Cheque Receipt Flow

1. About this guide

This guide explains how a cheque received from a customer moves through MISAC, from the moment a collector takes it to the day the money is in the bank. It covers the mobile app and the web app.

To use it:

1. Find your role in section 3 ("Who does what").
2. Read section 2 once, so you know the whole journey.
3. Then read only the chapter for your role (sections 5 to 9).
4. Keep the one-page card for your role (section 13) next to you for daily work.

Sections 10 to 12 answer common questions and explain what each step does to the accounts. Section 15 follows five real cheques through every action, from receiving them to cancelling one and taking the balance receipt through the bank.

2. The cheque journey at a glance

The status of a cheque changes as it moves:

 Captured (held)  ->  Booked  ->  In Clearing  ->  Cleared
                        |              |
                        |              +-->  Bounced  ->  Re-present (back to In Clearing)
                        |                                 or Void (cancelled)
                        +-->  Void / Written off

• Captured (held): recorded from the field. Nothing is in the accounts yet.
• Booked: the receipt is posted. The cheque is "in hand", not yet in a bank.
• In Clearing: deposited in our bank, waiting for the bank.
• Cleared: the bank has paid. This is the only status that means the money arrived.
• Bounced: returned by the bank.
• Void / Written off: the cheque is dead and closed.

3. Who does what

Your screens show only what your role allows. If a button described here is missing for you, your role does not include that step. Ask the Owner / Admin.

4. Before you start

4.1 Signing in

• Web: open the MISAC web address your administrator gave you and sign in with your email and password.
• Mobile: install the MISAC app, open it and sign in with the same email and password.
• The office network allows about 5 sign-ins per minute. If many people sign in at the same moment (for example at 10 AM), some are refused for a minute. Wait a minute and try again.

4.2 Dates

All dates are entered in the Nepali calendar (BS). The date picker shows BS, and the English date (AD) appears under it. MISAC works out the AD date for you. A cheque date that no cheque could carry (a mistyped year, for example) is refused on the field, so a cheque never ends up years out.

Three dates matter for a cheque:

The customer is treated as having paid on the day they handed the cheque over, not on the day the bank cleared it. Bank delay is not the customer's fault.

4.3 Words used in this guide

4.4 Your home screen

Each role opens on its own home screen.

5. Collector: capturing a cheque

You are the first person to touch the cheque. What you record here is what the office works from.

5.1 Capture a cheque on the phone

1. Open the app and tap Capture Cheque. Your PDC Cheques list opens. It shows only the cheques you captured.

2. Tap Capture cheque. The Capture Cheque form opens.

3. Fill in the form:

   Field	What to enter
   Customer *	Tap and type part of the customer's name, then pick the customer. Only parties are listed, never a bank or cash account.
   Cheque amount (face) *	The amount written on the cheque.
   Cheque no.	The number printed on the cheque leaf.
   Cheque bank *	The bank the cheque is drawn on (its name is printed on the cheque). Type part of the name to find it.
   Cheque date (maturity) *	The date written on the cheque (BS).
   Received on	The day the customer gave it to you. If you leave it blank, today is used.
   Note	Anything useful: "security cheque", "customer asked not to deposit before Dashain".
   Cheque scan	Tap Scan and hold the phone over the cheque. The scanner finds the edges, then crops and straightens it. If the back is written on, scan it as a second page. The pages are saved together as one PDF. Gallery adds a photo already on the phone.

4. Check the amount and the date twice, then tap Submit. A wrong amount, or a missing customer or cheque date, is marked on the field and nothing is saved.

5. The cheque now shows in PDC Cheques. Tap it, then Print acknowledgment to print or share the acknowledgment, and give it to the customer.

For a good scan, lay the cheque flat on a plain, darker surface so the scanner can find its edges. Avoid shadows, and check on the preview that the amount, date, number and signature can be read.

5.2 The acknowledgment

The acknowledgment is a single slip, so a collector can share it straight from the phone (for example on WhatsApp). It shows the acknowledgment number, the customer, the cheque number, the bank, and the date and amount in figures and in words. It also shows who received the cheque (their full name and user name). It keeps the signature lines "Received by" and "Acknowledged by (party)", and a small note at the bottom says it is digitally generated and needs no signature.

It says clearly: "This document acknowledges CUSTODY of the above cheque only. It does not constitute payment, realisation, or discharge of any obligation." The customer still owes the money until the cheque clears.

To print it again later: open PDC Cheques, tap the cheque, then Print acknowledgment.

5.3 Check your cheques

In PDC Cheques each line shows the cheque number, customer, date, status and the balance still held. Tap a line to see the detail: face amount, balance, cheque date, status, acknowledgment number and the scan (tap it to open it). On the web the scan opens in the viewer panel, where you can page through, zoom and print.

A cheque you capture starts as with collector, because it is still in your hands. It becomes booked only when the Director (or the Admin / owner) has it in hand and receives it. Until then nobody can deposit, settle or write it off.

5.4 Capture on the web (if you have no phone)

1. Go to Entry > Cheque > PDC Cheque Received (Memo).
2. Click Held cheque received above the list. The Capture Cheque form opens.
3. Fill in the same fields as on the phone, attach the scan or a photo under Cheque scan, and click Save. A wrong amount, or a missing customer or cheque date, is marked on the field and nothing is saved.
4. From the list, use Print acknowledgment on the row.

5.5 Check a customer's position

Before you visit a customer, open Customer Ledger and pick the customer (the list shows every customer and supplier). Set the From and To dates and apply. You see every invoice and payment and the running balance. Under the ledger, the section "Cheques received, not yet cleared" lists the cheques we still hold for that customer, marked PDC, HELD, BOUNCED or PART-SETTLED.

5.6 What a Collector cannot do

You cannot post receipts, deposit, clear or bounce cheques, and you only see the cheques you captured. If a customer asks about a cheque someone else collected, ask the office.

5.7 When the office sends a cheque back

If the Director finds a problem (a wrong amount, cheque number or date, or a missing signature), the cheque comes back to you as sent back, with their note in the cheque's detail.

1. Fix the paper with the customer if needed (for example, get the cheque signed).
2. On the web, open PDC Cheque Received (Memo) and click Correct and resend on the row. The Capture Cheque form opens with what you entered.
3. Correct whatever was wrong: the customer, amount, cheque number, cheque date, received date, note or the scan.
4. Click Save. Saving sends it back to the office, so hand the cheque to the Director again. It is with collector until they receive it, and you cannot edit it again unless they send it back. A corrected customer, amount or number also changes on the acknowledgment. Print it again from the row if the customer needs the new one.

6. Entry Clerk: receipts and the daily cheque desk

You turn captured cheques into receipts and you run the cheque desk every day.

6.1 Prepare the receipt for a cheque

Do this when the collector's cheque reaches the office, or when a customer hands a cheque in at the office.

1. Go to Entry > Receipt (or tap New Receipt on the home screen) and click Add.

2. Fill in:

   Field	What to enter
   Miti (BS)	The date the cheque was received.
   Received In (cheques: set when banked)	Choose Cheques in Hand. You do not need to know which bank it will go to, because that is chosen at deposit.
   Received From	The customer.
   Amount	The cheque amount.
   Reference No	The cheque number.
   Cheque Bank	The customer's bank, printed on the cheque.
   Cheque Date (BS)	The date written on the cheque. Always fill this in. A future date makes it a PDC, which keeps it off the deposit list until that date.
   Remarks	For example "Cheque 123456 collected by Bibek, CHQ-ACK-000012".
   Voucher	Attach the cheque photo if you have it.

3. Click Save. The receipt is saved as a Draft. It does not touch the accounts yet.

4. Tell the Owner / Admin that the receipt is ready to post (see 7.1).

You cannot edit a receipt after saving it. If you made a mistake, tell the Owner / Admin before it is posted.

6.2 Open the cheque desk

• Web: Entry > Cheque > Cheque Clearance.
• Mobile: open the menu, then Entry > Cheque > Cheque Clearance.

The desk has these lists (tabs):

Tap or click a cheque to see its full detail and history, including the collector's photo.

6.3 Deposit a cheque

1. On Deposit due, find the cheque and choose Deposit (web: Deposit into Bank or Deposit / Present).
2. In Banked Into *, pick the company bank account you deposited it into.
3. In Handed Over On (mobile: Deposit date (optional)), enter the date you gave it to the bank. Leave it blank if you do not know it.
4. Confirm. The cheque moves to In Clearing, and in the accounts the money moves from Cheques in Hand to that bank.

Post-dated cheques do not appear on Deposit due until their date. You get a reminder before then (see 6.9).

If you picked the wrong bank, choose Change Bank (correct a wrong deposit) on the cheque, pick the right bank and write why. This works until the bank statement confirms the cheque.

6.4 Mark a cheque cleared

When the bank has credited the money (check the bank statement or online banking):

1. Find the cheque (it is In Clearing) and choose Manual clear (no statement).
2. In Basis for asserting this cleared *, say how you know, for example "Seen in NIC Asia online banking, 14 Bhadra".
3. In Money Arrived On, enter the date the bank credited it. Leave it blank for today.
4. Confirm. The cheque is Cleared.

Cheques cleared this way also appear on Manual-clear exceptions until a bank statement confirms them. That is normal. Once bank reconciliation is set up, cheques will clear from the bank statement automatically.

The person who posted a receipt may not clear its cheque by hand. Another authorised person must do it (the Owner / Admin is exempt from this rule).

6.5 A cheque bounced

1. Find the cheque and choose Bounce (returned by bank).

2. Answer the questions:

   Question	What to enter
   Why did it bounce? *	The bank's reason: insufficient funds, signature mismatch, account closed.
   Why was it returned? *	The customer's cheque failed (funds, signature, account closed), or Returned for other reasons (bank error, technical return, our delay). There is no default, so choose carefully.
   Charge to recover	The bank's return charge plus any penalty, if the customer must pay it. Otherwise leave it blank.
   Credit the charge to	The account that receives the charge (for example Bank Charges or Other Income). Needed only if you entered a charge.

3. Confirm. The cheque moves to Bounced. If you entered a charge, a numbered charge voucher (BC-000001 style) is posted to the customer's account.

The second question matters. If the customer's cheque failed and it is presented again, any late charge runs from the day it finally clears. If it came back for other reasons, the customer keeps the date they handed it over. A later clean deposit does not change this answer.

6.6 After a bounce

6.7 Hold, post-date and follow up

All three are available while the cheque is Booked. They change only dates and reminders, never the accounts.

A held or post-dated cheque leaves Deposit due until its date, then comes back by itself.

6.8 Held cheques and part payments

Some customers give a cheque as security and pay the amount in parts, by cash or other cheques. The held cheque stays with us until the full amount is paid.

On the Held / partial-settled list (or Entry > Cheque > PDC Cheque Received (Memo)), each held cheque shows its face amount, what has been collected and the balance. The row actions are:

A cheque that is with collector or sent back shows only Detail + history and Print acknowledgment until the Director, the Admin or the owner receives it (see 8.1). On a sent back cheque those three also see Correct and resend, so the office can fix the details itself.

6.9 Reminders

The Entry Clerks receive due-cheque reminders 7 days before, 3 days before and on the cheque date, in the app and as a phone notification. A Follow-up note with Remind Me On adds a reminder for that date. The Cheque Calendar tile shows all due cheques by date.

6.10 What an Entry Clerk cannot do

An Entry Clerk cannot edit a saved entry, post a receipt, void or write off a cheque, or recover a bounce charge. These belong to the Owner / Admin. A Director can also void, write off and recover a bounce charge.

7. Owner / Admin: posting and corrections

7.1 Post a receipt

1. Open Entry > Receipt, open the Draft receipt and check it: customer, amount, cheque number, cheque date.

2. Click Post. The post dialog asks:

   Question	What to enter
   Payment Method *	Cheque (A/C Payee) or Cheque (Bearer) for a cheque. There is no default on purpose, so always choose one. If Cash is picked by mistake, the cheque is never tracked.
   Cheque No.	The cheque number. You are warned if the number was already used.
   Against held PDC cheque	Shown only when the customer has captured cheques still open. Pick the cheque the collector captured, so the captured record and this receipt are linked. Otherwise leave "(none)".
   Banked Into	Leave blank in the normal flow. The cheque waits in Cheques in Hand until the Entry Clerk deposits it.
   Money Arrived On	Leave blank in the normal flow.

3. Confirm. The receipt is Posted, the customer's balance goes down, and the cheque appears on the cheque desk as Booked.

If the cheque is dated today or earlier and you fill Banked Into, the money goes straight to that bank. The cheque is marked Cleared at once, skipping deposit and clearing. Do this only when the money is already in the bank. A post-dated cheque always waits in Cheques in Hand, whatever you fill in.

When you post a cheque receipt "Against held PDC cheque" for the captured cheque's whole outstanding balance, the post uses that same cheque. The captured record (with its scan, acknowledgment and history) becomes the receipt's cheque, as one row. It is booked in Cheques in Hand until the Entry Clerk deposits it, or cleared at once if Banked Into applies and it is not post-dated. Nothing needs closing.

A bank receipt for the whole balance deposits the cheque. If the receipt is posted into the bank as IPS for the captured cheque's whole outstanding balance, and tagged "Against held PDC cheque", that post deposits the captured cheque. It moves to Cheque Clearance, in clearing, as the receipt's cheque, and nothing needs closing. The Held list's Deposit into bank (creates the receipt) does the same thing in one click.

Return cheque (settled) is still there for the case it was made for: the customer paid the whole amount in cash (or by a part payment that completes it), and the paper goes back to them.

7.2 Correct a posted receipt

A receipt whose cheque has Cleared cannot be reversed. Bounce it first if the clearance was wrong (7.4).

7.3 Void or write off a cheque

The Owner / Admin or a Director opens the cheque on the cheque desk and chooses one of these:

• Void / cancel / stop: choose the Void Reason (Cancelled, Returned to party, Stop payment, Stale (past 180 days)) and write the Reason. The receipt's entries are removed and the receipt is marked Cancelled. The customer owes the amount again.
• Write off: for a bad debt that will never be collected. Write the Write-off justification. A reversal is kept in the books as a record of the loss, and the cheque is closed for good.

A voucher that carries several cheques cannot have just one of them voided. Reverse the receipt instead.

7.4 Bounce charges and late bounces

• Recover bounce charge (on a Bounced cheque, by the Owner / Admin or a Director): fill in Charge to Recover *, Credit To * and Reason * (printed on the voucher narration). It posts a numbered charge voucher to the customer.
• Bounce after clearance (on a Cleared cheque): use it when the bank returns a cheque after reporting it paid. You must confirm that it withdraws what that clearance settled.

7.5 Setup the Owner / Admin keeps up to date

8. Director: following the cheques

Directors see everything. The only changes a Director makes are to dead cheques and bounce charges: Void, Write off and Recover bounce charge (7.3, 7.4).

• Home screen: key figures, cheques due today and in the next 7 days, bounced cheques and cheques going stale.
• Cheques and Cheque Calendar tiles: the cheque dashboard and all due cheques by date. Tap a period card to see the cheques behind it.
• Cheque Clearance: open any list to look at cheques and their history. Void, Write off and Recover bounce charge are the actions for your role. Deposit, bounce and clear belong to the Entry Clerk.
• Customer Ledger and Ledger: see section 5.5.
• Reports: see section 11.

8.1 Receiving cheques from the collectors

A cheque a collector captures is with collector until you have it in hand. In PDC Cheque Received (Memo), or on the Held / partial-settled tab of Cheque Clearance, filter the Status column to with_collector. The Collector column shows who has it, and its filter picks one collector.

• Check the paper against the row: customer, amount, cheque number, date, signature.
• If it matches, click Receive (verified) on the row. It becomes booked, and the Entry Clerk can deposit or settle it.
• If something is wrong, click Send back to collector from the row's menu and say what to correct (the note is required). It goes back to the collector as sent back. When they resend it, it is back in your list to receive.
• You can also correct it yourself. On a sent back cheque, click Correct and resend, fix the customer, amount, cheque number or dates, and click Save. Because the cheque is already with you, it becomes booked straight away instead of going back to the collector. The acknowledgment is reprinted with the corrected details.

The Admin and the owner can do the same. An Entry Clerk cannot receive or send back.

9. Ledger Viewer: checking a balance

1. Open Customer Ledger (or Vendor Ledger for a supplier).
2. Pick the customer, set From and To dates, and apply.
3. Read the running balance. Below the ledger, "Cheques received, not yet cleared" shows the cheques we hold for that customer. A cheque there is not money yet. The customer's balance already counts posted receipts, and a bounce can bring the amount back.

10. Common situations

A customer gives a post-dated cheque for next month. The Collector captures it with the cheque date. The Entry Clerk prepares the receipt with that Cheque Date (BS), and the Owner posts it "Against held PDC cheque". It stays off Deposit due, and reminders come 7 days before, 3 days before and on the date. Then it is deposited and cleared as usual.

A customer gives a security cheque and pays in instalments. Capture it. Post each instalment as a normal receipt (cash or cheque) and choose the held cheque under Against held PDC cheque, or link it later with Record partial receipt. The Owner / Admin can do it in one click instead with Record partial receipt > New receipt, giving where the money came in, its reference and its date. When the balance is zero, use Return cheque (settled) and hand the cheque back. If they stop paying, use Deposit for balance. Here too, New receipt posts the balance receipt and deposits the cheque in one click.

The balance receipt was posted by mistake. The Owner / Admin reverses that receipt. The cheque goes back to the held list with its earlier part payments, ready to deposit again, return or cancel. If it bounced after the deposit, the reverse is refused until the bounce is dealt with on Cheque Clearance.

A customer asks us to wait a week before depositing. Use Hold (defer presentation) with the new date. It comes back to Deposit due on that date.

The cheque bounced for insufficient funds and the customer asks us to deposit again. Use Bounce with "The customer's cheque failed" and any charge. Then use Re-present when the customer confirms the funds are there.

The cheque bounced and the customer will pay in cash instead. Post the cash receipt. Ask the Owner or a Director to Void the bounced cheque with reason Returned to party and hand the cheque back.

We deposited into the wrong bank. Use Change Bank (correct a wrong deposit) before the bank statement confirms it.

A cheque was marked cleared by mistake. It is on the Cleared list. If the bank returned it, the Owner uses Bounce after clearance.

A cheque is close to 6 months old. It appears on Stale risk. Deposit it now or contact the customer. After 180 days the bank refuses it and the Owner or a Director voids it with reason Stale (past 180 days).

The collector entered the wrong amount. Tell the office before the receipt is posted. The Owner corrects it on the receipt, and the Entry Clerk closes the wrong captured record with Write off / cancel and a note.

11. Reports

Reports are under Reports, mostly in the Banking group. Directors and Entry Clerks see all of these. Collectors and Ledger Viewers see only the Customer Ledger and the Vendor Ledger. The general Ledger opens any account, the company's bank accounts included, so those roles do not get it.

All reports can be printed or exported to PDF and Excel from the report screen.

12. What each step does to the accounts

For the Owner, Directors and the accountant.

13. One-page cards

Collector

1. Capture Cheque -> Capture cheque.
2. Customer, amount, cheque no., cheque date, received on, note.
3. Cheque scan -> Scan: the scanner crops and straightens it and saves one PDF.
4. Submit -> tap the cheque -> Print acknowledgment -> give it to the customer.
5. Check PDC Cheques for your cheques and balances.
6. Before a visit: Customer Ledger.

Entry Clerk

1. Every morning: Cheque Clearance -> Deposit due.
2. New cheque in the office: New Receipt -> Received In = Cheques in Hand, fill Cheque Date -> Save -> tell the Owner.
3. Deposited: Deposit -> Banked Into -> date.
4. Bank credited: Manual clear -> basis -> Money Arrived On.
5. Returned: Bounce -> reason -> whose failure -> charge.
6. Customer asks to wait: Hold. A call or a promise: Follow-up note.
7. Security cheque paid off: Return cheque (settled).

Owner / Admin

1. Post Draft receipts: Payment Method = Cheque, Cheque No., Against held PDC cheque, Banked Into blank.
2. Wrong posted receipt: Reverse Posting.
3. Dead cheque: Void with the right reason. Bad debt: Write off.
4. Charges not taken at bounce: Recover bounce charge.
5. Keep bank accounts, users and roles up to date.

Director

1. Home screen: due today, next 7 days, bounced, stale.
2. Cheque Calendar for what is coming.
3. Reports: PDC Ageing, Bounced & Re-presented Cheques, Customer Cheque Position.
4. A dead cheque: Void (or Write off a bad debt). A charge not taken at bounce: Recover bounce charge.

Ledger Viewer

1. Customer Ledger -> customer -> From / To -> apply.
2. Read the balance and the "not yet cleared" cheques below it.

14. When something goes wrong

For anything else, contact your administrator or MISAC support.

15. Five cheques, every action, tested

Each journey below follows one cheque through every step, done by the real roles: the Collector, the Entry Clerk, the Owner / Admin and the Director. Every step works as written here.

15.1 Part payments, then the balance through the bank

15.2 Paid in full, cheque handed back

15.3 A held cheque cancelled

15.4 A cheque on a receipt: deposit, bounce with a charge, re-present, clear

15.5 A cheque that dies: bounce, charge recovered, void

The Entry Clerk is refused steps 3 and 4 on purpose, because recovering a charge and voiding belong to the Owner / Admin and the Director. A Director can void a cheque and recover a charge, but is refused deposit and re-present. The Collector is refused every step after capture.

Afterwards the reports agree. Cheque Settlement Trail lists the part payments of 15.1 and 15.2, and Bounced & Re-presented Cheques lists the bounces of 15.4 and 15.5. The customer's Customer Ledger shows every receipt and both charge vouchers, without the voided 8,000.