COD reconciliation
The operational mechanics behind every COD payout. The driver collects at the door, cash returns to our cashier in Ras Al Khor, daily reconciliation matches every collected order against every delivered order, and your real-time COD balance updates in your SamVertex account. Below is the full path so you can answer the question your finance team will inevitably ask: where exactly is my money right now?
How cash flows
Section titled “How cash flows”Five steps from the buyer’s hand to your bank account.
- Driver collects at the door. Photo and signature proof captured on every drop, cash counted and confirmed against the order’s COD amount. If the buyer pays card-on-delivery via our portable POS terminal (where available), that goes to the digital pool instead of the cash count.
- Driver returns to warehouse at end of shift. All cash collected on the route plus all POS receipts are handed to our cashier in Ras Al Khor.
- Daily reconciliation at the cashier. Every collected amount is matched against every delivered order in the same shift. Cash short or over against the ledger triggers a same-day investigation before the shift closes.
- COD balance updates in your SamVertex account. Your real-time balance reflects the day’s reconciled COD as soon as the cashier closes the shift.
- Payout to your bank account. On your scheduled cycle, the net COD for the cycle window transfers to your registered AED bank account.
Payout cycle
Section titled “Payout cycle”Your payout cycle is set during onboarding and stays consistent once locked. Different merchants run different cycles based on their cash-flow needs and the volume profile; you confirm the cycle on your quote and your account manager keeps it stable. If your cycle ever needs to change (your AOV moves significantly, your refusal rate drops, your volume scales) your account manager handles the transition.
The reconciliation happens daily regardless of the payout cycle; it is the transfer to your bank that runs on the cycle, not the reconciliation itself.
Real-time COD balance
Section titled “Real-time COD balance”Your SamVertex account shows the real-time COD balance between payouts, updated as drivers close their shifts and reconciliation completes. The number reflects what has been collected and reconciled but not yet transferred to your bank.
The balance excludes cash that is in transit (driver collected but cashier not yet matched) so the number you see is what is genuinely available for the next cycle, not optimistic. If you need to know the in-transit amount for cash-flow planning, your account manager can pull the same-shift ledger.
Downloadable statements
Section titled “Downloadable statements”Each payout cycle ships with a downloadable statement available in your SamVertex account.
- Format: CSV and PDF.
- Content: every order in the cycle, the collection amount, the delivery date, the reconciliation timestamp, the COD service fee charged, the net amount transferred.
- Reconciles to your accounting. Use the per-order detail to match against your storefront’s order export; totals tie to your bank deposit.
- Available immediately on cycle close. You do not need to wait for the bank transfer to clear to download the statement.
Disputes and shortfalls
Section titled “Disputes and shortfalls”Two paths depending on where the discrepancy sits.
Driver-level reconciliation
Section titled “Driver-level reconciliation”Cash short or over at the cashier triggers the investigation the same day, before the shift closes. The driver, the cashier, and the operations lead reconcile the discrepancy against the day’s POD photos and signatures. Most discrepancies trace to a driver miscount or a buyer receipt issue and resolve inside the shift. If a driver-side shortfall is confirmed, we cover it; the merchant balance is not affected.
Merchant disputes
Section titled “Merchant disputes”If the per-order detail in your statement does not match what you expected (a collection amount looks wrong, a fee looks wrong, an order shows refused when you have proof of delivery), email info@samvertex.com with the order ID, the issue, and any supporting evidence. Same flow documented in account disputes. We respond inside the same business day with the per-order audit trail (driver POD photo, cashier reconciliation timestamp, payout reference) and resolve from there.