Worked example / Kellogg’s
Kellogg’s recon 144296
This is the Kellogg’s pack you sent us on 27 October, taken through the six stages of the proposed workflow. It shows what would be captured and checked automatically, and what would still come to Muhammed.
Built from one pack of 11 scanned pages. Some supporting documents weren’t in the pack, so a few stages show what we’d need rather than a result.
- R908,994.65payment due, recalculated to the cent
- 12entries on the recon: 3 deliveries and 9 claims
- 5items that need a person to decide
- 4kinds of document missing from the pack
01 / Six stages
Recon 144296 by stage
- 01
Deal
From the pack
No deal sheet or order with terms. The claims and recon refer to a 2% rebate, 1.5% advertising, 1% settlement, R35,000 a truck for RTEC and corn trucks, R1.50 a unit, three promotions and a tally on stock code 90018279.
Result
Each term would be a deal record, approved by the buyer. Here they’re listed as needing the agreement behind them.
- 02
Receiving
From the pack
Three deliveries, on goods documents 796402, 796390 and 796578, received on 28 August and 1 September at DDC and Twin Towers.
Result
The stamped invoices weren’t in the pack. With scanning at the gate, they’d be captured the day the goods arrive.
- 03
Capture
From the pack
Deliveries on the recon Invoice Date Location Amount incl. VAT 94535579 28 Aug Gate 5 and Gate 4 641,443.32 94537475 1 Sep DDC 641,443.32 94535744 28 Aug Twin Towers 641,443.32 Claim 51668 was scanned twice and also sent as a reprint. It’s counted once.
Result
Three deliveries and nine claims read from the scans, including six handwritten claim invoices. Each line links back to its page.
- 04
Claims
From the pack
Claims checked Claim What for Calculation Incl. VAT Check 95622 Corn truck allowance 9 trucks × R35,000 362,250.00 Shares 2 invoices with 95623 95623 RTEC truck allowance 4 trucks × R35,000 161,000.00 Shares 2 invoices with 95622 95621 RTEC kids promotion R109,690 + VAT 126,143.50 Paper says 126,144.00 95620 Birthday promotion R100,000 + VAT 115,000.00 Matches 95619 RTEC birthday promotion R75,000 + VAT 86,250.00 Matches 95143 R1.50 a unit 3 × 10,080 units × R1.50 52,164.00 Invoice number differs 51668 Tally 720 × R10.44 + VAT 8,644.32 Tally terms needed 51852 Tally 720 × R10.44 + VAT 8,644.32 Location differs 51654 Tally 720 × R10.44 + VAT 8,644.32 Tally terms needed Result
Every calculation is redone. All nine amounts agree with the recon, apart from 50 cents on 95621. Anything else that needs checking goes on the review list with the reason.
- 05
Recon
From the pack
Recon 144296 rebuilt Three deliveries 1,924,329.96 Six Devland claims (902,807.50) Three tally claims (25,932.96) Rebate 2%, advertising 1.5%, settlement 1% (86,594.85) Payment due 908,994.65 Discounts are worked on the three deliveries before claims, excluding VAT (R1,673,330.40), then VAT is added.
Result
Our total matches the printed recon to the cent. The recon is still marked Open, with no checker or posting date, so it waits for approval.
- 06
Payment and reporting
From the pack
Deliveries from late August, claims written on 28 September and the recon dated 20 October. The EFT stamp on the recon isn’t proof of payment.
Result
Each claim and discount goes into Kellogg’s trading report as it’s approved, so the year builds up month by month.
02 / Review list
Muhammed’s list for recon 144296
Instead of checking every page, Muhammed gets a short list. Each item shows the source page and what’s needed to close it.
Decisions
- Claim 95621, 50 cents
The paper total is R126,144.00 and React holds R126,143.50. VAT at 15% gives R126,143.50. Which amount did Kellogg’s accept?
Remittance page 4 - Claim 95143, invoice number
The claim lists invoice 94534479, but the recon has 94535579. The claim also has no signature and the deduct box isn’t ticked.
Remittance page 4 - Truck claims 95622 and 95623
Both list invoices 94530798 and 94522840. One is for RTEC trucks and one for corn trucks, so both may be right. Confirm that each truck qualifies under both.
Remittance page 3 - Tally claims at R0.01
Each tally claim compares an order price of R0.01 with R10.45 invoiced. The tally agreement would show whether R10.44 a unit is the right deduction.
Claims 51654, 51668, 51852 - Invoice 94537475, location
The recon says DDC and the tally claim says Twin Towers.
Remittance page 1, claim 51852
Missing documents
- Kellogg’s statement
To confirm the balance from the supplier’s side. The recon’s “as per statement” heading is Devland’s own report.
- Purchase invoices and received stamps
For invoices 94535579, 94535744 and 94537475.
- Deal terms
The rebate, advertising and settlement rates, the truck and unit allowances, the promotions and the tally.
- Kellogg’s acceptance
Credit notes or replies for the nine claims, and proof of payment once made.
Handled without a person: the second scan and the reprint of claim 51668 counted once, and every other amount matched its source.
03 / Trading report
Kellogg’s in recon 144296
This is the start of the per-supplier report you asked for, built from one pack. Over a year it would show what Kellogg’s gave in each category, and which claims are still to collect.
| Category | Detail | Rand |
|---|---|---|
| Truck allowances | 13 trucks at R35,000 (9 corn, 4 RTEC) | 455,000.00 |
| Promotions | Birthday R100,000, RTEC birthday R75,000, RTEC kids R109,690 | 284,690.00 |
| Unit allowance | 30,240 units at R1.50 | 45,360.00 |
| Tallies | 3 deliveries, 720 at R10.44 | 22,550.40 |
| Rebate | 2% of R1,673,330.40 | 33,466.61 |
| Advertising | 1.5% of R1,673,330.40 | 25,099.96 |
| Settlement | 1% of R1,673,330.40 | 16,733.30 |
| Total | Claims and discounts in this recon | 882,900.27 |
The truck claims also list deliveries invoiced outside this recon, so the total can’t be read as a share of these three invoices. Nothing here is counted as recovered until Kellogg’s accepts it.
Next step
Send us the missing documents for this pack, and the other packs when they’re ready.
With the statement, invoices and terms we can finish this rebuild and close the review list. See the first step in the proposal.