User guide

This page contains a user guide for the Partner Portal. If you have any questions, don't hesitate to Contact Merchant Services on +46 (0)10 - 161 01 99 or merchant@collectorbank.se

Enter your User name and Password into the corresponding boxes. Check the box "Remember me?" if you want the Collector Partner Portal to remember your credentials the next time you visit the Partner Portal.

If your credentials are not valid, this will result in a text explaining the error.

Adding and assigning users

To add a user, select the "User administration" option from the "Partner" button in the top menu. Click the "Add user"-button to go to the next step.

Create a user by selecting a User name and a Password. The user name is preferably an e-mail address, as this ensures unique user names. Assign the user to the correct partner/s by selecting it in the list and choose the correct user Role. Press "Ok" to complete the user creation process.

Depending on which role/roles the new user is assigned to, the top menu accessibility will change. For example, a user assigned only to the "Sales" role will only have access to the "Home", "Invoice" and "Add invoice" options.

To edit the name and roles of a user, change passwords or remove users, simply click on the user name, "Change password" or "Remove" (confirmation required) in the User administration menu. 

The Partner Portal's "New purchase" function is intended only for the Sales user role. To create a new invoice, simply click "New purchase" in the top menu.

The first step requires the basic purchase info:

  • Enter the customer's civic reg number
  • Select the sales country in the drop down list "Salesperson:"
  • Enter the total purchase amount (separate order rows are added in in the next step). When the desired purchase amount is entered, an info box will appear to the right of the input fields, showing the specifics of the purchase. This info changes depending on what product is used, and the purchase amount.
  • Enter the customer's cell phone number (country code required).
  • Select the desired product* from the drop-down list.
  • Click "Check credit".

*Products: The different invoice types. The available listed products differ depending on the agreement you have with Collector. Standard, and most commonly used for in store purchases, is Direct Invoice. This creates an invoice immediately after the purchase confirmation.
There are several invoice types that can be applied. Some of the invoice types below might only apply if agreed upon with Collector.

  • Direct invoice: Print the invoice directly in store and hand it to the customer.
  • Invoice:: Collector will send this invoice during the next invoice printing period.
  • Credit account invoice:: This purchase will be added to the customer’s ongoing Credit account. If a Credit account does not exist for the customer,
    one will be created. All purchases during one month will be collected on the Credit account and invoiced together the month after.
  • Interest free invoice:: Collector will send an invoice with a part payment plan based on the agreed credit time, without interest.
  • Annuity:: Collector will send an invoice with a part payment plan based on the agreed credit time with a static monthly amount (with interest).

Different Campaigns can be set up on the products, offering favorable terms and conditions. The Campaigns will show as separate choices in the Product drop down menu. An agreement with Collector is needed to use Campaigns.

Continue by adding the desired article rows.

Enter the article information in the input fields. Required fields are marked with a red asterisk (*). To add another product/article line, simple click the "Add article line"-button. Make sure to enter all information carefully, since this will show on the customer's invoice.

Continue by choosing if the invoice is to be auto activated or not on purchase confirmation, by using the checkbox "Auto activate invoice". By default, this box is checked, since most in store purchases require the customer to receive the invoice directly at the time of the purchase.
If you want the customer to also receive an invoice by email, check the box "Invoice delivery via email?" (If available; email notifications need a Collector agreement).

Choose the date of purchase (today's date is default), enter the order number and customer number (if applicable). To submit the purchase, click the "Make the purchase"-button. Confirm the purchase in the popup by pressing "Yes". Please note: It the invoice is not auto activated, an activation of the invoice is needed further on (please see chapter 6 for instructions how to activate an invoice).

When the purchase is confirmed, you will be redirected to the purchase confirmation page. The customer will need to sign the prefilled agreement (the agreement will be printed in three copies: Collector's copy, merchant's copy and customer's copy). The customer will need to sign at least the two first ones. Make sure to check the customer identity, check the ID type on the agreement and fill out the ID number, and as a salesman, sign the agreement as well. Print the agreements by pressing "Print agreement".

When the agreement is signed, print the invoice by pressing "Print invoice". If needed, you can quickly access the new invoice details by using the link named "Show invoice information".

There are multiple ways of finding an invoice. The easiest way of finding an invoice is by using the field in the top right. Here you can put in the exact Invoice number from anywhere within the Partner Portal and quickly find the invoice by pressing [ENTER]. The information about the invoice will appear in the middle of the page.

If you want to find the invoice based on the order number, click "Invoice" in the top menu and type in the order number. Find the invoice either by pressing [ENTER] or click the "Search"-button displayed beside the order number field. The information will now appear in a similar way when you used quick search.

If you are looking for an invoice or order but don't have the specific invoice or order number, you can extend your search with more search parameters by clicking the "Advanced"-button. This will give you a whole set of different search fields that you can combine to find the invoice or order you are looking for. Input the information in one or more field and press the "Search"-button to find the invoice or order you are looking for.

Sometimes your customers will return one or more articles from an order. In these cases you will need to make a return purchase on that particular article in order to adjust the invoice accordingly.

To make a return purchase, find the invoice by following the steps taken in "3. Finding an invoice". Click on either the invoice number or the order number in the list to see the actual invoice.

When you click the invoice number or the order number, you will be brought to a new page displaying the invoice and its articles. You now have two choices: You can either return the full order, or you can make a return on a specific article.

To make a return on a specific article

Click the "Return"-button next to the article (that you want to make a return on). A new window will pop-up where you make the actual return.

Adjust the quantity if not all articles have been returned, and write a comment about why you are returning the article if needed in the "Description" field. Press the "Return Item"-button to make a return. If more than one article is to be returned, repeat the previous step with the next article. To complete the return process, press the "Submit return order"-button. The invoice has now been adjusted accordingly and you can either make additional returns or find another order to make adjustments on. Press "Create updated invoice" to create a new invoice containing the new, updated invoice information. If this function is unavailable, it may be because this function is not available for the current invoice type, or that the due date has passed.

See this video for a guide how to partially return selected invoice rows.

To make a return on a full order

Click the "Return full order"-button when on the adjustment page. A new window will appear where you make the actual return and write a comment about the return. Write the comment and click the "Return everything"-button to make a full return. The order has now been fully returned. Note: This button is not visible on the Credit Account Type invoice, since this invoice type can contain more than one order. Returns on orders made on Credit Account invoices are made by returning all order rows on the current order; see section 4.1 "To make a return on a specific article". See the "Type" column on the invoice view for info regarding what invoice type the selected invoice is.

See this video for a guide how to fully return/credit an invoice.

To make an adjustment on an invoice

After an invoice has been created, you can make an adjustment on that invoice. To make an adjustment, press the button called "Adjust amount". You will then be presented with a pop-up window.

Enter the article id, the amount to be adjusted, the description of the adjustment and the VAT in percent. Please note that negative adjustments must be made with a "-" before the actual adjustment price and that a positive adjustment can only be made up to the original invoiced amount. Also note that the text entered in the "Description" field will be shown on the invoice. To make the adjustment, press "Adjust amount". This will confirm the adjustment and it will be instantly processed.

To replace or adjust a pending invoice

To replace order rows on an invoice that has not yet been activated, use the function “Replace Invoice”. This gives you the option to remove or add order rows, as well as the option to change article number, description, quantity, price or VAT amount on a specific order row.

To make a replacement, press the button called “Replace invoice”. You will then be presented with a new view. Make the desired changes, and when done, press “Replace invoice” once more.

The pending invoice has now been updated and the new invoice with the updated order rows is ready to be activated.

In the Partner Portal, you can print one or more invoices to put in the parcel together with the customers order. In order to do this, search for an invoice in the way described in "3. Finding an invoice".

When you have found the invoice, click the "Print"-link in the far right column. This will make a new page open which contains the invoice in PDF-format. Print the invoice on your printer and send the customers order together with it.

If you want to print more than one invoice at a time, check the appropriate boxes to the left of the invoice number. When you have selected the invoices to be printed, click the "Print selected"-button. A new window will appear with the invoices in PDF-format, print the invoices on your printer and put them in the respective parcel.

Sending invoices by e-mail or regular mail

To send an activated invoice by e-mail or by regular mail, click the letter icon in the far right column. You will then be presented with a pop-up window. To send the invoice by e-mail, select "Send invoice by email" and type the e-mail address to which the invoice is to be sent. By default, the e-mail address registered on the customer will be shown automatically. For regular mail, select "Send invoice by mail". A fee may be charged for send out of invoice by mail. To find out how your send outs are charged, please contact Collector. Press "Send" to send it.

In some cases you will need to activate the orders before they will become active and, in effect, is created. To activate an order, choose "Pending Invoices" in the top menu. The search for pending invoices is exactly like the search described in "3. Finding an invoice".

When you have found the order to activate, you can either choose to activate the whole order, or activate certain articles on the order if some are not deliverable.

Activate certain invoice rows on a pending invoice

When you have found the order, click the order number to be brought to a new page showing the specific order rows. This will look much like the view where you make returns (described in "4. Making returns on invoices or orders"). Mark each order row as delivered by checking the box to the right on the order line.

When you have marked the order rows to be activated, press the "Activate marked invoices"-button below the order rows. This will activate the order and make it printable if you follow the steps in "3. Finding and invoice" and "5. Print one or more invoices".

See this video for a guide how to part activate an invoice.

Activate an entire invoice

If you want to activate one or more orders as delivered without marking the specific order rows you can easily do that from the "Pending Invoices"-menu. Search for the order using the specific search criteria and the search results will show as a list of orders to be activated.

Choose one or more orders by using the checkbox under "Activate order" and click the "Activate selected orders"-button. The orders are now activated.

Please note that all order rows on the orders will be activated. Should you have one or more articles that are not delivered to the customer, please be advised that you must follow the steps in "4. Making returns on invoices or orders" in order to make the adjustments on the customer.

See this video for a guide how to fully activate an invoice.

To get an overview of the invoice sales and averages, the reports function can be used. This tool gives you the possibility to keep an eye on sales over periods of time of your choice. Simply click "Reports" in the top menu and select which report you want to generate.

There are three different types of reports to generate:

Sales And Averages For Partners During Period:
When generated, this report shows statistics regarding total sales and averages within the desirable timeframe set in the date input field (see "7.1 Generating reports" for instructions on how to set desired dates).

Sales And Averages Month By Month Report:
Shows monthly sales data for desired month/months set in the date input field.

Sales Data Day By Day Report:
Shows daily sales data for desired days set in the date input field.

Generating reports

To generate the report of your choice, select the type in the dropdown menu. This choice is followed by a selection of parameters that can be set differently depending on the kind of report you desire. The parameters are:

Report type: The types available are "Column chart", "Pie chart" (only available for Sales And Averages For Partners During Period), "Line chart" (available for Sales And Averages Month By Month Report and Sales Data Day By Day Report), and "Excel". Decides the layout/style of the report generated.

Show values in graph: Show numeric values in generated report. Can be set to on and off with the checkbox.

Start of period: Sets the report period starting date.

End of period: Sets the report period ending date.

Partners: Shows available partners/stores. Select multiple stores by Ctrl-clicking to include more than one store in the generated report.

Hide/Show report settings: Hides or shows the report parameters.

When the parameters are set to desired values, click "Get report" to generate the report.