Merchant handbook

COD, charges and payouts

What happens to the cash a rider collects, how your delivery charge is cut, when the balance is paid out, and how to reconcile a statement.

Merchant owners and their accountants5 min readPrintable handbook

Your COD account is a running ledger. Every delivered parcel credits the cash collected and debits the delivery charge. The balance is what QCS owes you, and a payout moves it to your bank.

The moment of truth is delivery

01The rider delivers and collectsProof of delivery is mandatory: a photograph or a signature, the name of the person who received it, and for a COD parcel a confirmation of the cash amount taken.
02The charge is cutThe frozen charge on the parcel is applied. It was fixed when you booked, so a later tariff change never reprices it.
03Your account is creditedThe cash collected is credited to your payable balance and the charge is debited against it. Both lines appear on your ledger with the parcel’s tracking number.
04The rider settles cashThe rider hands physical cash to the cash desk, which reconciles the declared amount against the system total. A variance is investigated before any payout window closes.

Your ledger lines

Entry types on the merchant ledger
Line	Direction	Raised by
COD credit	Increases what QCS owes you	A delivered COD parcel.
Delivery charge	Reduces what QCS owes you	The frozen charge on that same parcel.
Payout	Reduces what QCS owes you	A paid payout batch, with its bank reference.
Adjustment	Either direction	A finance correction, always with a reason and an actor on the record.
Dispute waiver	Increases what QCS owes you	A dispute resolved in your favour. The original charge is reversed, never edited.
Fee	Reduces what QCS owes you	An agreed fee, if any applies to your account.
Opening balance	Either direction	The balance carried in when your account was created.

Nothing on the ledger is ever edited or deleted. A mistake is corrected by a reversing entry, so the history always explains itself.

Payouts

Your remittance cycle is weekly. At the end of each window, finance generates a payout batch for your account containing every delivered parcel not already paid out.

Draft: Generated and open for review. Nothing has left the bank.
Approved: Checked by finance and queued for payment.
Paid: Transferred, with the bank reference recorded against the batch and a payout line on your ledger.
Failed: The transfer did not complete. It returns for approval once the cause is fixed.
Cancelled: Withdrawn before payment. The parcels return to the next window.

A payout only leaves a bank account that has already been funded. No payout, expense or payroll is paid from an unfunded account.
If charges in a window exceed the cash collected, nothing is payable and the balance carries forward.
If the net amount is below the configured minimum, it carries forward to the next window.
Every paid batch has a downloadable COD statement listing each parcel, its cash and its charge.

Reconciling a statement

01Open the statementGo to /m/finance and open the payout. The statement lists one row per parcel: tracking number, your order number, cash collected, charge, and net.
02Check the totalsCash collected minus charges equals the net paid. The bank reference on the batch should match the credit in your bank statement.
03Export and matchExport the ledger to CSV from /m/finance/export and match it against your own order records by your own order number.
04Query a lineIf a line is wrong, open a dispute on that parcel rather than emailing a total. A dispute carries the parcel, the evidence and the decision in one place.

Questions we get asked

A parcel was delivered but the cash shown is less than the COD amount.That is a partial collection and it needs a decision, not a silent write-off. The cash desk flags the variance and support will contact you. Open a dispute on the parcel if you disagree with the outcome.

When exactly does the money arrive?A batch is paid once finance has funded the bank account and approved the batch. The cycle on your account is weekly; the payout page always shows the window and the state, so you never have to guess.

Is sales tax added to my charge?No. The published rates are inclusive of sales tax and fuel adjustment. Your invoice shows the tax already contained in the rate.

My bank details changed.Send the new account title, IBAN and branch to cs@qcs.com.pk. Finance replaces the account on your profile after verification; a payout in flight completes against the old reference.