Rebate Management for your Payable Accounts

You can manage the different tiers of rebate individually for each Supplier.

Introduction

Rebate Management for a Supplier

Rebate Reports

Approve rebates and create invoice

Introduction

In the Rebates Management Tab for each Supplier, you can specify rebate percentages, and how your Supplier will credit you for any rebates that are due to you from Payable invoices. Rebates can be paid by Credit note or by Invoice. This can be determined for each type of rebate. You can specify the default rebate percentage for each type of rebate, and then you can update stock items instantly.

Rebates can vary by Stock Group, so you cannot update the Product Rebate category for the whole Stock file.

Once the rebate fields have been set up, you can print a detailed or summary report that shows the amount due that is calculated from Payable Invoices. Amounts are separated out for each Rebate Group for the Branch.

You can then create the invoice, and this will show on the Communications tab for the Supplier, where you can view the outbound invoice that has been created. This will show the amount plus GST/TAX that is due. These will then be sent out when your 'unsent communications' Scheduled Task runs next.

Read about updating and importing Stock Rebates from your Pims system here: PIMS Stock Rebates.

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Rebate Management for a Supplier

To set up and manage the Rebates for a Supplier:

• Go to Payables > Supplier Accounts.
• Select the Supplier you want to update.
• Go to the Rebate management tab.
  
  

Here you can see a column for each of the Rebate Types. These are Product Rebate, Unqualified Rebate, Qualified Rebate, Marketing Rebate and Points Rebate.

For each type of rebate, these are the fields to be completed:

• Rebate method: Select Credit note or Invoice from the dropdown list.
• Last month end: Select from the calendar.
• Next month end: Select from the calendar.
• Rebate Frequency: Select from the dropdown list. The options are Daily, Weekly, Fortnightly, Four weekly, Monthly, End of each Month, Two Monthly, Quarterly, End of each Quarter, Six Monthly, Yearly.
• Click Save when you have updated the fields.

In all but the Product Rebate, you can then update that particular Rebate for all stock items. This does not apply to the Product Rebate.

• Click Update Stock Rebate for each of the Rebates that need to be updated.

You can also add any notes for this Supplier, and upload a Terms and Conditions document. These options are done on the left side of this screen.

When the Payable Month is closed, it will automatically update the Payable Rebate dates.

It looks at the rebate frequency and updates the dates based on the Close payable month's Month end date. It is not based on the dates set against the Payable Account.

This means that if the dates set against the payable were 31/1/25 but your Month end date was 31/3/2025, the dates would be updated based on 31 March, not January.

If the frequency is set to 'weekly', it goes to the first day of the next week, not necessarily 7 days from the date the month ended.

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Rebate Reports

You can print a summary or detailed report for the rebates from your Payable Invoices that are due from any Supplier. You can also export the details.

In the Rebate management tab for the Supplier:

• Click Report rebates due for a details report.
• Click Report rebates due (summary only) for a summary report.
• Click Export rebates due to export to an excel spreadsheet.

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Approve rebates and create invoice

When you have checked your rebates report, and where the Rebate method is set to Invoice, you can create your invoice.

If the Rebate method is set to Credit Note, you would expect to have received this from the Supplier. In this case, the rebates report is available for you to check the calculations.

To create the invoice for each type of Rebate for the Supplier:

• Click Approve rebate.

This takes you to the confirmation window. The message asks if you wish to continue to create the payable account invoice.

• Click Confirm.

Now the invoice will be available on the Communications tab for this Supplier, and will be sent out when the scheduled task to send new communications runs.

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