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Collection Process - PDC related

Under which scenarios should I escalate to lead.collection@leadschool.in?

    SOP: Cheque Handling at HO



    1. Cheque Commitments at HO
    • All cheques received at HO are considered PDCs against commitments

    • The Base Tracker and Communication File must be updated immediately upon receipt.

    1. Cheque Cancellation Process
    • Cheques can only be cancelled after the full committed amount is received in the bank.

    • Send cancellation request email at least 1 day in advance (before 3 PM).

    • Verify commitment status in the PDC Tracker.

    • Inform Mr. Jeswin or your Collection Account Manager of the necessary approval.

    • After manager approval:

      • Cancel the cheque

      • Share a screenshot via email

      • Update Base Tracker and Communication File

    1. Holding Cheques Protocol
    • Cheques can be held for up to 7 days from the due date with ZD approval and good past adherence history.

    • If there’s non-adherence in payment history, cheques cannot be held even with approval.

    • For holding beyond 7 days, approval from ZD + BH is mandatory.

    • Record all approvals in Base Tracker and Communication File.

    1. Bounced / Cancelled Cheque Handling
    • Do not re-deposit bounced cheques without Mr. Jeswin’s approval.

    • For exceptional cases, take manager approval and update all relevant files.

    • Never send bounced or cancelled cheques back to schools.

    1. Cheque Handover Process
    • Every Monday & Thursday by 2 PM, hand over the cheques to the finance team.

    • Send an email update tagging:

      • All relevant CSMs, RDs, and ZDs
      • Send a WhatsApp communication in collection groups

    • If Deen/Zaid Ibrahim Motiwala the primary SPOC:

      • If they are unavailable, coordinate with Mr. Ankit Vyas and Mr. Jeswin

    1. Cheque Status Tracking
    • Maintain cheque status in the Base File (cleared, bounced, or under clearance).

    • If status in PDC Tracker shows:

      • Not Deposited or Under Clearance for more than 3 working days,
        → Send a follow-up email to the finance team (include original handover mail).

    1. Reporting Requirements
    • Day-End Report: Share a daily update summarising all cheque-related actions.

    • Month-End Report: Consolidate cheque data and share a summary of activities for the month.

    ✅ Important Reminders

    • Always keep the Base Tracker and Communication File updated in real-time.

    • No actions on cheques (cancellation, hold, re-deposit) without proper approval.

    • Ensure all emails for action include the right stakeholders (CSM, RD, ZD, Central).

    Escalation metrics

    • Primary SPOC- Tarjani (tarjani.jagirdar@leadschool.in)
    • Escalation L1- Jeswin (jeswin.james@leadschool.in)
    • Escalation L2- Yogesh (yogesh.kumar@leadschool.in)
    • Escalation L3- Vibhanshu (vibhanshu.singh@leadschool.in)