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Settlement claims

A settlement claim asks a country to pay, on arrival, the rest of an invoice that was only partly paid by bank transfer. The delegation then pays the rest at the registration desk by POS terminal or in cash, and the receptionist (or you) records it.

When a claim can be sent

A claim is possible only when all of these are true:

  • the invoice is paid by bank transfer;
  • you have confirmed part of the money, so the invoice is Partially paid with an amount still remaining;
  • no claim is already open for that invoice.

Invoices paid online or on arrival never need a claim. A claim is never created automatically; you decide when to send it. The claim amount is always the remaining amount of the invoice, calculated by the system.

Send a claim

  1. In the menu, choose Settlement.

  2. The first table lists the bank transfers confirmed in part, with the Invoice Amount, the amount Paid and the Rest.

    Settlements: Jordan's Invoice 1 (No. 2), paid $1,200, rest $800, with Send claim

  3. Press Send claim on the invoice.

  4. Check the amount and the country in the confirmation and press OK.

    Confirmation: send a settlement claim of 800 USD to Jordan? The country representative will be emailed.

The claim moves to Claims awaiting payment, with the claim amount and the date it was sent (Riyadh time).

Claim for Jordan's Invoice 1 (No. 2), $800, under Claims awaiting payment with a Collection method picker and Record payment

What the representative and the receptionist see

  • The representative receives an e-mail that the remaining amount is due and must be paid on arrival. On their payment page, the invoice shows the amount already paid, the remaining amount and "Claim amount … Payable on arrival (POS terminal or cash)".

    E-mail to the representative: a remaining amount of 800 USD on invoice 1 (No. 2) is due and must be paid on arrival

  • The receptionist sees the claim in their list and collects it when the delegation arrives (see Receptionist).

Collect a claim yourself

Finance can also record the payment, in the same way as the receptionist:

  1. Under Claims awaiting payment, choose the Collection method: POS terminal or Cash.
  2. Press Record payment and confirm.

The result

When the claim is collected, it moves to Collected claims with the date and collection method. The invoice becomes Paid, the payment receipt is issued and e-mailed to the representative, and the receipt lists both the transfer and the amount collected on arrival.

Collected claims: Jordan's Invoice 1 (No. 2), $800, collected by POS terminal

Jordan example

After Jordan's partial transfer of $1,200, finance sent a claim for the remaining $800 of Invoice 1 (No. 2). When the delegation arrived, the receptionist collected the $800 at the POS terminal; Invoice 1 (No. 2) became Paid and receipt RC-00003 was issued.

Note

In the list of a country's invoices, a collected claim also appears as a separate line marked "Settlement Invoice". It is not a new charge: its amount is already counted on the original invoice.