DocView Capture
Post often holds more than documents: a cheque for a fee, a postal order, cash, a bank card, or keys and photographs. Payments keeps a record of every such item from the moment it is found until it is paid in, handed over or sent back, with a second person's check on the way. Nothing valuable depends on a note on a desk.
Open Preparation in the menu, then Payments at the top of the page. The tiles show what waits for the second check, what is checked and ready, and the value not yet paid in. A tab for each status, a search box (reference, payer, cheque number, banking list) and a client filter narrow the list.
Record an item
At the Preparation station (the usual way): while preparing a box, press Payment or item found. Choose what it is (Cheque, Postal order, Cash, Payment card or Other), type the amount and the number, the payer and, for cheques and postal orders, who it is payable to. You can take a photo with a tablet's camera or attach a scan. The item belongs to the client and box being prepared. The reference (for example FI-2026-000042) is shown at once: write it on the item and hand it to your supervisor.
On the Payments page: Record an item on the right, the same details and an optional client.
For cheques, postal orders and cash the amount is required; for anything else a description is.
The second check
Every item is checked by another person: whoever recorded it cannot check it. Open the item and click I checked it: everything is as recorded once you have the item in your hand and the details match. Only checked items can be paid in.
Pay in with a banking list
Open the Ready to pay in tab, tick the checked cheques, postal orders and cash to bank together, and click Pay in with a banking list. DocView Capture gives the list a number (for example BL-2026-0007), marks the items as paid in, and opens the banking list as a PDF: one line per item with its reference, number, payer, client and amount, the total, and lines for who prepared and who checked it. Print it and keep it with the paying-in slip.
Hand over, return or cancel
An item that is not paid in (a bank card, keys, a cheque the client wants back) is Handed over or Returned: type who it went to and how ("the client's courier, signed for"). Cancel (with the reason in the same box) is for an item recorded by mistake. Every step is on the item's history and in the audit log.
Who can do what
| Action | Permission |
|---|---|
| See the Payments page | View bookings |
| Record, and check someone else's item | Preparation |
| Pay in, hand over, return, cancel | Manage bookings |
Reports
Reports › Payments and items found lists every item recorded in a period with its value, who recorded and checked it, and where it went (with the banking list).