Worked examples - cash on delivery and card payments

The numbers below were run through the same rules NemiRoute uses. Cash on delivery (COD) money is your customer's goods money, collected by your driver for them: it is never taxed and never your income. Your delivery charge is invoiced as usual. Background: Collect cash on delivery from drivers and How money moves.

The receiver pays less than the COD amount

A COD order is for $90.00. At the door the receiver pays $80.00, so the driver picks a reason for the difference (Short paid, Overpaid, Customer refused or Other).

An over-collection is never a debt: $95.00 collected on a $90.00 order is $5.00 over, and the customer is credited the $95.00.

The driver hands in less than they collected

A driver collected $80.00, $50.00 and $30.00 during the day (the $30.00 last) and hands in $145.00 of $160.00 when you click Receive cash. The $15.00 missing is charged to the newest collection first (the cash touched last is the likeliest to be missing): the $30.00 collection becomes a Short $15.00 exception. A bigger gap moves back: handing in $110.00 leaves $50.00 missing, so $30.00 on the last collection and $20.00 on the one before it. Handing in more than was collected only shows as an Over by variance.

Under Exceptions, open Resolve... and pick Write off $15.00 or, when Deduct shortfalls from driver pay is on, Deduct $15.00 from the driver's pay. The deduction is a line COD shortfall SHP-2043 of -$15.00 in their open pay period, once per collection. A driver's shortfall is the courier's loss, not the customer's: the customer is still credited everything the receivers paid. See Worked examples: driver pay.

Aging with a reminder window

Cash still in a driver's hands is coloured by age against Remind after (days) in COD settings (2 days until you change it). With a 3-day window:

A card payment bigger than the invoice

A customer pays $113.00 by card on a $100.00 invoice. The invoice is paid and the extra $13.00 is held as customer credit.

Card payments are undone only by a Refund (the money goes back to the card). A payment under dispute cannot be refunded or voided; once a dispute is lost, the amount is taken back the same way, credit first.

What a card payment nets

With the platform's standard fees (your plan can differ: Payments settings shows the fees that apply to you under What you pay per payment), a customer pays a $113.00 invoice in Canadian dollars by card:

The invoice is paid for the full $113.00. A bank debit (pre-authorized debit) of $1,000.00 costs a platform fee of $10.00 (1 %, at most $25.00) and a processing fee of $5.00 (1 % + $0.30, at most $5.00): $15.00 in all. Fees can never be more than the payment itself.

With Add a card surcharge on at 2 %, the same card payment adds a Card surcharge of $2.26, so the customer pays $115.26. At 3 % the surcharge is held to the 2.4 % ceiling for CAD: $2.71. It is also never more than your card processing cost, never added for customers billed in Québec, and never added on bank debit or auto-pay. The setting is only offered for CAD and USD, with a ceiling of 2.4 % for CAD and 3 % for USD. If you refund part of a payment, the fees come back in proportion.

Fees over several invoices

One card charge can pay several invoices. The card fee on the charge is split between them in proportion to what each took, so the parts add up to the real fee to the cent: a $3.35 fee on invoices of $200.00, $100.00 and $50.00 is $1.91 + $0.96 + $0.48. A $1.00 fee over parts of $33.33, $33.33 and $33.34 is $0.33 + $0.33 + $0.34: the odd cent goes to the largest remainder.