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The distributor expiry claim register: what you credit downstream vs what you actually recover upstream

You credit your retailer this month and claim from your principal months later — if the credit note ever arrives in full. This register puts both halves on one page, computes the claim-by date per batch before the window shuts, and ages every filed claim against the credit actually received.

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What's inside

Principal claim terms

  • One row per principal: claim window, claim frequency, process
  • The documents each one demands before they will accept a claim
  • The settlement lag you actually see, not the one you were promised
  • Get every term in writing once, from your own signed trade terms

The two-way claim register

  • Outbound: per-batch claim-by date — expiry minus the principal's window
  • CLAIM NOW / PREPARE / WINDOW CLOSED, computed per row
  • Inbound: what retailers returned and what you credited them
  • The tile that matters — value you absorb because the window shut

Recovery reconciliation

  • Claims filed against credit notes actually received
  • Shortfall column: the credit that came back light and got banked anyway
  • Ageing buckets — awaiting credit, ageing, overdue past 90 days
  • The total nobody holds: filed, acknowledged, and never settled

The claim letter

  • Fill-in breakage & expiry claim letter for your letterhead
  • Itemised table: item, batch, expiry, quantity, landed cost, GRN reference
  • Auto-totalled claim value
  • Credit-note acknowledgement request built in

Commercial templates — currency-neutral, and deliberately free of any claim about a named principal's terms. Claim windows, frequencies and settlement timelines vary by principal and are yours to fill in from your own signed terms; the worked examples are fictional and show the shape only.

The file solves the format. The discipline is the hard part.

ShelfLifePro tracks per-principal claim windows on every batch, raises claim-or-lose alerts before a window closes, and follows each claim through to the credit note.

See claim tracking in the product