Skip to main content

App Collection Entry

Optional Add-on

Collection Entry requires the Mobile App (gstapp) add-on. Contact Data Spec (www.dataspec.info) for activation and pricing.

Receipts that salesmen collect from customers on the mobile app (cash, UPI, cheque or transfer) arrive in the office as app collections. Nothing is booked in the accounts yet. An office operator checks each one here and adjusts it against the party's bills. Only then does it become a normal Receipt by Bill entry.

Menu
Entry
App Collection
Collection Entry

You need the App permission to use the screen. Save needs permission to add, and Reject needs permission to edit and delete.

Finding the collections​

The top-left list shows the collections received. Narrow it with:

  • Salesman (tick to pick one; All includes non-employee representatives; Filter By Salesman also limits the Route list below),
  • Date – the day the salesman entered it (default: yesterday and today),
  • Mode – All, Cash, UPI, Cheque, EFT or Other, and
  • Unadjusted (the default – work still to do) / Adjusted / Memo / Reject / All.

Click Load after changing the date or salesman. Rows are tinted by state: green – waiting; yellow – taken to a memo voucher instead; grey – adjusted; struck-through grey – rejected. Non-cash modes have a blue mode cell. Double-click a row to see the party's ledger. Print prints the list.

Adjusting a collection against bills​

  1. Click a collection. On the right you see the party and city, the salesman, the mode, the receipt number (date/number), the cheque or transfer number, the amount received, the discount or deduction, and the total.
  2. The party's unpaid bills are listed below with the bill, date, bill amount, received so far and Due. Tick Hide Cash Bills to leave out cash bills.
  3. dsGST proposes an adjustment: if the salesman marked particular bills in the app, the amount is spread over those bills, otherwise over the oldest bills first, taking the deduction first and then the cash. Change any Recd and Dedu amounts in the last two columns. Double-click a bill to open it.
  4. Under Totals, check the difference between the amount collected and what you have allotted; they must match.
  5. Choose the Recd Date (it starts as the date on the receipt), the Cash / Bank account the money should be booked to (it defaults from the mode: cash account for Cash, cheque-in-hand for UPI, bank for the rest) and the Disc / Dedu account if there is a deduction. All A/cs lists every account.
  6. Click Save. dsGST creates a Receipt by Bill entry for each bill under the day's receipt document, stores the receipt number and cheque / transfer number on it, and marks the collection Adjusted.

Save works only for a collection still waiting, when the amount and deduction are fully allotted and the required accounts are chosen.

Rejecting a collection​

If it should not be accepted (duplicate, cheque not received, wrong party), type the reason in the note box and click Reject, then confirm. The collection is marked Rejected and nothing is booked. A note is compulsory.

UPI collections​

For a UPI collection made with the bank's Dynamic QR (ICICI), the bank's transaction id and the payment status are shown with the entry. Double-click the refresh arrow (↻) beside the status to ask the bank for the latest status. The app lets a salesman submit only after the payment shows as successful, but the status is still worth a check before you adjust it.

See Collection Groups for how parties are grouped for collection.