Collections Worklist

​

Before You Start

• You need permission to view accounting to open the worklist.
• You need permission to post accounting to log an activity or assign an owner. Without it, the Log and assign owner buttons stay visible but disabled, and hovering one tells you why.
• Choosing an owner reads your team list, which needs permission to view users. Without it, the owner list offers only Unassigned.
• A customer appears only when they have an open receivable balance.

​

Open Collections

Open Finance > Receivables > Collections. You can also search for Collections in the command palette. The page is titled Collections Worklist. It lists aged customer accounts, most delinquent first, with four summary tiles above the table.

​

Read the Summary Tiles

The tiles cover the whole business. They do not change when you pick an aging segment or a filter.

• DSO: days sales outstanding, the average number of days it takes to collect, with your total receivables balance underneath. It is the same figure the Finance dashboard shows.
• Open Promises: promises to pay logged in the last 90 days whose promise date is today or later, with the total amount of every promise logged in those 90 days underneath.
• Calls (30d): calls logged in the last 30 days and how many accounts were touched.
• Activities (30d): every collection activity logged in the last 30 days, and how many promises are now past their promise date.

​

Work the List

Each row is one customer account. The default order puts the most delinquent balances first: money 90 or more days past due counts the most, then 61 to 90 days, then 31 to 60, then 1 to 30. A bell icon with a line through it next to the row buttons means the customer has opted out of payment reminders. Reach them directly instead of waiting for a reminder email. Click a column heading to sort by it. The order, the segment and the filter are saved in the page address, so you can bookmark or share a view.

​

Aging segments

The segments above the table narrow the list to customers whose oldest past-due balance falls in one bucket: All, Current, 1-30, 31-60, 61-90 and 90+. Each segment shows how many customers are in it.

​

Filter, views and columns

• Filter: choose Promise status and With open promise to see only accounts with a promise to pay on record. The active filter appears as a chip you can clear.
• Saved views: save the current segment, filter and sort, then apply it later.
• Columns: show, hide or reorder columns, or reset them to the default. Customer always stays visible.

​

Billed but not shipped

If your business recognizes revenue when goods ship, part of a customer’s balance can be billed for goods that have not shipped yet. That part is not collectible. When it applies, the Outstanding cell shows a second line with the amount you can chase, and hovering it explains how much is billed for goods that have not shipped. This value never moves a customer into a past-due segment or raises their place in the list.

​

Log a Collection Activity

1. Find the customer and click Log on their row.
2. The Log activity for dialog opens with the customer’s outstanding balance and, when there is one, the amount 90 or more days past due. If part of the balance is billed for goods that have not shipped, the dialog says so and shows the chaseable amount, so you do not quote the wrong figure to the customer.
3. Choose the Activity type: Call, Promise to Pay, Email, Note, Dispute or Next Action.
4. Choose a Disposition if it helps: Reached customer, Left voicemail, No answer, Promised payment, Refused to pay, Disputed invoice or Wrong number. Leave it at None if it does not apply.
5. For Promise to Pay, enter the Promise date and, if you have one, the Promise amount.
6. Set a Next action date for your next follow-up.
7. Add a Note with the call summary, dispute detail or follow-up plan.
8. Click Save activity.

Arcus shows Collection activity logged, and the row updates with the new promise and next action dates.

​

Assign a Collections Owner

1. Click the assign owner button (the person icon) on the customer’s row.
2. In Assign collections owner for, choose a team member from Owner. Only active users appear.
3. Click Save.

Arcus shows Collections owner updated. To clear an owner, choose Unassigned and save. The owner is the person responsible for follow-up on that account.

​

What Happens When You Save

• No accounting impact: logging an activity or assigning an owner does not post to the ledger, change an invoice, apply a payment or send anything to the customer.
• Balance snapshot: each activity records the customer’s open balance at the moment you logged it.
• Audit trail: each activity and each owner change is written to the customer account’s activity history with your name.
• Live refresh: other users with Collections open see the change without reloading.

​

Messages You May See

​

Common Scenarios

​

A customer shows a large balance but the aging buckets are small

Part of the balance may be billed for goods that have not shipped, or may not be past due yet. Look for the chaseable line under Outstanding, and open the customer in AR Management to see the invoices behind the balance.

​

A customer says they already paid

Do not log a promise. Open the customer account and check recent payments, then use AR Management or Remittance Import to apply the payment to the right invoices.

​

A customer disputes an invoice

Log a Dispute activity with the invoice and the reason in the note, then work the correction through the invoice or a credit memo.

​

Related Articles