Step by step
Settle a driver's trip
When the truck comes back, the driver says so on their phone, the storekeeper counts back in what should come back, and the cash office counts the driver's cash by notes and coins and settles the trip.
Everything a driver takes on a trip belongs to that trip: the cash, the M-Pesa payments and the cheques. When the truck is back, three people close it: the driver says they are back, the storekeeper counts in what should come back, and the cash office counts the money. The driver never settles their own money.
The driver taps Back at the depot
On My run, the driver taps Back at the depot: “Hand these in at the cash office and the store.” Kila shows the Cash to hand in, the M-Pesa received and the cheques, and how many signed delivery notes they have. They can add the odometer reading, then tap I am back. Kila says The office knows you are back.
The storekeeper counts the goods back in
On Trips and settlement, Load and count in, the storekeeper chooses the trip’s day and taps Count goods back in. Kila lists what should be on the truck: “What should be on the truck: short and refused lines, stops not delivered, and anything loaded beyond the orders. A blank line came back as expected.” When every stop took everything it says Nothing should come back. Tap Save the count: Counted back in.
The cash office opens the trip
Kila opens Settle drivers for the cash office. Choose the trip’s day and tap Settle the driver. Kila shows the Cash taken on the trip, the M-Pesa received, the cheques to hand in and the signed notes. Trips from other days that are still open are listed at the top.
Count the cash
Under Count the cash, type how many notes of each value the driver hands in, from KES 1000 to KES 50, and the coins. Kila adds them up as Counted and shows the Difference, with what your business accepts: at Mombasa Road, “Difference (you accept up to KES 200)”.
Tap Settle
Kila says Trip settled: “The cash matches.”
The cash is short or over by more than you accept
Link to this section: The cash is short or over by more than you acceptThe trip waits, waiting for a decision, with Difference waiting in Approvals. A manager, such as the general manager, decides it as a Trip settlement difference: “driver handed in KES 7,390.19 cash of KES 7,890.19 taken (short KES 500.00).” If they reject it, the trip comes back to be counted again: count it with the driver and settle it.
Good to know
How far a driver’s cash may be out is the business’s choice: Distribution › Distribution settings, Trucks and deliveries, A driver’s cash may be out by (KES): “More, or goods missing: a manager decides.” At Mombasa Road it is KES 200.
- Deliver an order with proof: the money taken at each stop.
- Cash office
- Driver
Next: the cheques the drivers hand in go into the Cheque register (Credit control › Cheque register): “Every customer cheque from the day it is taken to the day it clears. Post-dated cheques wait in hand until their date.”