# Recover supplier credits

For receiving staff and the purchasing manager. **Console: Stock → Supplier
credits.** A credit tracks money owed for rejected or returned goods.

Reject affected goods while receiving a delivery, or use **Return to supplier**
for goods already taken in. Check the supplier, items, packs, quantities,
claimed value, and reason. Add appropriate delivery evidence; avoid capturing
people or unrelated paperwork in photos.

## Follow the claim

| Status    | Next action                                                                                  |
| --------- | -------------------------------------------------------------------------------------------- |
| Draft     | Review the claim, then **Send request**                                                      |
| Requested | Follow up using **Chase supplier** or **Re-send request** when necessary                     |
| Received  | The supplier has confirmed a credit; review its value and **Mark allocated** when dealt with |
| Allocated | The claim has been recorded as allocated                                                     |
| Cancelled | Chasing stopped; it no longer contributes to outstanding claims                              |

**Send request** contacts the supplier. Verify the intended recipient and
evidence before using it. Re-sending is another contact, so check the previous
request and supplier response first.

Use **Mark received** only after checking the supplier's credit confirmation.
The claimed amount and supplier-confirmed amount may differ. Keep the credit
reference with the delivery and invoice paperwork. Marking it allocated records
the claim's handling; it is not proof of a bank refund or a supplier payment.

## Stop chasing carefully

**Stop chasing** closes a draft or requested claim and removes it from the
outstanding total. It does not put returned goods back into stock. Do not use it
to undo a physical return or hide an unresolved balance.

## Common problems

- **Nothing to claim:** check that the credit has affected lines and quantities.
- **Supplier has not answered:** verify the request was sent, the recipient is
  correct, and the reference matches their paperwork before chasing.
- **Confirmed value differs:** reconcile the supplier's evidence with your
  purchasing manager; do not report the full claim as recovered.
- **Request timed out:** reopen the same credit and check its status before
  sending again.

Escalate with the location, supplier, delivery and credit references, affected
packs and quantities, claimed value, and confirmed value.