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Installation and Setup
  
  
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Updated on 11/9/2018
Direct link to topic in this publication:
iikoDelivery 6.2
Cash Control

Customers often pay cash for their delivery orders. To have change, drivers have to get some money from a manager at the beginning of a shift. As a result, drivers may have a lot of cash on them. In iiko, you may control these amounts.

This article tells you how to set up the process of handing out cash to drivers and accepting cash from them.

Process Scenario

Manager hands out cash to a driver. At the beginning of a shift, a manager hands out money to a driver so that he or she has some change. For this, a withdrawal (payout) operation is used, in which case, this money becomes a driver’s debt.

Driver delivers orders. iiko monitors delivery order amounts per each driver. When a driver gets paid, another withdrawal operation is used to make this amount a debt owed by this driver. The debt is calculated when the delivery payment is posted:

  • At dispatch. The debt is registered when a driver marks an order as delivered.
  • At closing. The debt is registered when an order is paid.

Driver hands over proceeds in the middle of the day. During the day, a driver sees that he or she is about to reach a debt threshold and goes back a restaurant to hand back the cash received from customers. To reduce the amount he or she owes to an outlet, a deposit (pay-in) operation is used on the Employees’ debt screen. If a driver has a large outstanding amount, a manager would not be able to assign other deliveries to him or her.   

Driver receives new orders. Once an outstanding amount is reduced, he or she gets new orders and makes a delivery.

Driver clocks out at the end of the day. At the end of the day, a driver hands all the money over to a manager and clocks out. If a debt is not repaid, the driver would not be able to clock out; he or she would have to get a manager’s confirmation to do so.

Manager closes the day. When a manager closes a till shift, the system checks all employees (including drivers) for any outstanding amounts (debts). A shift will be locked only on that POS where delivery payments were posted (per drivers with debts). To close a till shift, repay the debt.

This is the way to have a maximum control over drivers’ debts. You can disable the debt check and allow your drivers to discharge it at the end of the day.

For how to hand out a change cash to drivers and accept order payments from them, please refer to the Handling Cash article.

Setup

To set up control over the cash on drivers, follow this:

  1. In iikoOffice, go to Retail Sales > Deposit/Withdrawal types and create the following operations:
    • “Pay in from driver” deposit type 
      Such accounts are used to register cash a driver puts into the till to repay his or her debt.
    • “Pay out to driver” withdrawal type 
      Such accounts are used to register cash a driver receives from customers for their orders. 
      In the withdrawal settings, check the Forbid manual input item as it should not be displayed in iikoFront. Amounts are registered automatically on accounts when a driver marks an order as delivered.
    • “Driver’s change” withdrawal type 
      A manager would use this withdrawal type to hand out money to a driver so that he or she has some spare cash to give change to customers. So, the title must be clear. To have the withdrawal displayed in iikoFront, uncheck the Forbid manual input item.
  2. For more details about the setup, check the Deposit and Withdrawal Types.

    Information You may set up only one withdrawal type instead of two and use it in other settings.

          

  3. Go to Administration > Outlet settings > Accounting settings.
  4. In the Money to be accounted for by employee block, check the Money to be accounted for by driver item.
  5. Select “Pay in from driver” Deposit type.
  6. Select “Pay out to driver” Withdrawal type.
  7. Select “Driver’s change” as the Withdrawal type to register change cash. Withdrawal amounts specified under this item are also given in the “038 Payments to employees” report.
  8. If you want to have a receipt printed when you hand out change cash, check Print receipt.
  9. To control outstanding amounts, check the Check driver’s debt item and enter amounts:
    • Notify driver if debt is higher than. This way a driver would know when he or she has to put the money back into the cash register.
    • Forbid to assign driver if debt is higher than. The system would not allow to assign orders to drivers with large debt amounts.
  10. To have the Exact amount button available at the time a user repays a debt, check the Allow entering exact amount to register debt item.
  11. To allow employees put more money than the system asks, check the Allow entering amount larger than debt item.
  12. Click Save changes.