Van Sales Feature
Cash Cycle Management
Complete Cash Collection, Settlement, Reconciliation, and Financial Control for Van Sales Operations
Control every cash transaction from invoicing and field collection through settlement, reconciliation, and accounting—so collections are recorded accurately, reconciled automatically, and synced across sales reps, vans, finance, and head office.
The Complete Cash Cycle
Diamond ERP manages every stage of the financial collection process from the moment an invoice is generated until the payment is fully reconciled within the accounting system.
Customer Payment Collected
Receipt Issued
Salesman Settlement
Cash Reconciled
Accounting Posted
Financial Reporting
Every financial transaction is synchronized in real time, eliminating duplicate data entry while ensuring finance teams always work with accurate and up-to-date information.
Real-Time Customer Credit & Payment Visibility
Before processing a sale or accepting payment, sales representatives have instant access to the customer's complete financial profile directly from the mobile application.
Outstanding balance
Available credit limit
Approved credit days
Overdue invoices
Customer aging
Statement of Account (SOA)
Sales teams make safer credit decisions, collect more on each visit, and reduce financial risk before the invoice is issued.
Intelligent Collection Management
Transform every customer visit into an opportunity to improve cash flow.
Full or partial payments
Collect what the customer can pay now and allocate the remainder without leaving the route.
Multi-invoice allocation
Apply one payment across multiple invoices and clear aging balances in a single visit.
Mixed payment methods
Accept cash, cheque, card, transfer, and credit notes together in one transaction.
Instant official receipts
Generate, print, or share receipts by WhatsApp, email, or PDF before leaving the customer.
Advance payments
Record advances and credit notes so future invoices settle cleanly against customer balances.
Live AR updates
Every collection updates customer balances and Accounts Receivable immediately—no end-of-day upload.
Every collection is reflected instantly throughout the ERP system without waiting for end-of-day synchronization.
Advanced Cash Security & Financial Controls
Protect company funds with configurable controls that reduce cash-handling risk and strengthen accountability.
Collection & cash-in-hand limits
Set maximum collection and cash-in-hand limits per salesman, with alerts when thresholds are exceeded.
Denomination entry at settlement
Require cash denomination counts during settlement so shortages and overages are visible before day close.
Approval workflows
Route large payments, write-offs, and credit adjustments through approval before they post.
Role-based access
Limit who can collect, settle, adjust, or authorize exceptional financial transactions.
Limit & exception alerts
Notify supervisors when collection limits, shortages, or unusual payment patterns need review.
Secure authorization
Authorize sensitive transactions with user permissions that protect company funds in the field.
These controls strengthen governance while minimizing fraud, cash shortages, and unauthorized financial activity.
Daily Cash Settlement & Reconciliation
End-of-day reconciliation becomes fast, accurate, and fully automated.
- Total invoices issued
- Cash collected
- Credit sales
- Expected cash balance
- Actual cash received
- Cash shortages & overages
Discrepancies are highlighted immediately so supervisors can investigate before closing the sales day.
Separate Financial Account for Every Van
Treat every delivery van as an independent financial unit for collections, settlements, deposits, expenses, and reconciliation—while every transaction still rolls up into company-wide accounting.
- Dedicated financial account for every delivery van
- Independent cash-in-hand monitoring
- Individual settlements and end-of-day reconciliation
- Van-wise deposits, expenses, shortages, and overages
- Real-time cash position and settlement status
- Consolidated fleet reporting
Complete Audit Trail & Financial Transparency
Every financial transaction is permanently recorded with a comprehensive audit trail.
User
Date and time
Payment method
Collection amount
Approval history
Settlement details
Adjustment history
GPS location
This history simplifies audits, strengthens compliance, and provides full accountability for every field collection.
Seamless ERP & Accounting Integration
Unlike standalone mobile collection apps, Diamond ERP posts every collection directly into your financial system—no manual re-entry.
Mobile Collection
Diamond ERP
Accounts Receivable
Cash or Bank Account
General Ledger
Financial Reports
Finance teams stop manually posting collections—reducing admin work while improving accuracy.
Cash Flow Analytics & Management Dashboard
Monitor collections across your distribution network from one centralized dashboard.
- Total collections
- Daily cash flow
- Outstanding receivables
- Performance by salesman
- Performance by route
- Aging analysis
- Cash-in-hand balances
- Settlement status
Spot collection trends earlier, forecast cash flow better, and reduce overdue receivables with live analytics.
Business Benefits
Accelerate cash flow
Collect more on every visit and post payments immediately so cash reaches finance faster.
Improve collection efficiency
Give reps live credit and aging data so they prioritize the right customers on each route.
Reduce overdue receivables
Surface overdue invoices and aging during the visit—before the salesman drives away.
Eliminate manual reconciliation
Match expected vs actual cash automatically and flag shortages before day close.
Strengthen financial governance
Use limits, approvals, and role-based permissions to protect cash in the field.
Eliminate duplicate data entry
Collections post once to AR, cash/bank, and the general ledger—no retyping in finance.
Ideal For
Designed for organizations that manage mobile collections and field sales operations:
FMCG Distributors
Food & Beverage Distributors
Pharmaceutical Companies
Wholesale Distributors
Building Materials Suppliers
Electrical & Hardware Distributors
Water & Gas Distribution Companies
Consumer Goods Distributors
Industrial Supply Companies
Multi-Van Distribution Businesses
Route Sales Operations
Field Sales Organizations
Why Diamond ERP Cash Cycle Management?
Collections are not a standalone app—they run inside Diamond ERP, so every payment, settlement, and reconciliation updates the same receivables and ledger your finance team already uses.
Real-time sync
Field collections post live to AR, cash/bank, and the general ledger.
Financial control
Limits, approvals, and van-level accounts protect cash from collection to deposit.
Cash visibility
Managers see collections, settlements, and receivables across every route and van.
Take Full Control of Your Van Sales Cash Cycle
Connect collections, settlements, reconciliation, customer receivables, and accounting within one real-time ERP platform.
Frequently Asked Questions
What is Cash Cycle Management in van sales?
Cash Cycle Management covers the full financial path from invoicing and field collection through salesman settlement, cash reconciliation, accounting posting, and reporting—so every payment is tracked and synced with Diamond ERP.
Can salesmen collect cash, cheques, and mixed payments on the route?
Yes. Diamond ERP supports cash, cheque, card, bank transfer, credit sales, partial payments, and multiple payment methods in a single transaction, with receipts generated from the mobile app.
How does Diamond ERP control customer credit during collections?
Sales representatives see outstanding balances, available credit, credit days, overdue invoices, and aging before selling or collecting, and transactions can be blocked or require approval when limits are exceeded.
How does daily salesman settlement and reconciliation work?
Each salesman settles collections against expected cash-in-hand, with optional denomination entry, shortage/overage tracking, and automatic updates to accounts receivable and the general ledger.
Can each delivery van have its own financial account?
Yes. Diamond ERP can treat each van as a separate financial unit for collections, settlements, deposits, expenses, and reconciliation while rolling everything up into company-wide accounting.
Does Cash Cycle Management integrate with accounting automatically?
Yes. Collections and settlements post in real time to accounts receivable, cash or bank accounts, and the general ledger—eliminating duplicate data entry between field sales and finance.