Free Download: Vendor Reconciliation Worksheet

What's Inside

• The Vendor Reconciliation Worksheet (Excel): drop in your BOL, your invoice, and your actual count — get the variance, the $ impact, and a credit memo request auto-generated
• The Top Vendor Cheat Sheet: the specific error patterns of McLane, Core-Mark, Reyes, Eby-Brown, and major fuel jobbers (because every vendor errs in predictable ways)
• The dispute escalation script: exact email language and phone tree contacts for filing a credit at each major vendor
• The 'silent shortages' guide: the 12 most common ways vendors quietly overcharge you — short-shipping, promo not applied, wrong case pack, freight markup
• The Quarterly Reconciliation Review: how to look across 90 days of deliveries and spot the patterns that one delivery won't show

Who This Is For

• Operators getting weekly deliveries from McLane, Core-Mark, Reyes, Eby-Brown, S. Abraham, or any major c-store distributor
• Gas stations dealing with branded jobber pricing (BP, Shell, Chevron, Sunoco)
• Multi-unit owners who can't personally check every delivery anymore
• Operators whose monthly variance is creeping up but they can't pinpoint where

Why It Matters

The c-store wholesale model is built on volume and trust — and that trust gets exploited. Industry studies put vendor billing errors at 2-4% of invoice value across food, candy, beverage, and tobacco. On a store doing $80K/month in cost-of-goods, that's $1,600-$3,200/month you're overpaying.

This worksheet doesn't fix vendor errors — it documents them. And documentation is the only thing that gets you credits. Operators who run this consistently typically recover 60-80% of overcharges within 30 days.