Follow up on supplier credits

Why follow up on supplier credits? 

It’s important to follow up on claims that have not been finalised with suppliers. These can include management of outstanding deliveries, canceled services and damaged goods. Establish a good practice so you can ensure that claims get processed appropriately and invoices are paid for the correct value.  

 How to follow up on supplier credits? 

Here are steps you can take to review supplier credit: 

1. Navigate to the relevant list views in Wiise. 
   1. You can review supplier credits from the Purchase Return Order list view and Purchase CR/Adj Notes list view in Wiise. 
2. Identify outstanding supplier credits. 
   1. Review the list of outstanding purchase credit notes or adjustments and the list of outstanding purchase return order claims to identify any overdue amounts or credits that require attention. 
      1. Check if there’s a claim waiting to be processed into a credit note. 
      2. Check if the supplier has already given your business the credit. 
3. Verify credit amounts with the purchasing staff. 
   1. Confirm the process with the purchasing staff, check the due dates, and verify the credit amounts to ensure accuracy.  
   2. You may need to cross-reference the information with the original supplier invoice, delivery manifest, or communications from the suppliers.  
   3. Obtain any supporting documents that may be missing for the claims so you can provide these to the supplier if necessary. These may include invoices, purchase orders, or any other support documents. 
4. Contact suppliers. 
   1. Initiate contact with the suppliers whose credits you’re following up on. Use email, phone calls, or the preferred communication method specified by each supplier.
   2. Inquire about the status of the outstanding supplier credits. 
   3. Clarify any discrepancies or issues by working with the supplier and internal team to resolve them.  
      Note: If there are any discrepancies or issues with the supplier credits, work with the supplier to resolve them. This may involve coordinating with internal departments, such as your purchasing team, to address any outstanding matters. 
5. Confirm action plan with the suppliers. 
   1. Obtain a clear understanding of the action plan from the supplier’s perspective. 
   2. If the supplier requests additional time, set a follow-up schedule to check on the progress. This helps ensure that the issue is actively being addressed.  
6. Document communications.  
   1. Record details of your communications with each supplier. Document the date, time and content of your conversations and email exchanges.  
      Note: Add comments to your documentation in Wiise so you can record details of your communications with your internal team and details with your suppliers. You can record every interaction (phone calls, emails, meetings, etc.) made to a Vendor contact within the Contact card. 
      
      Note: If there is a lack of responsiveness or if the issue persists, consider escalating the matter within your business or to a higher level within the supplier’s business and confirm resolution. Follow your internal escalation procedures to deal with supplier disputes. 
7. Finalise credit notes and return order. 
   1. Post the pending return orders and credit adjustment notes so this is recorded in the supplier account.   
   2. Periodically evaluate your processes for managing supplier credits.  
8. You’ve completed the follow-up of supplier credits.  

What’s next? 

If you require more information on supplier credit help, please refer to the Australian Government Business website or you can visit your relevant state’s business website. Next you can find out how to review credit limits for customers.  

Need more help?  

No problem, that's what we're here for. Reach out to support@wiise.com anytime you can't find what you're looking for.