Processing a supplier credit note - full procurement resolution
9 steps. Full resolution. Complete audit trail.
Step by step
- Delivery InspectionDelivery Notes
Inspect goods against purchase order before signing delivery note, noting any discrepancies in writing
- Evidence CollectioneForms App
Photograph damaged or incorrect items immediately as evidence for supplier claims
- Supplier NotificationPurchase Orders
Contact supplier same day with written description including PO number, delivery note, and photographs
- Issue DocumentationeForms
Create formal record of discrepancy with all supporting documentation and evidence
- Resolution TrackingProject Tracking
Monitor supplier response and track progress toward resolution
- Credit RequestPurchase Orders
Process formal credit note request with supplier based on documented issues
- Credit Note ReceiptInvoices
Receive and validate supplier credit note against original claim
- Financial ProcessingXero
Process credit note through accounting system and reconcile against original purchase
- Case ClosureProject Tracking
Close case with complete audit trail and lessons learned documentation
What this workflow solves
- 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
Frequently asked questions
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