Reconcile unclaimed incentives at the end of a campaign
A voucher can be issued without being delivered or redeemed. Keep those statuses separate when you close a campaign, and check what the supplier actually charged before counting any remaining value as recoverable.
| Status | Count | Face value | Evidence |
|---|---|---|---|
| Approved | Campaign approval | ||
| Issued | Supplier record | ||
| Failed | Failure evidence | ||
| Unclaimed | Current terms |
By Freepaid · Published
Account for each unclaimed reward by status
If you approved 100 rewards at R30, you budgeted R3,000 in face value. If 92 were issued, eight worth R240 were unissued. That tells you how many were left, but the supplier’s terms and account statement determine whether any value can be recovered or used again.
Match the approval list to the supplier’s issue records and the finance ledger. Keep order references, face value and confirmed charges together. For vouchers, distinguish PINs prepared, delivered and redeemed where you have evidence for each. If the provider doesn’t report redemption, mark it as unavailable and use the delivery status you can verify.
Close exceptions against supplier evidence
Give unmatched references to someone who can follow up. Record the status, evidence source and date for each exception, plus any outstanding expiry, cancellation or balance question. Ask a second reviewer to check the totals and any cases still open. Record the close date and who in finance signed off on the variance and any reuse or reallocation.
Restrict access to the archived register and supplier reports because they can contain recipient details. Lock the closeout against untracked edits. If a supplier later corrects an outcome, keep the original evidence and add a dated note explaining what changed.