Collections visibility & credit discipline
Stay on Top of Collections, Outstanding Balances and Credit Risk
See what is outstanding, identify overdue invoices, track collection payments through their lifecycle and apply credit controls with a clear audit trail. MyFieldHeroes helps distribution teams bring collections follow-up and credit discipline into the same workflow.
Outstanding management
Know What Is Due and How Long It Has Been Outstanding
Bring current balances, overdue invoice dues and configurable aging ranges into a clearer collections view.
Current Outstanding
Use the maintained distributor outstanding total to see the balance that remains to be collected.
Overdue Outstanding
Derive overdue dues from invoice amounts using invoice date and the distributor's configured credit days.
Configurable Aging Buckets
Organise dues into tenant-customized ranges such as 0–30, 31–60, 61–90 and 90+ days.
Flexible distributor relationships
One Retailer Can Be Connected to Multiple Distributors
Retailer management follows the way distribution networks operate. When a distributor adds a retailer, the retailer is automatically mapped to that distributor. The same retailer can also be assigned to additional distributors.
Automatically map the retailer to the distributor who creates the record.
Assign an existing retailer to more than one distributor.
Review distributor associations in the retailer's Assigned Distributors section.
Use the Assign Distributor action to manage retailer-distributor associations.
Aging made configurable
Use Aging Ranges That Fit Your Business
The aging_buckets lookup table keeps bucket definitions configurable rather than hardcoding them into report queries. This supports tenant-specific aging bands for outstanding analysis.
Configure ranges such as 0–30 days.
Separate 31–60 and 61–90 day periods.
Track older dues in a 90+ day bucket.
Use the configured ranges in overdue aging evaluation and reporting.
Collection entry
Record Payments and Follow Their Lifecycle
Capture collection mode and reference details, then keep the payment’s current status visible as it moves through processing.
Cash & Cheque
Record cash collections and cheque receipts, including cheques that are pending clearance.
UPI & Bank Transfers
Record UPI or Bank payments. NEFT and RTGS are represented as Bank transfers, with UTR/reference captured in referenceNumber or remarks.
Payment Status Tracking
Track Pending, Cleared, Bounced and Cancelled statuses so payment records reflect their lifecycle.
Payment lifecycle statuses
Build the retailer record first, then use it across distributor assignment and field execution.
Pending
Recorded, not yet cleared
Cleared
Payment cleared
Bounced
Payment did not clear
Cancelled
Payment cancelled
Credit control
Apply Credit Rules Before Outstanding Risk Grows
Use order-time checks and overdue-based automatic blocking to help enforce distributor credit limits.
Credit Limit Warning
At order creation, compare current outstanding plus the new order total with the distributor's credit limit.
Maximum Outstanding Block
Apply a hard block when the combined outstanding and new order total exceeds the configured maximum outstanding.
Overdue Auto Blocking
A scheduled job evaluates overdue aging using configured aging buckets and can set the distributor status to Blocked.
Traceable credit actions
Keep an Audit Trail of Credit Decisions
The distributor_credit_actions log records credit events and identifies whether the action was triggered by the system or a user. This gives credit-status changes a traceable history.
CreditHold and CreditRelease
AutoBlock and ManualBlock
Unblock
System or User trigger source
Questions people ask before Signing Up.
The distributors.outstandingAmount field is maintained as a running total and provides the current outstanding balance.
It can be derived from distributor invoice dueAmount values where invoiceDate plus the distributor’s creditDays is earlier than the current date.
Yes. The aging_buckets table supports tenant-customized ranges such as 0–30, 31–60, 61–90 and 90+ days.
The paymentMode enum supports Cash, Bank, UPI and Cheque. NEFT and RTGS are recorded as Bank transfers, with the UTR or transfer reference captured in referenceNumber or remarks.
Yes. Pending status supports recording a payment before it clears. It can later be marked Cleared or Bounced, as applicable.
The payment can be marked Bounced so it stops counting toward paidAmount and the outstanding balance is adjusted correctly.
At order creation, current outstanding plus the new order total is checked against creditLimit for a warning and against maxOutstanding for a hard block.
A scheduled job evaluates overdue aging using aging_buckets and records an AutoBlock action triggered by System, setting the distributor status to Blocked.
The distributor_credit_actions audit trail records CreditHold, CreditRelease, AutoBlock, ManualBlock and Unblock events, with triggeredBy identifying System or User.
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