Payment-document guides

Choose a document problem

1. 01

   Deduction evidence checklist: records to review

   Match the deduction reason to invoices, terms and delivery records. Use a fictional example and downloadable register to identify missing evidence.

   Template included: Deduction evidence register

2. 02

   Short-pay reconciliation: cash, credits and gaps

   Match payments to invoices, apply credits once and separate settlement differences. Use worked examples to keep unexplained balances visible.

   Template included: Deduction evidence register

3. 03

   Rejected invoice repair: checklist and change log

   Preserve the rejection, verify buyer rules and document each supported correction. Download a repair checklist with a fictional reference-change example.

   Template included: Invoice repair checklist and change log

4. 04

   Missing proof of delivery: records and limits

   Locate delivery evidence by shipment reference. Distinguish tracking, photos and signatures, and record what is still missing before an assessment.

5. 05

   UNFI deductions: documents and applicable terms

   Check the applicable UNFI agreement and policy, match deduction records and separate invoice gaps from bank settlement differences.

   Template included: Deduction evidence register

6. 06

   Kroger supplier onboarding: document checklist

   Check Kroger Supplier Hub documents for your category. Keep profile approval, payment setup and invoice payment separate in a readiness register.

7. 07

   Freight invoice higher than the quote: what to check

   Match a freight invoice to the applicable quote, rate terms and service evidence. Support each charge you billed, or check one you received, before requesting review.

8. 08

   Warehouse storage invoice: check the billing basis

   Check a warehouse or 3PL storage line against its agreement, unit basis, count dates and activity records. Support a storage charge you billed, or check one you received, without mixing the two.