When a driver completes an order that includes Cash on Delivery (COD), the system automatically deducts the COD amount from their wallet. This creates a debt that the driver must settle by returning the collected cash to you (the courier company).
Once the driver returns the money, you need to create a Creditor transaction to restore their wallet balance. This article explains exactly how the automatic deduction works and how to correctly settle the COD amount with the driver.
What Happens When a COD Order is Completed
When a driver completes an order with a COD amount, the system automatically creates a Debtor transaction with COD as the source in the driver's wallet. This transaction deducts the collected COD amount from the driver's wallet balance.
To learn more about the different types of transactions, refer to this article.
Example:
Let's say a driver has a current balance of £0 and is working on an order with an order price of £20, £16 in driver earnings, and a COD amount of £500.
The order details are:
• Driver's current balance: £0
• Order price: £20
• Driver's earnings: £16
• COD amount: £500
After the driver completes the order, their wallet balance becomes £–484.
This happens because:
The £500 COD amount is deducted from the driver’s wallet
The £16 driver earnings are added
Calculation:
£0 – £500 + £16 = £–484
You can also view the driver's transactions and current balance in the Admin Center by following the path below:
Admin Center → Drivers → Details → Wallet tab
Reconciliation with the driver
To reconcile the COD amount with the driver, once the driver has paid and you have confirmed receipt, create a transaction for the driver.
To do so, you need to follow the path below:
Admin Center → Accounting → Driver Transaction → New (button)
In the opened window, fill in the form:
Driver: Search for the driver’s username and select it from the list.
Amount: Enter the COD amount here.
Source: Set the source to Support COD.
Type: Set the type to Creditor.
Description (optional): Enter any additional information for this transaction.
Click Submit to create the transaction.
Reconciling Multiple Drivers at Once
When several drivers return COD cash at the same time (for example, at the end of a shift), you can reconcile their amounts together instead of creating one transaction at a time.
To do so, you need to follow the path below:
Admin Center → Accounting → Driver Transaction
In the top right corner of this page, click the Import button.
On the Import page, click Download Sample to download the sample file.
Your CSV file must include the following five columns:
Driver Username: Enter the driver's username exactly as shown in the system.
Amount: Enter the COD amount.
Source: Always set the source to COD.
Type: Set the type to Creditor here.
Description: You can leave this field empty or enter any additional information.
Once the CSV file is ready, drag it here or click Choose File to select it and click Submit.
You can view the result of the imported file in the table. The overall import status will be shown as Done once the file has been processed.
The table also shows the number of records that were successfully imported or failed:
Done records count: The number of successfully imported records.
Failed records count: The number of records that could not be imported.
If there are any failed records, you can download the error file to see what went wrong, fix the issues, and reupload the file.
