Manage supplier credit notes from receiving discrepancies
Create a credit-note request from missing quantities or higher prices, review its lines and track the outcome.
Klyra turns discrepancies already recorded at goods receiving into a reviewable supplier credit-note request. Lines are suggested and never sent automatically: a person chooses what to claim and updates the status after speaking with the supplier.
Where the lines come from
Choose a recent receipt. Klyra suggests lines where received quantity is below expected quantity, actual unit price is above the expected price, or both. The amount is calculated from the receiving record.
Confirm each line
Select only the discrepancies you want to claim. Exclude a corrected or already resolved line; a credit note can be created only when at least one line remains selected.
Claim statuses
A new credit note is Open. After contacting the supplier, mark it Sent; when they reply, update it to Accepted or Rejected. You can also cancel a claim that is no longer valid.
- Open: prepared but not sent
- Sent: communicated to the supplier
- Accepted, rejected or cancelled: claim closed
Accounting check
Klyra records the request and amount, but you must verify the supplier response and actual accounting document. Do not rewrite the receipt to force a match: preserve both what was received and the claim outcome.
What this guide covers
- supplier credit note
- missing goods
- price discrepancy
- receiving anomaly
- claim status
Steps
- Open Suppliers > Credit notes
- Choose Create and select the relevant receipt
- Review missing quantities, price differences and suggested amounts
- Deselect lines you do not want to claim
- Create the note, then send it through the agreed supplier channel
- Update its status when the supplier accepts, rejects or the claim is cancelled
Common issues
- No discrepancies appear → recorded quantities and prices create no positive claim → review the original receipt
- The total is unexpected → one or more lines are excluded → review every selection
- The note remains Open after emailing → status never changes automatically → mark it Sent
- A receipt is missing → the picker shows the 50 most recent for the active site → check site and date
Frequently asked questions
Is the request sent automatically?
No. Klyra prepares and records it, but sending and every status change require a person.
Can I claim only selected lines?
Yes. Include or exclude every proposed line before creation.
What creates a price discrepancy?
An actual unit price above the expected price stored on the receiving line.
Does an accepted credit note change stock automatically?
No. It documents the financial claim and never rewrites recorded quantities or batches.
Related guides
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