It is essential that you have a written policy, communicated to customers (and post auditors), which serves as your notice to them as to what is required for consideration of post -audit claims. Without a basic policy, your position is weaker than it needs to be. The document needs to be signed by your President or CFO and sent to the appropriate customers and auditors. The following is just a guide for you.
Company Post-Audit Claims Policy (Example)
Confidentiality. Our product, promotion, pricing, operations and customer information are confidential trade secrets and must not be disclosed or shared without our express approval.
Deduction Timeline Requirements
The post auditor /customer must allow us a full 75 days to research post audit claims and respond before taking a deduction. Deductions violating this will not be honored
- All claims must be submitted within 18 months of the year being post audited. I.E. post-audit claims for 2015 must be submitted no later than June 30, 2017. Otherwise they are invalid and will not be considered by us. If deducted, they must be repaid.
- Claims for shortages or other shipping issues must be presented within six (6) months so that we have the opportunity to investigate and file claims with carriers where appropriate.
Complete documentation, sufficient for us to properly research the post-audit deduction must be provided, including:
- Deal sheets, or contracts signed or issued by us.
- Documented Proof of performance
- Backup documentation detailing the specific reason for the post-audit deduction is required for each individual deduction.This includes official deal sheets that relate to the original transaction, proof of performance, invoice copies, purchase orders, etc. Deal sheet examples or those relating to other regions or dates will not be accepted.
Pricing Deductions (non-Promotional)
- Back-up documentation including the invoice detailing the specific reason for the deduction.
- Supporting pricing documentation (Orders, price sheets, etc.) to prove your pricing claim
- Backup documentation detailing the specific reason for the post-audit deduction is required for each individual deduction.
- Documented Proof of Performance. This includes official deal sheets that relate to the original transaction, proof of performance, invoice copies, purchase orders, etc. Deal sheet examples or those relating to other regions or dates will not be accepted.
- A signed proof of delivery or bill of lading showing shortage and all discrepancies noted or in case of a container load, the seal number and statement of condition of the intact seal at the time, signed by driver at time of delivery.
- Listing of all products received by SKU, including not only shortages but also overages.
- All backup documentation supporting the deduction to allow a full investigation.
- We will communicate with the post-auditor or customer on any issue as we deem appropriate to resolve a claim. Our communications will not be limited to the post-auditor.
- A specific point of contact must be provided if we need to communicate with the post-auditor.
Post-Audit Deductions that will not be considered or accepted
- Claims not meeting the policies described above
- Claims for transportation shortages or loss that exceed six months of age
- Claims without complete backup documentation
- Payment cash discounts or anticipation
- Nuisance charges, including deduction, documentation or coupon processing fees
- Duplicate deductions, triplicate deductions
Address for Post-Audit Submission
All post-audit claims must be submitted to the following address, attention: Post Audit Department, Your Physical and Email Address and phone number.
If you have any questions about managing post-audit claims you can get more information in our Solutions section, or please use our contact page, and we will respond promptly.