Reverse or cancel a settled claim
Reverse, cancel or correct a claim in ClaimDS without deleting it — pick the right route, link the correcting document, and keep the audit trail.
Claims change after they are settled more often than anyone plans for — goods come back, a duplicate is caught, an amount was wrong, or a scheme is withdrawn. The rule that keeps you out of trouble is simple: never delete a settled claim, reverse it with a linked record and the right correcting document.
For the full set of scenarios and what each one requires, see returns, reversals and cancellations in channel claims. For the GST side — which document corrects what — see GST adjustments for channel settlements. And when a rebate has to be recovered rather than corrected, that is a rebate clawback.
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Step-by-step
Find the settled claim and decide the route
Open the claim and decide what actually has to change — a full cancellation, a reversal of the settled amount, a partial correction, or a re-open for more information. A settled claim is never deleted; ClaimDS records a linked correcting entry against it so the original and the correction both stay on the trail.
Capture the reason before you act
Enter the reason code and a short note: duplicate, overpaid, calculation error, goods returned, scheme withdrawn, or deduction reversed. The reason is what makes the reversal auditable months later — a reversal with no reason code hides its own root cause.
Send it for the right approval
A reversal usually needs a higher approval level than the original claim, because it moves money that was already settled. Route it through the approval step so a second person signs off before anything reverses — the same maker-checker discipline you would want on any post-settlement change.
Link the correcting document
Record which document settles the correction: a credit note, a debit note, a netting against a future payment, or a payout recovery. Tie that document number to the claim so the settlement, the ledger and the GST return all point at the same reference. The tax treatment itself follows the document — not the label.
Confirm and reconcile
Confirm the reversal. The claim now shows its corrected state with the linked record intact, and the position reconciles against the credit note or debit note that settled it — ready for month-end close and any assessment.
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