Cash on Delivery (COD) was initially limited to mail-order transactions that required the buyer to hand over physical cash upon receiving the goods from the courier or postal service. However, with time, its scope has broadened to include the exchange of goods and payment at the same point in time, both for delivered orders and face-to-face purchases.
COD transactions occur frequently in our daily lives, be it buying groceries, collecting dry cleaning, or ordering food from the corner taco truck. Essentially, any situation where payment is made at the moment goods or services are received constitutes a COD transaction. When it comes to the Business-to-Business (B2B) scenario, COD has certain additional aspects to consider. Here’s what you should understand about it.
Understanding the Functioning of Cash on Delivery
In a Cash on Delivery (COD) transaction, the payment process greatly differs from acquisitions, where the seller provides credit terms to the buyer. Rather than allowing the buyer a grace period — typically 30 days — to fulfill the payment obligation, COD mandates immediate payment from the buyer. In other words, as soon as the goods are delivered, the buyer is expected to compensate the seller, barring a few seconds of exchange time.
Broadening the Scope of Cash on Delivery
Contrary to what the term implies, Cash on Delivery (COD) does not necessarily require the use of physical cash. In other words, the crux of the process lies in the ‘on delivery’ element rather than the ‘cash’ aspect. This refers to the immediate exchange of value at the point of delivery, regardless of the forms it may take.
Consider a scenario where you pay for a restaurant meal with a credit card. The restaurant processes your card, and within seconds, a credit from the card provider is confirmed. Although the final approval might take up to a day, for the restaurant, the transaction is complete, and the funds are recorded in its revenue.
The distinguishing feature of a COD transaction is this element of immediacy. A variety of payment methods can be used for such transactions, including:
- Cash
- Checks
- Credit/Debit cards
- Cryptocurrencies
- Mobile payment platforms (for instance, SMS-based transactions)
- Digital transaction methods (such as Square and Venmo)
Cash on Delivery versus Cash in Advance
While they might seem quite alike, there’s a distinct difference between Cash on Delivery (COD) and Cash in Advance (CIA). The key difference lies in the timing of the payment. In the case of CIA, the payment is made at the time of order placement. This payment model is prevalent amongst online retailers and marketplaces, where buyers provide their credit card or banking information at checkout. The payment is processed even before the order is picked up and shipped from the warehouse.
This approach principally shifts the transactional risk towards the buyer. Here’s why – the seller receives the payment upfront, while the buyer bears the potential risk of receiving damaged items, non-delivery, or incorrect orders. On the other hand, under the COD model, the seller carries a greater amount of risk. This is particularly relevant if the buyer decides to change their mind, cancel the order, or return it without making the payment.
The Persistence of Cash on Delivery
The practice of Cash on Delivery (COD) continues to exist, retaining its relevance in today’s economy, albeit in a modified form. Cash on delivery, as initially defined, is still valid but operates on a limited scale. Most notably, this method of payment encompasses a majority of face-to-face retail and business-to-consumer transactions.
When it comes to business-to-business (B2B) operations, COD may not be as prevalent as other credit-based payment methods. Nevertheless, it maintains a certain degree of ubiquity in specific scenarios. Whether it’s an invoice format download or an online order, COD still holds a place in our modern transactional framework.
B2B Cash on Delivery Examples
Example #1: It’s Gamble, Inc.: This company, a leading manufacturer of slot machines, utilizes cash on delivery as a part of its payment strategy. It serves a wide range of clients, from renowned casinos in Monte Carlo to local gas stations in Las Vegas. For trustworthy, large-scale customers, they offer relaxed credit terms with invoicing set at 45 days. However, for smaller or less financially stable clients, It’s a Gamble, Inc. requires immediate payment upon delivery via credit card.
Example #2: Voulez-vous du Beurre?: This online company deals in custom butter sculptures, a unique and delicate product. Initially employing a cash-in-advance model, the company faced frequent problems with product damage and melting during delivery. To ensure customer satisfaction, Voulez-vous shifted to a COD model. Now, payment is collected only after the customer has received and inspected the sculpture, ensuring optimum condition upon delivery.
Advantages of Cash on Delivery (COD)
Depending on the specifics of your business and industry, Cash on Delivery (COD) might be the optimal choice for your transactions. From an accounts receivable (A/R) perspective, COD facilitates a more rapid payment cycle in comparison to credit-based methods, leading to an instantaneous enhancement in your cash position. This immediate influx of cash can notably assist in regulating your cash flow and A/R, particularly during times of economic instability. Moreover, this method helps prevent the accumulation of bad debts stemming from delayed or absent payments on the revenue end of your balance sheet.
On the flip side, if your business is on the purchasing end, COD mitigates the non-delivery risk inherent in the Cash in Advance (CIA) model. In addition, it streamlines your accounts payable (A/P) processes by eliminating unnecessary steps, allowing for a stronger focus on order confirmation at the point of delivery. Since payment is not provided until the goods are physically received, it offers an added layer of protection from fraudulent activities.
Disadvantages and Limitations of Cash on Delivery (COD)
Regardless of your chosen payment strategy, automated accounting software can be a valuable tool. While a Cash on Delivery (COD) approach may streamline some aspects of your Accounts Receivable (A/R) and Accounts Payable (A/P) operations, some tasks will still require attention, often at a faster pace compared to other payment strategies. For example, in a COD purchase scenario, you’ll likely need to validate the shipment before providing payment. This could involve time-consuming steps, such as retrieving the original order and running necessary payment operations manually.
However, with B2B payment automation, you can swiftly conduct a 3-way matching check to ensure everything aligns without causing undue delay for the delivery personnel. Concurrently, if your business anticipates a COD payment, streamlining this process for your customers is key. One way is using an automation solution with e-invoicing capabilities, enabling you to communicate your payment expectations directly via your customers’ purchasing system. Naturally, a mix of strategies may be more effective rather than relying solely on COD.