Processing Rebates using the IBS Customer/Supplier Rebates Functionality

Work with rebate payments

• Rebate claim/payment number: Next available number will be retrieved automatically, but it is possible to assign a number manually.
• Description
• Claim method: This is only to be defined for rebate claims. Either claim method A/P or claim method A/R is selected here. The entered claim method will be used to select rebate transactions that originate from a rebate agreement defined with the same claim method.
• Rebate payer/receiver: The entered payer/receiver will be used to select rebate transactions that originates from rebate agreements defined for the entered payer/receiver.
• Rebate currency: The entered currency will also be used to select rebate transactions that originate from rebate agreements that are defined with the same currency.
• Handler: The handler responsible for the claim/payment is to be entered.
• Supplier/Customer: The entered supplier/customer will be used to only select rebate transactions that are purchased from the entered supplier or sold to the entered customer.
• Rebate agreement: If rebate transactions from only one rebate agreement are to be selected for the claim/payment, this rebate agreement can be entered here. It is however possible to claim/pay rebate transaction from several agreements for the same rebate payer/receiver on one rebate claim/payment.
• Payer/Receiver reference: Here it is possible to enter a reference that will end up on the claim/payment orders and invoices. If a rebate agreement is entered for the claim/payment header, the reference will be retrieved from the rebate agreement header.
• Status: A rebate claim/payment can hold four different statuses:
  

  Status	Description
  N	New.
  S	Selected transactions exist on the claim/payment.
  O	Claim/Payment order has been created.
  C	Claim/Payment process is completed, i.e. claim/payment invoice is created or A/P transactions have been created.

• Creation date: Date when the claim/payment header is created.
• Claim/Payment date: The date when the claim/payment reaches status C (Claim/payment process is completed).
• Claim/Payment order: The claim/payment order number.
• Claim/Payment invoice: The claim/payment invoice number.
• Rebate amounts: Rebate amount fields displayed both in rebate currency and in system currency.

(Optionally) Select rebate transactions to be included
Once the claim/payment header is created, it is possible to perform a selection of rebate transactions that are to be included. So besides some of the entered information on the header, the following selection criteria are available. (From the initial screen, click the Select transactions).

• Rebate agreement (unless entered already on the claim/ payment header
• Agreement start and end date
• Agreement type
• Agreement group
• Payer/Receiver reference
• Supplier/Customer (unless entered already on the claim/payment header)
• Purchase order number (only for rebate claims)
• Invoice document type (only for rebate payments)
• Invoice number (only for rebate payments)
• Reception date/Invoice date
• Area
• Cost centre

It is possible to manually change the total rebate amount on the claim/payment header. Then the claimed amount will be updated proportionally for all included rebate transactions.

Claim/Pay the rebate claim/payment header
Once the desired transactions have been selected and the total rebate amount is correct, then the claim/payment header is to be claimed/paid. Click the Claim or Payment option.

Claim method = A/R
For all rebate payments and for rebate claims with claim method = A/R, this step means that a claim/payment order is created. On this order there will be one SO line for each combination of fictitious item/VAT registration number from original invoice/VAT handling code/VAT percentage. The quantity for each line will be set equal to 1, and the price will be equal to the total rebate amount for the transactions that have the same value in the combination fields. Once the claim/payment order is created, it shall also be invoiced before the claim/payment is considered as completed.

Claim method = A/P
For rebate claims with claim method = A/P, the claim will mean that A/P transactions are created immediately. Once all journals are ended without errors, the rebate claim will be considered as claimed.

A menu item exists where it is possible to create a number of rebate claims/payments automatically.

Supplier rebate agreements (Rebuild option)

Rebuild customer rebate agreements

Rebuild supplier rebate agreements

When rebuild of a rebate agreement takes place, all rebate transactions belonging to the agreement will be removed. Then a new rebate calculation will take place for all invoice lines/purchase receptions that are flagged as already rebate calculated, within the dates on the agreement that is rebuilt. This rebate calculation will be done exactly as the normal rebate calculation, and new rebate transactions will be created for the rebate agreement.

If rebate transactions already claimed/paid (or even just selected for claim/payment) exist on the agreement that is being rebuilt, then these transactions will remain on the agreement. So if the new rebate calculation detects that an already claimed/paid transaction should not have been included on the agreement, this will be possible to see since the claimed/paid transaction will keep its claimed amount but the calculated rebate amount will be equal to zero.

It is possible to set up the rebate agreements so the rebate amount from one agreement can affect rebate calculation for other agreements. This will happen if any agreement type is defined for “End rebate” or “Single rebate”, or if any rebate agreements are flagged for rebate reduction. If this is discovered during rebuild of an agreement, the system will automatically perform a rebuild of those agreements that may have been affected.

Via the Rebuild customer rebate agreements/Rebuild supplier rebate agreements menu item, it is possible to start the rebuild of all rebate agreements that are flagged as changed as well as for all open and active rebate agreements.

Supplier rebate agreements (Close option)

Example:
The manually entered forecasted target turnover indicates that the target level giving 5% rate will be reached. But once the agreement end date was reached, it was discovered that only the target level giving 3% rate was reached. The total rebate amount for the whole rebate agreement will, therefore, be less than the current sum of all rebate transactions. Thus, all open transactions, i.e. transactions that have not been claimed/paid or selected for claims/payments, will be adjusted so that the sum of all rebate amounts will be equal to the calculated total for the whole agreement.

Supplier rebate agreements

Work with rebate payments

Work with rebate claims

Customer rebate transactions

Supplier rebate transactions

When working with rebate transactions it is possible to change the rebate amount or to delete a specific rebate transaction. Do however note that if this is done, and then the rebate agreement from where it originates is rebuilt, the transaction will appear again with a new calculated rebate amount. If a rebate transaction belonging to a closed rebate agreement is changed or deleted, then the change/deletion will be final.

Work with rebate payments

Print supplier rebate transactions

Two different types of printouts can be produced. First type of printout is a transaction list, which quite simply lists the transactions (printing adequate information). The second type of printout is called a Claim basis list. The purpose of this list type is to make it possible to send to the rebate payer/receiver, clarifying the detailed content of an actual rebate claim/payment.

A large number of selection criteria are also available, making it possible to select the transactions that are to be included for each specific printout occasion.