WORKED EXAMPLE · A DISTRIBUTOR’S RETURN
One return. Three stages. A clear next step.
A fictional distributor returns goods to a supplier. Follow what was approved, what was credited and what finance applied to invoices.
This is an educational example, not a customer story or a recovery promise. All amounts use PLN and the same agreed amount basis; the example does not calculate VAT or exchange rates.
What do the records show?
The warehouse has the return record, purchasing has the supplier-approved PLN 10,000, and finance has the credit notes and applications. A return shipment alone does not establish the supplier-approved amount.
What needs checking?
Approved amount minus total credits.
Purchasing / supplier ownerTotal credits minus their applications.
Your finance teamShow the records and calculation
| Event | Reference | Amount |
|---|---|---|
| Approved return | RMA-DEMO-01 | PLN 10,000.00 |
| Credit note | CN-DEMO-01 | PLN 8,000.00 |
| Application | CN-DEMO-01 | PLN 5,000.00 |
PLN 10,000.00 − PLN 8,000.00 = PLN 2,000.00 · credit value gap
PLN 8,000.00 − PLN 5,000.00 = PLN 3,000.00 · balance to review
As of 11 September 2026. This example uses the same reconciliation engine as the demo workspace. Closing a review item does not change accounting records.
Where should the review start?
First check export completeness and the approved return value. Another credit note or an agreed deduction may explain the gap. If it remains unclear, the supplier owner can ask about the specific document.
What does VendorCredits do?
Compares agreed datasets, flags discrepancies and shows the evidence. It helps the team identify which records to check and who should own the review.
What does the customer do?
Verifies data completeness, contacts its supplier and makes accounting decisions. A matching result is not automatic confirmation of money owed or a payment.
Does this happen in your team?
Tell us how you currently review returns and credits. Start with a conversation without financial files.
Discuss a free review