With Collection Sync you deliver your outstanding items regularly, for example every night from your accounting system. The portal compares that list with the collection orders in POM Collect and creates, updates or closes collection orders by itself. You no longer have to pass on payments, increases and blocks by hand.
What Collection Sync does
Your accounting system is the source. Every time you deliver an outstanding item, the portal checks whether a collection order is already running for that customer with that payment reference. It then compares the outstanding amount in your list with the amount in the collection order.
| Situation | What the portal does |
|---|---|
| The item is new and no collection order is running yet | A new collection order starts in your default flow. If the item is paused in your accounting system, the collection order starts paused right away. |
| The amount is equal | Nothing. The timeline shows The amount has stayed the same. |
| The amount is lower | The difference is recorded as a payment on the collection order, per invoice line. Invoices that are no longer in your list are removed from the collection order. |
| The amount is higher | The invoice lines are replaced by the new set. The collection order continues with the higher amount. |
| The amount is 0 or negative | The collection order becomes Paid. Open messages and paylinks of the collection order are closed. |
| The item is no longer in your list | Only when you deliver the complete list (file): the collection order becomes Paid. See Delivering outstanding items. |
Every synchronisation appears in the timeline of the collection order as Automatic synchronisation. All data of the item is refreshed with every synchronisation, including the variables, even when nothing else changes.
Status from your accounting system
You can send a status with each item. This way the portal follows what happens in your accounting system.
| Status in your delivery | What the portal does |
|---|---|
| Active | A paused collection order is resumed. In the timeline: Flow resumed because this collection order was unblocked in the accounting system. |
| Pause | An active collection order is paused. No more messages go out until you set the item to active again. |
| Withdraw | The collection order is withdrawn. |
If a settlement or payment promise is running on the collection order, it is cancelled when the order is paused or withdrawn. POM can turn off status tracking for your client; then only the amount changes and not the status.
During a settlement
If a settlement is running on the collection order, the portal compares the amount from your list with the total of the settlement and updates the terms.
- Lower amount: the difference is deducted from the terms, starting with the next term. If the difference is exactly one term, that term becomes paid. If it is less, the term is lowered. If it is more, the term becomes paid and the rest goes to the next term.
- Higher amount: the invoice lines are replaced and the settlement is cancelled. The collection order continues without a settlement.
- Amount 0: the collection order becomes Paid and the settlement is closed.
Example: a customer has a settlement of three terms of 40 euros. If the customer pays 60 euros to your own bank account, term 1 becomes paid and term 2 is lowered to 20 euros.
During a payment promise
If a payment promise is running, a payment from your list counts towards the promised amount.
- If the promised amount is paid in full, the promise is fulfilled. If a balance remains, the portal carries out the follow-up action from your payment promise profile.
- If the amount becomes higher, the profile decides whether the promise is broken or continues. See Payment promise profile: fields and options.
- When the order is paused or withdrawn, the promise is cancelled.
Payment respite and start moment
Two settings prevent collection orders from starting unnecessarily.
- Payment respite. When a customer pays through POM, the collection order becomes paid right away. Your accounting system often sees that payment a few days later, so the item is still in your list the next day. Within the number of respite days the portal skips such an item and does not start a new collection order. If the item is still outstanding after the respite period, a new collection order does start.
- Start moment. You choose whether the portal picks up an item from the invoice date or from the due date, optionally plus a fixed number of days. This way you can, for example, let your own direct debit run first and only start a collection order after that. Items that are not due yet are skipped until they fall within the period.
What you see in the portal
| Where | What |
|---|---|
| Timeline of the collection order | Every synchronisation as Automatic synchronisation, with a line about what changed. See Viewing a collection order. |
| Notifications | After a complete list is processed, a notification with the number of new, dropped, synchronised and skipped items. You need the permission Receive import notifications for this. |
| Reports | In the Messages report the filter Paid via with the value Synced by POM. See Filters and columns in reports. |
| Settings | Merge collection orders also works for collection orders started through Collection Sync. See General settings. |
Settings that POM manages for you
These settings are not in the portal. If you want to change one, contact POM. See Help and support.
| Setting | Meaning |
|---|---|
| Default flow | The flow in which a new collection order starts. |
| Start moment | Invoice date or due date, plus a number of days. |
| Payment respite | Number of days in which an item paid through POM is skipped. This is a different setting from the payment respite of paylinks. |
| Status tracking | Whether the portal takes over the status active, pause and withdraw from your delivery. |
| Payment methods | Which payment methods a new collection order gets when you do not send any. |
Good to know
- A collection order started through Collection Sync can be paused, resumed, rescheduled or switched to another flow by hand, just like any other. If you send a status with the next synchronisation, it can overwrite your manual change.
- A payment from your accounting system is added to the collection order as an invoice line of the type payment. You see it under Invoices in the collection order. See Editing the invoice lines of a collection order.
- If a payment is reversed in your accounting system, the amount goes up again. The portal sees that as an increase. If a settlement is running, it is cancelled because of this.
- Collection orders started through Collection Sync can be merged and you can create a paylink for them, just like other collection orders.