Reconcile a paid core charge
Use one core transaction or a reconciled group. Keep supplier account credits separate from supplier cash refunds and customer cash movements.
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Illustrative example inputs
Starting values demonstrate the math. These are not industry averages, a customer result, or a quote.
| Input | Example value |
|---|---|
| Supplier core charge actually paid | $1,500.00 |
| Supplier core credit approved | $1,200.00 |
| Supplier core credit posted | $900.00 |
| Supplier cash refund received | $0.00 |
| Separate return freight paid | $75.00 |
| Customer core cash collected | $1,500.00 |
| Customer refund approved | $1,500.00 |
| Customer refund actually paid | $500.00 |
Example results
| Measure | Result |
|---|---|
| Approved supplier credit still pending | $300.00 |
| Approved customer refund still unpaid | $1,000.00 |
| Actual core cash position | -$575.00 |
| Supplier core charge less posted credit | $600.00 |
Calculation detail
| Measure | Result |
|---|---|
| Supplier core charge paid | $1,500.00 |
| Supplier credit approved | $1,200.00 |
| Supplier credit posted | $900.00 |
| Supplier cash refund received | $0.00 |
| Posted credit not refunded as cash | $900.00 |
| Core charge without approved recovery | $300.00 |
| Separate return freight paid | $75.00 |
| Customer core cash collected | $1,500.00 |
| Customer refund approved | $1,500.00 |
| Customer refund paid | $500.00 |
| Customer cash still held | $1,000.00 |
Model assumptions
- All defaults are illustrative. They describe no actual supplier outcome or BlueFinch customer.
- The worksheet starts with supplier core charges already paid. Unpaid supplier purchases require a separate payable reconciliation.
- Supplier cash refunds are included within posted credits, not added to them as a second recovery. Freight is included once.
- Customer obligations come from the documented agreement and applicable requirements. Supplier approval does not determine customer rights.
- This core-only cash position excludes the replacement part, labor, tax and all other repair revenue and expenses. It is not profit.
Read alongside these results
- Supplier credit approval, credit posting and a cash refund are separate events. Only an actual cash refund enters the cash-position calculation.
- A supplier account credit is an economic recovery but may settle another invoice rather than return cash to your bank. Record only its cash portion under cash refund received.
- Customer refund approval is entered from your own documented obligation. The supplier's decision does not calculate or replace the customer's rights.
- This is a core-only reconciliation. Part sale revenue, part purchase cost, labor, tax and the rest of the repair are excluded. No result is repair profit.
Download this worked example (CSV). The interactive version also exports your own inputs and results.
Download infographic (PNG) · Download vector (SVG) · Link to the source and methodology
The short version
- A supplier credit memo and money returned to the bank are different records.
- Track the customer's approved refund separately from the supplier's recovery.
- Keep core cash movements separate from part sale revenue and repair profit.
A replacement unit arrives with a core charge. The removed unit goes back, an approval follows and the credit eventually reaches the supplier account. Meanwhile, your customer might have a separate refund awaiting payment. Closing one record does not close the other.
This worksheet follows a paid supplier core charge through approved credit, posted credit and any cash actually refunded. A second set of inputs follows the customer collection and approved refund. It uses amounts you confirm. It does not decide whether either party owes a refund.
Use with this guide
Fleet invoice checklist
Review the payer, PO, approval record and invoice handoff.
Job cash flow planner
Put payment availability and job outlays on a chronological cash ledger.
Use the credit memo to close the supplier record
Diesel USA Group's published policy distinguishes core eligibility, return documentation and application of credit to supplier invoices. Its rules are supplier-specific and subject to change. Check the current terms attached to the purchase instead of assuming that shipment alone establishes recovery.
For your reconciliation, record the original charge paid, the amount explicitly approved and the credit actually posted. An approved amount awaiting posting is still a follow-up item. If the supplier applies the credit to an account balance, the economic recovery exists without the same amount arriving in your bank as cash.
Sources for this section: Diesel USA Group: published core return policy
Worked example: two pending balances, one cash position
The fictional shop paid a $1,500 supplier core charge. The supplier approved $1,200 and posted $900 to its account. No supplier cash refund arrived. Approved credit still pending is $300, while the original paid charge less posted credit is $600. The shop also paid $75 in separate return freight.
The shop collected $1,500 of customer core cash and approved a $1,500 customer refund, of which $500 has been paid. The approved customer refund still unpaid is $1,000. Actual core cash position is negative $575: $1,500 collected, minus $1,500 paid to the supplier, minus $75 freight, minus $500 refunded to the customer. The posted $900 supplier credit is deliberately absent from that cash formula.
| Separate balance | Calculation | Result |
|---|---|---|
| Approved supplier credit still pending | $1,200 - $900 | $300 |
| Paid supplier charge less posted credit | $1,500 - $900 | $600 |
| Approved customer refund still unpaid | $1,500 - $500 | $1,000 |
| Core cash position | $1,500 + $0 - $1,500 - $75 - $500 | -$575 |
Keep the customer decision in its own record
Cummins describes ReCon core acceptance as an inspection and replacement-credit process. That supplier-side process does not supply the customer refund amount for this worksheet. Enter the customer obligation from the customer's own documented arrangement.
If the supplier approves a partial credit, preserve that result on the supplier side. Do not automatically reduce the approved customer refund to match. The difference is an item for the shop to resolve under the actual terms and circumstances. Similarly, an issued customer refund does not prove a supplier credit has posted.
Sources for this section: Cummins: ReCon core acceptance and replacement credit
Match the physical core to the money trail
Keep the purchase reference, core identification, return authorization, shipment evidence, supplier decision, credit memo and refund record together in your approved system. Use that file to explain which event remains open. Do not paste those private identifiers into a public calculator.
Enter freight once. If a supplier deducts a shipping charge from the credit and you enter that net credit, do not enter the same withheld amount as separately paid freight. A posted credit above approved credit, or cash refunded above posted credit, triggers a review note rather than a hidden correction.
Questions business owners ask
Why is the supplier's posted credit excluded from cash position?
A credit might reduce a supplier account balance instead of returning money to the bank. Only the actual supplier cash refund enters this tool's cash calculation.
Can the supplier credit determine the customer refund?
The worksheet keeps those decisions separate. Enter the customer's documented refund obligation independently. The calculator does not interpret refund rights.
Does a negative core cash position mean the repair lost money?
No. This calculation contains only core-related cash movements. The replacement part, labor, other revenue, costs and tax are outside it.
Primary sources
BlueFinch reviewed these sources on September 7, 2026. Payment rules and state requirements change.
This page provides general business information, not legal, tax, or accounting advice.