Quality claims, tracked from provisional through settlement and payment.

Claim management built for metals, minerals, and recycling — provisional, final, settled, and receipt workflows for both purchase and sales claims with multi-level approval, automatic data capture, category tracking, and complete audit trails. Configured on Odoo, implemented and supported by TenthPlanet.
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CLAIM WORKFLOW STRUCTURE

Provisional Claim
Final Claim
Settled Claim
Claim Receipt/Payable

Four-stage claim progression. Each stage connected to approval workflows, document evidence, and financial reconciliation across purchase and sales sides.

THE PROBLEM

Quality claims in metals don't fit generic templates.

Scrap quality varies. Shipments get disputed. Weight shortages happen. Import containers arrive with contaminants. Customers reject deliveries. Generic warranty modules miss the workflow: provisional assessment, lab tests, negotiated settlements, staged payments, and reconciliation against invoices and advances.

Claims tracked in spreadsheets

Provisional, final, settled, and payment stages managed offline — no connection to MRN, invoice, or advance, no audit trail of who approved what.

No linkage to receipt or delivery

Claim amounts entered manually without auto-capture of container, weight, BL number, or original PO/SO. Reconciliation happens in Excel after the fact.

Settlement happens outside ERP

Final amounts negotiated and paid, but ERP never sees the adjusted value. Vendor ledger and customer statements don't reflect actual claim recoveries or payables.

Approval workflows

No differentiation between domestic and overseas claims, no multi-level routing based on claim type or value. Claims approved via email, not systematically.

Category misclassification

Quality, shipping, or other claim types not tracked separately. Can't analyze which suppliers or customers cause which kinds of issues.

No reporting or analytics

Total claim value per supplier, per container, per trader and per product invisible. Can't flag repeat issues or see the cost of bad scrap sourcing.

FEATURE DETAILS

Purchase claims and sales claims, same workflow depth.

Both purchase and sales claim flows follow the same four-stage progression: provisional, final, settled, receipt or payable. Each stage captures different data, routes through approval, and feeds into accounting. Below are the purchase and sales claim workflows.

Purchase Claims

QUALITY CLAIMS

For quality, shipping, or other issues in received material.

Purchase claims are raised when a quality issue, weight shortage, or damage is identified in received material. The workflow begins with a provisional claim, progresses through final determination and settlement, and concludes with actual receipt of the recovered amount.
Each stage auto-captures data from the prior stage, routes through approval, and maintains full audit trails for vendor reconciliation and financial closeout.

CLAIM TYPES

Overseas · Domestic

CATEGORIES

Quality · Shipping · Other

STAGES

Provisional → Final → Settled → Receipt

APPROVAL

Multi-level per stage
Provisional Claim

Raised when quality issue identified but not yet resolved. Auto-captures ASN, container, MRN weight, gate entry. User enters provisional claim amount and actual weight for shortage tracking.

Final Claim

Created after lab tests & negotiation. Auto-loads data — vendor, invoice, ASN, MRN, product, PO, weights, BL number, container. User enters final claim amount & proposed claim percentage.

Settled Claim

Records the agreed settlement. Auto-loads final claim data. User enters settled amount, system calculates settled percentage. Category and type locked from final claim.

Claim Receipt

Records actual amount received from supplier. Auto-loads settled claim data. User enters actual received amount, routes through approval, and feeds into vendor ledger reconciliation.

Type & Category Tracking

Tag each claim as Overseas or Domestic, and categorize as Quality, Shipping, or Other. Modify category in final claim if provisional was incorrect.

Multi-Level Approval

Separate approval workflows for each stage — provisional, final, settled, receipt. Routing by operating unit, type, and claim value.

Operating Unit Sequencing

Separate numbering sequences per operating unit and type. Tracks which plant or yard raised each claim for regional analytics.

Reporting & Analytics

Purchase Quality Claim Report shows provisional, final, settled, and receipt transactions by vendor, product, container, and trader. Identify repeat offenders and high-cost issues.

Approval Details

Auto-captures Created By and Created On at each stage. Full audit trail of who approved what and when across the entire claim lifecycle.

Sales Claims

QUALITY CLAIMS

For quality or delivery issues raised by customers.

Sales claims are raised when a customer identifies a quality issue, weight shortage, or damage in delivered material. The workflow mirrors purchase claims: provisional, final, settled, and payable stages, each with approval routing and data capture.
Each stage auto-captures data from the prior stage, routes through approval, and maintains full audit trails for customer reconciliation and financial closeout.

CLAIM TYPES

Export · Domestic

CATEGORIES

Quality · Shipping · Other

STAGES

Provisional → Final → Settled → Payable

APPROVAL

Multi-level per stage
Provisional Claim

Raised when customer reports quality issue. Auto-captures invoice, container, invoice weight, vehicle number. User enters provisional claim amount and actual weight for shortage tracking.

Final Claim

Created after investigation & negotiation. Auto-loads data — customer, invoice, product, SO, weights, BL number, container. User enters final claim amount & proposed claim percentage.

Settled Claim

Records the agreed settlement. Auto-loads final claim data. User enters settled amount, system calculates settled percentage. Category and type locked from final claim.

Claim Payable

Records actual amount paid to customer. Auto-loads settled claim data. User enters actual paid amount, routes through approval, and feeds into customer ledger reconciliation.

Type & Category Tracking

Tag each claim as Export or Domestic, and categorize as Quality, Shipping, or Other. Modify category in final claim if provisional was incorrect.

Multi-Level Approval

Separate approval workflows for each stage — provisional, final, settled, payable. Routing by operating unit, type, and claim value.

Operating Unit Sequencing

Separate numbering sequences per operating unit and type. Tracks which plant or yard handled each claim for regional analytics.

Reporting & Analytics

Sales Quality Claim Report shows provisional, final, settled, and payable transactions by customer, product, container, and export details. Identify repeat issues and high-cost claims.

Approval Details

Auto-captures Created By and Created On at each stage. Full audit trail of who approved what and when across the entire claim lifecycle.

PROCESS FLOW

Four-stage claim progression.

Every claim follows the same workflow, whether purchase or sales. Each stage captures different data, routes through approval, and feeds the next stage. Final settlement and payment close the loop with full financial reconciliation.
  • 01
    Provisional

    Issue identified, provisional amount entered, linked to receipt or delivery

  • 02
    Final

    Lab tests complete, negotiation done, final claim amount and percentage set

  • 03
    Settled

    Settlement agreed, settled amount and percentage calculated automatically

  • 04
    Receipt / Payable

    Actual amount received (purchase) or paid (sales), feeds into ledger reconciliation

SYSTEM CONTROLS

Built-in controls and tracking.

Beyond the four-stage workflow, the system enforces data integrity, approval routing, and audit trail capture at every step. No claim can progress without approval, and every claim stage has full history.

Auto-Data Capture

Final claim auto-loads provisional data. Settled auto-loads final. Receipt/Payable auto-loads settled. Vendor, customer, invoice, ASN, MRN, weights, BL number all carry forward without re-entry.

Multi-Level Approval

Separate approval workflows for each stage. Route by operating unit, type (overseas/domestic or export/domestic), and claim value. Senior personnel review high-value or critical claims.

Category & Type Tracking

Tag every claim as Quality, Shipping, or Other. Tag as Overseas/Domestic (purchase) or Export/Domestic (sales). Modify category in final claim if provisional was wrong.

Operating Unit Sequencing

Separate numbering sequences per unit and type. Track which plant or yard raised each claim. Regional analytics by operating unit for repeat issues or supplier performance.

Audit Trail

Auto-capture Created By and Created On at every stage. Full history of who approved what and when. No claim can be modified after approval without audit visibility.

Reporting & Analytics

Purchase and Sales Quality Claim Reports show all stages by vendor, customer, product, container, trader, and type. Identify repeat offenders, high-cost issues, and settlement patterns.

INTEGRATION

Connects to the rest of ERP.

Procurement Claims link to PO, MRN, ASN, gate entry, and container. Every claim auto-captures original purchase details for reconciliation.

Sales Claims link to SO, invoice, export container, and delivery. Every claim auto-captures original sales details for customer reconciliation.

Accounting Settled claims and receipts/payables feed into vendor and customer ledgers. Claim recoveries and payables reconcile against advances and invoices.

Reporting Claims feed into quality analytics, vendor performance, customer complaint tracking, and cost-of-quality dashboards.

OUTCOMES

What this enables.

Full claim audit trail

Every claim stage — provisional, final, settled, receipt/payable — has approval history, creator details, and timestamp. No offline negotiations or manual journals.

Vendor & customer reconciliation

Claim amounts reconcile against advances, invoices, and ledger balances. Finance sees the adjusted position without offline Excel trackers.

Quality analytics

Identify which suppliers or customers cause the most claims, which products have the highest claim rates, and which containers or traders drive cost.

Approval enforcement

No claim can progress to the next stage without approval. Multi-level routing ensures senior review of high-value or repeat issues.