Collection Sheets
What a collection sheet is, the Collection Sheets list with what each has collected, making a new one, finding, filtering and deleting them, and who sees which.
A collection sheet is a round of calls to collect what customers owe. It holds the jobs owing, one stop for each door, in the order you'll call on them, much like a worksheet. There's nothing to complete or miss: at each door you take payment, or note what happened, such as Not in or Promised to pay. Open them from Accounts > Collection Sheets.
How Collection Sheets Work
- Adding jobs: Add the jobs owing from Who owes you, a customer, or the Jobs and Customers lists. See Adding Jobs to a Collection Sheet.
- One sheet at a time: A job is on one open collection sheet at a time, so two people don't call about the same debt. Once its sheet is finished, it can go on another.
- One stop per door: A customer who owes for their windows and their conservatory is one call, not two. A job done at an address of its own is called on there, and anything else at its customer's address.
- Payments: A payment taken at a stop is recorded straight away, as one taken from Who owes you is, and the sheet counts it as collected. See Collecting at a Stop.
- Finishing: Finish the sheet once the round is done. It's kept, with what each job owed and what was collected, and its jobs are free to go on another sheet. See Finishing and Printing a Collection Sheet.
The List
- Name: The sheet's name. Click a row to open the sheet. See The Collection Sheet Page.
- Assigned to: Who has the sheet. The column shows once any sheet you can see is assigned to someone.
- Status: Open while you're collecting, or Finished.
- Jobs: How many jobs are on it.
- To collect: What its jobs owed when they were added.
- Collected: What's been paid at its stops, less anything refunded. A payment made some other way, such as by bank transfer to the office, isn't counted here, though the stop shows as cleared.
- Created: The day it was made.
- Actions: The bin deletes the sheet.
To collect and Collected are left out when your role can't see prices and balances.
Making a Collection Sheet
New Collection Sheet, at the top of the list, opens a popup of the same name:
- Business: Only when you work in more than one. A sheet holds one business's jobs.
- Name: Starts as Collection and today's date, such as Collection 2 Nov. Call it what helps you find it, such as the area or the day you'll go.
- Assigned to: Who'll do the calls. Leave it empty to decide later.
Saving opens the new sheet, ready for jobs. Most of the time it's quicker to make the sheet as you add the jobs, with Create New in the Add to Collection Sheet popup.
Finding a Sheet
- Search collection sheets: Finds sheets by name.
- Filters: The funnel button beside the search. Status starts on Open, and can show Finished sheets or All. Assigned to narrows the list to some people's sheets, and Business to some businesses when you work in more than one. Each one you set shows as a chip beside the search, and its × takes it off.
- Sorting: Click Name, Status or Created to sort by it, and again to reverse the order.
Deleting a Sheet
The bin on a row, or Delete Collection Sheet on the sheet itself, asks first. Its jobs come off the sheet, still owing, and can go on another. Payments already taken at its stops are kept. To keep a record of the round, finish the sheet instead.
On a Phone
Each sheet is a row with its name, who has it, how many jobs, and what's been collected of what it set out to, such as £40.00 of £120.00, and whether it's finished. Tap a row to open it, or swipe it right for Delete. +, beside the list's name, makes a new one. See Using Work Planner on a Phone.
Who Can Use It
Collection sheets have their own permissions, under Collection sheets on the Roles screen. View opens the list, Create makes sheets, Update adds jobs, changes the order and finishes them, Delete deletes them, and Assign chooses who has one. Without View All Collection Sheets, someone sees only the sheets assigned to them, and a sheet they make is theirs. Owners, admins and members start with all of them, and the Worker role with none. See Editing a Role.
Related articles
- Adding Jobs to a Collection Sheet: Putting the jobs owing on a sheet, from each place you can.
- The Collection Sheet Page: The stops, what's been collected, and putting them in order.
- Collecting at a Stop: Taking payment, or noting what happened at the door.
- Who Owes You: Everyone who owes you, oldest debt first.