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Understand the Open Deductions Report

The Open Deductions Report provides users with a data export of all deductions currently open in Vividly. The report provides statuses for the transaction, and any linked invoices/invoice lines. It can be especially useful for managers to get a high-level snapshot of the status of all open deductions

Overview

 

The Open Deductions Report in Vividly's Deduction Reconciliation Module (DRM) is a comprehensive Excel-based report that contains detailed information about all deductions that remain open (unresolved or partially resolved) within your Vividly system. Unlike the Settlement Report—which shows deductions that have been fully cleared and resolved to promotions or GL accounts—the Open Deductions Report focuses exclusively on your outstanding deduction balance, providing visibility into which deductions still require processing, matching, or resolution. This report is essential for month-end reconciliation, aging analysis, tracking team workload, identifying backlog bottlenecks, and understanding your current accounts receivable deduction exposure by customer, check number, transaction type, or status. 

Use the Open Deductions Report for:

  • Month-end reconciliation: Verify your outstanding deduction liability balance for financial reporting.

  • Aging analysis: Identify which deductions have been sitting unresolved for extended periods (30+ days, 60+ days, 90+ days).

  • Team workload assessment: Understand how many deductions are in "New" status vs. "In Progress" vs. "Sales Review" to allocate resources.

  • Customer-level analysis: See which customers have the highest open deduction balances requiring follow-up.

  • Audit preparation: Provide external or internal auditors with a snapshot of unresolved deductions as of a specific date.

  • Performance tracking: Compare open balances week-over-week or month-over-month to measure processing efficiency.

      Steps to Download the Open Deductions Report

      1. Log into Vividly and navigate to the Business section using the left-hand navigation menu.
      2. Click on Deduction Reconciliation, this will open the DRM homepage showing your list of deduction transactions in table format.
      3. In the upper right corner of the DRM homepage (above the transaction table), locate the Export button.
      4. Click the Export button to open the export menu.
      5. A dropdown menu will appear with several report options, typically including:
        1. Download Settlement Report (for cleared deductions)
        2. Download Open Deductions Report (for unresolved deductions)
      6. Click on Download Open Deductions Report and notice that the download will appear in your browser.

      Tips & Best Practices

      • Download and save monthly: On the last day of each month, download the Open Deductions Report and save it with a date-stamped filename (e.g., "Open_Deductions_2025-01-31.xlsx") to build a historical archive.
      • Combine with Settlement Report: Compare the Open Deductions Report to the Settlement Report for the same time period to see the full picture of deduction activity.