Distribution and payroll
What was allocated, what was handed over, what was actually deducted
Three fulfilment modes, each with its own definition of handover; a deduction schedule payroll can act on; and a reconciliation that reports the difference rather than assuming there is none.
Fulfilment
Three ways an item reaches an employee
A campaign records how its items reach staff, and the obligation only begins once somebody certifies that the item was handed over — never at approval, and never at allocation.
We receive the stock and hand it out
The supplier delivers everything to you in bulk. You check it in, allocate it and hand it to staff, recording who collected what.
Staff collect from the supplier
Each employee gets a one-time collection code and collects from an approved supplier location. The supplier records the handover.
The supplier delivers to staff
The supplier delivers to each employee directly. The employee confirms receipt, and anything that does not arrive is an exception you can see.
Collection
Handed over once, by somebody who did not allocate it
Collection is the moment the obligation becomes real, so it is the moment that has to be evidenced. It is recorded against the allocation, and it can only happen once.
Collected once, or not at all
A second attempt against the same allocation is refused, and an allocation that was released cannot be collected at all. Neither depends on anybody remembering to set a flag.
Proof of who received what
Who handed the item over, who collected it, where and when — held against the allocation, not in somebody’s notebook.
A dispute stays open
A disputed collection, a returned item or a price that changed after consent becomes a named exception on the repayments screen, and it stays there until somebody deals with it.
Payroll
Instruct, then reconcile
A deduction schedule leaves the platform as a file payroll can act on. What payroll did with it comes back, and the two are compared line by line.
A batch payroll can use
Scheduled deductions for a period, exported for the payroll system your organisation already runs. No integration is required to start.
Expected moves nothing
Instructing a deduction does not reduce what an employee owes. Only a confirmed deduction does — because payroll not taking it is the ordinary case, not the exception.
The difference is reported
Short collections, missed deductions and duplicates are surfaced against the obligation, with the shortfall stated in money rather than implied.
Exceptions with names
Salary below threshold, employee left, item returned, price changed after consent, refund smaller than the outstanding balance. Each one is a thing somebody can act on.
The platform records that money moved. It never moves it — no custody, no platform-held float, no payment authority. What an employee owes is derived from posted entries each time it is shown, so there is no stored balance for anybody to correct quietly.