Record cash collected on delivery

On a cash on delivery (COD) order, your delivery provider collects the money at the door and hands it over to you later. When they do, record it on the order with a reference and a note, so the order counts as paid. This article also shows how to find every order whose cash you still have to collect.

Open a delivered COD order, select Mark collected, enter the provider’s reference and a note, and confirm.

When an order shows COD to collect

A COD order has nothing to collect until it is delivered. Once you mark its shipment Delivered, the order shows:

the stage COD to collect, with Record the cash once it is collected.
the payment Awaiting collection, and a red Awaiting collection chip under the customer’s name
the next step Mark collected: Record that cash was collected for this order.
an extra Awaiting collection step at the end of the progress bar

The Overview tab of a delivered COD order with stage COD to collect, payment Awaiting collection, shipment Delivered and the next step Mark collected — Delivered, but the cash is still with the provider. The next step is Mark collected.

Record the cash when the provider has actually paid it to you, not when the customer pays the driver. That way the order only counts as paid when the money is yours.

How much the driver collects

Usually the driver collects the order total. When a gift card or loyalty points paid part of the order, the driver collects only the rest. The order’s Order total then shows Gift card or Loyalty points under the total, and Amount to collect under them; in the orders list, a To collect line under the total gives the same figure. That is the amount your provider should pay you for this order.

The Order total & payments section of an order part-paid with a gift card: Total JOD 98.500, Gift card −JOD 50.000 and Amount to collect JOD 48.500, with the cash on delivery payment collected for JOD 48.500 — The gift card paid 50.000 of the order, so the driver collected 48.500.

Recording cash needs the Manage order payments permission. See Staff roles: what each one can see and do.

Mark collected: the reference and a note

In the sidebar, open Orders and open the order.
Select Mark collected. The Operations tab opens.
Scroll to the Mark manual payment paid card.
In Payment reference, type the reference for this cash, up to 100 characters. Use something you can trace later, such as the provider’s settlement or receipt number. It is required.
In Payment note, write who handed over the cash, or who checked it, up to 500 characters. For example, "Rawabi Express paid the cash in today." It is required.

The Mark manual payment paid card with the payment reference RWB-COD-261001-041, the note Rawabi Express paid the cash in today, and the Mark paid button — Both fields are required. Mark paid stays greyed out until you fill them in.

The same card records bank-transfer payments, which is why it talks about offline payments in general.

If the card shows No manual payment and Only pending COD or bank-transfer payments can be marked paid manually., there is nothing to record: the cash was already recorded, or the order was paid by card.

Confirm

Select Mark paid.
Check the prompt and select Mark paid again.

The prompt says the order may move to confirmed. That only happens to an order that was still awaiting confirmation; a delivered order stays delivered.

The message Manual payment marked paid. confirms it.

If you try to record the cash before the shipment is marked delivered, you see Cash on delivery can only be marked collected after delivery. Mark the shipment delivered first: see Update a shipment’s status.

What changes on the order

As soon as you confirm:

The payment becomes COD collected. In the order’s Payments, the reference shows next to Transaction and your note next to Payment note.
The stage changes from COD to collect to Delivered, the Awaiting collection chip goes, and the next step becomes Complete.
The order counts as paid, and it leaves the COD orders view.
Manual payment marked paid is added to the Activity timeline, with who did it.
The customer gets no email about it.

To close the order, open the Operations tab, keep Complete in Next status and select Update status.

If you later give the cash back to the customer, record it as a cash refund on the same order. See How do I refund a cash on delivery order?

Warning

Recording the cash cannot be undone from the console. Check the reference and the amount you received before you confirm.

Find every order with cash to collect

In the sidebar, open Orders.
In the row of views above the list, select COD orders. Its number is how many orders have cash to collect.

The orders list filtered by COD orders, showing two orders at the stage COD to collect with payment Awaiting collection and the next action Mark collected — COD orders lists delivered orders whose cash you have not recorded yet.

The list now carries the filter COD to collect. Every row shows the stage COD to collect, the payment Awaiting collection, and Mark collected as its next action. Select Mark collected on a row to open that order straight on its Operations tab. To see every order again, select Clear filters or the All view.

To check an order before you record it, select its row. The order preview opens over the list with the same stage, payment and next step, and Open full order takes you to the whole order.

The order preview drawer open over the orders list, showing Yazan Farraj’s order with stage COD to collect, payment Awaiting collection, fulfilment Fulfilled, shipment Delivered and the next step Mark collected — The preview shows what the order is waiting for without leaving the list.

Tip

When your provider pays you for a batch of deliveries, open COD orders and work down the list with their settlement sheet beside you, using the same reference on each order the sheet covers.

What to do next

How cash on delivery and card payments work: How customers pay you.
Everything else the list can show you: Work through your orders list.