Who can do this
| Role | View | Generate | Finalize | Record payment | Void | Counter sale |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Not allowed | Not allowed |
| Accountant | Allowed | Not allowed | Not allowed | Allowed | Not allowed | Not allowed |
| Field rep | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
Overview
A rep collection is a claim, not a payment. The rep records the assigned customer, an optional invoice ID or reference, amount, and method; Neev keeps it pending until an owner-side user confirms it. Nothing in the claim itself changes the customer's ledger, outstanding balance, or payment records.
Where to find it
- Rep: use Collect at
/m/rep/collectfor an assigned customer. - Owner, manager, or accountant: open the claims queue at
/collections, then use the Rep claims view. - The customer receives a receipt on the customer's own channel when the claim is recorded. That receipt is an acknowledgement of the claim, not proof that Neev has posted money.
Key concepts
- Claimed — the rep says the money was collected. It is pending and is not money in the ledger.
- Confirmed — an owner-side resolver accepts the claim. Cash, UPI, bank transfer, or card confirmation materialises the payment record; a cheque remains subject to clearance.
- Cleared cheque — the owner marks a confirmed cheque cleared. Only then is the cheque payment materialised. A bounced cheque never posts as money.
- Rejected — the resolver declines the claim. No payment is materialised.
- Assignment scope — the claim must target a customer in the rep's active assignment set and, when an invoice is supplied, that invoice must belong to the customer and still be collectible.
Common workflows
1
Choose the outlet
In Collect, choose an assigned customer, then choose one of that customer's open invoices or leave the claim on account. The invoice picker is limited to collectible invoices returned for the signed-in rep and selected customer.
2
Record the claim
Enter a positive amount and choose cash, UPI, or cheque. Add the optional payment reference and cheque details when needed, then record it. The customer receives the claim receipt on their own channel.
3
Open Rep claims
In
/collections, use the Rep claims tab. Review the rep, customer, invoice, amount, method, age, and claim history before deciding. The queue's Needs action view is server-filtered; it is not a client-side capability shortcut.4
Confirm or reject
Confirm when the evidence supports the collection; reject when it does not. The resolver is recorded separately from the rep, and a rep cannot confirm their own claim.
5
Clear a cheque
For a confirmed cheque, mark it cleared after the bank confirms clearance. If it bounces, mark it bounced or reject the claim; the bounced instrument never becomes a payment record.
Role notes
- Field rep — creates claims through
account-credit.rep-claims.createfor assigned customers. The rep cannot confirm, reject, or clear the claim. - Owner, Manager, and Accountant — resolve claims through
account-credit.rep-claims.resolve. Resolution requires a distinct signed-in resolver identity; the rep's own claim cannot be self-approved.
Tips & time-savers
Tip
Enter the invoice ID (when available) and payment reference at the counter. The queue can then compare the claim with the invoice balance and the rep's recent claims before confirming it.
Gotchas
Warning
Do not tell a customer that a claim is paid merely because a receipt was sent. Cash and UPI are money only after the owner-side confirmation; a cheque is money only after clearance. Until then the claim must not reduce outstanding or appear as a payment.
A collection claim is not controlled by the rep order-consent setting. If the tenant's field-rep collection flow is unavailable, the rep claim action is unavailable; it is not a reason to record a manual payment on the rep's behalf.
Related
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