Cash on delivery reconciliation for online stores
The carrier sent a transfer and a file. Here you check that file line by line against your orders, then see what each carrier still holds and for how long.
What is cash on delivery reconciliation?
Cash on delivery reconciliation means following the money a carrier collected from customers until it reaches you. In Rabehni you upload the settlement statement, each line is matched to an order by tracking number, amount differences and unknown lines are flagged, and the remaining balance appears per carrier, split by how many days it is overdue.
Settlement statements
Upload the file as it came
A CSV or Excel file up to 30 MB, tied to the carrier that paid. You can add the settlement date and the transfer reference.
Columns are detected automatically
The system looks for the tracking number and amount columns under Arabic and English names. If it cannot find them you map the columns by hand, so a file from any carrier can be read.
A preview before anything is recorded
Nothing is recorded while you review. Orders are marked collected only when you press confirm.
One transfer at a time
When the file carries a transfer reference, ready lines are grouped per transfer with a total, so you review one deposit at a time. Large files post in the background with a progress screen.
Mismatches between the statement and your orders
The preview sorts every line and shows the difference between the file total and the system total.
Amount difference
A line whose amount differs from the order amount is shown with the difference, and you can edit the amount before confirming.
A line you do not recognise
A tracking number with no matching order is set apart in its own group instead of slipping into the total unnoticed.
Already collected
An order already marked collected is labelled as such, so uploading the same line again does not count it twice.
Returned or not paid yet
If the file has status columns, returned shipments and unpaid lines are separated from the lines ready to collect.
An illustrative settlement statement
An illustrative example with invented tracking numbers and amounts, showing what the screen does in each case.
A matched line: A100 for EGP 500
The tracking number finds its order, and the order is also EGP 500. The line is ready to collect, and the order is marked collected when you confirm.
An amount difference: A101 for EGP 450
The order is EGP 500 and the statement says 450. The preview shows the line with a difference of minus EGP 50, and you can edit the amount before confirming. Following it up with the carrier is on you.
An unmatched line: A999 for EGP 300
This tracking number finds no order on your account. The line is set apart in its own group, and no order is marked collected because of it.
A partial payment: EGP 6,000 of 10,000
This sits on the settlement itself, not on a line. The settlement expects EGP 10,000 and the carrier sent 6,000, so you record the payment with its amount and reference. The remaining EGP 4,000 is calculated, the settlement stays partially received, and the ledger entry posts when the amount is complete.
Dues per carrier
What counts as outstanding
A delivered order still unpaid, not a return or partial delivery, and not inside a live settlement. A rejected settlement puts its orders back into outstanding.
Each carrier on its own
Orders are grouped by carrier. You can filter by carrier or tracking number, and export a CSV with the tracking number, customer, amount, delivery date and days uncollected.
Partial payments
You record a payment with its amount and reference. The remaining difference is calculated, and the settlement stays partially received until the amount is complete.
Approve now or send to review
You can approve a settlement at once or park it in the accounting review queue. The queue and ledger entries start on Growth, and a rejection posts nothing.
Aging of cash on delivery dues
Four aging buckets
Days run from the delivery date: 0 to 7 is on time, 8 to 14 is late, 15 to 30 is later, and over 30 is very late. Each bucket shows its order count and amount.
The oldest order in view
The top of the screen shows total dues, the order count and the age of the oldest order, and each order shows its own days. The figures follow whatever filter you set.
Limits you should know
Settlement statements come in by file upload. They are not pulled automatically from every carrier.
Rabehni shows you the difference but does not open a settlement dispute with the carrier. Following up with them is on you.
Matching uses the tracking number. If the file number differs from the one on the order, the line shows as unmatched.
The transfer reference is stored for your records, but this settlement screen does not read a bank statement.
Common questions about cash on delivery reconciliation
How do I reconcile a carrier settlement statement with my orders?
In Rabehni you upload a CSV or Excel file up to 30 MB and choose the carrier. Each line is matched to an order by tracking number, a preview shows matches, differences and unknown lines, and orders are marked collected only after you confirm.
What happens when a settlement amount differs from the order?
The Rabehni preview shows the line with the size of the difference, along with the gap between the file total and the system total. You can edit the amount before confirming. Raising it with the carrier is up to you, because the software does not send a dispute.
How do I see how much each carrier owes me?
The outstanding screen in Rabehni lists delivered orders whose cash has not been collected, grouped by carrier, with the total and the order count. You can filter to one carrier and export a CSV.
How do I track how late my COD money is?
Rabehni counts days from the delivery date and splits dues into four buckets: 0 to 7 days, 8 to 14, 15 to 30, and over 30. Each bucket shows its count and amount, and the age of the oldest order sits at the top of the screen.
Will the file from my carrier work?
Rabehni tries to detect the tracking number and amount columns under Arabic and English names. If it cannot, it asks you to map them by hand, so any CSV or Excel file with those two columns works.
Does confirming a settlement post to the accounts?
In Rabehni the ledger entry is posted after you confirm a settlement, not before. If you send it to the review queue, it posts on approval. Accounting and the review queue start on Growth, and a rejected settlement posts nothing.
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