Use this article as a reference when designing your deduction management process in Confido. It outlines a complete example workflow from the moment a deduction is received through to GL clearing or dispute, including how approval rules and dollar thresholds fit in.
When a deduction is received, it is first checked for backup documentation. If none exists, it can be routed to the Clearing module and a backup request can be sent directly from Confido. For specific distributors like UNFI and KeHE, selecting "request backup" sends a note to the distributor requesting backup. For other distributors, this feature only updates the status to "request backup" without sending a request, and a "coming soon" message indicates that the backup request must be handled manually.
Once backup is received, it rejoins the main flow. If the backup upload freezes on "AutoSplitting File," upload the backup without enabling the auto-splitting feature. After the file uploads successfully, open the deduction, click the "Allocate" button, and manually select which part of the backup to split to avoid the freeze.
The deduction is then assessed for whether it is trade-related. Non-trade deductions are handled separately.
For trade deductions, the amount is checked against a configurable dollar threshold. Below-threshold deductions are tagged to their most likely match and cleared to GL at the time of cash posting. Above-threshold deductions are checked for an auto-match — if one is found, they clear to GL automatically. If not, they are routed to clearing and assigned to an approver. These dollar thresholds and approval rules can be created in Confido's Automation Tools.
The approver determines validity. Valid deductions are tagged to an existing or new promotion and later cleared to GL. Invalid deductions can be disputed and left in clearing, to be offset by a repayment in the future.
