Collections

Default Setting

We have three types of Collections statuses

1. Active - which means that the Collection is published and ready to accept payment with email notifications
2. Draft - which means that the Collection is unpublished and not ready to accept payment with no email notifications
3. Closed - which means that the Collection is inactive and unable to accept payment with conditional email notifications for Collection with a collection item with Overdue status)

You may search for the Collection name depending on which Collection status tab you are in.

New Collection

To start off in creating a new collection, click New Collection and enter Collection name and you may enter Time period or the date covered of the collection.

You may add Collection items in two ways

• Manual Entry: User inputs collection items via a form with fields for reference number, amount, due date (only future dates), name, email, and optional fields (mobile number, description).
• CSV Import: User uploads a CSV file with the required columns. The system validates the file, showing the first 10 errors and providing a full error report in a downloadable CSV if issues are detected.

Manual Entry

By clicking Add, a form will appear to enter the collection details

As you can see the Collection is in Draft status in order to publish the Collection click Activate. A confirmation window will appear click Confirm.

The collection item has been added to the Collection however the status is Unpaid.

We have four Collection item statuses

1. Unpaid - which means the collection payment has not been made
2. Paid - which means the collection payment has been made
3. Canceled - which means the collection payment was canceled by the merchant
4. Overdue - which means the collection payment is not paid within due date

The values of Total amount, Paid and Overdue amount are calculated based on the Collection items found in the Collection.

You may use Reference Number (Invoice Number) to search for the status of the collection item.

CSV Import

To add via import, go back to the Collection and click Add to collection. 

The Collection item details form will appear but choose Import from file. A new window will open then click Download sample.

This allows you to download the Collection import file template that you can use to modify and upload the Collection items.

Configuration

Going back to the Collections page, you can click Configuration which allows you to check your Collections Portal link and update Collection email reminders to your customers. 

Collection Portal (Payment Portal) Link

Similar to Permalink, you can copy the Payment Portal link from your account and  send this to your customers to pay their dues. 

Here is a sample Collection Portal (Payment Portal) Link: https://pay.qa.swiftpay.ph/collections/merchants/37/pay 

Customers will have to enter their registered Email address and Reference Number (Invoice Number) to continue with the payment.

Another option is to have customers wait for the Collection email reminders to automatically populate the details and proceed with the payment.

By clicking Pay with SwiftPay, the customer will no longer have to enter the registered Email address and Reference Number (Invoice Number) and will have access to the Payment Gateway.

Once you completed the payment in the Payment Gateway. A payment confirmation will be sent to your customer’s email address.

And the Collection item from Unpaid will be set to Paid status.