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Collection Clerk - Payment Collection Procedures Follow

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Wilson Acosta
  • Updated

 

 Pre-requisites:  n/a

 

Topics Covered
Overview of the Payment Collection Process 

Target Users
Collection Clerk

Required Permissions
n/a

Atlas_Financials01.png

 

Payment Collection from the Collection Clerk's Role

This article outlines the Payment Collection process from the perspective of a Collection Clerk using the ATLAS Financials system. The details below outline how to enter payment details, upload required documentation, manage exchange rates, and generate reports. 

 

Access the Payment Collection Page

Navigate to: Receivables > Payment Collection.

  • Use filters to locate a specific Bill of Collection (BOC) by: Fiscal Year, Bill Date, Payment Status (Open, Closed, or All) and Open Status dropdown:
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Add a Payment to a BOC

1. Click Edit next to the BOC.

2. On the Payment screen (screenshot below), click the blue plus icon (+) or 'Add Payment' to add a payment.

Enter:

  • OF-158 Document ID (14-digit number)
  • Payment amount (partial or full)

3. Upload the OF-158 as an attachment.

4. Confirm fiscal strip information.

5. Click 'Add Payment' to save.

 *Note: Repeat the process to enter a second or third payment if needed.

 

Managing Exchange Rates

Navigate to Administration > Exchange Rates.

To bulk import:

  • Click Bulk Import.

  • Download and complete the template (dates, currency, rates).

Note: Currency field must be numeric only (i.e., the Currency Code)

  • Click Choose File > Import.

Review the ‘OK’ column for success/errors.

 

Generating a Payment Report

Navigate to Receivables > Payment Collection.

Click Payment Report.

Set filters:

  • Date range
  • Post(s)
  • Collection Clerk(s)

Click 'Export Payments.'  This report can be used to reconcile with GBI or RFMS-C records.

 

Using Dashboard Shortcuts

From My Dashboard, you can:

  • Click 'Payment Collection' to go directly to the main page.
  • Click 'Collection Report' to generate payment reports.
  • Click 'Add Today's Exchange Rate' to adjust rates quickly.

 

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.

 

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