By Payment Collection

Clibase POS, Sales Invoices, and eCommerce follow Accrual Accounting—meaning sales are recorded as revenue once the sale/invoice is posted, even if the customer has not paid yet.

When the customer actually pays, the user records a Payment Collection entry. This report shows the actual cash collected during the selected period (Cash Accounting basis), regardless of when the sale happened.

Use this report to answer questions like:

• “How much cash did we really collect today?”

• “How much was collected via Bank Transfer, GCash, Cash, etc.?”

• “Which branch collected the most/least?”

Where to find it

Global Reports → Sales → By Payment Collection Report (Exact menu name may vary depending on your Admin Portal configuration.)

Filters and Selections

1) Select Region(s)

• Filters results by region (useful for enterprise clients with multiple areas).

• All = includes all regions.

2) Select Branch(s)

• Filters results by specific branches.

• All = includes all branches.

• You can select one or multiple branches (e.g., “Clibase Technology Inc”).

3) Select From–To (Date Range)

• Defines the collection date range (when payment was received/recorded).

• Example: 2026/02/13 – 2026/02/13 shows collections recorded on Feb 13 only.

4) View Type

• Summarized – grouped totals per branch and payment type (best for quick overview).

• Detailed Breakdown – shows the individual collection transactions per payment type (best for audit/reconciliation).

5) Buttons

• Search – generates the report based on your selections.

• View Branches – quick reference/check of which branches are included (helpful when “All” is selected).

Summarized View – How to read it

This section is Collections by Payment Type, grouped like this:

A) Per Branch

Each branch appears as a header (e.g., CLIBASE – COFFEE SHOP, CLIBASE TECHNOLOGY INC).

B) Per Payment Type (under a branch)

Under each branch, the report lists payment types such as:

• CASH

• GCASH

• BANK TRANSFER – BPI

• BANK DEPOSIT – UNIONBANK

• BANK DEPOSIT – RCBC (Your list depends on your configured payment methods.)

C) Total Collection (%) Column

Shows:

• Amount collected for that payment type

• Percentage share of that payment type vs that branch’s total collections

Example interpretation:

• “GCASH – 119,000.00 (14.27%)” → Of this branch’s total collections, 14.27% came from GCash.

D) Branch Total Collection

At the bottom of each branch group, the report shows the total collected amount for that branch across all payment types.

Detailed Breakdown View – What’s different

When you choose Detailed Breakdown, the report expands each payment type and shows the actual transactions recorded under it.

What you’ll see per payment type

A table of collection entries including:

• Date (when the collection was recorded)

• SI/OR # (sales invoice / official receipt reference)

• Reference # (bank reference, transaction reference, etc.)

• Customer (name; may also show a sub-label like company/branch/customer group)

• Amount Collected

At the bottom of each payment type section, you’ll see a TOTAL line showing:

• Total amount collected for that payment type

• Percentage share of that payment type vs the branch’s total

At the bottom of the branch, you’ll still see:

• BRANCH TOTAL COLLECTION

This view is ideal for:

• daily cash count checks

• bank deposit validation

• reconciling GCash/bank references

• investigating discrepancies

Step-by-step: How to use the report.

1. Open the Payment Collection Report.

2. Choose Region(s) (or leave as All).

3. Choose Branch(s) (or leave as All).

4. Set the From–To date range (this is for collection date).

5. Select View Type:

   • Summarized for overview

   • Detailed Breakdown for audit-level details

6. Click Search.

7. Review:

   • Header totals (overall performance)

   • Collections per branch

   • Collections per payment type

   • (If detailed) verify transaction references and amounts

Practical Examples

Example 1: “How much did we collect today?”

• Date range: Today – Today

• View Type: Summarized

• Result: Check Total Collection and branch totals.

Example 2: “How much of today’s collections came from GCash?”

• Date range: Today – Today

• View Type: Summarized

• Under each branch: look for GCASH line and its amount + % share.

Example 3: “Can you show me the bank reference for the 50,000 payment?”

• Date range: set to the day it was paid/recorded

• View Type: Detailed Breakdown

• Expand BANK TRANSFER – BPI (or the correct payment type)

• Check Reference # and SI/OR # and Customer.

Notes / Common Reminders

• This report is NOT total sales. It is actual collections recorded.

• If a sale was posted but no payment entry was recorded, it will not appear here.

• If a payment was recorded under the wrong payment type (e.g., “Cash” instead of “Bank Transfer”), it will appear under that wrong category.

Common Questions (FAQ for CSR/Users)

1) Why is my “Total Collection” different from “Total Sales”?

Because Sales are recorded on accrual basis (revenue when sale is posted), while this report shows cash collected (only payments received/recorded).

2) I collected payment today but it’s not showing in the report. Why?

Most common reasons:

• The payment collection entry was not saved/posted successfully.

• The report date range doesn’t include the collection date/time.

• The payment was recorded under a different branch or user context.

3) What does the percentage beside the amount mean?

It’s the share of that payment type vs the branch’s total collections for the selected date range.

4) When should I use “Summarized” vs “Detailed Breakdown”?

• Summarized: fast management view, daily monitoring, branch comparison

• Detailed Breakdown: auditing, bank/GCash reconciliation, checking SI/OR and reference numbers

5) Does this include partial payments and installments?

Yes—as long as the payment was recorded as a collection. Partial payments will appear as individual collection entries (and contribute to totals).