Collections - Help & Documentation

How to record, find, view and print collection records

What is the Collections module?

Collections is the Team's collection register in Hatrick. It is used to maintain collection records and their contributors. The collection list allows the Team to search, filter and review its collection records.

Hatrick does not use a separate Receipts module. Receipt printing is handled as part of the collection record's View / Print process.

1. Open the Collection Register

From the Team Dashboard, open Collections.

The Collection Register displays collection records belonging to the logged-in Team ID.

Team-specific access: The current Collection Register reads only records associated with the logged-in Team ID.

2. Add a Collection

Click + ADD COLLECTION to create a new collection record.

The Collection Register maintains the collection's basic record and its contributor information.

The current collection data structure contains:

Collection information	Meaning
Collection ID	Unique identifier for the collection record.
Team ID	Identifies the Team to which the collection belongs.
Date	Date of the collection.
Purpose	The purpose associated with the collection. Team-specific collection purposes are maintained separately.
Description	Additional description or notes about the collection.
Total Amount	Total amount recorded for the collection.

3. Collection Contributors

A collection can contain contributor information.

The current contributor structure contains:

Contributor field	Meaning
Collection ID	Links the contributor to the relevant collection.
Contributor Name	Name of the person or contributor.
Contributor Type	Identifies the type/category of contributor.
Mobile	Contributor mobile number.
Amount	Amount contributed by that contributor.
Remarks	Additional notes about the contribution.

4. Searching Collections

The Collection Register provides a search box.

You can search using:

Collection ID
Purpose
Description

The search is useful when the Team has many collection records and needs to locate a particular collection quickly.

5. Filter by Purpose

The All Purposes filter can be used to display collections belonging to a particular Team-specific purpose.

This makes it easier to review collections separately by their purpose.

6. Filter by Date

The Collection Register provides From Date and To Date filters.

These filters can be used to display collections within a particular date range.

The date range can be combined with the search and purpose filters.

7. Displayed Total

The Collection Register shows the number of matching collection records and a Displayed Total.

The Displayed Total is calculated from the collection records currently shown after the selected filters are applied.

Important: If you apply a filter, the displayed total represents the filtered records, not necessarily every collection belonging to the Team.

8. View a Collection

Click VIEW → against a collection to open its detailed collection record.

The View page is the place to review the collection details and continue to the collection's print/receipt process.

9. Print the Receipt

Hatrick does not maintain a separate Receipts module.

The receipt belongs to the collection record. From the collection View page, the collection information can be presented in the receipt/print format.

Remember: Think of the process as: Collection → List → View → Print Receipt. There is no separate receipt transaction to maintain.

10. Clear Filters

When filters are active, the Collection Register displays a CLEAR FILTERS option.

Use it to return to the normal collection list.

11. Maintaining Collection Records

Collection information should be entered carefully because the collection register represents the Team's financial collection records.

Before completing a collection entry, check:

Collection date
Purpose
Description
Contributor details
Contributor amounts
Total collection amount

12. Team Security

The Collection Register checks the logged-in Team ID before loading collection records.

Only collections belonging to that Team ID are displayed. This keeps one Team's collection register separate from another Team's records.

13. What the Current Collection Register Covers

Team-specific collection register
Add Collection entry point
Search by Collection ID, purpose or description
Filter by purpose
Filter by date range
Displayed collection count
Displayed filtered total
View individual collection
Receipt/print process through the collection record
Team-specific access

Collection editing, deletion, contributor maintenance and other actions should be documented according to the corresponding collection pages when those functions are part of the current workflow.

Quick Collection Routine

Add the collection with the correct date and purpose.
Enter the contributors and their contribution amounts.
Check the total amount carefully.
Use the Collection Register to search or filter records.
Open View when you need the complete collection record.
Use the collection View/Print process when a receipt is required.
Use date and purpose filters when reviewing collections.

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