Collector Run Maintenance

Accounts Receivable > Transaction Processing > Collector Run Maintenance

Collector Run Maintenance

You use this program to generate a list of outstanding customer invoices for which payments must be collected and to record the amounts collected from customers against these invoices. Payment types collected can be cash, checks, EFT payments and Post Dated checks.

After payment collections are captured, you use the AR Payment Run program to post the payments against customers' accounts.

Toolbar and menu

Field	Description
Load Invoices	Load the invoices to be collected based on the criteria selected from the AR Invoice Release Filter pane into the Collector Run Invoice Details pane.
New	Add a new collector run.
Cancel	Cancel the collector run. A collector run has to be in a status of Captured for it to be cancelled.
Save	Save the collector run. You can view the saved collector run in the AR Collector Run program.
Collector run	Indicate the collector run number, or browse to select it from the AR Collector Run program.
Print report	Print the AR Collector Run report for the current collector run. This option is not available for a collector run in a status of New.

Collector Run Header

Field	Description
Collector run details
Collector run	The collector run number is displayed.
Status	The collector run status is displayed. The statuses include: New - a new run has been created and saved Captured - amounts have been captured Cancelled - the collector run has been cancelled Verified - the collector run has been verified Closed - the collector run is closed Payment in progress - the payment is being processed in the AR Payment Run program.
Collector details
Collector	Indicate the collector responsible for the collection of this run.
Collector salesperson	This displays the name of the Collector.
Salesperson	Indicate the salesperson for the collector run. This only applies when the AR SetupPayments by salesperson option is enabled.
Area	Indicate the geographic area for the collector run. This only applies when the AR SetupPayments by geographic area option is enabled.
Dates
Collection date	Enter the scheduled date for a new collector run. Invoice ageing is calculated by comparing this date to the invoice date.
Receipt date	Indicate the date on which the payment was received by the collector.
Banking details
Bank	Indicate the bank into which the payment was received or will be deposited.
Currency	The currency code of the Bank entered.

AR Invoice Release Filter

Use these options to indicate which invoices you want displayed in the Collector Run Invoice Details listview.

Field	Description
Customers	Indicate the customers to include in the collector run.
Salespersons	Indicate the salespersons for which to include invoices in the collector run.
Areas	Indicate the geographic areas for which to include invoices in the collector run.
Invoice selection
Exclude credit and debit notes	Enable this to exclude debit and credit notes from the collector run.
Invoice age selection	Indicate the invoices to include in the collector run based on their ages.
Due date selection	Indicate the invoices to include in the collector run based on their due dates.

Summary Totals

Field	Description
Verify	Verify the collector run when all totals balance and the Undistributed amount is 0. This option ensures that: Total collected = Total distributed Total undistributed is = zero PD checks are fully distributed This option is only enabled when the collection is in a status of Captured
Close	Close the collector run when it is complete. You typically use this option when the AR payment run was not closed automatically, for example if a stop payment was issued against a check. This option is only enabled when the collection is in a status of Verified or Payment in progress.
Totals collected
Cash	This total reflects the amounts entered in the Cash collected column in the listview.
Checks	This total reflects the amounts entered in the Checks collected column in the listview.
Other	This total reflects the amounts entered in the Other collected column in the listview. This includes EFT payments.
PD checks
PD collected	This amount reflects the PD checks captured.
Distribute PD checks	Allocate the PD checks that make up the PD collected amount using the AR Post Dated Checks program.
PD distributed	The distributed PD checks amount. If the full amount is applied in the AR Post Dated Checks program, it will be displayed here.
PD undistributed	The undistributed PD check amount.
Total
Collected	The total amount collected and captured, including cash, checks, other and PD checks.
Distributed	The total cash, checks, other and PD check distributed amount.
Undistributed	The total undistributed amount.

Collector Run Invoice Details

This enables you to allocate the payments received from the collection run to customer invoices.

Only the invoices you selected to display in the AR Invoice Release Filter pane are included in the listview.

Field	Description
Add line	Add an invoice to the listview once you have selected the relevant filter options. This is typically used to add an invoice to the collector run after it has been saved.
Cash collected	Enter the amount of cash received from the customer for the invoice.
Checks collected (PDC excluded)	Enter the check amount received from the customer for the invoice. Do not include post dated checks.
Other collected	Enter the amount received from the customer for the invoice, which was not paid in cash or by check (e.g. EFT).
Delete line	Use this check box to remove the invoice from the list of invoices for collection.

Distributed Post Dated Checks

This pane displays the post dated checks distributed for the collection run. It is populated when the collection run is complete or is being maintained.

Notes and warnings

Prerequisites

The AR SetupCollector required option must be enabled to use this program.

Coding considerations

If the Customer and Invoice columns are blank, then these lines are not verified or added to the collector run. When no collection amounts are captured, are prompted to discard zero collections if required.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.

Activity	Description
AR Collection Run Close	Controls whether an operator can close a collection run (see Collector Run Maintenance).
AR Collection Run Verification	Controls whether an operator can verify a collector run once the collected payment information has been entered (see Collector Run Maintenance).

Hints and tips

Create a collector list

Once you have entered the required information in the Collector Run Header pane and selected the Load Invoices function, you can right click in a column heading in the Collector Run Invoice Details listview to Export/print the list of invoices for which payment must be collected.

The list can be used by the collector to record the payments received from the customers.
As the salesperson is captured on the payment and the payment files are updated, statistics can be drawn from the payment files so that commission is only paid once payment is received for the sale.