Cash Deposit
Track and manage cash deposits from drivers to the company.
The Cash Deposit module lets you record, verify, and reconcile cash collected by drivers and deposited to the company. It provides a complete workflow from deposit submission through verification to final reconciliation, ensuring that every dirham collected in the field is properly accounted for.
Navigation: Finance > Cash Deposit
Why Cash Deposits Matter
Drivers collect cash fares from passengers throughout their shifts. At the end of each day or week, they are expected to deposit that cash to the company. Without a structured system, it becomes difficult to track who has deposited what, whether the amounts are correct, and where discrepancies exist.
The Cash Deposit module solves this by giving your finance team the ability to:
- Record every cash deposit against the driver who made it
- Compare expected deposit amounts (based on trip records) against actual amounts received
- Automatically flag discrepancies when expected and actual amounts do not match
- Scan receipts using OCR technology to speed up data entry
- Track per-driver cash balances over time
Module Structure
The Cash Deposit section contains four sub-pages:
| Sub-Page | Description |
|---|---|
| Deposit List | View, search, and filter all recorded cash deposits |
| Create Deposit | Record a new cash deposit from a driver |
| Cash Balance | View per-driver summaries of expected vs. actual deposit totals |
| Categories | Manage the categories used to classify deposits |
What You Will See
The main Deposit List page displays a table of all recorded deposits with key details at a glance.
Table Columns
| Column | Description |
|---|---|
| Driver | The driver who made the deposit |
| Expected Amount (AED) | The amount the driver was expected to deposit based on trip records |
| Actual Amount (AED) | The amount actually deposited |
| Difference (AED) | The gap between expected and actual amounts |
| Category | The type of deposit (e.g., Daily Collection) |
| Date | When the deposit was made |
| Status | Current deposit status -- Pending, Verified, Discrepancy, or Completed |
Status Tabs
Use the tabs at the top of the table to filter by status:
- All -- Show all deposits regardless of status
- Pending -- Deposits recorded but not yet verified
- Verified -- Deposits where expected and actual amounts match
- Discrepancy -- Deposits where amounts do not match, requiring investigation
- Completed -- Deposits that have been fully processed and reconciled
You can also use the search bar to find deposits by driver name.
Special Feature: OCR Receipt Scanning
The Cash Deposit module includes built-in OCR (Optical Character Recognition) technology that can read deposit amounts directly from receipt photos. This saves time and reduces manual data entry errors. See OCR Receipt Scanning for details.
Deposit Workflow
Every cash deposit follows a structured lifecycle:
- Record -- A deposit is created with the expected amount, actual amount, receipt, and supporting details.
- Automatic Status -- The system compares expected and actual amounts. If they match, the status is set to Verified. If they differ, the status is set to Discrepancy.
- Review -- Finance staff review deposits, especially those flagged as discrepancies, and investigate any differences.
- Complete -- Once verified or resolved, the deposit is marked as Completed for final reconciliation.
Keeping cash deposits up to date ensures accurate driver balances and prevents cash handling issues from going unnoticed. Aim to record deposits daily for the most reliable reconciliation.
Next Steps
- Creating a Cash Deposit -- Step-by-step guide to recording a new deposit
- OCR Receipt Scanning -- Automatically extract amounts from receipt photos
- Cash Balance -- Track per-driver cash balances and identify shortfalls
- Managing Deposit Categories -- Set up and organize deposit categories
- Status Workflow -- Understand deposit statuses and transitions
- Field Reference -- Complete reference of all cash deposit fields