Submit and track a sales claim
Raise a sales claim in ClaimDS, attach its supporting document, send it through approval, and follow it through the draft → submitted → approved → posted states.
A sales claim is a demand your company files or receives on the sales side of your business — for example a retroactive price adjustment, or an inbound chargeback or billback from a downstream partner. ClaimDS moves every claim through the same clear set of states so nothing is ever in an ambiguous "somewhere in email" status.
The claim lifecycle
Every claim travels through four states: Draft (you're still building it), Submitted (it's with the approvers), Approved (a reviewer has accepted it), and Posted (it's booked and ready to reconcile and settle). You can see a claim's current state at a glance in the claims list, and the audit trail records every change.
Raise the claim
Work through the numbered steps below. The key idea: build the claim from amounts ClaimDS already holds wherever you can, so the claim and its source records can be reconciled cleanly later.
After it's posted
A posted claim is ready to be reconciled against a credit note and then settled. Continue with Reconcile a claim to a credit note, or, if the claim isn't matching what the partner sent, see A claim won't reconcile.
Step-by-step
Open Claims → Sales
Go to Claims and choose the Sales area. This is where the claims your company files (such as retroactive price adjustments) and the deductions and inbound channel claims you receive are managed.
Start a new claim
Choose New to begin a claim. Pick the claim type and the counterparty it relates to. A claim starts life in the Draft state, so you can save and come back before it goes anywhere.
Enter the claim lines
Add the materials, quantities and amounts the claim covers. Wherever the figure already exists in ClaimDS — an invoice line, an accrued rebate — pull it in rather than re-typing it, so the claim and the underlying record stay in agreement.
Attach the supporting document
Attach the proof the claim needs (a debit note, a credit note, a partner statement). Attachments stay with the claim through every later step.
Submit for approval
Submit the claim. It moves from Draft to Submitted and enters the approval chain you set up during onboarding. Reviewers see it in their queue.
Track to posted
Follow the claim as it moves to Approved and then Posted. Each transition is written to the audit trail, so there is always a record of who did what and when.
Frequently asked
What's the difference between a claim and a deduction?
A claim is a demand you raise or receive for a rebate or adjustment. A deduction is a debit note a customer takes directly off an invoice — ClaimDS keeps a separate inbox for those under Claims → Deductions.
Can I edit a claim after submitting it?
A claim is freely editable while it is in Draft. Once submitted it follows the approval chain; changes after that are tracked so the history stays intact.
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.