When a retailer submits coupons for payment, our coupon clearing house counts and issues payment for all coupons in the shipment. The clearing house then forwards coupons to the individual manufacturers for counting and payment. When manufacturers review coupons being redeemed by retailers, a variety of things can and do occur. If coupons are rejected, retailers will be issued a chargeback on the previously paid coupons. Reason Codes are defined as follows:

Manufacturer not paid invoice - These are coupons on which the manufacturer has not yet paid the clearing house. Most manufacturers pay within 30 days of submission by the clearing house. In those instances where the manufacturer has not paid the clearing house, charge-backs will result. Payment should be credited back on one of your next shipments. If they are not credited back, the Retailer must call the manufacturer to see if the coupons have been paid. If they have been paid, ask for the check number and the date they were paid. If they have not been paid, ask why. Contact our office with this information so we can follow-up to retrieve your payment.

Manufacturer paid invoice - These are payments manufacturers are making on previous "manufacturer not paid" invoices.

Manufacturer Suspended - These are payments the manufacturer has determined they will not pay. Call the manufacturer and ask why these coupons have not been paid. If they have, get the check number and check date. Contact our office with this information so we can follow-up to retrieve your payment.

Proof of Purchase or Contact Manufacturer - Retailers must contact each manufacturer that lists this "Reason Code." Retailers will receive letters from the manufacturer approximately 3 weeks from the date of contact with the manufacturer. If you contact the manufacturer and do not receive a letter from them, please contact our office so we can follow up.

You must provide the information requested by the manufacturer. In most instances the manufacturer will request proof of purchase for a period of 3 months. Some wholesalers have this information available. Once a manufacturer has placed you on "proof of purchase" or "contact manufacturer" status, they will not pay on any of the coupons until the requested information is provided. Also, other manufacturers will review a retailer's status and if this issue is not cleared up with the first manufacturer, other manufacturers will follow and the Retailer will eventually be placed on non-payment status with all manufacturers. Always keep copies and records of dates regarding the information provided to manufacturers.

Expired - Retailers should contact the manufacturer regarding these coupons and request information regarding the product and the expiration date.

Coupon Appearance - Retailers should contact the manufacturer regarding these coupons and ask what the coupons were for and why they where denied for coupon appearance. Several grocers have been denied payment for coupon appearance because someone at store level is trimming the coupons to make them look nice. DO NOT DO THIS! Send the coupons in as submitted by customers. Sometimes coupons from inserts are cut out and are made available at the checkout for customers. DO NOT DO THIS! Customers must tear or cut their own coupons. If a retailer stacks inserts on top of each other to cut out multiple copies of coupons they will be denied payment based on coupon appearance!

Coupon count/value short or coupon count value over - These are adjustments that are made when the clearing house counts and the manufacturer's counts do not agree.