--- title: "Claims on sales orders – link the supplier's credit note" description: "Mark a sales order line as claimed and link it to the supplier's credit note, so the amount is handled correctly without drawing on stock." url: https://support.sapera.io/en/articles/773-claims-on-sales-orders-link-the-supplier-s-credit-note collection: "Sales orders" updated: 2026-11-08 language: en alternates: [da] --- # Claims on sales orders – link the supplier's credit note Mark a sales order line as claimed and link it to the supplier's credit note, so the amount is handled correctly without drawing on stock. A claim here is a sales order line that the customer does not have to pay because the item or service has been claimed with the supplier. The amount stays on the action code's account until the supplier's credit note covers it. This lets you track open claims and link them to the credit note you get from the supplier. This is not the same as the claims printout in [Claims](https://support.sapera.io/en/articles/17.md), which shows product claims from the point of sale and stock. Claims created on sales orders do not appear on that printout. ## Before you start Create an action code with **Account settings = Claim (selected account)** under **Setup** and **Action codes**, and choose the **Account** the claim amount should stay on. See [Action codes](https://support.sapera.io/en/articles/88.md). If you cannot see the menu item, you probably do not have permission for it – contact support. ## Step 1: Mark the line as a claim 1. Open **Financial** from the hamburger menu in the top left corner. Select **Sales** and then **Sales orders**, and open the order. 1. Select the line, click **Change action code**, and choose the claim action code. The action code can only be set on sales order lines and on invoice lines that come from a sales order – not on quotes and not on lines with a negative quantity or amount. Each claim line gets a claim in the **Open** state, and the order gets an overall claim state. If you remove the action code or delete the line, Sapera asks: "The line has a claim. The claim will be deleted. Continue?". ## Step 2: Link the supplier's credit note When you receive the supplier's credit note as a purchase invoice (with lines that have a negative quantity), you link it to the claims in one of these ways: - On the purchase invoice: the **Claim...** button above the lines (red when there are possible matches). - On the sales order: the **Claims** tab, the **Match purchase invoice** button. - From the list of claims (see below). In the match dialog you choose, for each claim, the **Action code**, **Purchase invoice line** and **Matched quantity**. Only purchase invoice lines with a negative quantity and the same product can be matched. The matched quantity cannot exceed the quantity on either the purchase invoice line or the sales order line, and a purchase invoice line that has not yet been booked must be covered by a single claim with its full quantity. The claim's supplier must be the purchase invoice's supplier – otherwise Sapera asks whether to use the purchase invoice's supplier. If the purchase invoice is already booked, the link is for information only: stock and accounting are not changed, and the claim is marked **Requires manual correction**. ## What happens when the purchase invoice is booked The lines linked to a claim are not added to stock (**Add to stock** rejects them). On booking they are posted as non-stocked claim entries, and the open claims are closed with the booking state **Handled on booking**. If a purchase invoice line with a claim is not fully covered, booking is rejected until the claim is matched again so the line is split. ## Overview of claims - The **Claims** tab on the sales order (shown when the order has claims) and on the purchase invoice (for saved purchase invoices) shows, among other things, **Created on**, **Line**, **Quantity**, **Claim** (Open/Closed/Deleted), **Booking**, **Account**, **Supplier**, **Purchase invoice** and **Closed on**. - A combined list of all claims opens under **More...** and **Claims** in both **Sales orders** and **Purchase invoices**. - The sales order overview has the **Claim** column (hidden by default) with the filter **None**, **Open** or **Closed**. ## Close, reopen and handle manually The booking state shows how far the claim has come: **Handled on booking**, **Requires manual correction** or **Handled manually**. - **Close claim:** If the claim is not linked to a purchase invoice, Sapera warns: "The claim is not linked to a purchase invoice. The amount stays on the action code's account and must be written off manually. Close the claim?". - **Reopen claim:** Releases the link to the purchase invoice. A claim that has been handled on booking cannot be reopened. - **Mark as handled manually:** Only active for claims in the **Requires manual correction** state (for example when the line was deleted, or when the purchase invoice was booked before it was linked). ## Claims when invoicing and crediting If you create a credit note on an invoice with claim lines, Sapera warns: the claims on the sales order are not changed – check them on the **Claims** tab on the sales order. If you copy the invoice, the new invoice gets the lines without the claim action code. ## Common messages - "No action code is marked as a claim. Mark one in the action code setup." - "Some sales order lines are already invoiced or delivered, so they cannot get the claim action code." - "Sales order lines can only be matched with purchase invoice lines for the same item." - "The purchase invoice is being processed. Try again shortly." * * * **Want to know more?** Read more in these related articles: [ Action codes Setup and management of action codes in Sapera — define account settings, print behavior and manufacturer/customer links, used per line on sales orders, invoices, subscriptions and order types. ](https://support.sapera.io/en/articles/88.md)[ Sales orders Complete guide to sales orders in Financial: list view, creation, all header fields, lines, the tabs at the bottom, actions and the state machine from draft to invoicing. ](https://support.sapera.io/en/articles/81.md)[ Purchase Invoices Complete guide to Purchase Invoices in Financial: list view, creation, the document editor with all header fields, line grid, toolbar actions, the Lines/Attachments/Purchase history tabs and the state flow from draft to paid. ](https://support.sapera.io/en/articles/73.md)[ Complaints Print an overview of registered product complaints per supplier and product with reason, quantity and cost amount. ](https://support.sapera.io/en/articles/17.md) ## Related - [Sales orders](https://support.sapera.io/en/articles/81-sales-orders.md) - [Click & Collect](https://support.sapera.io/en/articles/232-click-and-collect.md) - [Shipments](https://support.sapera.io/en/articles/544-shipments.md) - [Serial-numbered item not in stock: sale, return and buy-back](https://support.sapera.io/en/articles/639-serial-numbered-item-not-in-stock-sale-return-and-buy-back.md) - [Part sale – sell a part from a serial-number product](https://support.sapera.io/en/articles/772-part-sale-sell-a-part-from-a-serial-number-product.md)