Management of Dashpay Devices (Issuing, Returns, Faults, and Auditing)

Apr 7
3 min read

07 April 2026

1. PURPOSE To establish a standardized process for the management, tracking, issuing, and auditing of Dashpay devices to ensure accurate accountability, minimize loss, and maintain operational efficiency. 2. SCOPE This SOP applies to the Cash Control Department (Cynthea / Tebogo), Line Managers, Financial Collectors, and all personnel involved in the handling of Dashpay devices. 3. ROLES AND RESPONSIBILITIES ● Cash Control Department: Responsible for the physical custody, counting, auditing, and issuance of all devices. ● Line Managers / Financial Collectors: Responsible for signing out devices, ensuring their safe keeping, and returning them as per the schedule. ● Natasha (Asset Management): Recipient of the final monthly audit report. 4. PROCEDURE 4.1 Start of Month: Stock Take and Preparation ● The Cash Control Department must count all devices physically present in the Branch locations and the Cash Control Department. ● During the count, separate any devices marked as faulty. ● Package all faulty devices securely to be sent back to Dashpay. 4.2 Start of Month: Issuing of Devices ● Line Managers and Financial Collectors must visit the Cash Control Department to sign out working devices. If collection is not done in person, the person collecting the devices will be responsible for all the devices collected. ● The collection / return must be recorded in the A4 Hardcover Book titled DASHPAY DEVICES - ISSUED/RETURNED. Under no circumstances are loose sheets or files to be used. All records must be pasted or written directly into the hardcover book. ● The individual collecting the device must sign the sheet. ● The Cash Control Department must simultaneously update the “DASHPAY DEVICES - MASTER LISTING” spreadsheet to reflect the issued status. ● Devices designated to Branches stay assigned to that Branch location. ● If a Branch device is issued or returned (temporarily), the same DASHPAY DEVICES - ISSUED/RETURNED sheet must be signed by the collector, and the spreadsheet updated. 4.3 Mid-Month Events: Faults and Swaps ● To be followed immediately upon identification of a fault. ● If a user identifies a faulty device, they must report it to the Cash Control Department immediately. ● The user returns the faulty device to the Cash Control Department. ● The Cash Control Department issues a replacement working device from available stock. ● The DASHPAY DEVICES - ISSUED/RETURNED sheet must be signed by the person returning the faulty device. ● The master spreadsheet must be updated to show: ○ The faulty device marked as returned or faulty. ○ The new device assigned to the user.

4.4 End of Month: Close Out and Audit All Line Managers and Financial Collectors must return their issued devices to the Cash Control Department. ● The Cash Control Department must physically inspect all returned devices to ensure they are working and present. ● The master spreadsheet must be updated to reflect that all devices (specifically those for Line Managers and Financial Collectors) are back in the custody of the Cash Control Department. ● Any faulty units identified during the end-of-month audit must be set aside for the "Start of Month" process (Section 4.1). 4.5 Monthly Reporting ● The Cash Control Department must conduct a monthly audit of all devices physically located at the Branches. ● Verify the physical count against the master spreadsheet to confirm accuracy. ● Once confirmed as correct, the final audit report must be sent to Natasha (Asset Management) and Annelize (Cash Control Manager).

5. RECORDS ● A4 Hardcover Book: DASHPAY DEVICES - ISSUED/RETURNED (Primary source of truth for sign-outs). ● Master Spreadsheet: Digital tracking log (updated concurrently with hardcopy records). ● Monthly Audit Reports: Sent to Asset Management & Cash Control Manager.

Link to “DASHPAY DEVICES - MASTER LISTING” :Shared Drive: https://docs.google.com/spreadsheets/d/1pi6z9RHyyeBr9O9nzAbii5vtaCr8S6m5/edit?gid=2023635157# gid=2023635157

Download this SOP here:

Comments