Cash management · 8 min read · Updated: 2026-10-12

Cheque and promissory note tracking: portfolio, collection, payment, return and cancellation

The cheques in your drawer and the notes you've issued now sit in one list, with their due dates. This guide shows every step, from a cheque entering your portfolio to it landing in your bank account.

In short

• Every document added with Cheque / note is first saved with In portfolio status and doesn't affect your cash or bank balance.
• When a received cheque is processed with Collect or an issued cheque with Pay, an incoming or outgoing transaction is automatically recorded in the selected cash or bank account.
• The collection or payment date can't be earlier than the due date; only documents in the portfolio can be collected, paid, returned or cancelled.
• Returns and cancellations require a reason of at least three characters; the note appears on the document's row and shows later who did what.

Karaköy Pera Otel pays for its coffee bean order with a cheque due in 90 days. The cheque goes into a drawer, and three months later nobody remembers its due date. Cheque and note tracking exists so you don't pay the price for that kind of forgetfulness.

In this guide you'll learn how to record a cheque or promissory note in your portfolio, collect it when due and post it to your bank account, and return or cancel it when things go wrong. The last part explains why the collection date rule matters.

Part 1 · Tour What's on this screen?

Cheque & note tracking is the part of the Cash & Bank screen that lists the cheques and promissory notes you've received and issued, together with their due dates. In the left menu, the Cheques and notes link under Cash and banks scrolls you straight to this section.

The row heading shows the document type, direction and the name of the drawer or payee: for example, "Cheque · Received · Karaköy Pera Otel". The small line below shows the due date, bank name, serial number and note. Documents in the portfolio are listed first, starting with the nearest due date.

Part 2 · In practice How do you record and collect a cheque or note?

Step by step: from portfolio to bank account

1. Open the record window

   Press the Cheque / note button in the top right of the Cash & Bank screen. The Add cheque / note window opens; this is a portfolio record and doesn't affect your balance yet.

   

2. Choose the document type and direction

   In the Document type field, choose Cheque or Promissory note. In the Direction field, choose Received / to collect if you got it from a customer, or Issued / to pay if you gave it to a supplier.

3. Enter the document details

   In the Drawer / payee field, enter the name of the company that wrote the cheque or the person you issued the note to, and enter the details from the document in the Due date and Amount fields. Filling in Currency, Bank name, Serial / document no. and Note makes tracking easier. Finish with Save to portfolio.

   

4. Collect or pay on the due date

   When the due date arrives, press Collect (for received documents) or Pay (for issued documents) on the row. In the window that opens, choose the Cash / bank account and Transaction date, then press Collect and post to account or Pay and post to account.

   

5. Check the transaction

   The document's status changes to Collected or Paid, and the name of the account you chose appears on the row. At the same time, an incoming or outgoing entry with the cheque or note description is added to the Account transactions list.

   

6. Return or cancel if needed

   If a document in the portfolio bounced or was given back, use the Return link on the row; if it should be treated as void, use Cancel. Type the reason in the box that opens (at least three characters); the note is added to the document's row.

Part 3 · Rules Can a cheque be recorded as collected before its due date?

No; in Heyşirket the collection or payment date can't be earlier than the document's due date. When the window opens, the Transaction date field is prefilled with today's date if the due date has passed, or with the due date if it hasn't arrived yet.

• Only documents with In portfolio status can be collected, paid, returned or cancelled.
• A document that has been collected, paid, returned or cancelled can't be moved back into the portfolio.
• The cheque/note and the account must be in the same currency.
• These actions are available to the Owner and Admin roles; other roles can view the list.

Part 4 · Background The reasoning: why track the portfolio separately?

A cheque in your hand isn't money yet; it's a promise to pay. Adding it to your bank balance before the due date makes your cash look higher than it is and leads to poor payment decisions. Totaling the received and issued portfolios separately is the most concrete way to see how much money will come in and go out over the coming weeks.

We cover topics such as bounced cheque risk, ways to check a drawer's cheque history and the endorsement chain in detail in our cheque and note management article. To carry your portfolio figures into your weekly cash plan, take a look at the cash flow management article.

A three-minute portfolio check every Monday

• Make sure you've deposited the received cheques due this week with the bank for collection.
• For issued cheques due this week, check that there are sufficient funds in the relevant bank account.
• Close out, one by one, any documents still showing In portfolio after their due date.
• Check whether your Received portfolio total depends too heavily on a single drawer.

Set up your cheque and note portfolio Record the cheques in your drawer and the notes you've issued with their due dates, and post the ones that are due to your account in one click. Go to cheques and notes

Author: Heyşirket Editorial Team