Cash Collection: review weekly cash and manage invoice payment insights

Cash Collection helps your team review expected weekly cash, focus on invoices that need attention, and compare the forecast with actual collections. The weekly forecast is also called AR Cash Predictability in some Agent settings and older links.

Versa OpsEngine forecasts the total cash expected from existing invoices. It does not schedule a full or partial payment for every invoice. Leave invoices on Automatic unless your team has better information. Add an expected amount and date, or indicate that no payment is expected this week, only where needed.

Why use Cash Collection?

An aged-receivables list shows what customers owe. The cash forecast answers a different question: How much cash might existing invoices bring in this week, and which exceptions need attention?

It gives finance and collections teams a repeatable way to:

Plan expected customer cash by week.
Review the invoices and assumptions behind each weekly total.
Identify expected collections that need follow-up.
Use team knowledge to adjust an amount or move an invoice to another week.
Compare the locked forecast with payment receipts recorded in Versa.
Use actual results to assess forecast quality and improve your team's collection decisions.

Who can use it?

Your company needs access to Ops Engine and the Cash Collection App. Ask your administrator to confirm access in Setup > Feature Settings.
Accounts Receivable Read Only or Accounts Receivable Full Access is required to view forecasts and diagnostics.
Accounts Receivable Full Access is required to refresh a draft, save invoice insights, use bulk review actions, record outcomes, or close a locked forecast.
Ops Center Admin, in addition to access to the forecast, is required to lock it. Firm Admin access alone does not grant this permission.

Forecasts belong to the selected entity. Always confirm the entity shown at the top of the screen before reviewing or changing a forecast.

Before your first review

Ask your administrator to confirm that automatic planning is available for the selected entity, including its Daily Pulse settings and scheduled processing. You do not need to install or run an Agent each time you review a forecast. Agent customization is a separate administrative task.

Have any recent customer payment information ready. Use the invoice's current balance and payment activity when deciding what your team expects to receive.

Where to find forecasts

Cash Collection in Apps

Sign in and select the correct entity. Open OpsEngine > Apps > Cash Collection in the left menu, or choose Cash Collection from Apps in the top bar or the All Apps page. These entries open the collection workspace. Select Cash outlook, then Open weekly forecast to review the current forecast.

Look for a dollar coin and downward arrow entering an open collection tray, with a small sparkle at the upper-right. The icon represents cash coming in. Opening Cash Collection does not collect or post a payment, or change a forecast.

Choose the right work area: the App opens on Collection work, which is the shared overdue-invoice and reminder workspace. To edit cash expectations, use Cash outlook > Open weekly forecast. Refresh overdue work updates the overdue work list; it is not the same as Refresh Forecast inside the weekly forecast.

Forecast history and other weeks

Forecasting is part of Cash Collection and no longer has a separate entry under Insights. Saved forecast links still work.

Select the correct entity.
In Cash Collection, select Activity and results, then View forecast history.
Select Open for the week you want to review.

The list shows the week, status, forecasted amount, actual amount, and predictability result. Up to 52 recent weekly forecasts are shown.

You can also open Reference links > Forecast History from a weekly forecast. Select Open beside the required week and confirm its dates and status. Use closed weeks when comparing final forecast and actual amounts.

Ops Center

Open Ops Engine > Ops Center and select the Accounts Receivable area.

A future or current draft can appear as an AR cash forecast review item so it is not forgotten before approval.
After a forecast is locked, urgent invoice-level risks can appear as At-risk forecasted collection items.

Ops Center intentionally shows an action list, not every forecast line. In Cash Collection, select Cash outlook, then Open weekly forecast to review the complete current forecast.

How weekly drafts are created

Automatic planning prepares a rolling eight-week forecast and refreshes eligible drafts through scheduled processing and relevant collection activity. On an existing draft, an AR Full Access user can request an update with Refresh Forecast. Locked and closed forecasts are preserved.

If no current forecast is available, the Cash outlook tab explains that automatic planning will create it during the scheduled planning cycle. Check View forecast history for other weeks. If the current forecast remains unavailable after the next cycle, ask an administrator to check automatic planning. Manual recovery is not part of the ordinary collector workflow.

Versa does not simply place every open invoice into every week. It chooses one best qualifying week for an invoice using available information such as:

The invoice due date.
How early or late that customer has historically paid.
A stable customer payment rhythm, when enough history exists.
Recent collection follow-up.
How overdue invoices for that customer have converted to cash in the past.

An invoice may appear in a different forecast week or be absent from the current forecast. An overdue invoice's presence in Collection work does not guarantee that it appears in this week's cash forecast. Review the week and the underlying invoice before making an adjustment.

Versa OpsEngine forecasts total weekly cash, not partial payments on individual invoices. The invoice review shows Automatic unless your team provides a payment expectation. Historical payment patterns are uncertain and should be checked against actual results.

Leave ordinary invoices on Automatic. Limited payment history calls for review but does not automatically exclude cash. When you have better information, open Add your insight, enter Your estimated payment amount and Expected payment date, and select Save Insight.

Your amount replaces the automatic treatment of that invoice; it is not added on top of the forecast. The cash outlook shows the automatic total, the net effect of your insights, and the updated total. Use your estimated amount and date together when changing payment timing. A partial estimate covers only the entered amount; the remaining balance is not automatically scheduled.

Select Expect no payment this period to exclude an invoice from forecast cash while keeping it available for collection. Automatic refresh preserves your decisions. Return to Automatic clears your amount and timing overrides and restores the system estimate. It does not erase notes or turn your estimate into a customer promise.

The summary separates Automatic forecast, Your adjustments, and Updated forecast. A mixed-currency warning means line amounts have not been converted to a common currency: do not use that combined total for cash planning.

Follow the collection workflow

The five stages keep the actions for this forecast together. The highlighted stage suggests what to focus on based on whether the forecast is Draft, Locked, or Closed. It does not mean all earlier collection work is complete.

Versa OpsEngine Prepares: under Prepare forecast, use Refresh Forecast when the draft needs updating. Wait for completion and reload before saving new insights.
Review and approve: select Review Exceptions to inspect warnings and saved insights. An Ops Center Admin can then select Lock Forecast.
Collect and follow up: after locking, select Record Outcomes to open the invoice list, then open Record collection outcome on the invoice card. Read-only users see View Outcomes. You can continue recording outcomes after closing.
Compare actual cash: select Close Forecast when ready to calculate actual collections. AR Full Access is required.
Review results: after closing, select Review Results to jump to the forecast, actual collections, and their difference. Review invoice outcomes to inform your next cycle.

When an action is not available, its stage explains the required status or permission. The stages remain visible; open About this workflow for additional explanation.

Use Back to Cash Collection above the title to return to the workspace. Open Reference links for Invoice Aging, Open Ops Center when you have access, and Forecast History. These links are separate from the workflow actions.

Start with the cash outlook

The weekly Cash outlook shows Automatic forecast, Your adjustments and Updated forecast. It estimates collections from invoices issued by the start of that week. It does not cover new invoices issued later in the week, deposits or unapplied payments.

A warning appears if invoice currencies are mixed. Amounts have not been converted to one currency, so do not use that combined total for cash planning.

Work on exceptions

Draft forecasts evaluate collection risk when they are created or refreshed. Overdue invoices stay in the review list even when there is good payment history. A saved estimate does not clear an overdue warning, and a review flag does not remove cash from the total.

Needs your input is the default work area. A compact list groups invoices by customer and shows the recorded balance, due date, review reason and your payment insight. Select an invoice to open its details, including the current invoice total, payment terms and full explanation. The outstanding balance is not an expected payment amount.

Ordinary invoices remain on Automatic without requiring approval one by one. Use Not reviewed and Reviewed to track your team's review. Acknowledging an invoice does not clear its overdue flag or resolve a dispute. Reviewed invoices return to the pending list when their balance, timing, collection evidence or other tracked review information changes, or a follow-up becomes due.

Select All invoices to add information about an invoice that is not in the exception list, and Back to exceptions to return. Longer lists use Previous and Next, with up to 50 invoices per page.

Add your invoice insight

Select invoices for a bulk action

Open a Draft weekly forecast and scroll to Needs your input. Choose Not reviewed, Reviewed, or All invoices as appropriate.
Use the checkbox beside each invoice. To select a group, use the checkbox beside the customer heading. Select this page selects only invoices displayed on this page, up to 50, not every invoice for the customer or every page.
Check the selected count beside the bulk actions. At least one invoice must be selected to enable them. Clicking the invoice text opens its details; it does not select its checkbox.
Choose the action below. Its editor opens above the invoice list. Selection is fixed while that editor is open; select Cancel to change the selection or choose a different action.

Mark reviewed without changing expected cash

Select the invoices you have checked.
Select Mark reviewed.
Check the selection and select Save all to confirm. Opening the action alone does not save it.
Use Reviewed to find the acknowledged invoices. Their cash amounts and collection risk are unchanged.

Expect no payment this week

Select invoices for which you do not expect any payment in the displayed week.
Select No payment this week.
Review the change to the weekly total, then select Save all.
Confirm the updated cash outlook. Find the saved decisions under Reviewed or All invoices.

This sets the selected invoices' expected cash to zero for this week. It does not assign a later payment date, change the invoice due date, write off the balance, or pause collection reminders. If you know a later payment amount and date, use Enter expected payments instead. A collection-work hold or snooze is a separate decision.

Enter amounts and dates for several invoices

Select the invoices, then select Enter expected payments.
Enter an Amount and Date for each selected invoice. Each amount must be zero or positive and no greater than its recorded balance. Use the date format shown in the field or its calendar button.
If full payment is expected, select Use full outstanding balances. Each row receives its own balance; review these values and reduce any that should be partial.
If all dates should match, set Expected payment date for selected rows, then select Apply date. Changing the shared date alone does not apply it. You can still edit an individual row's date afterward.
Review the This week before/after total. A date outside the displayed week moves the invoice estimate into the week containing that date; the preview identifies the destination amount.
Select Save all once. Wait for the success message and updated cash outlook. All selected rows save together; if any row is invalid or has changed, none of the batch is saved.

Example: select two invoices, enter $2,800 for one and $100 for the other, apply the same expected date, and check both rows before saving. These are your team's payment expectations, not automatic installment predictions. A partial estimate covers only the entered amount; the remainder is not scheduled automatically.

A successful bulk save marks the selected invoices reviewed and stays on the source week's review page. An invoice moved to another week may disappear from that week's list. Open Forecast History and the destination week to find it. A locked destination or another conflicting invoice entry prevents the whole batch from saving.

Undo an estimate or return to Automatic

Open Reviewed or All invoices and select the invoices whose estimates you want to remove.
Select Restore Automatic.
Review the weekly cash effect, then select Save all.

Restore Automatic removes the selected amount and timing estimates while preserving notes and customer promises. It does not clear overdue or dispute flags. Bulk payment saves also acknowledge review, but review status and collection risk remain separate.

If an invoice changed after the page was opened, reload and review the new information before saving. Correct ordinary amount/date errors in the grid; entered values remain available. If a save cannot be confirmed, reload before retrying.

Review one invoice in detail

Select the invoice text in the compact list to open its detail panel. Review the invoice total, recorded balance, due date, terms and Why review explanation. The invoice link in the detail heading opens the underlying invoice.
On a draft, open Add your insight or Edit your insight. AR Full Access is required.
Choose one of the three modes below. For Use my payment estimate, enter Your estimated payment amount and Expected payment date. Add supporting information in Your insight / notes.
Review the effect on weekly cash. Select Save Insight to save without advancing, or Save & next to save, mark reviewed and open the next available invoice. Ordinary Save Insight does not itself acknowledge the review.
Select Close details to return to the compact list. Save edits first; closing details is not a save action.

Leave on Automatic: leave this invoice in the total-cash model without scheduling an invoice payment.
Use my payment estimate: enter the amount and date your team expects, along with supporting notes.
Expect no payment this period: contribute zero cash while retaining the invoice and collection work.

The editor previews how your estimate changes the weekly cash total before you select Save Insight. It does not display a separate automatic invoice payment prediction. A partial estimate covers only the amount entered; the remainder is not scheduled automatically.

A date in another week moves the estimate into that week's draft. The preview shows the amount removed from the current week and placed in the destination week. Locked or closed forecasts cannot receive a moved estimate.

Saving updates the cash outlook without reloading the entire page. A cross-week move opens the destination forecast. If validation fails, the editor stays open and retains your entered amount, date and notes for correction. If a save cannot be confirmed, reload the forecast before trying again.

Saved estimates survive automatic refresh. Return to Automatic restores both automatic amount and timing while retaining notes and customer promises. A collector estimate is not a customer promise; promises and collection outcomes are recorded after locking. Read-only users can inspect cards and calculations but cannot save insights.

Keep invoice notes and forecast notes separate

Use Your insight / notes inside an invoice editor for that invoice's context and save it with the insight. Use Review notes near the bottom of the forecast for whole-week comments, then select Save Notes. Save Notes does not save an open payment editor, and Save all does not save unsaved notes in another form. If the page warns that another save will discard unsaved work, cancel and save or copy that work first.

Refresh the forecast safely

Save your current edits before requesting a refresh.
In stage 1, Versa OpsEngine Prepares, select Refresh Forecast. This updates the rolling eight-week draft horizon, not only the invoice selection.
Check the status panel. Queued means waiting to start; in progress means processing has started. A refresh can take several minutes. You may leave and return; saved insights remain protected.
While a refresh is pending, you may select invoices and open the bulk editor, but Save all is paused. The message beside the bulk actions explains this. Refresh status checks do not replace your open entries.
When processing finishes, select Review updated forecast or Reload forecast. A page that was open during the refresh must reload before bulk saving. Copy any unsaved entries first: reloading clears them. Recheck balances and re-enter those values after reloading.
If the refresh fails, use Reload to retry. If it stays queued without starting, ask your administrator to check that scheduled/background processing is available.

Changes to invoice insights or collection activity may also request an automatic refresh. You do not need to press Refresh Forecast after every save. If another refresh is already pending, wait for it instead of repeatedly requesting one.

Review changes after refresh

New material-change warnings show the affected weeks with previous and updated totals. Expand the details for affected invoice names and customers, including added or removed invoices. Select View calculation changes for the separate diagnostic view with before/after calculation amounts and dates. These are not scheduled invoice payments. Each affected week shows up to ten changed invoices and the full changed-invoice count. Older alerts without saved previous values cannot show an exact comparison.

On the Cash Collection home page, actual collections and the forecast gap show Not calculated until the forecast is closed. This is different from a calculated result of zero receipts.

Inspect the calculation only when needed

Open How the cash forecast works below the invoice work area for a short explanation of historical payment patterns, user insights and uncertainty. No invoice-level calculation table appears in the normal review, including All invoices.
For deeper analysis, select Advanced calculation diagnostics. It opens a separate read-only tab, leaving your review page and unsaved entries in place.
Read the warning before interpreting amounts: they explain how the total was calculated, not how much a customer will pay on each invoice. Use Previous and Next for calculation pages when shown.
Return to your original review tab to make changes. The diagnostic view has no insight-save controls.

Diagnostics also contains the saved Forecast Review Brief and View supporting evidence when available. Brief evidence is a limited saved sample, not later edits. You do not need to read diagnostics or wait for an AI brief to complete an ordinary invoice review.

Lock the forecast

Locking is the approval step. An Ops Center Admin should lock the forecast after the team has reviewed the cash outlook, exceptions and saved insights.

Open the draft forecast.
Review the weekly cash outlook, exceptions and your saved insights.
Select Lock Forecast.
Confirm the warning.

After locking, the forecast's invoice selection, cash estimates and expected dates cannot be changed. This does not lock the underlying invoices or prevent normal payment entry. Automatic generation does not refresh locked or closed forecasts.

Locking also evaluates collection risk, makes urgent at-risk lines available to the Agent, and allows the locked amounts to be used by the Cashflow Projection.

Understand collection risk

Green means the current rules have not identified an immediate risk.
Yellow means the line needs attention, such as an overdue invoice or no recent follow-up.
Red means a stronger issue exists, such as a passed expected collection date or a forecast amount greater than the invoice balance.

Ops Center surfaces the urgent subset: Red lines and high-value Yellow lines. A Yellow line below the current high-value threshold may remain visible only in the forecast workbench.

If the Agent uses an AI judgment step, the judgment can further decide whether a candidate should be shown for human review or ignored. A line that continues to review may display a Review label with the reason explained under Why review.

Follow up and record outcomes

After locking, select Record Outcomes in stage 3 to open all invoices.
Select an invoice to open its details, then open Record collection outcome.
Choose an Outcome and fill in any applicable Promise date, Next follow-up, Disputed, Miss reason and Notes.
Select Save Outcome. This records collection information; it does not post or apply a payment.

Available outcome information includes:

The current outcome, such as On track, Follow-up sent, Promised, Disputed, Delayed, Partially collected, Collected, Missed, Removed from forecast, or Escalated.
A customer promise date.
The next follow-up date.
Whether the invoice is disputed.
A miss reason and team notes.

Recording Follow-up sent updates the latest follow-up date and rechecks the line's risk. Versa also recognizes sent AR payment reminders and qualifying invoice or customer Notes as follow-up activity. An unsent email draft does not count as completed follow-up.

For an at-risk line, select Email to open the normal invoice email composer. Review the recipient, subject, and message before sending. The AR Cash Predictability playbook does not automatically email customers.

Close the week and measure predictability

Close a forecast after the week has ended and the week's customer payments have been entered and applied to invoices in Versa.

Confirm that payment receipts for the forecast week have been recorded and applied to the correct invoices.
Open the locked forecast.
Select Close Forecast.
Confirm the action.

Versa uses the payment receipt's effective date to count cash applied during the week to invoices issued by the start of that week, including reversals as reductions. This includes invoices the forecast omitted or you excluded. Cash is not capped at forecast amounts. Discounts, void applications, and invoices issued later in the week are excluded. Deposits and unapplied cash are outside this forecast.

Closing calculates:

Actual collections: cash received on existing invoices during the week, including omitted invoices.
Difference (actual minus forecast): actual counted cash minus the locked forecast.
Outcome: Collected, Partially collected, or Missed based on the recorded payment.

The weekly review emphasizes cash amounts and their difference, not a confidence percentage. Both over-forecasting and under-forecasting matter. Older closed forecasts retain their historical calculations and are not directly comparable with this measurement.

Important: do not close the week while receipts are still being entered. Closing captures the actual result at that time and does not automatically reopen the forecast for late data entry.

After closing, select Review Results in stage 5. Compare the forecast, actual collections and difference, then use Forecast History to review other closed weeks. Continuing to record collection outcomes after closing does not reopen the cash forecast.

How it affects Cashflow Projection

When a locked cash forecast exists for a cashflow week, Versa uses its planned collections as AR inflow for that week. This is a cash-planning input, not a schedule of customer installments.

Those amounts replace the standard invoice-due and overdue AR estimates for the same week so cash is not counted twice. The Cashflow Projection displays a notice when AR Cash Predictability is being used and provides a link back to the forecast.

Draft forecasts are not used in Cashflow Projection. Locking is what makes the forecast an approved cash-planning input.

What reviewing a forecast does not change

It does not post or apply customer payments.
It does not change invoice balances, due dates, payment terms, or credit settings.
It does not write off an invoice or resolve a dispute.
It does not automatically send customer email.
It does not replace the aged-receivables or normal collections workflow.

Troubleshooting

No forecast or a missing invoice

Confirm the entity and week: forecasts belong to the selected entity. Use Forecast History for another week.
Check access: ask an administrator to confirm Ops Engine, Cash Collection and your AR permission.
No current forecast: allow the scheduled planning cycle to run. If it remains missing, ask your administrator to check automatic planning for the entity.
Missing after a save: check Reviewed or All invoices. For a later payment date, check the destination week. Use Previous and Next for additional pages.
Not in this forecast: check the underlying invoice's entity and positive open balance. It may be assigned to another week or not included by the current forecast. Collection work and Invoice Aging remain available for overdue invoices outside the forecast.
Not in Ops Center: Ops Center shows eligible review work and urgent risks, not every invoice. Use the weekly Cash Collection forecast for the complete forecast list.

Bulk buttons or Save all are unavailable

No selected invoices: tick invoice checkboxes and confirm the selected count. Clicking an invoice's text only opens its details.
Another bulk action is open: finish it with Save all or choose Cancel before changing the selection or action.
Refresh queued or running: read the message beside the bulk toolbar. You may prepare entries, but Save all remains paused. If the refresh stays queued, ask an administrator to check background processing.
Refresh finished but Save all is still disabled: the old page still contains earlier balances. Copy your unsaved amounts and dates, select Reload forecast, then select the invoices and re-enter the values. Reloading clears unsaved entries.
Read-only or no bulk controls: confirm that the forecast is Draft and your account has AR Full Access. Locked and closed forecasts do not allow payment estimate changes. Bulk editing also requires JavaScript in the browser.

A save failed or the result looks unexpected

Amount or date error: correct the highlighted row and save again. Keep the amount within the recorded balance and enter a valid date for every selected invoice. Your entries remain in the editor.
Invoice changed or moved: no rows in the batch are saved. Copy your entries, reload, and review the latest information before submitting again.
Save could not be confirmed: reload before retrying, then inspect Reviewed or All invoices to check whether the values were saved. Do not assume the first request failed.
Invoice remains flagged after review: acknowledgement and cash estimates do not clear overdue balances, disputes or missed promises. Check Why review for the remaining issue.
Actual cash or gap says Not calculated: the weekly forecast has not been closed. This does not mean no cash was collected.
Mixed currencies: the totals have not been converted to one currency. Do not use the combined figure as a cash-planning total.

Tips for a dependable weekly process

Review and lock the current week at the beginning of the week.
Use overrides only when your team has specific information that the system does not have.
Record promise dates, disputes, follow-up dates, and miss reasons consistently.
Open the underlying invoice before contacting a customer to confirm the live balance and recent activity.
Wait for payment-entry lag before closing the week.
Review several closed weeks before judging forecast quality. More history can help, but the forecast remains uncertain.

Ops Engine App: Cash Collection