Decision summary
A delivery record retention guide for wholesale PSN buyers storing quote, payment, delivery timestamp, batch ID, and claim notes.
Retain the order ID, recipient email, product lines, batch reference, delivery timestamp, and access status for the period required by your accounting and support policy. Do not retain raw codes in broad-access documents once fulfillment no longer requires them.
Decision fields
Payment and delivery records help match funds to the correct code batch.
Support needs region, batch, and delivery evidence when reviewing claims.
Operations needs quantity received, listed, sold, remaining, and disputed.
Raw code files should be restricted while metadata remains available to approved teams.
Delivery record retention workflow
Keep records by batch ID rather than only by chat thread or email subject.
Limit raw-code access while preserving enough metadata for finance and support.
Add claim outcomes and replacement notes to the batch history.
Align retention with business, tax, privacy, and support needs.
Separate operational metadata from raw code material
There is no universal retention period that fits every buyer. Set periods with the people responsible for accounting, privacy, security, platform obligations, and claim handling. The practical control is to classify each record, name its system of record and owner, restrict access, and document the event that starts review or deletion.
| Record class | Keep for the business purpose | Access boundary | Review or deletion trigger |
|---|---|---|---|
| Quote and approval metadata | Explain what product, region, quantity, pricing basis, and payment route were approved. | Procurement and finance roles. | Accounting requirement ends and no open claim or audit depends on the record. |
| Payment evidence | Reconcile the approved quote, payment network, amount, timestamp, and transaction reference. | Finance and specifically authorized reviewers. | Finance retention policy permits deletion and the transaction is fully reconciled. |
| Delivery and batch metadata | Trace recipient, time, batch, quantity, product attributes, and access event. | Procurement, fulfillment, inventory, and support on a need-to-know basis. | The batch is closed, its claim window and internal review are complete, and no dependency remains. |
| Raw unused codes | Fulfill inventory only; do not duplicate them into general ledgers, tickets, or chat. | Named fulfillment roles with logged access. | The code is fulfilled, invalidated, or otherwise no longer needs to remain in active inventory. |
| Claim packet | Show the reported issue, evidence received, review actions, outcome, and any replacement link. | Support and authorized dispute reviewers; unrelated inventory stays excluded. | The claim and any appeal are closed and the applicable business/privacy policy allows disposal. |
Deletion log: retain the record class, date, policy or decision reference, approver, and deletion result. Do not put the deleted secret or raw code into the log.
Retention mistakes
- Do not rely on chat history as the only delivery record.
- Do not give broad teams access to raw codes when metadata is enough.
- Do not delete delivery context before finance and support can reconcile the batch.
FAQ
What should a delivery record include?
It should include quote, product type, region, quantity, payment TXID, delivery timestamp, delivery channel, owner, and batch ID.
Should raw code files be retained forever?
Retention should be controlled by business, privacy, and security requirements; raw-code access should stay restricted.
Who should see delivery records?
Procurement, finance, fulfillment, and support may need metadata, while raw codes should have tighter access.
Why not use email only?
Email or chat is difficult to reconcile at scale and can hide batch or claim context.
Related pages
Trust context
PSN Wholesale is operated by PSN NETWORK LTD, company number 16191822. PlayStation, PSN, and PS Plus are trademarks of Sony Interactive Entertainment Inc. PSN Wholesale is independent and is not affiliated with, endorsed by, or sponsored by Sony Interactive Entertainment Inc.
Last updated: 2026-09-01