# Deduction evidence register

Use one row per deduction component. Work in your own approved private location. This blank register and its filled example contain no customer data. They are a proposed review method, not a retailer submission format.

## Instructions

1. Match the invoice, payment and deduction references. Do not match on amount alone. Request deduction detail if the remittance shows only a total.
2. Use one currency per reconciliation. Keep the original invoice amount, cash, posted credits and other adjustments separate. If a starting balance already includes a credit, do not subtract it again.
3. Record the applicable agreement and policy version, effective date and transaction date. Check applicability before treating a term as an explanation.
4. Give each component a unique row ID. Record the file name and page or row for evidence that supports or contradicts it. A file name is a pointer, not proof.
5. Record missing evidence explicitly. Use only: **explained by supplied records**, **needs more evidence**, or **customer review required**. None means approved recovery.
6. Copy any actual deadline and its source exactly; otherwise write **unknown**. This tool supplies no default deadline.
7. The customer verifies facts and controls communications and submissions. Request missing records if a supported assessment is not possible. A customer-specific assessment and supported amount/range, including zero where supported, precede a scoped proposal.

Use internal file references without access tokens or public sharing links. Keep tax identifiers, bank details, account credentials and personal data out of this coordination copy. Agree minimum records and a secure transfer route before sharing files with LogLyn.

## Blank reconciliation header

| Field | Your record |
|---|---|
| Review ID / observation date | |
| Invoice reference / transaction date | |
| Currency / original invoice amount | |
| Payment reference / cash applied | |
| Posted credit IDs / amounts / already netted? | |
| Other evidenced adjustments / signs | |
| Remaining balance / calculation | |
| Applicable agreement / policy / effective date | |
| Actual deadline / source / verified by | Unknown until supported |

## Blank evidence rows

| Row ID / deduction reference | Stated reason | Component amount / currency | Evidence file / page | Contrary evidence | Missing record / owner | Disposition / reviewer / date |
|---|---|---|---|---|---|---|
| | | | | | | |

Keep proposed disposition separate from the customer's decision. Record that decision, its date and source in a separate column if your process needs it. Never silently delete duplicates or disagreement.

## Filled fictional example

All identifiers, documents and amounts below are invented. Currency: USD. Observation: 2026-09-07. Invoice SYN-INV-101: 1,200.00. Payment SYN-PAY-101: 1,110.00. No posted credits are supplied in this fictional set. Assumed applicable agreement SYN-AGR-101, effective 2026-08-01, explains a 30.00 allowance. The invented transaction date is 2026-08-15. No deadline source is supplied.

**Balance bridge:** 1,200.00 minus 1,110.00 = 90.00 payment gap. Of that gap, 30.00 is explained by the assumed agreement; 60.00 remains unexplained. Do not deduct the 30.00 again from cash or call the 60.00 recoverable.

| Row ID / deduction reference | Stated reason | Component amount / currency | Evidence file / page | Contrary evidence | Missing record / owner | Disposition / reviewer / date |
|---|---|---|---|---|---|---|
| SYN-R01 / SYN-DED-101 | Allowance | 30.00 USD | SYN-remittance p1; SYN-agreement p2 | None supplied; not proof none exists | Customer must verify applicability | Explained by supplied records / fictional reviewer / 2026-09-07 |
| SYN-R02 / SYN-DED-101 | Not provided | 60.00 USD | SYN-remittance p1 | SYN-packing-list p1 shows 100 cases; does not establish receipt | Deduction reason detail; receiving evidence only if quantity is disputed / customer records owner | Needs more evidence / fictional reviewer / 2026-09-07 |

**Next action:** request the missing reason detail, then the records relevant to that reason. The two component rows total 90.00; the shared deduction reference must not cause the total gap to be counted twice. Deadline unknown. Customer decision pending. No submission or recovery occurred.

For guidance, see [Deduction evidence checklist](https://loglyn.com/resources/deduction-evidence-checklist) and [Short-pay reconciliation](https://loglyn.com/resources/short-pay-reconciliation). To discuss a blocker, [request an assessment](https://loglyn.com/contact) without sending sensitive records through the inquiry form.