Delete a claim raised by mistake

Delete a claim if it should never have existed, such as one raised for the wrong product or quantity.

To close a claim the supplier will not honour, use Short-Close instead. If material you are holding turned out to be good, use The material is fine to return the units to ordinary stock and leave a dated record of why. If you reported units as gone and only some were wrong, use Correct units that left to return those units and reduce the claim without deleting it.

What deleting reverses

What happens to stock depends on the claim.

If you reported that the goods were gone from your warehouse, a stock movement was written when you opened the claim. Deleting removes that movement and returns the units on hand to the warehouse they were taken from.

If you reported that the goods were still in your warehouse and nothing has happened since, no movement was written. Deleting removes the claim and its hold, but stock does not change.

A held claim whose units have all since been released can be deleted as well, and then those releases are reversed. The confirmation says which case you are in.

Deleting frees the claimed quantity on the original delivery so it can be claimed again. Unlike deleting, short-closing records the outstanding value as a write-off and leaves the claim in the register. Deleting removes the claim and everything attached to it.

How to delete a claim

1. Open Inventory, then Supplier Claims.
2. Find the claim, using the tabs and the Supplier picker if needed.
3. Open the actions menu at the end of the claim's row.
4. Choose Delete. For a claim with several products, the menu offers Delete product and Delete claim. Delete product asks which product to remove when more than one can go. Delete claim removes them all and appears only when every product could be deleted on its own.
5. Read the confirmation, titled Delete Claim, or Delete Product for one product of several. It tells you which case applies: how many units will return to inventory, or that stock does not change because the units never left. It also lists what else will be removed or changed.
6. Choose Delete to confirm, or Cancel to back out.

The confirmation explains that the claimed quantity becomes claimable again on the original delivery. It also explains that the claim's photographs, comments and history are deleted with it. If you delete one product from a claim with several products, the claim keeps them. If the claim was short-closed, the amount written off is removed from your written-off total.

The claim disappears from the list. If you deleted one product of several, the claim stays with the others. There is no undo: reporting the defect again means starting from scratch.

Permissions

Delete requires both Manage Supplier Claims and Delete Stock Movements, because it can delete an inventory movement as well as a claim. Without both permissions, Delete does not appear in the actions menu.

Organisation owners can always delete. The Admin, Organization manager and Purchasing roles have both permissions by default. Ask whoever manages your users if you need the second permission.

When a replacement has been received

Once replacement units have been received against the claim, Delete no longer appears. Receiving them priced that stock at the claim's cost, and deleting the claim cannot unpick that.

The same refusal applies when anything at all has been received on the claim's linked replacement order for that product. In that case, you may see the refusal only after you confirm, with a message suggesting Short-Close instead. Deleting a claim never removes a delivery.

Held units

A claim holding units in your warehouse can be deleted only while nothing has happened to the hold: no units released, none recorded as already left, and no replacement order linked. After that, deleting would leave defective units indistinguishable from good stock.

Instead, finish the claim: release what is leaving and short-close the rest, or clear it with The material is fine if the material turned out to be good.

Locked financial year

If the defect was reported in a year that has since been locked and a stock movement was written for it, deletion fails and the claim is left exactly as it was. A message says the units could not be returned to inventory.

If the claim really must go, unlock the year first under Year Lock in Settings.

Short-closed claims

A short-closed claim with status Rejected can still be deleted, as long as nothing was received against it. Deleting it removes its write-off, so the figure disappears from the written-off total on the Supplier Claims page.

Claim stock movements

You cannot edit or delete a claim's stock movement from Inventory, then Movements. If you open the movement there, it says that it belongs to a supplier claim and must be managed from the Supplier Claims page; there is no edit or delete there.

Deleting the movement on its own would return the units to stock while the claim still says the supplier owes you replacements. You would be paid twice: once in stock and once in a replacement.

A movement written by a release belongs to the claim in the same way. To change how many units a release covered, or to take it back, use Correct units that left on the claim. This keeps the date the release was recorded on, so your inventory value for the days in between does not move.