Keep the documents connected
Bring together the original invoice, return or adjustment reference, supplier credit document, relevant statement and the shop's available posting record. Keep document dates and amounts attached to their sources.
Review the difference
Check partial credits, duplicates, timing differences and documented fees. A mismatch is a question for an authorized person, not proof of supplier error or recoverable profit. Preserve the reason for an expectation separately from evidence that a credit actually posted.
Make the status useful
Use clear states such as awaiting evidence, awaiting supplier confirmation and ready for authorized review. Keep the reason and next action visible so an item does not become resolved simply because someone followed up.
Keep approval with the right person
Assign supplier follow-up and financial posting review separately, even when one person holds both roles. Staff approve communications and adjustments. FaultZero structures the review; this is not debt collection, an accounting audit or automatic financial posting.