Supplier claims followed until the credit note
Every amount a supplier owes you back is a claim with the date you expect it. That covers scheme free goods, turnover discounts, rate differences, expiry and breakage returns. It stays open until you pick the supplier's credit note or write it off with a reason.
PLANSFrom Growth
Built; not yet tried end to end at a customer.
The problem it solves
- The brand promised a turnover discount, and nobody remembers to ask for it at year end.
- Expired stock is sent back, and the credit note never comes.
- A price drop was promised on stock already bought, and it is lost in a phone call.
- Claims are kept in a notebook, so the owner cannot see how much suppliers owe back.
How it works
- Under Trade > Purchase > Receiving and Paying > Supplier Claims > New, pick the supplier and the kind of claim, and enter the amount.
- Add the supplier's reference, the date you expect it by, and the details. For an expiry or breakage return, link the goods sent back.
- The claim stays Open in the list, which shows open claims to start with, with the amount and the date expected.
- When the supplier's credit note comes, book it as a supplier credit note, pick it on the claim and press Settled.
- If the supplier will not pay, write why in Details and press Write Off.
Everything it does
Kinds of claim
- Scheme / Free Goods (the starting kind)
- Turnover / Target Discount
- Rate Difference
- Expiry / Breakage Return
- Other
The claim
- Numbered SCL/year/number, with the supplier, amount, Supplier Reference and Expected By
- Goods Returned: the delivery that took the goods back to that supplier (expiry and breakage claims)
- Supplier's Credit Note: one of that supplier's credit notes
- States: Open, Settled, Written Off
- Settled needs the credit note picked; Write Off needs the reason written
- Notes, files and messages on the claim's history
Lists
- Open claims to start with, with a total of the amounts
- Group by supplier or by kind
Payments due
- Trade > Purchase > Receiving and Paying > Payments Due lists supplier bills not fully paid, for Accounts
- Set a credit note against the supplier's bills when you pay, so the claim reduces what you pay
Who uses it
Purchase OfficerRaises claims when the scheme, return or rate difference happens, and follows the supplier.
AccountsBooks the supplier's credit note, settles the claim, and writes off what will not come.
Trade ManagerReads open claims by supplier before the next order.
Where you use it
- Web: Trade > Purchase > Receiving and Paying > Supplier Claims and Payments Due
- Not in the SmartMy Trade app
- Not built: a reminder when the Expected By date passes; filter the open list by date
- Not built: claims worked out from scheme lines or sales; you enter the amount
What you control
Settings
- Kind: Scheme / Free Goods to start with
- No settings of its own
Questions
When is a claim closed?
When you pick the supplier's credit note on it and press Settled, or write it off with the reason in Details.Can we see how much each supplier owes us back?
Yes. The open list totals the amounts; group it by supplier.Does the claim work out the amount from our sales of the scheme?
No. You enter the amount the supplier owes. Scheme lines on your bills are marked with their scheme, which helps you work it out.Are we reminded when a claim is late?
Not yet. Use Expected By and sort the open list by it.Related features
ORDERS, PURCHASE AND CREDITPurchase orders, goods receipts and supplier billsOrder from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.ORDERS, PURCHASE AND CREDITSchemes: free goods and slab discountsRun free goods (buy 10, get 1) and quantity slab discounts by item, category, brand and party group, between two dates. They are put on the bill or sales order by themselves, marked with the scheme.BILLING AND STOCKBatches and expiry with batch MRPTrack items by batch or serial number, with the expiry date and the MRP printed on each batch. See what expires in the next 30 days and what has expired, and pick the earliest expiry first when goods go out.BILLING AND STOCKStock write-offs with a reason and a photoDamaged, expired, lost or sample stock is written off on a slip with the item, place, batch, quantity, the reason and a photo. Every write-off waits for a manager's approval, and only then does the stock leave the books at its cost.ORDERS, PURCHASE AND CREDITPayment reminders and payments dueParties are reminded a few days before a bill falls due, and every week once it is overdue, with a link to the bill. On the other side, Payments Due lists the supplier bills you have to pay.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.