Collecting payments

Record money (or cartons) collected against an outlet's credit.

A payment is a collection against what an outlet owes. You can collect during a visit or on its own. This page covers the payment types and what each one needs.

📷 [SHOT: mobile-payments-1] — mobile — Payment screen with the outlet's outstanding shown on top — caption: "The outlet's outstanding shows at the top."

Record a payment

Open the payment screen (Collect Payment from the Quick Actions menu, or Collect payment inside a visit).
Pick the payment type.
Enter the amount (or a cartons count, for Cartons mode).
Fill any type-specific fields (see below).
Add proof photos and notes if you have them.
Save the payment.

The outlet's current outstanding shows at the top so you know what's owed.

Payment types

Pick the type that matches how the outlet paid:

Cash — money in hand.
Cheque — also enter the cheque number.
Mobile Money — also choose the provider (for example, MTN or Airtel) and enter the transaction ID.
Bank Transfer — also enter the reference.
Credit Note — also enter the reference.
Cartons — settle in product instead of money (see below).

Note: The type-specific field is required for that type — a cheque needs its number, mobile money needs the provider and transaction ID, a transfer or credit note needs a reference. They become your proof of the collection.

📷 [SHOT: mobile-payments-2] — mobile — Type picker showing Cash, Cheque, Mobile Money, Bank Transfer, Credit Note, Cartons — caption: "Choose the payment type."

Cartons mode

Some outlets settle their credit in product rather than money. In Cartons mode:

The app pre-lists the due cartons (what's owed by product), each with a stepper.
Adjust the counts, or add products that aren't listed.
You can attach an optional money value to the carton settlement.

This pays down the outlet's outstanding cartons, the same way a cash payment pays down outstanding money.

📷 [SHOT: mobile-payments-3] — mobile — Cartons mode with due cartons pre-listed and steppers — caption: "Cartons mode settles credit in product, with due cartons pre-listed."

Add proof

Add proof photos (a photo of the cash, the cheque, the mobile-money confirmation) and notes for anything worth recording. Photos upload later in the background — they don't hold up saving the payment.

Inside a visit vs on its own

Inside a visit — the payment is added to the visit and confirms when you mark the visit complete, so the whole stop syncs together.
On its own — tap Record payment and it's saved straight away (it syncs next time you're online).

Best practice: Always capture a proof photo for cheques, transfers, and mobile money. It protects you and the outlet if the collection is ever questioned.