Damaged Cartons Came Back on the Next Lorry
A credit was promised on the phone, the stock was never touched, and by March his ledger and yours differ by a number neither of you can explain.
The credit that lives in a phone call
Returns are agreed between two people who trust each other. Nobody writes it down. Six months later the trust is the only record, and it is under strain. A claim raised against the invoice takes nothing away from the relationship, it just gives it a memory.
How a claim runs
Raised against the bill
Damage, shortage or a scheme claim is attached to the invoice it belongs to, not to a dealer in general. The line it disputes is visible.
Photographs on the claim
The dealer or your sales officer puts the pictures on the claim itself, where they stay. They are not lost in a WhatsApp thread from October.
Followed until settled
An open claim stays open and visible to both sides. Nobody has to remember to chase it, and nobody can say it was never raised.
A credit note closes it
The credit note moves his ledger and puts the goods back into stock by the same count, so the godown figure and the books agree.
What you can look at later
- Returns and credit notes against their invoices
- Claims open, by dealer and by age
- Damage by item, which sometimes points at the packing
- Scheme claims settled for the month
Frequently asked questions
Does it decide whether a claim is genuine?
No. Somebody who knows the dealer and the item looks at the photographs and decides. What the software does is make sure the claim, the decision and the credit note are one chain instead of three conversations.
What if goods come back without a claim being raised?
Then a return is entered when the lorry reaches you, against the original invoice. The stock moves and the credit note follows. The photographs are simply missing, which matters if you later argue about who damaged them.
Will our accountant see the credit notes?
Yes. Credit notes leave as a file he imports under his own ledger names, along with invoices and receipts. The claim history and the photographs stay here, where your sales team needs them.
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Send a short brief and one of our engineers will come back to you — usually the same day.
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