Assigning collectors and crediting collections

There are two different questions, and Prestafolio answers them separately:

• Who looks after this loan? That is the assigned collector: it decides each person's portfolio.
• Who collected this payment? That is Collected by: it decides who the reports credit that money to.

They usually match, but they do not have to: if María is on holiday and Pedro covers her route, the loans are still María's and that week's collections are Pedro's. Both work the same way for collectors with and without access (Collectors with and without access).

Assigning loans and services

Assigning is owner-only and available on paid plans. You can do it in three places:

• When creating the loan, in the Collector field of the New loan form (optional: if you leave it empty, the loan starts unassigned).
• In the detail of an existing loan, with Assign collector.
• In a service contract, when creating it or from its detail with Assign collector.

The selector searches by name, tags each one as With access or No access, and loads more results as you scroll down. Deactivated collectors do not appear.

What changes when you assign:

With Remove collector the loan or service becomes unassigned: it disappears from the agent's portfolio and only you see it.

Collected by: who each collection is credited to

When you record a collection (an installment, a partial payment, a payoff, a bulk collection or a service charge), the dialog shows the Collected by field. Only the owner sees that field. Its starting value is:

The owner can change it before confirming and pick any active collector, or Office. An agent cannot change it: their collections are always theirs.

The money does not change cash box because of this. It always goes into the cash box of whoever records the payment. If you record at the office what a collector without access brought you, the cash goes into your cash box and the report credits it to them. See Cash by collector.

An installment paid by several collectors

Each partial payment keeps its own Collected by. When the installment is completed, the reports split it in proportion to what each person contributed:

If that installment was RD$ 800 of principal and RD$ 200 of interest, María gets RD$ 480 of principal and RD$ 120 of interest, and Pedro RD$ 320 and RD$ 80. The period totals do not change: they are only split.

Where the collector shows up

• Receipt. The payment receipt prints Served by with the collector the payment was credited to.
• Payment history. In Payments → Paid each payment shows two columns: Collected by (who it is credited to) and Registered by (who entered it in the platform).
• Loan or service detail. The Assigned collector field.

How the reports group

Thanks to that, collectors without access appear in the reports by name even if they never signed in to the platform. An agent who opens the reports sees only their own figures.

What does not change: accounting and the cash count still go by the cash box of whoever recorded the payment, because they are about where the cash is.

Routes

Only collectors with access (agents) can be assigned to a route: routes rely on the notifications and visits the agent handles from their phone. A collector without access cannot work a route in the platform, although you can still assign them the loans of those clients.

Importing and exporting

In the loan and service templates, and in the combined loans and payments file, the Assigned collector column accepts:

• An agent's email, or
• A collector's name, compared ignoring upper and lower case and accents.

If you write a name that does not exist yet, the import creates that collector without access (the preview tells you before you confirm). When you export loans, that column contains the collector's name. See Import template format.