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Back-office procedures

Cash desk

Receiving rider cash, reconciling a variance, banking the day, and the order in which money may move.

Finance officers and the cash desk3 min readPrintable handbook

The cash desk closes the loop between a rider’s pocket and a merchant’s bank account. The screens are /admin/finance/cash for receipts and reconciliation, and /admin/finance/banks for funding.

Receiving a rider

  1. 01Read the declarationThe rider declares what they are holding in the app before they reach you. The desk shows the declared amount beside the system total built from their closed stops.
  2. 02Count with the rider presentCount the notes together. Record the amount you actually received, not the amount expected.
  3. 03Receipt itReceipting clears the rider’s outstanding cash and posts the movement to the ledger. The rider’s screen shows nothing outstanding.
  4. 04Handle the variance there and thenA shortfall or an excess is recorded against the reconciliation with a note. Do not send a rider away with an unexplained difference.

Resolving a variance

Variance causes, in the order to check them
CheckWhy
Stops closed after the last syncThe system total may be behind the rider’s real collections.
A stop where the rider took less than the COD amountThe note on that stop usually explains it, and it becomes a merchant dispute.
A delivered stop with no cash confirmationLook at the proof of delivery and the stop note.
An exchange parcel treated as CODAn exchange carries no cash; the amount should be zero.
A rider holding cash from yesterdayCheck the previous day’s outstanding before assuming today is wrong.

Funding before paying

Money leaves QCS in one direction only: cash received is banked, the bank account is funded in the system, and then payouts, expenses and payroll are paid against that funded balance. An unfunded account cannot pay anything, and the database refuses the attempt rather than allowing an overdraft.

Funding
Recording that real money reached a real bank account, with evidence attached. It raises the balance the system will let you spend.
Payout
A merchant’s net balance for a window, paid from a funded account with the bank reference recorded. The default cycle is weekly.
Expense
An operational cost, submitted, approved and paid, with a receipt attached. Cash expenses come from cash in hand rather than a bank account.
Payroll
A cycle of payslips, generated, approved and paid in one movement against a funded account.

Daily close

  • Every rider on the road today has declared and been receipted.
  • Every variance has a note and an owner.
  • Cash received today is banked or locked, and the funding entry carries its deposit slip.
  • The cash position on the dashboard matches the physical count in the safe.

Period close

  • Lock the accounting period only when the trial balance is clean. A locked period refuses new postings at the database level, which is the point.
  • A correction to a locked period is a new entry in the open period, never a reopening.
  • Keep the evidence files attached. A statement without its deposit slip is a story, not a record.

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