Keep a record that can be reviewed
Record what arrived before the delivery paperwork is filed away. Separate received quantity from the damaged portion and retain an evidence reference. Keep the claim open until the agreed credit or replacement is documented.
Before your team uses it
- Do not subtract damaged items twice when checking a claim.
- State the currency whenever recording an amount.
- Reference photographs or a signed delivery note instead of placing them in the table.
- Record partial credits and the remaining amount separately.
Adapt it to your process
This log does not submit a supplier claim, establish liability or calculate the credit owed. Contract terms and the supplier response determine how a discrepancy is resolved. Keep quantities and money in separately labeled fields.
U.S. reference, not a universal requirement. SBA: manage your business
These links provide background. Local requirements and your approved procedures still apply; translating a template does not establish compliance in another country.