Creating Collections

• App Collections
  • Scan Collections
  • Manual Collections
• Prior Balances
• Adjustments
• Finishing a Collection
• Web Based Collections
  • Web Based Adjustments
• Service Events

Prior Balances

When you create a new session for a location that has had prior activity, and has a balance due to the collector, those values will show in red below the location name at the top of the collection. If a collection balance is present, the payment must be made on the original collection. If a loan payment is made you can add it to the collection using the dedicated field, and it’s value will be applied to the loan and the current collection.

Adjustments

In the scenario where you have an expense to consider while in the process of creating a collection, an Adjustment is used.

If there was an expense that was incurred because of a Location’s mistake/misdeed, then you would make a Location (L) Adjustment. This takes the defined amount of funds out of the location’s share of proceeds, and allocates it to the collector.

If there was a general loss through no fault of either the location or the collector, then a Top (T) expense would be used. The cost associated (like someone cheating a bill acceptor) will be taken off of the revenues for the location for that period evenly, as per the locations share agreement.

If the Collector Needs to expend funds to service the machine/etc, then that is an expense directly incurred. It does not change the actual collected amount from the location, but it is considered when a Bank Deposit is made.

Wrapping up the Collection

Once any adjustments are made and any notes or photos are added down below the inputs is the Collection Summary. Here you can see the facts and figures of the collection.

Here, for example is a collection showing the locations name “Alberta” and that we have a Location and Operators shares of 50% each. The Net proceeds for the period were $911.00, but someone stole from a machine and $200 of cash is unaccounted for, which affects both the collector and the location.

There were no other expenses to consider, so the remaining balance owed to the Collector is $355.50, or (($911-$200)/2). Once the basics are in place, the user just needs to save to register the collection in the system.

In the scenario where the location doesn’t happen to have enough funds on hand to make a full payment, then in that case a partial payment can be accepted. The collector just needs to enter the actual amount received and press the + button. The partial payment will be reflected in the Summary.

Once the session is complete and no changes or updates need to be made, the collector can print a copy for the location directly from their phone.

Note: The only printer compatible is the Star Micronics SM-L300 portable thermal printer.

On the Web

In some cases a user might be in an area without cellular service, and they perform a collection using good old fashioned paper and pencil, and then submit the record to the office. In this case an office worker can create a collection directly via the web browser. Go to your collections list view and click ‘Add Collection’ in the upper right corner.

First, select the actual user that performed the collection, and then select the location name. If needed you can adjust the date of the collection to be recorded. When you click ‘Add’ you will then have a new machine entry to be completed. Select one of the machines assigned to the location and enter in the Cash in and Cash Out values supplied by the collector.
You can add as many machines as needed (hopefully they collected on them all). Note that all three fields need to be populated in order to continue. Once all machines have their cashIn/Cashout values entered, press ‘Preview’.

At this point you will be shown the full collection and how it will be recorded. If you are satisfied with the result, click ‘Save’. If something needs to be adjusted you can change the original fields and refresh the Preview. Notes and attachments can be added here as well. Once the initial collection has been saved, you can add any adjustments as needed.

Adjustments via the Web

Once you have pressed save you will be viewing the completed collection. If you need to add adjustments or a record of payments made on the collection, click the Pencil (edit) icon in the upper right. This will allow you to make changes.

To add an Adjustment, just click the green ‘+’ icon in the lower left of the collection view. You can then select which adjustment type, enter the value, and then a quick description if needed.

Also active in the financial breakdown column are field where either a loan payment or collection payment can be registered. Simply enter the value and click Add.

Keep in mind that you can always edit existing collections that need to be modified or updated. Upper level accounts like Operators and Manager have these capabilities by default.

Service Events

Service Events cover a couple different use case scenarios, and are related to collections, but not quite the same. The Service Events link will only be visible on the web dashboard once they have been created.

You would use this instead of a collection if:

• A Collector needs to service a component in a machine and a time+date record should be made
• The collector was going to create a collection but then realized that the Cash Out exceeded the Cash In, and will come back to the location later when there will be value to collect.
• The collector is simply checking in on the location and making sure that all machines work as expected.

You can define what types of actions a collector can do by navigating to Settings > Service Event Types. When you click the green + icon in the upper right a new entry will appear at the top of the list. Just enter the action that you wish them to be able to quickly tag, and save.