Purchases

Vendor Claim

The Vendor Claim screen creates debit memos and vendor returns for damaged, defective, or incorrect items. It reduces the vendor's accounts payable balance and can be allocated against outstanding vendor invoices. Supports serial number tracking, batch/expiry management, internal and external charges, and production batch lookups. Access from Purchases › Vendor Claims, or via the Make Claim button on the Vendor Invoice screen.

Header Fields

Claim No.

System-generated claim number. Uses the standard Gltx frame with Store, Date, Time, Station, and Employee fields. Sequence numbering is by store.

Vendor

The vendor being claimed against (lookup). Changing the vendor clears existing items (with confirmation) and recalculates costs for the new vendor's pricing.

Account Class

Optional account class for the whole claim. Used when the Account Classes feature is enabled and the claim is for purchase-only items that post to expense accounts. Only visible when the feature is enabled.

Number

Transaction number. Auto-generated by default; enter # for next sequence number.

Reference

Reference string for cross-referencing or notes (optional).

Status

Transaction status. Controls posting and visibility in lists.

Date

Posting date for the transaction. Defaults to today.

Time

Time of posting. Auto-filled from the system clock.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Store

Store where the transaction is posted. Defaults to current store.

Station

Workstation or terminal where the transaction was entered.

Employee

Employee who created or is responsible for the transaction.

Memo

Free-form memo or notes attached to the transaction.

Item Lines

Items being returned or claimed. Lookup is restricted to purchasable items. Items must be stocked in the selected store, not discontinued, and have a cost record for the vendor.

Column	Editable	Description
Item Number	Yes	Item lookup. Adding an item defaults quantity to 1 and auto-fills cost from the vendor's cost record. Serial number collection is triggered for serial-tracked items.
Description	Yes	Line description.
Size	Yes	Dropdown of all sizes defined for the item.
Qty	Yes	Quantity being claimed. Must be zero or positive (negative values are rejected). Changing quantity triggers serial collection and expiry date prompts for expiry-tracked items.
Cost	Yes	Unit cost. Auto-filled from the vendor cost record.
Ext Cost	Yes	Extended cost (Qty × Cost). Editable — editing this back-calculates the unit cost.
Tax	Yes	Tax code (lookup). Auto-filled from the item's cost record.
Account Class	Yes	Optional account class for this item line. Only available for purchase-only items (not sold, not inventoried) — these items are expensed directly and qualify for class tracking. Inventoried and sold items post to asset/liability accounts and cannot have a class assigned. Only visible when the Account Classes feature is enabled.

Totals Tab

Read-only summary of the claim value.

Item Total

Sum of all item extended costs.

Charge Total

Sum of internal and external charges.

Qty Total

Total quantity of all claimed items.

Tax Total

Total tax on exclusive items.

Deposit Total

Total container deposits.

Levy Total

Total environmental or other levies.

Total

Grand total of the claim (credit amount).

Allocated

Amount already allocated against vendor invoices.

Due

Unallocated balance (Total − Allocated). This is the credit still available to apply to invoices.

Comments Tab

Comment

Free-text comment field. Document the reason for the claim (e.g. "Damaged in shipping", "Wrong items received", "Short shipment on PO #1234").

Taxes Tab

Tax Breakdown

Read-only tax breakdown grouped by tax code. Columns: Tax, Name, Taxable, Tax Amt, Inc. Taxable, Inc. Tax Amt.

Charges Tab

Two side-by-side tables for charges associated with the claim:

Internal Charges (left)

Costs absorbed internally (e.g. restocking fees, return shipping). Each charge has a Charge lookup, Amount, and Tax code. These are allocated across item lines.

External Charges (right)

Charges passed to the vendor (e.g. vendor-credited shipping). Each charge has a Charge lookup and Amount.

Item Info Tab

Detail panel for the currently selected item line. Updates as you navigate between rows.

Include Tax?

When checked, the line cost is treated as tax-inclusive.

Include Deposit?

When checked, the line cost includes deposit amounts.

Deposit

Container deposit amount for this line.

Levy

Environmental or other levy amount.

Batch Number

Manufacturer's batch/lot number being returned.

Expiry Date

Expiration date of the items being returned.

Line Cost

Extended base cost (before deposits/levies/charges). Read-only.

Internal Charge

Allocated internal charge for this line. Read-only.

External Charge

Allocated external charge for this line. Read-only.

Edit Serials

Button. Opens the serial number assignment dialog for serial-tracked items being returned.

Action Buttons

Item Search

Opens a search dialog to find items within the claim by Item Number or Description. Navigates to the matching row.

Sales History

Opens the Sales History window pre-loaded with the currently selected item and store. Stays open and updates as you navigate between items. Useful for checking recent sales volumes when evaluating damaged stock claims.

View Allocations

Opens the Claim Allocation dialog showing how this claim has been applied against vendor invoices. Prompts to save first. After closing the dialog, the screen refreshes to reflect any allocation changes. The Allocated and Due amounts in the Totals tab update accordingly.

View Serials

Opens a dialog showing all serial numbers assigned across all claim lines. Serial assignments can be reviewed and modified. Items without serial tracking are excluded.

Production Batches

Opens the Production Batch window pre-loaded with the currently selected item and store. Useful for investigating production-related defect claims.

Standard Buttons

Save

Saves the claim, creating the AP credit entry. Optionally prompts to print.

Print

Prints the claim using the claim_print.xml report template.

Email

Emails the claim document to the vendor.

Copy

Duplicates the claim with a new number, today's date, and cleared serial numbers.

Cancel

Closes the screen.

Menu: Recurring

Available from the File menu. Opens the Recurring transaction dialog to set up this claim as a recurring entry.

Related Screens

Claim List

Vendor Invoice

Vendor Master