Every type of shortage, named, approved and acknowledged — as it happens

1. Stock issue shortage — found at the godown

When the Store Keeper issues less stock than the requisition asks for, every short line needs a reason before the issue can be submitted.

• Accounts approves the short issue, with a comment, before any stock leaves the godown
• The Delivery Executive sees exactly what was issued short when accepting the load
• It is recorded against the godown, not the Delivery Executive — returns are later checked against what was actually issued, so nobody is blamed for stock they never received

2. Admitted cash shortage — declared by the Delivery Executive

At day-end the Delivery Executive counts cash by denomination against what DFIE expects: collections less approved expenses. If they are handing over less, it is recorded as an admitted shortage — and they must give a reason before they can submit.

3. Counted cash shortage — found by Accounts

Accounts counts the cash physically, by denomination. If it is less than the Delivery Executive declared, Accounts flags it.

• The flag appears in the Delivery Executive’s app as an action to take
• The Delivery Executive reviews and accepts it in the app
• Only then does Accounts confirm the cash receipt
• A cash excess is recorded too, and can offset a shortage where allowed

4. Return stock shortage — found when goods come back

The Store Keeper checks returned and undelivered goods against what the Delivery Executive declared — item by item, or invoice by invoice — and the value of anything missing is calculated.

• Any difference is flagged to the Delivery Executive
• The Delivery Executive approves the discrepancy in the app
• The Store Keeper then gives the final confirmation

5. Return value shortage — found when credit notes are matched

Accounts matches credit notes to each invoice that came back. If the credit notes add up to less than the value returned, the gap becomes a return value shortage, sent to the Delivery Executive for approval — and approving it closes the credit note batch.

6. Expense shortage — decided when expenses are reviewed

Delivery Executives keep back cash for field expenses at day-end. When Accounts reviews each claim, anything approved for less than claimed — or rejected — becomes an expense shortage the Delivery Executive owes back.

Real-time approval and acknowledgement

Nothing waits for a weekly meeting. Each step shows up for the next person as soon as the previous one acts.

• The Delivery Executive’s app refreshes every 20 seconds; anything waiting on them is marked “action needed” on that delivery assignment
• Live Accounts, Cash and Stock ticks turn green as each reconciliation completes, with an “all OK” stamp and the final shortage once all three are done
• If a Delivery Executive is stopped for over 30 minutes, Admin or Accounts can ask for a response — the app sounds an alert and the Delivery Executive must reply with a reason, which appears on screen

One total, followed until it is recovered

Types 2 to 6 add up to the Delivery Executive’s total shortage. When a delivery assignment closes, any unrecovered amount carries forward until it is recovered, offset against an allowed excess, paid in by cash, UPI or cheque, or written off with a reason. The overall total is checked against each Delivery Executive’s shortage limit — cross it, and new assignments pause until it is cleared.