Reports and compliance

Collections — reminders, write-offs and the provision

Past-due bills are chased by mail on a schedule, each is assigned to somebody with a promise date, a debt is forgiven only with a second signature, and the books carry a provision for what may not come.

Reports → B5 · Financial and ledger has three more receivables reports for the collections desk.

Collections workbench is every open bill past due, oldest first: who owes it, how many days, what is disputed, whether a write-off is waiting, who is chasing it, what they were promised and when, and when the payer was last reminded. *Assign…* sets the person, the promise and a note on a bill; a broken promise sorts to the top.

Reminders. When the night audit closes a day, every company or agent with a bill past due is written to — a gentle nudge at 3 days, a reminder at 15, a final notice at 45, each repeated a fortnight later while the money is still owed. The mail carries the amount, the oldest bill's age and the last 90 days of their statement, and goes to the branch's or the agent's contact email (Setup → Companies). A payer with no address is listed in the Reminders report so somebody can ring them. *Send reminders now* does today's run without waiting for the audit. The three rules — days, wording, repeat — are rows the accountant edits.

Write-offs. A debt that will never be paid is forgiven by two people: one proposes it with a reason (*Write off a bill…*), another approves or rejects it (*Decide write-offs…*) — never the same login. Approval posts it on the payer's account and the books read it as *Bad debts written off*, an expense. A voided write-off posting puts the debt back.

Provision. *Post the provision* reads the ageing and the provision percentages (none for bills not yet due or under 60 days; a quarter of 61–90; half of 90+), compares it with what the books already carry as *Provision for doubtful debts*, and posts the difference as a journal — topping up, or releasing when debts are paid. Run it at month end; running it twice posts nothing the second time. The percentages are rows the accountant edits.

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