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A customer can pay an invoice short and attach one or several deduction codes. The remittance may balance mathematically while the reason, amount or evidence does not support the charge. Retail Deductions & Short-Pay Audit connects the invoice, order, shipment, receipt, agreement, promotion, remittance and recovery in one case record.
Reconcile first. Expected invoice value must equal cash, deductions and any unresolved difference. Then test each deduction against the customer-specific rule that was active on the event date. A shortage calculation uses the entered accepted quantity; a promotion uses eligible units and the entered allowance. Missing evidence remains missing instead of being interpreted as proof for either side.
The result separates supported, partially supported, unsupported and unresolved amounts. A disputed candidate is not guaranteed recovery. Deadlines, required documents and correspondence stay visible. Credits and cash are different recovery events; using a credit against another invoice does not create a second recovery.
Worked example from the fictional grocery demo: an invoice expects 1,000.00; the remittance shows 900.00 cash and a 100.00 quantity-shortage deduction, so the payment reconciles — and the 100.00 still needs review. The invoice line is 100 units at 10.00; the receiving record you entered shows 94 units accepted. The shortage rule calculates 6 × 10.00 = 60.00, so 60.00 is supported and 40.00 is a dispute candidate. The customer later confirms a 40.00 credit memo; when that credit is applied to the next invoice it is recorded as credit used, and the recovered total stays 40.00, not 80.00. Another deduction whose receiving record has only been requested is shown as missing evidence, with no conclusion either way, and a second deduction with the same customer, invoice, reason, shipment and amount is flagged as a possible duplicate instead of being added twice.
Use it when retailer portals, emails and spreadsheets leave the financial story fragmented. It does not submit a dispute, connect to EDI or make a legal finding. It creates the reconciliation, evidence matrix, case packet index and recovery ledger that the business can use in its own process.
What you get
- Reconcile every invoice: expected value from invoice lines, allowances, entered tax, charges and credit notes, against cash applied, listed deductions and the unresolved difference — a difference outside your tolerance is never turned into a deduction.
- Link remittance rows safely: only exact, unique invoice references link automatically; near matches and unknown references stay unapplied until you confirm the link.
- Customer-specific deduction rules with effective dates, calculation method (quantity shortage, percentage allowance, fixed fee per event, promotion per unit or manual review), tolerance, required evidence, time limit and contract or promotion reference.
- Each deduction classified as supported, partially supported, unsupported, missing evidence, rule not found, outside time limit, possible duplicate or manual review — with a step-by-step “How calculated”.
- An evidence matrix of purchase orders, ship notices, proof of delivery, receiving records, agreements, promotions and correspondence: received, only requested, or missing.
- Dispute deadlines from the notice date and the entered window, in calendar days or business days with your own holidays, in a queue sorted by deadline, amount and number.
- Cases with your own submission record and a closing snapshot, so a later rule change does not rewrite a closed case.
- A recovery ledger that keeps credit memos, cash, write-offs, offers and credit use apart, refuses over-recovery and reverses with a reason.
- Printable deduction audit, evidence checklist and case packet index; XLSX workbook, CSV files, deadlines and recovery reports, and a JSON result with the input hash.
How it works
- Set customers and rules. Customers & rules: each reason code with its dated rule, calculation method, tolerance, required evidence, time limit and dispute window.
- Import invoices and remittances. Invoices and Remittances: import CSV or XLSX invoice lines and remittance rows, check them before saving and confirm any reference that is only a near match.
- Review each deduction. Deductions and Evidence: enter the accepted quantity, eligible units, base or events the documents show, record the evidence and read claimed, rule amount, supported and dispute candidate side by side.
- Track cases and recoveries. Cases, Recoveries and Reports: work the deadline queue, record your submissions and confirmed credits or cash, and print the audit, checklist and case packet index.
What it does not do
It works only with the rules, facts and evidence you enter. It does not connect to EDI, retailer portals or banks, read scanned remittances, submit disputes, predict the customer's decision or convert currencies. A supported amount is a calculation from your inputs, not proof that a deduction is valid; a dispute candidate is not proof that it is invalid and is not a guaranteed recovery. You remain responsible for submissions, deadlines and any legal position. Not legal, tax or accounting advice.
Questions
Does it submit disputes to the retailer?
No. It records the submission you make in the customer's own process — date, amount and reference — and prepares the case packet index and calculation. Nothing is sent from the tool.
Does it prove that a deduction is invalid?
No. It compares the deduction with the rule and evidence you entered. The difference is a dispute candidate under those inputs, not a legal finding and not a guaranteed recovery.
Can it tell credit memos apart from cash?
Yes. Credit memos, cash, write-offs and offers are separate entries. Applying a credit to a later invoice is recorded as credit used, so the same credit is never counted as a second recovery.
Can each customer have its own rules?
Yes. Every rule belongs to one customer and reason code, with effective dates, a calculation method, tolerance, required evidence, time limit and dispute window.
What happens when evidence or a rule is missing?
The deduction is shown as missing evidence or rule not found, with no supported amount and no dispute amount. The tool never assumes an expected amount or reads missing evidence as proof for either side.
Does this use AI?
No. Calculations follow the rules and assumptions shown in the tool. The help panel explains the inputs, formulas and limitations.
What is included in a one-time purchase?
The full online tool, the self-contained offline package, a guide, templates and your own reports and backups, under the licence shown at checkout.
Is it included in PRO?
Active PRO Week, Month and Year subscribers can use the full online tool. The offline program for this new tool is included only with a one-time purchase. Your own reports and data backups are not offline-program downloads.
What happens if PRO ends?
You can still view and back up your existing local records. Creating or editing calculations requires renewed PRO or a one-time purchase. A separate one-time purchase remains valid independently of PRO.
Where are my records stored?
The calculation workspace stores records in your browser on this device. Save regular backups. Clearing browser storage can remove local records. Account and purchase records are handled separately by the website.
Can I use another language or currency?
The interface supports English, Spanish, German, French, Portuguese, Italian, Dutch and Russian. Choose your calculation currency separately from the language. Amounts in another currency are refused rather than converted.
Does the demo accept my data?
No. The demo uses fictional examples and lets you inspect the workflow and sample reports. Your own inputs and imports are available in the full version.
Does this replace a professional adviser?
No. It explains calculations under your inputs. Use appropriate professional advice for legal, tax, employment, investment, credit and safety decisions.
Business license for use in your own business. No resale or redistribution. Opens in your browser right after payment, on phone and computer. Your figures stay on your device. No physical item.
Retail Deductions & Short-Pay Audit
See which retailer deductions your rules and documents support, which are worth disputing, and what has really come back.
Audit your retailer deductions before the dispute window closes — buy once for $29.
- One-time purchase
- Full version of this tool on the site plus an offline version to download. One payment. The offline copy works without a subscription.
- Access with PRO
- Full version on the site while your PRO is active. Export of your results and backups is included. The offline program is bought separately.
Pay by card, Apple Pay or Google Pay
- Works in any country · your own currency
- Download link on the confirmation page and by email
- What you need: Any modern browser · phone and computer · offline HTML file · CSV/XLSX import · XLSX, CSV & printable reports · 8 languages
- Refund within 14 days, for any purchase
- Formats: Interactive tool in your browser — phone and computer; PDF & CSV export
- Interactive tool · modern browser · phone and computer · downloadable offline version for desktop browsers.
- Exact decimal calculations in minor currency units; every result shows how it was calculated, its formula version and its status.
- One calculation currency per workspace; amounts in another currency are refused, never converted.
- Your working records and attached evidence files stay in the browser on your device. Export a backup to move them to another device.
- CSV / XLSX import of invoice lines, remittances and recoveries with fixed templates; large workspaces (more than 20,000 records) are calculated in the background with progress and Cancel.
- Printable A4 / US Letter deduction audit, evidence checklist and case packet index; XLSX, CSV and JSON exports; complete backups.
- 8 languages: English, Español, Deutsch, Français, Português, Italiano, Nederlands, Русский.
- One-time purchase.
Any purchase is refunded if you ask within 14 days of payment. Files that will not open, and anything that does not match its description, are refunded in full at any time, with no time limit.
