[Finance & business intelligence]() / [Use cases]() / [Retailer deductions]() [How it works]() [What you get]() [Scope]() [Start a review]() [Finance & business intelligence]()[Payables & receivables]() # Recover retailer deductions that shouldn’t have been taken. Every short payment tied to its invoice, valid promotions accepted, and the rest disputed with proof of delivery attached, before the claim window closes. [Start with a finance review]() [How it works]() Invoice 20418 · $50,000 Ridgeline Outfitters · paid $47,000 - Cash receivedApplied to the invoice **$47,000**Applied - Promotion allowanceMatches the signed promotion **$1,800**Accepted - Shortage claimProof of delivery attached **$1,200**Disputed A dispute isn’t recovered until the cash arrives One short payment, sorted: what was authorized, what is disputed, and what was paid. ## Sound familiar? - A retailer pays $47,000 on a $50,000 invoice, and the reason sits in three emails. - Valid promotions and invalid shortages get written off together. - By the time anyone finds the proof of delivery, the dispute window has closed. Every unread remittance ages, and a dispute that misses its window can’t be recovered. ## What changes. ShowTodayWith the engine Remittance Read from emails and portals by hand References and reason codes extracted and linked to invoices Valid or not Written off together Authorized promotions accepted, the rest disputed Evidence Hunted down claim by claim Proof of delivery and terms attached to each dispute Root cause The same deduction every month Recurring reasons traced to sales or logistics ## How it works. 5 steps, 4 stages. - AI**2** - Rules and automation**2** - Your team**1** - Approval 1. 1 Read 1. AI ### Read the remittance Extracts invoice references and reason codes from retailer emails and portals. - Outlook - NetSuite 2. 2 Classify 1. Rules and automation ### Apply the cash and match invoices Code matches amounts and invoice identities, and flags duplicate claims. 2. AI ### Compare with terms and delivery Checks each deduction against the promotion agreement and the proof of delivery. 3. 3 Dispute 1. Your team Approval ### Accept, dispute or write off Sales owns the terms, AR owns the balance and logistics supplies the proof. Write-offs stay with an authorized person. 4. 4 Collect 1. Rules and automation ### Track each claim to cash A dispute isn’t recovered until cash arrives. Deadlines and status are tracked until then. Recurring reasons go back to sales and logistics ## What you get. Real work, every week. Dispute pack · invoice 20418 Claim window open Short-paid $3,000: $1,800 is authorized, $1,200 is disputed. Authorized $1,800 promotion, matched to the signed agreement Disputed $1,200 Merino crew shortage, with signed proof of delivery attached Owner AR lead · logistics supplied the proof Deadline Retailer claim window closes Dec 18 The evidence pack that goes with the dispute, so nobody hunts for documents in the claim window. ## How you’ll know it’s working. 1. Open deductions, by dollars and age The baseline by reason and retailer, so recovery is measured against what you’d have collected anyway. 2. Cash recovered, net of fees and effort Counted when the cash arrives. An accepted claim isn’t cash yet. 3. Recurring deductions removed at the source A deduction that stops coming is worth more than one that’s recovered. Baselines agreed before we build. ## Works with what you have. Commerce - NetSuite Payables & receivables - Confido ERP, CRM & inbox - Outlook Accounting - QuickBooks We configure first Specialist tools such as Confido handle cash application and deduction claims. Retailer coverage varies by account, so we test one on a real backlog before building anything. We build when Your retailers, documents or ERP aren’t covered, or recurring causes need work with sales and logistics. ## What a first build includes. Built in your accounts, around your team. Scope, fee and baseline agreed before we start. 1. 1 Design 2. 2 Build 3. 3 Run it, or hand it over [Start with a review]() [Scope this build]() ### We build - Remittance reading and invoice matching - A disposition for every deduction - Dispute packs with proof of delivery and terms - A recurring-reasons report for sales and logistics ### We start from - Remittance emails and retailer portal access - Invoices, promotion agreements and proof of delivery - Your open deductions backlog ### From your team Owner AR lead, with the head of wholesale Involves - Finance - Sales - Logistics ## Questions teams ask. How much will we recover? We don’t promise a recovery rate. Many deductions are valid, and what’s recoverable depends on your retailers, terms and evidence. We start by sorting a real backlog into valid, disputable and unknown, and we measure the cash that actually arrives. Does it work with our retailers’ portals? Access varies by retailer, and so does what’s possible. We map which portals and documents you can reach before we promise coverage. Who owns it once it’s running? You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your AR lead, with the head of wholesale. We can keep running it with you, or step back. How do we start? Usually with a finance review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly. ## Part of your finance engine. One of 11 use cases, in 5 parts. [See the whole finance engine]() 1. [Trusted records **2**]() 2. [Margin **2**]() 3. [Cash & commitments **2**]() 4. [Payables & receivables **2**]() 5. [Reporting & decisions **3**]() In payables & receivables - [**Invoice matching**Match supplier invoices to what actually arrived]() - **Retailer deductions**You’re here Works with - [**Month-end close**Close the month with every balance supported]() - [**Payout reconciliation**Reconcile every payout to the books, in the right month]() See it at work - [**Also in**B2B sales & account operations]() ## Recover what shouldn’t have been taken. Start with a finance review. [Start with a finance review]() [**Talk it through first**15 minutes]() We reply within one business day. --- Source: [https://www.thekeating.co/use-cases/retailer-deductions/]() [Contact Keating & Co](mailto:nelson@thekeating.co) · [Agent guidance](https://www.thekeating.co/llms.txt)