Status Workflow
Understanding cash deposit statuses and transitions.
Every cash deposit in the system has a status that indicates where it is in the verification and reconciliation process. Understanding these statuses and how they transition helps your finance team process deposits efficiently and ensures nothing falls through the cracks.
The Four Statuses
Cash deposits move through four possible statuses:
| Status | Description |
|---|---|
| Pending | The deposit has been recorded and is awaiting verification. The receipt and amounts need to be confirmed by a finance team member. |
| Verified | The expected and actual deposit amounts match. The deposit is confirmed as correct and ready for reconciliation. |
| Discrepancy | The expected and actual deposit amounts do not match. The deposit requires investigation to determine the cause of the difference. |
| Completed | The deposit has been fully processed and reconciled. No further action is needed. |
Automatic Status Assignment
When a new deposit is created, the system automatically assigns an initial status based on the amounts entered:
- If the expected amount equals the actual amount -- The status is automatically set to Verified. The amounts match, so no discrepancy investigation is needed.
- If the expected amount does not equal the actual amount -- The status is automatically set to Discrepancy. The difference is flagged for review.
Automatic status assignment happens immediately when the deposit is submitted. You do not need to manually set the initial status -- the system handles it based on the amounts.
Manual Status Transitions
After a deposit is created, authorized finance team members can manually change its status. The following transitions are supported:
From Pending
- Pending to Verified -- After manually reviewing the deposit and confirming the amounts are correct.
- Pending to Discrepancy -- After reviewing the deposit and determining that the amounts do not match or that something requires investigation.
From Verified
- Verified to Completed -- After the deposit has been reconciled in your accounting records. This is the final step for matching deposits.
From Discrepancy
- Discrepancy to Completed -- After the discrepancy has been investigated, explained, and resolved. A resolution note should be added before marking as complete.
Status Flow Diagram
The typical lifecycle of a cash deposit follows one of two paths:
Path 1 -- Amounts Match (Most Common)
Deposit Created --> Verified (automatic) --> Completed (manual, after reconciliation)
Path 2 -- Amounts Do Not Match
Deposit Created --> Discrepancy (automatic) --> Investigation --> Completed (manual, after resolution)
Path 3 -- Manual Review Required
Deposit Created --> Pending (if manual review is needed) --> Verified or Discrepancy (after review) --> Completed
Resolving Discrepancies
When a deposit is flagged as a Discrepancy, follow these steps to investigate and resolve it:
Step 1: Review the Receipt
Open the deposit record and examine the uploaded receipt photo. Verify that the actual amount entered matches the amount shown on the receipt. If there was a data entry error, correct the actual amount.
Step 2: Check the Expected Amount
Confirm that the expected amount is correct by cross-referencing with the driver's trip records for the relevant period. If the expected amount was calculated incorrectly, update it.
Step 3: Contact the Driver
If the receipt and expected amount are both correct but the amounts still do not match, contact the driver for an explanation. Common reasons for discrepancies include:
- The driver used part of the cash for an approved fuel purchase
- The driver miscounted the cash
- The driver held back a portion to deposit separately
- There was a fare dispute or refund during the shift
Step 4: Document the Resolution
Add a detailed note to the deposit record explaining what caused the discrepancy and how it was resolved. For example:
- "Driver confirmed AED 50 was used for fuel. Fuel receipt attached as separate expense record."
- "Recount confirmed correct amount. Expected amount adjusted to match trip records."
- "Driver will deposit remaining AED 100 tomorrow. Follow-up scheduled."
Step 5: Mark as Completed
Once the discrepancy is fully resolved and documented, change the status to Completed.
Do not mark discrepancies as completed without proper investigation and documentation. Unresolved discrepancies left as "Completed" create gaps in your financial records and make audits more difficult.
Best Practices
- Process Pending deposits promptly -- Do not let deposits sit in Pending status for more than one business day. The longer you wait, the harder it is to investigate issues.
- Always add resolution notes -- When moving a Discrepancy to Completed, explain what happened and how it was resolved. Your future self (and your auditors) will thank you.
- Review Discrepancies daily -- Make it a routine to check the Discrepancy tab each morning. Addressing issues quickly prevents small problems from becoming large ones.
- Use Completed as a final state -- Only mark a deposit as Completed when you are confident that no further action is needed. This status means the record is closed.
- Track patterns -- If the same driver repeatedly appears in the Discrepancy tab, it may indicate a training issue, a route problem, or something that needs management attention.