Set up a prepaid service counter for a cooperative or buying group
Before the counter opens, decide which members can buy, what they can buy and where the float comes from. Name the people who can approve spending, serve members, hold vouchers and check the books. Write the steps so a volunteer can follow them and the finance committee can review what happened.
Work out who can use the supplier account, how the operator issues a receipt and who reviews the close. If a small group needs one person to do several jobs, get committee approval and give someone else the records to check.
Roles matrix
| Role | Responsibility | Backup or reviewer |
|---|---|---|
| Committee approver | Limits, policy and exceptions | Named committee delegate |
| Counter operator | Member request and receipt | Trained alternate |
| Treasurer | Funding and reconciliation | Committee reviewer |
| Support lead | Pending or disputed cases | Designated chair or officer |
By Freepaid · Published
Agree the operating rules
Write a short procedure describing which members are eligible, what products may be purchased, how the member requests a value, what payment method is accepted and how the counter records the transaction. Confirm products and commercial terms directly with the supplier. If the cooperative receives a restricted grant or donation, check the funder's conditions before allocating value.
Define how the operator handles missing information, disputed sales and an uncertain result. A counter worker should be able to pause and ask for help rather than guess. Use unique internal sale numbers and match supplier references where available. Keep PINs, passwords and unnecessary personal details out of records that all members can see.
Worked example: a limited member pilot
A cooperative budgeting for 60 member purchases at R20 each needs 60 × R20 = R1,200. Before collecting or allocating the money, have the committee approve the purpose, spending cap, members and operator. Give every sale a receipt number the treasurer can match to the supplier's record.
At close, the treasurer checks what was issued against the approved limit. Keep pending and unresolved orders separate from completed sales. The operator passes an unclear order to the support lead with its original reference, so the lead can check what happened before anyone submits it again.
Train volunteers and protect records
Prepare a short guide with the sales steps, receipt fields, support route and end-of-shift checklist. Train volunteers using synthetic examples, including a missing response and a wrong customer detail. Confirm they can identify the original reference and know which decisions require committee approval. Provide a named backup for absences so members are not dependent on one individual.
Store financial reports and member records in an approved location with limited access. Keep records only as required by the cooperative's policies and applicable obligations. If a voucher code is used, restrict custody and issue records because it may be redeemable value. If direct recharge is used, capture the reference and destination details needed for investigation, while avoiding unnecessary exposure.
Launch and review
- Approve purpose, member rules, products and spending cap.
- Confirm supplier setup, terms, funding and support route.
- Assign operator, approver, treasurer and backup roles.
- Train staff and test an approved workflow before launch.
- Reconcile the pilot against supplier evidence and receipts.
- Review demand, member feedback, exceptions and staff workload.
Agree when the committee will review the pilot. Show the value approved, the amount members received and any orders still open. Assign someone to follow up on each difference. See how to report prepaid value and float if the counter sells more than one type of product.