Comprehensive invoice and payment exception handling including dispute resolution, credit/debit notes, advance payments, retention management, payment recalls, and self-billing (ERS) processes.
Track and resolve invoice discrepancies including quantity mismatches, pricing errors, quality issues, and missing documentation.
Disputes must be resolved within 7 business days for MSME vendors, 15 days for others. Unresolved disputes auto-escalate to finance manager.
Issue and track credit notes (vendor to buyer) and debit notes (buyer to vendor) for adjustments.
Issued by vendor for: returns, price reductions, short shipments, damaged goods. Applied against future invoices or refunded.
Issued by buyer for: quality issues, penalties, chargebacks. Deducted from pending payments or future invoices.
Manage upfront payments with bank guarantee tracking and automatic recovery from future invoices.
Advances are automatically recovered pro-rata from each invoice. System prevents payment if advance balance exceeds invoice amount. BG validity monitored with 30-day expiry alerts.
Track retention amounts held against contracts/POs with configurable release conditions.
Handle payment recall requests for duplicate payments, wrong beneficiary, or fraud prevention.
Payment recalls must be initiated within 24 hours for best chance of recovery. NEFT/RTGS recalls depend on beneficiary bank cooperation.
Buyer-generated invoices based on GRN, eliminating vendor invoice submission for qualified vendors.
| Table | Purpose | Key Columns |
|---|---|---|
finance.invoice_disputes | Dispute tracking | dispute_type, disputed_amount, resolution |
finance.credit_debit_notes | Adjustment notes | note_type, reason_code, amounts |
finance.advance_payments | Advance tracking | advance_type, bg_details, recovery |
finance.payment_retentions | Holdback management | retention_type, release_conditions |
finance.payment_recalls | Payment reversals | recall_reason, bank_response |
finance.self_billing_records | ERS invoices | grn_id, vendor_accepted |