Open in ChatGPT

Manage the Collections = Collection Awareness

The Collection Report helps merchants stay aware of incoming payments and outstanding amounts.

This report is not just about unpaid orders —
it helps you monitor which payments:

• Still require action from you
• Have been successfully completed
• Have been submitted but require verification.

What Appears in the Payments Section

All payment submissions detected by the system will appear under Payments, including:

✔ Successful Payment Gateway transactions
✔ Offline payments with uploaded receipt attachments
✔ Payments waiting for verification
✔ Orders still pending payment

For Offline Payment orders:

If the system detects an uploaded attachment (photo / PDF payment slip), it will appear in Payments — so the merchant can verify the transaction.

However, an uploaded receipt does NOT automatically mean the money has been received.

The merchant must confirm against the bank statement.

The purpose of exporting the data

• Tally the transaction with the statement of the payment gateway or bank statement.
• You will have a figure for each payment method, which are Offline payment & Online payment.
• The collections made of the day could be made for the order created in the previous month.

How to Use This Report (Step-by-Step Guide for Merchants)

Instead of thinking “Which orders are unpaid?”,
use this report to ask:

Which payments require my attention?

Step 1 – Review Submitted Payments

Go to Payments and review:

• Payment Gateway transactions (usually auto confirmed)
• Offline payment uploads (requires manual checking)

Ask yourself:

• Has this amount appeared in my bank account?
• Does the amount match the order outstanding?

Step 2 – Verify Offline Payments

For Offline Bank Transfer:

1. Open the payment entry
2. Check the uploaded receipt
3. Match it against your bank statement
4. Reconcile the payment
5. Toggle item status to Paid

Until this is done, the system may treat it as outstanding.

Step 3 – Monitor Orders Still Pending

Look at orders with status:

• Waiting for payment
• Waiting for online payment
• Active
• Paid (Ship Later cases)

These indicate:

• Customer may still be stacking items
• Payment may not be finalised
• Action may be required

Step 4 – Use the Export Function for Follow-Up

Export the Collection Report when you want to:

✔ Follow up with customers who haven’t paid
✔ Double check partial payments
✔ Prepare a payment verification checklist
✔ Cross-check monthly outstanding amounts

Important Mindset

Collection Report is a control tool, not just a summary.

It helps you:

• Avoid missing incoming payments
• Prevent shipping before full confirmation
• Keep your payment records clean
• Maintain accurate revenue reporting

In Simple Terms

Payment Gateway → Usually auto confirmed
Offline Payment → Must verify manually
Uploaded receipt ≠ money received
Reconciled + Item Paid = Payment confirmed

How to Export Payment Records

You can export payment data for reconciliation, reporting or accounting purposes.

Follow these steps:

Step 1

Go to Payments from the menu on the left.

Step 2

Use the available filters to refine your search:

• Payment Type
• Payment Created Date / Time
• Payment Updated Date / Time

This allows you to narrow down specific transactions or time periods.

Step 3

Click the Export button.

You may export:

• The total sum of payment received
• The detailed payment record in CSV format

The exported file can be used for:

✔ Bank reconciliation
✔ Monthly payment verification
✔ Accounting reference
✔ Internal financial review

💡 Best Practice Tip

Before exporting:

• Ensure all offline payments are reconciled
• Ensure item status is updated to Paid
• Confirm no payment is still under “Waiting for online payment”

This ensures your exported report reflects accurate data.