to: Financial / Debtor / Collection order.

    The fields in the default Collection order view relate to outstanding items that have been made payable. If an outstanding item has been excluded from payment, Profit will not include the amount of this item in the total amount of the order or the total number of order lines.

    You can change the view and add fields. For example, add the Still to be processed via the bank statement field to know what amount of the order still has to be received from the bank.

  2. You can use the Collection proposal action to retrieve a report with all outstanding items to be collected. The collection proposal only includes items that have been made payable.

    If you apply collection reduction, then the discount has already been settled with the amounts in this report. Thus the report shows the amounts that will actually be collected.

  3. Open the properties of the most recent collection file.
  4. If necessary, change the processing date and the information that will end up on the collection lines.
  5. Go to the tab: Debtors.
    • If applicable, exclude debtors by deselecting check boxes.
    • You can use the action buttons to determine per debtor whether you want to compress the payments or not. If the Credit invoices check box has been selected for a debtor in the Debtors to be collected view, then you must compress this debtor's items. Also, the total of the compressed items must be positive, as you cannot collect negative amounts.
  6. Go to the tab: Invoices.

    The check boxes of all invoices made payable are selected. Deselect the check boxes for the invoices you do not want to make payable.

    Here as well, Profit displays amounts after settling the collection reduction.

    If a collection, payment or refund order has not yet been processed, you can still add invoices to the order later on. For this, you use the Add invoices action on the Invoices tab. This action is only visible if you have not yet processed the order.

    You can still add an invoice after creating the collection, payment or refund order without having to regenerate the order completely. This is useful if the invoice to be added has to be settled quickly or if you have forgotten it in the original order.

    If you want to use this functionality, you must first authorise the tabs and actions.

  7. Go to the tab: Shipment. You see the send status of the order. This tab is only visible for AFAS Online customers who have configured the bank link.
    • If the message has been successfully prepared in the communication service, the collection order gets the Ready to send status in Financial. The communication service then sends the message to the Bank Integration Service (BIS) of AFAS Online using the send/receive functionality. While sending, the communication service informs Financial whether the message has been sent. In that case, the send status of the order changes to Sent and the current date is entered in the Date sent field. If an error occurs while sending, the status changes to Error while sending. After the error has been corrected, the message can be resent in the communication service.
    • After the message (the collection and payment file) is received by the BIS, it is submitted to the bank. The bank responds to this message by sending a 'receipt' message. The BIS sends this message on to you and enters the Date receipt. The bank checks whether the message with the collection or payment file can be processed (validation). The bank sends a response message indicating validity or invalidity to the BIS. The BIS sends this message on to you and enters the Validation date. After this, the collection or payment order is available for approval on the bank portal.
    • If the received send status is equal to Rejected by receiver or Cancelled by receiver and the status of the collection or payment order is equal to In progress or Completed, the order is reversed.
    • Check the sending of the collection or payment order by checking the communication messages
  8. Click on: OK.

Directly to

  1. Automatic collection via SEPA
  2. Configure automatic collection with SEPA
  3. Configure a debtor for automatic collection with SEPA
  4. Record multiple debit mandates per debtor
  5. Configure collection specification sending by e-mail
  6. SEPA collection concepts and scenarios
  7. Record the debit mandate date per debtor
  8. Change or view the collection settings for an invoice
  9. Record the debit mandate date per invoice
  10. View debit mandates
  11. Print a mandate form
  12. Collection pre-announcement notification to debtor
  13. Delete a debit mandate
  14. Change the SEPA collection method of an existing debtor from Standard to B2B
  15. Change the bank account number of an existing debtor with an existing mandate
  16. Grant a collection reduction
  17. Add a SEPA collection order
  18. View and change a collection order
  19. Generate and journalise a collection file
  20. Directly process a collection order
  21. E-mail or print a collection specification
  22. Complete a collection order
  23. Reverse a collection order
  24. Perform an automatic collection with payment instalments
  25. Perform an automatic collection using a collection set
  26. Automatic collection via the bank link (AFAS Online)

Process

Automatic collection