Collecting money and taking returns
You will be able to: Record a collection and understand how it settles invoices; Record a return into field stock; Describe the cash these documents add or remove.
- Read not done yet
- Self-check: not taken not done yet
- Lesson complete not done yet
Selling is half the day. The other half is getting paid and taking goods back. Both are recorded on the device in the same way as a sale: the document gets a reserved number, is printable, and waits to be sent.
The Collect tab
Use the Collect tab to record money received from a customer. It produces a receipt voucher (RV). When it is sent, the receipt settles the customer's oldest invoices first. You do not choose invoices on the device.
A collection reduces the customer's exposure on the device at once, so it also helps the next credit-limit check. Cash collections add to the cash you must hand over at the end of the day.
The Return tab
Use the Return tab to credit goods a customer gives back. It produces a sales return (SR), a credit note. The goods go back into your Field sales stock and the amount reduces what the customer owes. A return carries no reference to the original invoice, because an offline invoice does not have a server id yet. Check the goods before you take them back.
| Tab | Document | Effect |
|---|---|---|
| Sell | Sales invoice (SI) | Stock leaves your Field sales warehouse; customer owes or pays |
| Collect | Receipt voucher (RV) | Customer owes less; oldest invoices settled first |
| Return | Sales return (SR) | Stock comes back to your Field sales warehouse; customer owes less |
Cash expected at the end of the day
When the day is closed the office computes the expected cash from what the documents actually did to the company's cash accounts: opening cash plus the net cash movement of the session's documents. Credit sales do not count. Cash and card payment modes are separate, so a payment mode that points to a card or bank account is not part of the cash you hand over.
Try it in the demo
- In Field Sales on the demo, open the Collect tab, choose a customer and record a small amount.
- Open the Return tab and record a return of one item to see how it differs from a sale.
- Open the Today tab to see all three documents with their numbers.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- Collections settle the oldest invoices first when sent.
- Returns put goods back in the Field sales stock and reduce the customer's balance.
- Expected cash comes from cash movements only; credit sales do not count.
- The three document types are SI, RV and SR.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.
1. A customer owes 1,200.00 on the oldest invoice and 800.00 on the next. You collect 1,500.00. What remains open on the second invoice?
2. On the device you choose which invoices a collection settles.
3. Opening cash 200.00, cash on invoices 1,850.00, cash collections 1,500.00, credit sales 900.00. What is the expected cash?
4. Which statements about returns on the device are true?
Select all that apply.