Incoming Cheque Management

Companies that accept customer cheques must track each cheque from receipt through the bank portfolio to collection, and handle bounced, endorsed or returned cheques without corrupting customer accounts. This module registers incoming cheques, groups them into collection portfolios, creates collection payments that appear in bank reconciliation, and supports endorsement to another partner and return to the customer. It plugs into Accounting and the branch cheque module. Cheque users and managers, plus a collections supervisor role, use it, with a dashboard and printable reports.

1. 1

   Register the incoming cheque

   Open Incoming Cheques and create a cheque with customer, bank, cheque number, amount, due date and attachments. The system blocks duplicates of the same bank, number and amount. The cheque starts as draft and shows an amount in Arabic words.

   • Customer, bank, number, amount, due date
   • Duplicate check
   • Amount in words
2. 2

   Confirm receipt

   Press "Confirm receipt" to move the cheque to confirmed status and print a receipt for the customer. A receipt cannot be printed for a cheque returned to the customer. The receipt report has its own date filter.

   • Confirm receipt
   • Receipt report
3. 3

   Create a collection portfolio

   Select confirmed cheques and run the portfolio wizard to create a portfolio for the bank journal. Only confirmed cheques are accepted. Confirming the portfolio locks its cheques; cancelling or resetting is for managers, and confirmed portfolios cannot be deleted.

   • Portfolio wizard
   • Confirm / Set to draft / Cancel
   • Smart button to cheques
4. 4

   Create the collection payment

   Use "Create collection payment" with a date; a payment cannot be created before the cheque is in a portfolio. The payment posts against an incoming-cheques-under-collection account, so it shows in bank reconciliation without touching the customer balance. Auto-posting on the due date is optional.

   • Payment wizard
   • Auto-post on due date
   • Open payment / payment entry buttons
5. 5

   Mark collected or handle exceptions

   After the bank statement is reconciled the cheque becomes collected; "Exceptional collection" and "Manual collection processing" cover cases without reconciliation. Cancelling a collection payment returns the cheque to confirmed and is administrator-only.

   • Mark collected
   • Exceptional collection
   • Cancel collection payment
6. 6

   Return a bounced cheque

   Use "Returned from bank" to record a bounce and "Re-portfolio" to send it again. The wizard checks the current status and posts the reversing entries. Locked accounting periods are respected.

   • Returned from bank
   • Re-portfolio
   • Reset returned to draft
7. 7

   Endorse cheques to another partner

   Select cheques and run the endorse wizard choosing the partner and journal to create an endorsement portfolio, which can be printed as a delivery document. Undoing an endorsement is limited to cheque managers and blocked in locked periods.

   • Endorse wizard
   • Endorsement portfolio print
   • Undo endorsement
8. 8

   Return a cheque to the customer

   The return wizard sends a cheque back to the customer, reverses the accounting and prints a return letter. It is restricted to cheque managers and refused for statuses that cannot be returned.

   • Return wizard
   • Return letter print
9. 9

   Use the dashboard and reports

   The Reports menu offers the receipt report, the collections report and a dashboard exportable to PDF, each requiring a date or period. The collections supervisor group can see the collections report. Dates are validated (from before to).

   • Receipt report
   • Collections report
   • Dashboard PDF

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