Generating A Rebate Claim

Document Version	v.1
Document Last Updated	7/27/2020
Software Version Documented	v.9.6.160

Overview

The goal of this document is to explain how to generate rebate claims for your rebateable contracts with your vendors.

Creating a Rebate & Tying it To a Contract

First, the contract must be flagged as a rebatable contract in the contract manager
Once that is confirmed, open the rebate manager. Accounting -> AP -> Rebates
Now we will create a new Rebate. Go to Rebate Management.
New
Name the rebate, select the vendor, default rebate report and how the rebate is generated (based on booked orders vs. invoices).
Add a contract
Find the relevant contract and “select”
To confirm your rebate has been created, toggle to the Claim Management screen
The rebate you created will now be listed
You have now completed the process of creating a new rebate and tying it to a contract

Generating and Submitting a Rebate Claim

Now we will discuss managing the process of generating and submitting a rebate claim and creating a vendor credit tied back to this claim. Let’s assume there has been at least one sales order invoiced with rebatable items on it.

First open the Claim Management screen of the Rebate manager
Now Expand the rebate you want to generate a claim for. This will expand the rebate showing all past claims that have been generated
Right click the “Rebate Name” and click “Generate Claim”
This will open a new screen where you can choose a date range on which to search for all items that would apply to the rebate you are generating the claim for. By default, the “From” date will be the next unclaimed day for this rebate, and the “To” date will be one month after that.
Once you click refresh, the software will fetch the data and display it in summary format. Expand the “Plus” sign next to each entry to get the detail view which will give you details beyond the customer, order # and Expected Rebate such as the part number, Quantity sold, UOM, and Buying/Contract Cost.
Review the items that are flagged to be rebated and select those you are going to generate a claim for. You can use the “Select All” function to automate the selection of all rebatable items.
Now “Generate” the claim.
Now go back to the claim management screen and find the claim that was just generated
Click the link contained in the claim number field
This will open the claim management screen. Examine the screenshot below in detail.
Without going in depth on every single feature in this management screen, please be aware that you can submit the claim, create a credit memo, export a rebate report, mark the claim as reviewed by the vendor and close the claim from this screen. You can also add items to the claim manually if required. You can also view the history of the claim, attach links and record notes specific to this claim. The idea of all the aforementioned features is that this screen will allow you to actually manage the claim process and to know what rebates have been generated and submitted but not yet credited.
Once you are satisfied with the claim and are ready to send it to your vendor, go ahead and submit the claim
The default rebate report and delivery method (EDI, E-mail, Fax etc.) will be automatically selected but you can change it as needed. Submit Claim.
Notice that the claim status in now “Submitted”
The next step would hopefully be to receive confirmation from your vendor that the claim is being reviewed/considered. At this point you can go back into this claim and mark the rebated as being reviewed.
You will now wait to receive a credit memo from your vendor. Once that occurs, you can re-open this rebate and create a credit
You will now be able to find a credit available in the vendor’s account and you can close this rebate claim.
This has concluded the process of claiming a rebate. As you can see there are several tools available to help you generate and track claims from start to finish ensuring that you don’t miss out on rebate credits.