VendorCredits compares approved expected credits, issued supplier credit notes and AP applications. The first conversation and public demo need no financial attachments.
The current template uses row type, row ID, supplier code, document reference, expected reference, currency, amount in whole minor units and date. No personal contacts, bank details, product descriptions or full-ledger export is needed.
The local preparation tool replaces supplier names and document references with codes. A standalone version works without a network connection and blocks network requests. Keep its private lookup file separate and do not provide it to VendorCredits. Amounts, dates and patterns remain sensitive: this is pseudonymisation, not anonymity or encryption.
| Question | Required evidence before transfer |
|---|---|
| Who is responsible? | Verified legal operator, client finance owner, documented purpose and authority. |
| Where is data processed? | Actual hosts, processors, regions, transfer arrangements and encryption configuration. |
| Who can see it? | Named operational and administrative access, approved support process and tested client separation. |
| How long is it kept? | Agreed live-data retention, deletion owner, backup expiry and a tested restoration procedure. |
| What happens in an incident? | Named contacts and an agreed escalation and notification process. |
| What documents apply? | Confidentiality terms and applicable data-processing terms, reviewed for the actual engagement. |
Review a fictional example with your finance or IT colleague. Agree a small historical scope, map the required exports, then decide whether the handling arrangements meet your requirements. Financial files should not be emailed with an initial enquiry.
Security and data handling · Data checklist · office@vendorcredits.com