At a Glance
- Review every vendor dispute and credit memo in the portal before it is applied
- Accept credits with one click, or dispute with a reason and documentation
- Credit memos cover returns, expirations, and co-marketing deductions
- Disputed memos are escalated to the ShelfSpace team for resolution
- ShelfiQ can approve or dispute credit memos on your behalf via chat
How the Vendor Dispute and Credit Memo Process Works
When a retailer issues a credit memo through ShelfSpace — for a return, an expiration, or a co-marketing deduction — we send it to your vendor portal for review. No vendor dispute or credit memo is applied to your account without your knowledge. You always have the chance to review the details and respond before the credit hits your next payment.
This process is part of our credit recovery system. It keeps both sides honest and ensures every deduction is documented, transparent, and agreed upon.
What a Credit Memo Contains
Each credit memo in your portal includes:
- Retailer — which dispensary issued the credit
- Reason category — Return, Expiration, or Co-marketing
- Line items — specific products, quantities, and amounts
- Supporting documents — photos, METRC manifests, or other evidence the retailer attached
- Total credit amount — the sum that would be deducted from your next payment
- Status — Pending Review, Approved, Disputed, Applied, or Voided
Accepting a Credit Memo
If the credit looks correct, click Approve. The credit is then queued and applied against your next settlement or payment. Once applied, it appears in your payment history as a deduction with a link back to the original memo.
Disputing a Credit Memo
If you disagree with the credit — wrong quantity, wrong product, or you believe the return was not valid — you can dispute it. Provide a written reason and upload any supporting documentation (invoices, delivery receipts, photos). The dispute is immediately escalated to the ShelfSpace team, who will mediate between you and the retailer.
While a credit memo is in disputed status, it is not applied to your payments. It stays frozen until the dispute is resolved. See Approval Process for the full lifecycle.
Using ShelfiQ for Credit Memos
You can also manage credit memos through ShelfiQ, our AI assistant. Ask "Show me pending credit memos" to see what needs your attention. You can approve or dispute directly in the chat — ShelfiQ handles the action and confirms the result.
Auto-Approval
If you do not respond to a credit memo within the configured window (typically 7 days), the platform can be set to approve it on your behalf. This prevents indefinite delays while still giving you time to review. Your retailer partner sets the auto-approval window in their approval workflow settings.