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This article describes how to process your Rebate management deals, calculate their discounts, review the transactions that are generated, post transactions, and review the postings.
You can assign a status to each deal to help track it. The status is for informational purposes only.
The Calculate FIFO purchase price periodic task must be run to calculate the rebates for deals where the Price basis field is set to FIFO. The system will use a first in, first out (FIFO) rule to calculate the value of the stock that was sold. This value will then be used to calculate the vendor rebates.
Go to Rebates management > Periodic tasks > Calculate FIFO purchase price. In the dialog box that appears, select OK to run the calculation.
You can create the sales orders or purchase orders that have source transactions either before or after you create an applicable Rebate management deal.
You can set up each deal line so that it automatically creates a rebate provision by posting the delivery or invoice for a sales order or purchase order. Set the Transaction type field for the deal line to Delivery or Invoice, and set the Process at posting option to Yes. If the Transaction type field is set to Order, processing at posting is disabled. For source transactions that were created after a deal was activated, you can still process the provision as described in the Process Rebate management deals section later in this article.
Before you can create source transactions, you must enable the Enable price details option for account receivables.
To create a source transaction, follow these steps.
Go to Sales and marketing > Sales orders > All sales orders.
Select New.
To mimic the way that rebate claims are generated, you must now create a sales order where the product and quantity qualify the customer for a rebate.
In the Customer account field, enter or select a customer that will qualify for a rebate deal.
Select OK to create the sales order.
On the Sales order lines FastTab, add a line, and set the following fields for it:
On the Sales order lines FastTab, on the toolbar, select Sales order line > Price details. This command is available only if you enabled price details as described in the previous section.
On the Price details page, select the Rebate management FastTab. This FastTab lists all the rebate management deals that apply to the current order line and shows the estimated rebate amount in the order's currency. The amounts are only estimates of the future rebate claims. The actual rebate amounts might differ. Here are some of the factors that might affect the actual amounts:
On the Detail FastTab, notice that the Margin estimation section includes the following fields. These fields are added by Rebate management. All of them show values per unit (whereas the fields on the Rebate management FastTab show total values for the line).
Close the Price details page.
If the sales order shouldn't qualify for the rebates that you just viewed, follow these steps to exclude rebates. (However, you usually won't exclude rebates.)
On the Action Pane, on the Pick and pack tab, in the Generate group, select Post packing slip.
On the Parameters FastTab, in the Quantity field, select All.
Select OK.
If you're prompted to confirm the operation, select OK.
On the Action Pane, on the Invoice tab, in the Generate group, select Invoice.
On the Parameters FastTab, in the Quantity field, select All or Packing slip.
Select OK.
If you're prompted to confirm the operation, select OK.
When you process a deal, the system calculates all relevant rebates and royalties that are set up. Only selected deals that have calculation periods that are ready to be calculated and that have a status of Active will be processed. After processing is completed, the system generates a set of transactions that you can review and then post.
Note
In all cases, rebates are processed at the level that is specified by each deal's Reconcile by setting (Deal or Line). You can do single-line calculations only for deals where the Reconcile by field is set to Line.
Open the appropriate rebate deals list page for the type of deal that you want to work with.
Select the row for each deal that you want to process (or open the deal that you want to process).
On the Action Pane, on the Rebate management deals tab, in the Generate group, select one of the following commands:
In the dialog box that appears, set the From date and To date fields to define the date range for the calculation.
Select OK to run the calculation.
Open the appropriate rebate deals list page for the type of deal that you want to work with.
Open the deal that you want to process a line from.
Select the Lines tab in the upper-right corner.
On Rebate management FastTab, select the row for each deal line that you want to process.
On the toolbar of the Rebate management FastTab, select one of the following commands. (These commands are available only for deals where the Reconcile by field is set to Line.)
In the dialog box that appears, set the From date and To date fields to define the date range for the calculation.
Select OK to run the calculation.
Instead of processing specific deals or deal lines, you can run a batch job to process several deals at the same time. You can optionally apply record filters and/or set up a recurring schedule. To process deals by using a batch job, follow these steps.
Follow one of these steps:
In the dialog box that appears, on the Parameters FastTab, in the Period section, set the From date and To date fields to define the date range for transactions for the calculation.
In the Guarantee Period section, set the From date and To date fields to define the date range for guarantees for the calculation.
On the Records to include FastTab, you can set up filters to limit the set of deals that the batch job will process. These settings work in the same way that they work for other types of batch jobs.
On the Run in the background FastTab, you can set up batch processing and scheduling options as required. These settings work in the same way that they work for other types of batch jobs.
Select OK to run and/or schedule the calculation.
Instead of processing specific deals or deal lines, you can use the rebate workbench to process multiple deals at the same time. You can optionally apply record filters and/or set up a recurring schedule. You don't have to select any rows. The system will process all lines that meet the date and filter requirements that you set up.
To process deals by using the rebate workbench, follow these steps.
Go to Rebate management > Rebate management deals > Rebate workbench.
On the Action Pane, on the Rebate workbench tab, in the Processing group, select one of the following commands:
In the Rebate management dialog box, in the Period section, set the From date and To date fields to define the date range for the calculation.
In the Guarantee period section, set the From date and To date fields to define the date range for guarantees for the calculation.
On the Records to include FastTab, you can set up filters to limit the set of deals that the batch job will process. These settings work in the same way that they work for other types of batch jobs.
On the Run in the background FastTab, you can set up batch processing and scheduling options as required. These settings work in the same way that they work for other types of batch jobs.
Select OK to run and/or schedule the calculation.
When you process one or more deals, the system creates transactions that you can view and, perhaps, edit before you post them.
To view and edit Rebate management transactions using the rebate deals list page, follow these steps.
Follow one of these steps:
The Rebate management date transactions or Rebate management guarantee transactions page appears. It contains a grid, where each line represents a collection of transactions from a single rebate or guarantee period. Select a row in the grid, and then, on the Action Pane, select Source transactions to view the transactions that belong to that row.
The page that appears shows a list of the transactions of the selected type that belong to the selected row. Each transaction provides relevant details, depending on the transaction type. For guarantee transactions, you can only view the list. For other types of transactions, you can perform the following actions on this page:
To verify the total value of all claimed transactions on the page, view the Claimed amount field.
To view more information about any transaction, select it, and then select the General, Financial dimension, or Dimension tab.
To view any reductions that apply, select Reduction transactions on the Action Pane. Learn more in Rebate reduction principles.
To mark transactions as either claimed or unclaimed if you're using a claims process, select the relevant rows, and then, on the Action Pane, select one of the following commands. (You enable claims processes on the Rebate management parameters page.)
Select Post on the Action Pane to post the claim for all the relevant lines. If you're using a claims process (when the Use claim process option is enabled on the Rebate management parameters page), only the lines that are marked as Claimed are posted. Otherwise, all the source transactions for the selected rebate transaction are posted. The Post button is available only for rebate transactions. It's unavailable for provision and write-off transactions. In the Post dialog box, the From date and To date fields are automatically set. Set the Posting date field, and then select OK.
To adjust the amount that is shown for any open or unposted transaction, select the transaction, and then follow one of these steps:
Note
If you're using a claims process, when you process the next period, the transaction list will include any unclaimed transactions from the previous posting, plus any new transactions for the selected period.
To view and edit Rebate management transactions by using the rebate workbench, follow these steps.
Go to Rebate management > Rebate management deals > Rebate workbench.
Set the Show field to Not posted.
The Rebate workbench page shows a list of the transactions. Each transaction provides relevant details. These details vary, depending on the transaction type. You can perform the following actions on this page:
To view more information about any transaction, select it, and then select the General, Financial dimension, or Dimension tab.
If you're using a claims process, you can mark transactions as either claimed or unclaimed. Select the relevant rows, and then, on the Action Pane, on the Rebate workbench tab, select one of the following commands. (You enable claims processes on the Rebate management parameters page.)
To post the claim for one or more lines, select the relevant lines. Then, on the Action Pane, on the Rebate workbench tab, select Post. The Post button is available for provision, rebate, and write-off transactions. In the Post dialog box, the From date and To date fields are automatically set. Set the Posting date field, and then select OK.
To adjust the amount that is shown for any open or unposted transaction, select the transaction, and then follow one of these steps:
Note
If you're using a claims process, when you process the next period, the transaction list will include any unclaimed transactions from the previous posting, plus any new transactions for the selected period.
To post the value of a processed provision, rebate management amount, and write-off, you must run the posting process. The posting process marks the provision, rebate management, or write-off transactions as posted, and creates the target transaction. If you don't have to review the target transaction, these transactions can be set up so that they're automatically posted.
To set up your system to post all target transactions as soon as they're generated by a posting provision, rebate management amount, and write-off, turn on the Automatically post journals and/or Automatically post free text invoices option on the Rebate management parameters page. Learn more in Rebate management parameters.
After you've processed the relevant deals, follow these steps to review and post the generated transactions for all lines for one or more deals.
Open the appropriate rebate deals list page for the type of deal that you want to work with.
Select the row for each deal that you want to post (or open the deal that you want to post).
On the Action Pane, on the Rebate management deals tab, in the Generate group, select one of the following commands:
In the dialog box that appears, set the Posting date field. Then set the From date and To date fields to define the date range for the transactions that must be posted.
Select OK to post the transactions.
After you've processed the relevant deals, follow these steps to review and post the generated transactions for one or more specific deal lines for a selected deal. This procedure is applicable only for deals where the Reconcile by field is set to Line.
Open the appropriate rebate deals list page for the type of deal that you want to work with.
Open the deal that has a line that you want to post transactions for.
Select the Lines tab in the upper-right corner.
On Rebate management FastTab, select the row for each deal line that you want to post.
On the toolbar of the Rebate management FastTab, select one of the following commands. (These commands are available only for deals where Reconcile by is set to Line.)
In the dialog box that appears, set the Posting date field. Then set the From date and To date fields to define the date range for the transactions that must be posted.
Select OK to post the transactions.
Instead of posting transactions for specific deals or deal lines, you can run a batch job to post transactions for several deals at the same time. You can optionally apply record filters and/or set up a recurring schedule. To post transactions by using a batch job, follow these steps.
Follow one of these steps:
In the dialog box that appears, on the Parameters FastTab, in the Period section, set the Posting date field. Then set the From date and To date fields to define the date range for the transactions that must be posted.
In the Guarantee Period section, set the From date and To date fields to define the date range for the guarantees that must be posted.
On the Records to include FastTab, you can set up filters to limit the set of deals that the batch job will process. These settings work in the same way that they work for other types of batch jobs.
On the Run in the background FastTab, you can set up batch processing and scheduling options as required. These settings work in the same way that they work for other types of batch jobs.
Select OK to run and/or schedule the calculation.
After you've processed provision, rebate, or write-off transactions, follow these steps to use the rebate workbench to review and post the generated transactions for one or more specific transaction lines for all deals.
Go to Rebate management > Rebate management deals > Rebate workbench.
In the grid, select the row for each transaction line that you want to post. You can select unposted provision, rebate, and/or write-off transactions. The following rules apply:
On the Action Pane, on the Rebate workbench tab, in the Processing group, select Post.
In the Post dialog box, set the Posting date field. The From date and To date fields are automatically set, based on the earliest From date value and the latest To date value for the selected rows.
Select OK to post the transactions.
After your transactions have been posted, you can review the resulting journals, documents, or items. Target transactions for rebates and royalties are based on the payment type that is set in the posting profile and the rebate's output type. For example, if the rebate output is set to Item, a sales order will be created for a customer rebate, and a purchase order will be created for a vendor rebate. These orders can be viewed via the target transactions. Alternatively, if the payment is set up to use Accounts payable, a vendor invoice for the vendor that is set up on the customer will be created for customer rebates.
To review the journal entries that are associated with a Rebate management deal, follow these steps.
Open the appropriate rebate deals list page for the type of deal that you want to work with.
Select the deal to inspect journal entries for.
On the Action Pane, on the Rebate management deals tab, in the Transactions group, select either Transactions or Guarantee transactions, depending on the type of transactions that you want to look at.
Set the Show field to All or Posted.
Find and select the transaction collection that you want to inspect, and then, on the Action Pane, select one of the following buttons. (These buttons are available only when relevant postings exist for the selected transaction collection.)
A list of relevant journals, documents, or items appears. To view more information about any journal, document, or item, select its row, and then, on the Action Pane, select View details.
To review journals by using the rebate workbench, follow these steps.
When you post a Rebate management transaction that has one of the following Payment type values, the system creates a customer deduction journal or a free text invoice for the relevant customer account:
After a target transaction is created and posted, it will be available as an open transaction on the Deduction workbench page (Sales and marketing > Trade allowances > Deductions > Deduction workbench). Open transactions have a Claim type value of Rebate management, and a Rebate transaction number value is available to enable traceability. The date is set to the posting date of the Rebate management target transaction. To use the deduction workbench to settle open transactions to existing deductions for the same customer account, select Maintain > Match on the Action Pane.
Learn more in Manage deductions using the deduction workbench.
After you've processed provision, rebate, or write-off transactions, follow these steps to purge selected unposted transactions.
After you've processed and posted a provision, follow these steps to cancel the posted provision transactions.
These provision reversals will also be visible in the relevant Rebate management journals.
Events
Mar 31, 11 PM - Apr 2, 11 PM
The ultimate Microsoft Fabric, Power BI, SQL, and AI community-led event. March 31 to April 2, 2025.
Register today