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.