What is being tested
Was an approved supplier credit used or preserved before its expressly agreed expiry? The boundary for this investigation is supplier credit expiry communicated after approval. Begin with the disputed transaction or population, then identify which credit approval establishes the observed position and which expiry terms supports the comparison. A difference in totals should not replace this question.
Evidence: credit approval
For supplier credit expiry communicated after approval, credit approval must be linked to expiry terms. Preserve the authorized sender, accepted scope and event timestamp. Distinguish a request from its acceptance and check whether the approver had authority for this change. Later approval should remain visible as a separate event rather than rewrite the original sequence.
Evidence: expiry terms
For supplier credit expiry communicated after approval, expiry terms must be linked to application request. Retain the applicable wording, effective dates and scope of covered transactions. Identify the event or population that controls the calculation. Do not silently replace a contractual definition with a dashboard label, customary practice or the latest published rule.
Evidence: application request
For supplier credit expiry communicated after approval, application request must be linked to account statement. Preserve the authorized sender, accepted scope and event timestamp. Distinguish a request from its acceptance and check whether the approver had authority for this change. Later approval should remain visible as a separate event rather than rewrite the original sequence.
Evidence: account statement
For supplier credit expiry communicated after approval, account statement must be linked to credit approval. Use the opening position, dated movements and closing position together. Preserve the distinction between requested, authorized and posted changes. The reconciliation should explain how the source item moved through the account, not simply assert that the final total agrees.
Reconciliation logic
Compare application timing with the documented expiry and any accepted extension. Build the comparison at the level identified by credit approval and retain the governing version from expiry terms. Show intermediate classifications and excluded items separately; a net total can hide an unsupported component or a correctly offset correction.
Exception conditions
Some credits are noncash and may have valid expiration conditions. Treat the item as an unresolved exception only when the comparison described here cannot be supported by the linked credit approval, expiry terms, application request, account statement. Document the conflicting input or rule. A plausible operational explanation requires validation, but it should not be discarded to maximize an apparent financial difference.
Human review and outcome
Procurement validates expiry authority and AP validates application evidence. Record applied, extended or expired credit disposition. Keep the reviewer's reason and source references with that disposition. A supported correction should be followed to the revised record or settlement; an accepted explanation can close the question with no adjustment. Missing authority or evidence should remain an open task rather than a confirmed recovery.
Limitations and processing boundary
A PO, acceptance record or supplier credit request alone cannot prove a complete recovery. The authoritative supplier, contract, PO, invoice and receipt processor is not complete. Treat commercial interpretation, authorized acceptance and final credit application as separate validation steps. In this scenario, absence of credit approval or expiry terms limits whether the comparison can be completed. The review method describes what people should validate, not a promise that AuditRes automatically detects or executes this specific outcome.
AuditRes pathway
Discuss supplier credit expiry communicated after approval in the Procurement workspace. Review current plans, the shared platform and secure evidence requirements; use the existing contact path to confirm the sources and validation this scope requires.
AuditRes Procurement: Available for onboarding. Public previews use synthetic demonstration data; production processing remains gated until applicable customer sources and authoritative processors are connected and validated.
Neighboring financial questions
- Supplier credit applied to the wrong legal entity
- Supplier unapplied credit after account migration
- Return freight deduction from supplier credit
- Supplier credit memo wrong purchase order
Procurement resource hub · All guides in this evidence collection