Manual Collections & Advances
Complete usage guide for the Invoice collections screen in the Sales module of Swifto ERP. This document covers the list of collections, their creation (by invoice or by set of invoices), fully configurable collection types (cash, cheque, transfer, voucher, credit note, withholding tax…), viewing the detail, and multi-criteria search.
Module overview
The Invoice collections screen centralizes the recording of payments received in the Sales module of Swifto ERP. Depending on the company's configuration, a collection can cover a single invoice or a set of unpaid invoices for the same customer. Each collection is based on a configurable collection type (cash, cheque, transfer, meal voucher, credit note, withholding tax…) that dynamically determines the fields to fill in.
Business goal
- Record payments received on one or more invoices
- Manage 100% configurable collection types
- Enter cheques, transfers, cash, vouchers and credit notes
- Apply withholding tax with an attachment
- View the detail and the collector of each collection
- Export the list to PDF and Excel for accounting
Target audience
- Accountants — Record and track payments
- Cashiers — Enter collections at the counter
- Sales managers — Track payments and outstanding balances
- ERP administrators — Configure the collection types
The 4 supported sale types
At the time of creation, the Sale type field determines which party to select and which invoices are offered for collection.
Reseller
Selection of a category then a reseller
Customer
Selection of a category then a customer
Traveling salesperson
Selection of a traveling salesperson
Consumer
Selection of an end consumer
Configurable collection method
Depending on the company's configuration (collection by invoice or by set of invoices), the form offers either a single invoice to settle, or a list of unpaid invoices to check (multiple selection). The Total amount and Remaining to pay amounts are automatically recalculated based on the selection.
Access and navigation
To access the Collections & Advances section, follow the steps below from the Swifto ERP main page.
Authentication
Log in with your credentials. You are redirected to the main page showing all the active modules of the current company.
Go to the Sales module
Click the Sales card on the main page or use the left-hand side menu to expand the Sales module.
Click "Collections"
In the Sales module submenu, click the Invoice collections link. The list of invoice collections is displayed automatically.
Filtering the list
The table offers a filter per column (Date, Collector, Customer, Amount, Type) directly in the header. For a finer search (invoice number, sale type, category, party, period), use the Search button at the top right of the list.
List of collections
The main screen displays the Invoice collections table. Rows are grouped by invoice (expandable group header "Invoice: number"); the same number can contain several collection lines. Each column has a filter and a sort.
| Date | Collector | Customer | Amount | Collection type | Details | |
|---|---|---|---|---|---|---|
| Invoice: SY000323 | ||||||
| 12/05/2024 | Mehdi Ben Salah | Sté Alpha SARL | 3,200.000 | Cheque | ||
| Invoice: SY000324 | ||||||
| 14/05/2024 | Mehdi Ben Salah | Beta Corp | 1,500.000 | Cash | ||
| Invoice: SY000325 | ||||||
| 20/05/2024 | Sonia Trabelsi | Gamma & Cie | 1,000.000 | Transfer | ||
Table columns
| Column | Content | Filter / Sort |
|---|---|---|
| Group header | "Invoice: number" — groups the rows of the same invoice number (expandable) | Sort on the number |
| Date | Collection date (dd/mm/yyyy format) | Filter + sort |
| Collector | Name of the user who entered the collection | Filter + sort |
| Customer | Party being paid (with or without code, depending on configuration) | Filter + sort |
| Amount | Amount collected, expressed in the currency (number of decimals per sub-unit) | Filter + sort |
| Collection type | Label of the configured type (Cash, Cheque, Transfer, Voucher…) | Filter + sort |
| Details | Magnifier button opening the full read-only record | — |
Row selection
The table uses single selection (one row at a time). The Amount column does not show the currency symbol in the list; it is specified on the Detail record. There is neither an "Account" column nor a delete button in this list.
Global action bar
The toolbar at the top right of the list offers 4 actions. The PDF and Excel buttons are icon-only; New and Search carry a label. The display of the New button depends on the creation privilege, and that of Search on the read privilege.
Generates a PDF report of the currently displayed list of collections. Useful for treasury reports and accounting filing.
Excel
Icon onlyExports the list of collections to Excel format (.xlsx). Handy for accounting analysis and reconciliations.
New
Creation privilege requiredOpens the form to create a new collection. See Section 6.
Search
Read privilege requiredOpens a multi-criteria filter window (see the detail below).
Search window
The criteria offered depend on the context: the party block (Category, Reseller/Customer, Consumer or Traveling salesperson) is displayed dynamically based on the chosen Type; the Domain criterion only appears in multi-domain setups.
Row actions
Each row of the table has a single action button: the Details button (magnifier). There is no edit button, no bank assignment button, and no delete button on the row.
Details
Read-onlyAlways activeThe magnifier button opens the full record of the collection in read-only mode. The fields displayed depend on the collection type and the sale type:
Creating a new collection
Click the New button to open the creation form. Data entry proceeds top to bottom, each choice dynamically updating the following fields.
Date, domain and sale type
Enter the Date of the collection (capped at a maximum date), choose the Domain (multi-domain only) then the Sale type: Reseller, Customer, Traveling salesperson or Consumer.
Party, currency, account and invoice(s)
Depending on the sale type, select the Category then the Reseller/Customer (or the Traveling salesperson / Consumer). Choose the Currency (in multi-currency), the Company account, then the Invoice(s) to settle. See Section 7.
Collection type and dynamic fields
Choose the Collection type. Depending on its options, the form displays the relevant fields: amount, cheque number and date, bank, city, voucher, credit note, withholding tax rate and attachment. See Section 8.
| Field | Mandatory | Description |
|---|---|---|
| Date | Optional | Collection date, capped at a maximum date (no date in the future beyond the limit). |
| Domain | Multi-domain | Displayed only if the company is set up in multi-domain. |
| Sale type | Required | Reseller, Customer, Traveling salesperson or Consumer — determines which party to choose. |
| Category + Customer / Reseller | Required | For Reseller/Customer: category then party. For the other types: Traveling salesperson or Consumer. |
| Currency | Multi-currency | Displayed only if the company is set up in multi-currency. |
| Company account | Optional | Receiving account or cash register. The list offered depends on the collection type (bank or non-bank). |
| Invoice(s) | Required | One invoice (simple mode) or several unpaid invoices to check (set-of-invoices mode). |
| Total amount / Remaining to pay | Calculated | Automatically recalculated based on the selected invoice(s). |
| Collection type | Required | Determines the dynamic fields to fill in. Fully configurable. See Section 8. |
| Dynamic fields | Per type | Amount, cheque number/date, bank, city, voucher, credit note, withholding rate, attachment — depending on the type's options. |
Several payment methods in a single collection
A customer often pays in several installments: part by cheque, part in cash, etc. Rather than creating one collection per method, you can stack several payment lines in the same record.
Just one line? The behavior stays identical to a standard collection — multi-payment only adds entries if you actually enter several lines.
Advances: "reserve + draws" model (partial consumption)
An advance is a collection received without an attached invoice (deposit). Swifto treats it as a reserve whose remaining amount is consumed over time, through successive draws.
The advance is recorded as a reserve: its remaining amount = amount collected.
On an invoice or a delivery note, the advance is applied; the amount applied = min(advance balance, remaining on the record).
The advance's remaining amount decreases by the same amount; it stays available as long as a balance remains.
A draw generates no new treasury movement (the money came in when the advance was created): it simply settles part of the record. Consuming an advance is also offered directly in the collection windows of the Invoices and Delivery notes lists. On the purchasing side, the same mechanism exists for supplier advances.
Collecting with a credit note
A customer holding a credit note (issued from a sales credit note) can use it as a means of payment for an invoice. Rather than receiving money, you apply the customer's existing credit to the invoice being settled.
No cash outflow
A credit note is a credit, not money received: applying a credit note generates no cash or bank movement. It settles all or part of the invoice by reusing the credit the customer already holds. You can apply an amount lower than the credit note's remaining balance: the remaining balance stays available for a future invoice.
Configuration prerequisite
A collection type marked "Credit note" must exist: open Settings → Collection types, create (or edit) a type and turn on the "Credit note" = Yes toggle. Without this setup, the "Credit note" option does not appear in the list of collection types and applying it is impossible.
Selecting invoices to collect
After choosing the party, the Invoice field offers that party's unpaid invoices. The behavior depends on the collection method configured for the company.
"Set of invoices" mode
The Invoice field is a checklist (multiple selection) of unpaid invoices. With each check/uncheck, the Total amount and the Remaining to pay are recalculated.
"By invoice" mode
The Invoice field is a simple dropdown list: a single invoice is collected. The system displays its Total incl. VAT and its Remaining.
| Invoice No. | Date | Total incl. VAT | Remaining | |
|---|---|---|---|---|
| SY000323 | 12/05/2024 | 3,200.000 | 3,200.000 | |
| SY000324 | 14/05/2024 | 1,500.000 | 1,500.000 | |
| SY000325 | 20/05/2024 | 800.000 | 800.000 |
| Rule | Detail |
|---|---|
| Invoices of the selected party | Only the unpaid invoices of the chosen party (Reseller/Customer/Salesperson/Consumer) are offered. |
| Filter of both modes | The lists offered contain only unpaid records; once settled, they disappear from the field. |
| Automatic recalculation | Total amount and Remaining to pay are recalculated on every change of selection (or of invoice in simple mode). |
| Consistent currency & account | Changing the customer or the currency refreshes the list of invoices, accounts and amounts. |
Invoice collection — advances & multi-payments
This screen collects invoices. It accepts several payment methods in a single record and the consumption of advances through draws (see Section 6); delivery notes are collected from their own list.
Configurable collection types
One of the strengths of Swifto ERP is that collection types are fully configurable. Each type activates a set of options (checkboxes) that dynamically reveal the corresponding fields in the form: montant, numCheque, dateCheque, banque, ville, tauxRetenu, voucher, credit note, photo.
Type legend ("Help" window)
Cash
Code 0Cheque
Code 2 · 3 (post-dated)Transfer
Code 4Vouchers
Code 5Credit note
Credit note optionWithholding tax
tauxRetenu optionFields driven by the type's options
Every option checked on the type (montant, numCheque, dateCheque, banque, ville, ticket, avoir, tauxRetenu…) reveals the corresponding field in the form. Fields are mandatory (*) when the option is active. With a withholding tax or a voucher-based calculation, the Amount field is disabled because it is determined automatically.
Cheque date behavior
| Type option | Effect in the form |
|---|---|
| dateCheque enabled | Displays the field "Date type label". On entry, the date is checked and the list of accounts may be refreshed. |
| banque / ville enabled | Add the Bank (list) and City (text) fields for cheques. |
| tauxRetenu enabled | Adds the rate (%), recalculates the amount and offers an attachment (register). |
Vouchers & credit notes
Two families of collection types open specific fields: vouchers (meal vouchers and similar) and credit notes (applying an existing sales credit note).
Collection by vouchers
When the type activates the voucher options, the form displays the following fields:
- Voucher — selection of the voucher
- Voucher amount — unit value
- Number — quantity of vouchers
- Voucher percentage deduction — rate (read-only)
Collection by credit note
When the type activates the credit note option, the form displays:
- Credit note — selection of Sales credit note note to apply
- Credit-note invoice — number of the linked invoice (read-only)
- Credit note amount — remaining balance of the credit note (read-only)
Credit
The Credit type (code 1) records a payment on credit. As with the other types, it is the options checked on the type that determine the fields to fill in.
Collection detail
The Details (magnifier) button opens the collection record in read-only mode. The record is organized in two columns and the only button in the bar is Cancel (back to the list).
Fields displayed depend on the type and the sale
The record only shows the relevant fields: a Cash collection shows neither a cheque number nor a cheque date; a type with withholding tax shows the rate; the Bank, City, Cheque date fields only appear if the type enables them. The party's label (Reseller / Customer / Traveling salesperson / Consumer) depends on the sale type. The Download button is inactive if no attachment is associated.
Editing a collection
The edit screen reuses exactly the same form as creation (same fields, same dynamic behavior), pre-filled with the collection's values. Only the action bar differs.
Save
An icon-only button (floppy disk) that validates the changes. Validation messages are displayed at the top of the page.
Cancel
An icon-only button (back arrow) that abandons the entry and returns to the list without saving.
Post-dated cheque (type 3)
The Post-dated cheque type (code 3) is used to record a cheque whose date is later. When the cheque date is entered, the system checks it and may adjust the list of accounts offered. There is no queue or separate due-date notification in this screen.
Withholding tax
When the collection type activates the tauxRetenu option, the form adds the Withholding tax rate (%) field along with an attachment field (register). The amount to collect is then recalculated accordingly.
1. Option enabled
The collection type has the tauxRetenu option checked
2. Rate entry
The user enters the rate (%); the Amount is recalculated and disabled
3. Attachment
A file import field (register / supporting document) becomes available
Amount recalculation
When the Withholding tax rate (%) is entered, the system recalculates the collection amount (on the invoice or the set of invoices) and disables the Amount field so it cannot be entered manually. The Detail record then shows the withheld rate read-only.
| Field | Behavior |
|---|---|
| Withholding tax rate (%) | Mandatory numeric field that triggers the amount recalculation. |
| Amount | Disabled (calculated automatically) when withholding is active. |
| Attachment | File import (gif, jpg, png, pdf, doc, docx — max 10 MB) for the register / supporting document. |
Account, currency & collector
Three cross-cutting elements frame every collection: the receiving company account, the currency and the collector (the user who entered the operation).
Company account
Receiving account or cash register. The list offered changes depending on whether the collection type is bank or non-bank (two separate lists).
Currency
Displayed only in multi-currency. Changing it refreshes the account, the invoices offered and the amounts.
Collector
Name of the user who entered the collection. Displayed as a column in the list, filterable and sortable.
| Element | Visibility | Effect |
|---|---|---|
| Company account | Always | Bank or non-bank list depending on the collection type; its selection may refresh the transaction date. |
| Currency | Multi-currency only | Updates account, invoices and amounts on every change. |
| Collector | List column | Identifies the author of the entry (read-only). |
Attachments
Some collection types allow a supporting file to be attached (withholding tax register, scan…). When viewing the record, this file can then be downloaded from the Detail record.
On entry — Import
Maximum size 10 MB, a single file, automatic upload.
On viewing — Download
The Download button on the Detail record is disabled when no attachment is associated.
Field availability
The attachment field appears in the form depending on the collection type's options (notably withholding tax). On the Detail record, the Attachment row is only shown for the types that allow it.
Important business rules
Functional constraints and automations to master for correct use of the Invoice collections screen.
The sale type drives the party
Depending on the Sale type (Reseller, Customer, Traveling salesperson, Consumer), the form displays the appropriate selection block (Category + party, or party alone) and limits the invoices offered to that party.
Collection: by invoice or by set
The company's configuration determines whether a single invoice (dropdown list) or a set of unpaid invoices (checklist) is collected. Total amount and Remaining to pay are recalculated automatically.
Fields depend on the collection type
Each option of the type (montant, numCheque, dateCheque, banque, ville, ticket, avoir, tauxRetenu, photo) reveals the corresponding field, made mandatory when the option is active.
Amount disabled under automatic calculation
When the type uses a number of vouchers or a withholding tax rate, the Amount field is disabled: it is calculated by the system.
Withholding tax = rate + attachment
The tauxRetenu option adds the rate (%) entry, which recalculates the amount, and a file-import field (register / supporting document).
Bank or non-bank account
The list of receiving accounts (Company account) varies depending on whether the collection type is bank or not. The cheque date may refresh this list.
Fields conditioned by the company
The Domain field only appears in multi-domain; the Currency field only appears in multi-currency.
Access privileges
The New button depends on the creation privilege and the Search button on the read privilege on the Collection function.
Grouped, read-only list
The list groups rows by invoice number, offers a filter/sort per column, and a single action button per row (Details). There is neither deletion nor multiple selection on this list.
Usage scenarios
Practical cases covering the most frequent workflows of the Invoice collections screen.
Scenario 1 — Collect an invoice by cheque
ChequeClick New
Choose the Sale type = Customer, the Category then the customer (e.g., Sté Alpha SARL)
Select the Company account and invoice SY000323 (Total amount and Remaining to pay are displayed)
Collection type = Cheque: enter Number 00185234, Cheque Date 30/06/2024, Bank BH Bank, City Tunis, Amount 3,200.000
Click Save (floppy disk) → the collection appears in the list, grouped under "Invoice: SY000323"
Scenario 2 — Collect a set of invoices (cash)
Set of invoicesClick New, choose the party
In the Invoice field (checklist), check SY000323 and SY000324
Total amount = 4,700.000 and Remaining to pay update automatically
Collection type = Cash: enter the Amount
Click Save → the selected invoices are settled
Scenario 3 — Search then view a collection
Search & DetailsClick Search from the list
Fill in the criteria (Invoice No., Type, Category/party, Start date, End date) then click Search
On the desired row, click the Details button (magnifier) to open the record in read-only mode
If needed, export the list via Excel or PDF
FAQ & Tips
Frequently asked questions
Can I collect several invoices in a single operation?
Yes, if the company is configured for collection by set of invoices: the Invoice field becomes a checklist and you can select several unpaid invoices of the same party. In by invoice mode, you collect a single invoice at a time.
Why is the "Amount" field sometimes disabled?
The Amount field is disabled and calculated automatically when the collection type uses a number of vouchers (unit value × number, deduction included) or a withholding tax rate. In other cases, you enter it freely.
How do I filter or find a specific collection?
Two ways: the filter per column directly in the table header (Date, Collector, Customer, Amount, Type), or the Search button which opens a multi-criteria window (Invoice No., Type, Category, party, Start date, End date).
Which fields appear for a given collection type?
It depends on the options enabled on the type: amount, cheque number, cheque date, bank, city, voucher, credit note, withholding tax rate, attachment. A "Cash" type only shows the amount, a "Cheque" type shows number, date, bank and city, etc.
How do I view a collection's detail and its attachment?
Click the row's Details button (magnifier). The record opens read-only in two columns. If an attachment is associated with the type (e.g., a withholding register), the Download button retrieves it; it is disabled otherwise.
What do the codes 0 to 5 shown in the help mean?
These are the reference collection types: 0 Cash, 1 Credit, 2 Cheque, 3 Post-dated cheque, 4 Transfer, 5 Vouchers. Each type activates its own set of fields in the form.
💡 Tips for advanced users
Filter by customer every week
Schedule a weekly review of collections using the Search window (Type, party, period). Quickly identify payments to follow up and export the list to Excel or PDF.
Choose the right collection type
The selected type governs the fields and the calculations (vouchers, withholding tax). Check that it truly matches the payment method received (Cash, Cheque, Transfer, Vouchers…) before saving.
Withholding tax: attach the register
For a type with withholding tax, enter the rate (the amount recalculates) then attach the register / supporting document via the attachment for full traceability.
Check the account and the currency
Before saving, check the receiving Company account (bank or not) and, in multi-currency, the currency: a currency change reloads the invoices and the amounts offered.
Swifto ERP · Sales module · User Manual v1.0
Collections & Advances — Internal documentation