Processing a Supplier Credit Note - Full Procurement Resolution

Inspect goods against purchase order before signing delivery note, noting any discrepancies in writing

Photograph damaged or incorrect items immediately as evidence for supplier claims

Contact supplier same day with written description including PO number, delivery note, and photographs

Create formal record of discrepancy with all supporting documentation and evidence

Monitor supplier response and track progress toward resolution

Process formal credit note request with supplier based on documented issues

Receive and validate supplier credit note against original claim

Process credit note through accounting system and reconcile against original purchase

Close case with complete audit trail and lessons learned documentation

Suppliers dispute claims due to lack of proper documentation at delivery point

Credit note processing gets delayed without clear audit trail of communications

Financial reconciliation becomes complex when purchase and credit records are disconnected

What evidence do I need to support a credit note claim?

You need signed delivery notes with noted discrepancies, photographs of damaged or incorrect items, and written communication with the supplier including purchase order and delivery note numbers for a complete evidence trail.

How long should I wait for supplier response before escalating?

Contact suppliers the same day as delivery, allow 2-3 business days for initial response, then escalate through their accounts or customer service teams if no acknowledgment is received within this timeframe.