Claim the shortage or the damage

Turn the receiving counts straight into a claim — shortage and damage kept apart, valued, and tracked to settlement.

What it is

A claim is its own record: kind (shortage, damage or other), the lines it covers with quantities and notes, its photos, its value, the remedy asked for, its status, when it was sent and when it settled, and the replacement PO raised off it. One delivery can produce several claims because a short shipment and a damaged shipment are separate conversations settled on different days.

Also called: supplier claim · short shipment claim · damaged goods claim · get a credit from the supplier

See it
Claim the shortage or the damage
Area
Operations
Group
Claims
System
Supplier Order Lifecycle
Solves
3 named problems
01Claim lines are built from the receiving counts — the lines are already counted, so nothing is retyped
02Value is summed as claimed quantity × unit price
03A shortage defaults to the 'replace' remedy
The 'Delivery problems' panel: '12 short · 3 damaged — Not reported to Harwood yet' with a 'Review & send to supplier' button, and the reported-so-far claim cards beneath. SupplierOrderWorkspace.tsx. Sample data — no customer information appears here.
How it works
  1. 1Claim lines are built from the receiving counts — the lines are already counted, so nothing is retyped
  2. 2Value is summed as claimed quantity × unit price
  3. 3A shortage defaults to the 'replace' remedy
  4. 4Damage claims collect their photos automatically
  5. 5Everything wrong with a delivery is presented in one panel: the count, what will be sent, what has been reported, and how each dispute is going
Why we built it

Migration 218: 'Claims are their own row rather than a status on the order because one delivery can produce several — 12 sheets short AND 3 doors damaged are two separate conversations, settled on different days, sometimes with different outcomes.' Migration 217 frames the underlying split: '"you shorted us 12 sheets" → send the rest; "12 sheets arrived cracked" → credit or replace, and here are the photos.' And on why the numbers are reused: 'The lines are already counted; asking someone to retype them is how claims stop getting made.' The one-panel consolidation is 'they were spread across three places on this page… They live together now, under one heading, because resolving a bad delivery is one job.'

The problem
  • A shortage nobody reports is a shortage the builder eats
  • Shortage and damage merged into one claim get the wrong remedy
  • Claim details spread across three panels never get finished
Sound familiar?
What you get
The claim is drafted from numbers already taken
Each problem gets its own remedy and its own outcome
One panel to resolve a bad delivery
What's inside
Read the letter before it goes
One button drafts whatever hasn't been drafted and shows the exact letter — same sections, same three numbers per line — before anything is sent.
The supplier sees only the lines that went wrong
A branded email carrying just the affected lines, each with ordered, arrived and claimed — the three numbers that settle the conversation.
Evidence attached per problem, not per email
A photo of a smashed post proves the damage claim and says nothing about the shortage, so evidence attaches to one claim only.
Say what you are asking for
Five explicit remedies — send the missing material, credit the account, refund, collect the damaged material, or record only.
Colour tracks how the dispute is going
Not sent / Sent / Acknowledged / Resolved / Rejected / Withdrawn, coloured so a list of claims says at a glance which need chasing.
Raise the replacement order from the claim
One button turns a shortage claim into a draft replacement PO, stamped so job costing knows it is a re-send and not a second purchase.

See it on your own jobs

Twenty minutes, your numbers, no slide deck. We’ll build one of your real buildings in front of you and send you the estimate link at the end — yours to keep either way.

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