How Do I Claim A Price Difference?

Claiming a price difference for invoiced items is basically a combination of two tasks, returning the items at the old price and repurchasing the items at the new price. The system allows you to combine these two tasks into one simple task.

Claiming a price difference is basically the reverse of the ordering process. When you order goods, you raised a purchase order that was sent to the supplier. The supplier either accepted the purchase order and shipped the goods, or the order was rejected. If the goods were shipped, a goods receipt is usually performed to accept the goods and then the invoice details are entered. If the order was rejected the purchase order is cancelled.

Claiming a price difference follows the same process. You raise a purchase order with the items you are claiming. The items are on the order twice. Once as a negative quantity indicating you are returning the items and again as a positive quantity indicating you are repurchasing the items. All you need to do is change the price of the items you are repurchasing. This is sent to the supplier as a request for claim. If the supplier rejects it you simply cancel the purchase order. If the supplier accepts it you can raise an invoice and match this to the purchase order.

To make a claim you must have entered the invoice for the original goods.


Locations, Items, Suppliers.


Start the Purchase Orders task from the Backoffice Menu.


Click the New button. The system adds a new purchase order and automatically assigns a purchase order number.


Click the Return button at the top of the screen.
Button_New.gif (1518 bytes)


Search and find the original invoice for the items. Select the required invoice.


Select the Raise A Credit Claim option.


Against each item that needs to be returned ensure the Return check box is selected.


Press the Return/Claim button. The window is closed and the selected items are placed in the purchase order.


Each item to be claimed is added twice. The first instance is for a negative quantity at the old cost (doing the return). The second instance is the item at the original quantity (buying it back in). Move through the first instance of each item and change the quantity to the quantity being returned. Now move through the second instance of each item and change the quantity to the quantity being accepted and change the cost to the cost you are now paying.


Save  the purchase order.


Print the Claim document and send to the supplier for authorisation.

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