This section is the Collection List. It contains the list of company Collections.

Overview: Collection list allows registration of company Collection receipts for use within system modules. Collection type varies base on the type of invoice issued, official receipt (OR) for BS and collection receipt (CR) for SI. Each successful registration adds a record in the collection list and link collection under its reference Invoice

Definition of Terms:

Collection List - database of company Collections

Collection Record - consists pertinent information about the registered Collection

Collection Receipt (CR) - a formal accounting document used as proof of payment to a corresponding SI/s

Official Receipt (OR) - a formal accounting document used as proof of payment to a corresponding BS/s

User Involve:

Accounting officers are responsible for processing invoices/statement of accounts to earn collections according to terms agreed by client. Both are in charge of maintaining a transparent and accurate invoicing and collection system.

General Procedure/Instruction:

A. Instructions for Creating a Collection (Accounting)

• A.1. Log on to the system and go to Accounting - Collection module
• A.2. Select “New” to create system OR or CR recor
• A.3. Choose Collection type to create system OR or CR record (whichever applies)
• A.4. Fill up Collection profile header and detail tab fields accordingly (update changes as necessary)
• Note: One collection profile per transaction (1 check = 1 OR/CR = 1 Collection profile); One collection can be referred to many DPSI,DPBS, SI or BS under the same client code
• A.5. Go to Invoice tab
• A.6. Click “Add Invoice” to view and add existing Invoices or select “New Invoice” to add new invoice -follow procedure for creating system invoice record Creating an Invoice
• A.7. Select and Check Invoices from Invoice Selection screen and click ok to add
• Note: All collection should and must have a reference invoice record in the system.
• 2.8. Update Invoice balance by filling up Collected Amount
• 2.9. Click “Save” to register or apply changes made

Note: Record all Cancelled formal document given the following instruction:

• 1. Go to Invoice or Collection
• 2. Enter Document No. of cancelled document
• 3. “Save” then confirm the given control message

Additional Notes:

System uses pop-up reminders to notify users of not invoiced PI (prolonged “for SI” status) and not collected Sales invoice payments (prolonged “invoice” status) given a preset period. User may use filter bars to limit list as specified. User in charge, in this case the project manager and accounting representative, should acknowledge and do necessary steps to keep the system records up to date. Otherwise, ignorance may cause disruptive incorrect information.

For information on about filling up the invoice and its profile please see: Pro-forma Invoice Profile and Invoice Profile