Branch Teller & Cashier Guide

As a Branch Teller, you control the physical and digital cash desk of BiiTrust. You process loan repayments across the counter, initiate M-Pesa phone payment prompts, issue formal receipts, and verify field collection sheets turned in by loan officers.

1. The Teller Dashboard

Your dashboard (<teller-home>) provides a real-time ledger of everything crossing your counter today:

Counter Collection Gauge

  • Big Number: Total KES taken over your counter today.
  • Comparison: Compared to the total installments falling due at the branch today.
  • Status Pill:
    • All in (Green): Every due payment has been received.
    • KES X still out (Amber): Remaining funds still expected before close of business.
    • Nothing due (Blue): No installments were scheduled for today.

Quick Action Buttons

  1. Pay (/payments/new): Take a payment across the counter (Cash, Bank Slip, or M-Pesa).
  2. Sheets (/sheets): Open the collection sheet ledger to review and post field sheets.
  3. M-Pesa (/mpesa): View the live log of all incoming digital transactions and phone prompts.

Desk Metrics Bar

  • Received today: Total cash and digital receipts collected across your desk.
  • Due today: The branch installment target for today.
  • Sheets to post: Count of loan officer field sheets awaiting your verification. A badge warns you when unposted cash sheets remain open.
  • Unallocated: Payments received but not yet matched to an installment schedule. This number must be zero at end-of-day.

Information Panels

  • By Channel Today: A clean donut chart breaking down collections across Cash, M-Pesa, and Bank Transfer.
  • Phone Prompts Today: Live counts of M-Pesa STK prompts:
    • Hanging: Prompt sent to client phone; waiting for customer PIN.
    • Completed: PIN entered, Safaricom confirmed, and payment automatically posted.
    • Failed: Borrower cancelled prompt or lacked sufficient funds.
  • Sheets Waiting: Count and value of field collections waiting to be committed.
  • Behind at the Counter: An alert listing clients currently in arrears. When an overdue borrower walks up to your counter, you are prompted to collect their arrears alongside today’s installment.
  • Morning Position Print: Download Morning_Position_Teller.pdf to support your daily cash drawer log.

Bottom Work Feeds

  • Receipts: Chronological log of every receipt issued today.
  • Due today: Complete roster of borrowers expected to pay today.
  • Sheets: Status of all draft, posted, and archived collection sheets.
  • M-Pesa: Real-time Safaricom callback monitor.

2. Core Counter Workflows

Taking an Over-the-Counter Payment

  1. Click Pay (/payments/new).
  2. Search for the borrower by name, loan number (LOX...), or client number (CLX...).
  3. Select the loan. The screen loads the loan’s repayment waterfall:
    • Shows existing balance, days past due, and upcoming installments.
  4. Enter the Amount received.
  5. Select the Channel:
    • Cash: Customer pays physical currency.
    • Bank: Customer brings a stamped bank deposit slip or wire transfer reference.
    • M-Pesa Reference: Customer already paid via Paybill; enter their 10-character M-Pesa receipt code (e.g., SJL89X2KLM).
    • M-Pesa Prompt (STK): Enter the customer’s phone number and click send. Their handset will instantly vibrate asking for their M-Pesa PIN. Once entered, the receipt automatically marks as paid.
  6. Check the Allocation Breakdown:
    • The system automatically distributes funds according to institution policy: Late Penalties → Outstanding Fees → Accrued Interest → Principal.
  7. Click Confirm Payment.
  8. Print the official customer receipt and hand it to the borrower.

Posting a Field Collection Sheet

When a Loan Officer returns from group center meetings:

  1. Receive the physical cash envelope and the officer’s collection sheet.
  2. Open Sheets (/sheets) and locate the officer’s draft sheet for today.
  3. Verify that the cash counted matches the Total Collected figure on the sheet.
  4. If a borrower did not pay, adjust their line amount on screen.
  5. Click Post Sheet (/sheet/:hex/post).
  6. Confirm the post. In a single atomic step, the system:
    • Creates individual payment receipts for each borrower.
    • Advances each borrower’s loan installment schedule.
    • Posts balanced debit and credit entries to the branch cash ledger.
  7. Hand the verified receipt voucher to the loan officer.

End of Day Balancing

  1. Check that Sheets to post is 0.
  2. Check that Unallocated receipts is 0.
  3. Reconcile your physical cash drawer against the Cash total on your dashboard.
  4. Transfer cash to the branch strongroom or prepare bank deposit slips.

3. Physical Currency Count & Counter Integrity

During the collection sheet posting flow (/sheet/:hex/post):

  1. Tellers input exact physical note counts into the denomination breakdown tool (1,000, 500, 200, 100, 50, and coins).
  2. The platform dynamically checks physical currency against staged collections.
  3. If an overage or shortage exists, an explanatory note is strictly required before the system permits posting.
  4. Tellers are scoped to their physical branch and cannot process cash from other branches.