What this checklist is for
This free checklist helps a distributor, dealer, wholesaler, supervisor, or DSR team close one route consistently at the end of the day. It is software-neutral: print it, copy it into a spreadsheet, or use the downloadable bilingual CSV. Complete one record for each DSR, route, and settlement date, then attach the supporting documents your business requires.
1. Identify the route before counting anything
Record the settlement date, DSR name or ID, route or territory, vehicle if applicable, morning issue reference, departure time, return time, and supervisor. Never combine two representatives or two dates in one settlement. Mark missing issue sheets or route references as exceptions before continuing.
2. Reconcile issued, sold, returned, and remaining stock
For every product, capture morning issued quantity, extra issue or handover received, sale or delivery quantity, good return, damaged return, transfer or handover out, and unexplained shortage or excess. Use the same unit consistently—case, piece, pack, or bottle—and record case-to-piece conversion separately. Physically count returns before approval.
3. Match shop activity and collections
List each visited shop, invoice or delivery reference, today’s sale, cash sale, due sale, collection against previous due, discount, sales return, and closing shop balance. Keep receipt or payment references beside each collection. A route total without shop-level detail is not enough to resolve a later dispute.
4. Reconcile cash and non-cash handover
Calculate expected cash from cash sales and due collections, then deduct only approved route expenses, refunds, or documented handovers. Record actual cash received by denomination when useful, bank or mobile-financial-service transfers separately, deposit references, receiver name, and handover time. The difference between expected and received must never be silently carried forward.
5. Calculate the DSR closing due
Start from the approved opening DSR due, add today’s accountable value, and subtract verified returns, collections, deposits, transfers, and other approved adjustments according to your policy. Record the calculated closing due and the DSR-confirmed balance. If they differ, write the amount, reason, evidence required, owner, and resolution date.
6. Review exceptions before sign-off
Flag missing shops, missing receipts, duplicate references, price or discount overrides, damaged goods without physical return, stock shortage, cash shortage or excess, unconfirmed digital payments, disputed shop balances, late settlement, and edits made after submission. High-risk exceptions should remain open rather than being forced to zero.
7. Complete the evidence and approvals
Attach or reference the morning issue, invoices, collection receipts, return notes, damaged-stock evidence, expense approvals, bank or mobile-payment proof, cash receipt, and exception notes. The DSR, cash receiver or accounts person, stock verifier, and supervisor should sign or digitally approve with date and time. Preserve the original record under your retention policy.
8. Adapt it to your business
Remove fields your route does not use and add controls required by your products, payment methods, return policy, or approval structure. Test the checklist on one route before rolling it out. This operational template is not accounting, tax, employment, or legal advice; ask the appropriate professional to review policies and statutory records.
