Three main defects causing shortages:

1. Supply Chain Defects
2. Invoicing Defects
3. Catalog Defects

1. Supply Chain Defects

Possible causes for Supply chain defects:

• • Failed/rejected appointment: truck shipment failed to arrive or was rejected at the Fulfillment Center (FC).
  • No appointment: Amazon can’t find any delivery appointment linked to a specific Purchase order (PO).

Make sure:

• • The carrier arrives on schedule within the designated and properly loaded truck.
  • The carrier creates only one booking per delivery.
  • Deliveries meet the requirements of load guidelines and Hazmat product standards.
  • Cancel the Vendor Central purchase order if no appointment is confirmed and no units are shipped.

Additional causes for Supply chain defects could be:

• • No ASN submitted
  • Shipment Delay: Shipment arrived more than 14 days after the product was invoiced or the invoice became due
  • Incorrect Fulfillment center delivery

Make sure:

• • ASNs are provided for all shipments before reaching Amazon.
  • ASNs match the PO and the invoice and represent the content of the shipment.
  • Fulfillment centers are prepared to receive your shipments.

2. Invoicing Defects

Possible causes for Invoicing defects:

• • ASINs / POs have already been invoiced: this usually happens with multiple shipments for a single PO.
  • Canceled items have been invoiced: products are delivered for a canceled PO, which might be triggered by products that are not delivered within the delivery window.

Make sure:

• • The quantity invoiced is the same as the quantity ordered: if the shipment is divided up, please check your records to ensure the total quantity invoiced matches the ordered quantity.
  • Before submitting an invoice, the item has not been canceled in the PO.
  • The invoice is generated after packing and shipping out the products.

Additional causes for invoicing defects could be:

• • Products are not listed in PO: might be triggered by supplying a more recent product version compared to the version Amazon ordered.

Make sure:

• • The invoiced product is the same as the ordered product and EAN barcodes are mapped correctly.
  • The invoice can be processed; Utilize the Financial Scorecard to cross-check and correct invoices.

3. Catalogue Defects

Possible causes for Catalogue defects:

• • Incorrect units vs. pack quantities: product quantity and invoice costs do not match with the PO.
  • Multiple ASINs for a single product: The product ID on the invoice refers to 2 or more ASINs.

Make sure:

• • ASIN/ vendor level (case pack quantity & case pack barcode) attributes are correct in your catalog.
  • The barcode is correctly linked to only 1 ASIN: use EAN/GTIN or ASIN (not SKU) when possible. Correct any ID issues in the catalog and re-submit the invoice.

Additional causes for Catalogue defect could be:

• • Unrecognized product: The product ID on the invoice is not recognized in the catalog. It is crucial to identify all product IDs being invoiced to avoid shortages or mismatches.

Make sure:

• • Deliver and invoice in the same format: the same unit of measure and the same EAN codes for PO, ASN, and invoice.
  • The invoiced product ID is valid and without any mistype characters.

Our dedicated StaffCloud team thoroughly investigates each claim before initiating a dispute, managing shortage claims, tracking disputes, and keeping clients updated on dispute status reports. We maintain the database of PODs for vendors, ensuring timely dispute resolution. With a success rate of 80% in recouping shortages and a 90% success rate in resolving disputes, we swiftly recover disputed invoice payments. Additionally, we assist vendors in updating necessary documentation. Contact us at support@staffcloud.net or send your inquiries here.