Settle Payments and Close Routes
Direct store delivery supports the process to deliver shipments from the distribution centers to stores and collect payments upon delivery. The delivery of shipment and collection of payments is organized in routes.
After a route is complete, the salesperson creates a route settlement report and records all the payments and supporting documents. The route settlement report also records bank deposit, expenses, and inventory shortage or overage occurred during the route. After the salesperson fills the route settlement report, the cashier verifies all payments and supporting documents. After the verification is complete, the cashier closes the route settlement report.
Understand the Route Settlement Report
Salesperson can receive payments in the form of bank deposits. The sales administrators set up bank deposit information for each route. It can also happen through integration. The mobile application automatically populates the information in the bank deposit record.
The key fields are provided on the Bank Deposit Summary page:
|
Field Name |
Description |
|---|---|
|
Deposit Bank Name |
Indicates the name of the bank in which bank deposits for a route are deposited. |
|
Reference Number |
Indicates the unique identifier on the bank deposit receipt. |
|
Deposit Bank Account Number |
Indicates the unique identifier of the bank account in which payments for a route is deposited. |
|
Deposit Bank Routing Number |
Indicates the touting number of the bank in which the money was deposited. |
Salesperson receives payments though various other methods which the consumer goods cashier must verify. During verification, the consumer goods cashier populates information for each of these payments or it happens automatically.
As a cashier, you can use the following key fields to verify payments:
|
Field |
Description |
|---|---|
|
Total |
Indicates the total amount received from a payment type. |
|
Verified Total |
Indicates the total verified amount for a payment type. |
|
Due |
Indicates the amount due from a payment type. |
|
Verified Remaining |
Indicates the difference between total verified amount and the amount due from a payment type. |
The balance and the verified balance of the route settlement report is automatically populated in the route settlement report. The following are the equations to calculate the balance and the verified balance:
-
Balance = (Cash + Bank Deposits + Coupons + Checks + Credit Used + Store Credit Used + Proof of Purchases + Electronic Transfers + Credit Card Transactions) - Sales Total - Inventory Shortage + Expenses + Shortage - Overage
-
Verified Balance = (Verified Cash Balance + Verified Bank Deposits Balance + Verified Coupons Balance + Verified Checks Balance + Verified Credit Used Balance + Verified Store Credit Used Balance + Verified Proof of Purchases Balance + Verified Electronic Transfers Balance + Verified Credit Card Transactions Balance) + Verified Total Expenses + Verified Shortage - Inventory Shortage - Verified Overage
Pre-Settlement
Salesperson completes the pre-settlement process and creates the route settlement report. The mobile application automatically records the payment information, calculates the expected amount for each payment type, and generates the list of the expected supporting documentation.
Salesperson manually record the information about the bills and coins received as part of cash payments and if supporting documentation is available for these payments. Salesperson also use the mobile application to manually record information such as payments that were received in the form of bank deposits and expenses that were also incurred during the route.
In case there is a shortage in the inventory, the mobile application automatically calculates its monetary value and includes it in the route settlement report.
Post-Settlement
Cashiers use the web application to complete the post-settlement process and close the route settlement report when the verified balance of the entire report becomes zero. Consumer goods cashiers must review the information recorded by the salesperson and verify these records against the documents submitted by the salesperson. The verified shortage or verified overage is recorded by the consumer goods cashier in case the verified balance of the route settlement isn't zero.
Missing Documents
As a cashier, you can close the route settlement report when the verified balance is zero. Sometimes due to missing documents, the verified balance of a route settlement report isn't zero.
Sales administrators can use profile options to decide how unverified payments due to missing documents must be calculated. Sales administrators can set up profile options to control if a missing document can be calculated as missing payment for each payment type.
If the sales administrator sets the profile option to yes, the unverified amount due to missing documents is calculated as missing payments. Also, the verified balance and the verified remaining contain the same value if the profile value is set to yes. In case the profile option is set to no, the unverified amount due to missing documents doesn't impact the verified balance and the verified balance remains zero.