Creating a Cash Deposit
Step-by-step guide to recording a new cash deposit from a driver.
This guide walks you through the process of recording a new cash deposit in the system. Cash deposits are created when a driver submits collected cash to the company, and the system automatically verifies whether the deposited amount matches expectations.
How to Access
There are two ways to create a new cash deposit:
- Navigate to Finance > Cash Deposit > Deposit List and click the "Create Deposit" button in the top-right corner.
- Navigate directly to Finance > Cash Deposit > Create Deposit from the sidebar menu.
Both options open the same deposit creation form.
Filling Out the Form
Complete the following fields to record a cash deposit:
Step 1: Select Driver
Choose the driver who is making the deposit from the dropdown. This links the deposit to the correct driver record and updates their running cash balance.
Only drivers assigned to your company will appear in the dropdown. If a driver is missing, check that they have been added to the system under Employee Management.
Step 2: Expected Amount
Enter the amount the driver is expected to deposit, in AED. This figure is typically based on the driver's trip records for the relevant period -- the total cash fares collected minus any approved deductions.
The expected amount is calculated from the driver's trip records for the given period. If the driver has been on multiple shifts, sum the expected totals for all shifts being covered by this deposit.
Step 3: Actual Amount
Enter the amount the driver has actually deposited. This is the cash physically received and counted by the person recording the deposit.
If you have a receipt photo, you can use the OCR scanning feature to extract this amount automatically. See OCR Receipt Scanning for details.
Step 4: Deposit Date
Select the date when the deposit was made. This may differ from today's date if you are recording a deposit that happened earlier.
Step 5: Category
Choose a deposit category from the dropdown. Categories help organize deposits for reporting purposes. Common categories include Daily Cash Collection, Weekly Settlement, and Special Collection.
If you do not see an appropriate category, ask your administrator to create one. See Managing Deposit Categories for details.
Step 6: Notes (Optional)
Add any comments or context about this deposit. This field is optional but recommended when there is something noteworthy -- for example, a reason for a short deposit, or a note that the driver submitted in two installments.
Good examples:
- "Driver was short AED 50 due to fuel advance taken on shift"
- "Deposit covers Monday and Tuesday collections"
- "Driver reported AED 30 returned to passenger for overpayment"
Avoid vague notes:
- "Short"
- "Cash"
- "Deposit"
Step 7: Upload Receipt
Upload a photo or scan of the deposit receipt. Accepted formats include image files (JPG, PNG) and PDF documents. This serves as proof of the transaction and is essential for audit compliance.
Always collect a physical receipt from the driver and upload it for record-keeping. Deposits without receipts are harder to verify and may cause issues during audits.
Step 8: OCR Scanning (Optional)
If you have uploaded a receipt photo, you can use the "Scan Receipt" button to have the system automatically read the deposit amount from the image. The extracted amount will be suggested for the Actual Amount field.
This step is optional. You can always enter the amount manually. For a full guide on using OCR, see OCR Receipt Scanning.
Step 9: Submit
Click the "Submit" button to create the deposit record.
What Happens After Submission
Once submitted, the system automatically compares the expected and actual amounts:
- If amounts match -- The deposit status is automatically set to Verified. No further action is needed unless a manual review is required.
- If amounts do not match -- The deposit status is automatically set to Discrepancy. The difference is calculated and displayed, and the record is flagged for investigation.
The deposit appears in the Deposit List and the driver's Cash Balance is updated accordingly.
Even when a deposit is automatically verified, your finance team can still review it and change the status if needed. Automatic verification is a convenience, not a final decision.
Common Scenarios
Partial Deposit
If a driver deposits only part of the expected amount, record the actual amount received. The system will flag this as a discrepancy. Add a note explaining the reason (e.g., "Remaining AED 200 to be deposited tomorrow").
Multiple Deposits in One Day
A driver may make more than one deposit in a day. Create a separate deposit record for each transaction. This keeps the audit trail clear and allows each deposit to have its own receipt.
Backdated Deposits
If recording a deposit from a previous day, select the correct date in the Deposit Date field. The cash balance calculations use the deposit date, not the date the record was created.
Next Steps
- OCR Receipt Scanning -- Use OCR to speed up amount entry
- Status Workflow -- Understand what happens after a deposit is created
- Cash Balance -- Check per-driver balances after recording deposits