Cash Balance
Track cash balances per driver and identify discrepancies.
The Cash Balance page provides a per-driver summary of all cash deposit activity. It shows how much each driver was expected to deposit, how much they actually deposited, and the difference between the two. This is your primary tool for daily reconciliation and identifying drivers with outstanding balances.
Navigation: Finance > Cash Deposit > Cash Balance
What It Shows
The Cash Balance page displays a summary table with one row per driver. Each row aggregates all of that driver's deposit records into a single overview, making it easy to see at a glance who is up to date and who has outstanding balances.
Table Columns
| Column | Description |
|---|---|
| Driver Name | The driver's full name |
| Total Expected (AED) | Sum of all expected deposit amounts for this driver |
| Total Deposited (AED) | Sum of all actual deposit amounts received from this driver |
| Difference (AED) | Total Expected minus Total Deposited |
| Last Deposit Date | The date of the driver's most recent deposit |
Reading the Balance
The Difference column is the most important indicator on this page. It tells you whether a driver's deposits are on track:
Zero Difference
The driver has deposited exactly what was expected. Their cash account is balanced, and no follow-up is needed for the selected period.
Positive Difference (Shortfall)
The driver owes the company money. They have deposited less than the expected amount. For example, if the expected total is AED 5,000 and the deposited total is AED 4,700, the difference is AED 300 -- meaning the driver is short by AED 300.
Persistent positive differences (shortfalls) may indicate a problem. Follow up with the driver and their supervisor to understand the cause and arrange for the outstanding amount to be settled.
Negative Difference (Overpayment)
The company owes the driver money. They have deposited more than the expected amount. This can happen if a driver deposits cash from personal funds by mistake, or if the expected amount was calculated incorrectly.
Negative differences are less common but should still be investigated. Verify that the expected amounts are correct and that no duplicate deposits have been recorded.
Filtering and Searching
Use the controls at the top of the Cash Balance page to narrow down the data:
Date Range Filter
Select a start date and end date to view balances for a specific period. This is particularly useful for:
- Daily reconciliation -- Set the date range to today to see only today's deposits
- Weekly reviews -- Select the current week to review weekly settlement activity
- Monthly audits -- Set the range to the full calendar month for end-of-month reconciliation
Driver Name Search
Use the search bar to find a specific driver by name. This is helpful when you need to check a particular driver's balance quickly without scrolling through the full list.
Common Use Cases
Daily Reconciliation
At the end of each business day, open the Cash Balance page and set the date range to today. Review each driver's row to confirm their deposits match expectations. Follow up immediately on any discrepancies while the details are still fresh.
Identifying Drivers with Outstanding Balances
Sort or filter the table to find drivers with positive differences. These are drivers who owe the company money. Use the Last Deposit Date column to determine how recent their last payment was -- a driver who has not deposited recently may need a reminder.
Monthly Audits
At the end of each month, set the date range to the full month and export or review the complete cash balance summary. Compare totals against your accounting records to ensure everything reconciles.
Investigating a Specific Driver
If a supervisor reports a concern about a driver's cash handling, search for the driver by name and review their balance history. Click through to their individual deposit records for transaction-level detail.
Best Practices
- Reconcile daily -- The sooner you catch a discrepancy, the easier it is to resolve. Waiting until month-end makes investigations harder.
- Address shortfalls promptly -- Contact drivers about outstanding balances within 24 hours. Small gaps can grow quickly if left unaddressed.
- Verify overpayments -- Negative differences may indicate data entry errors rather than genuine overpayments. Check the underlying deposit records before issuing any refunds.
- Use date ranges consistently -- Establish a standard period (daily, weekly) for reconciliation so your team develops a reliable routine.
- Cross-reference with trip records -- If expected amounts seem incorrect, verify them against the driver's trip data to ensure the calculation is accurate.