After creating negative purchase orders for a vendor for Booking Letter of Credit processes, the system populates the information to the EDI 849 Rebate Detail Queue. This queue lets you review the
information and handle the rebate claims that do not match. You can manage these exceptions and adjust the pricing on the purchase order. You can then export the information, as needed, to a spreadsheet.
Review the proposed and actual costs and decide what to do with any differences that may remain.
For a more detailed queue with information down to the line number level including quantities, invoice numbers, and payable IDs, see Using the EDI 849 Rebate Detail Queue.
Note: You can only update the following fields from the queue: Override Amount, Notes, Dispute Reason, and Accepted flag. You can also update these fields using the import tool.
To use the EDI 849 Rebate Summary Queue:
1. From the Purchase > Queues menu, select EDI 849 Rebate Summary to display the EDI 849 Rebate Summary Queue window.
2. Use the header fields to set the parameters you want to review for the queue.
Parameter Description
Branch/Tr/All Enter the branch, branches, or territories by which you want to limit the queue. The system uses the branch the purchase order used when creating the book letter of credit option. Each branch that is filing and creating the book letter of credit displays the branch in the rebate detail file.
Vendor Enter the vendor by which you want to limit the queue. The vendor on the purchase order.
Rebate Status Enter which rebates you want to display: Resolved, Unresolved, or Pending.
Start Ship Date Define the time frame by shipping dates that you want to review for rebates.
End Ship Date
3. Use the queue columns to review the rebate data and make sure items match.
Column Description
P/O Number The purchase order number assigned by the system for the payable you are using to send to the vendor.
Vendor Name The vendor name either limited to the vendor selected in the header or each vendor within the defined parameters of the header information if you set the Vendor field to All.
Column Description Vendor Proposed
Rebate Total The rebate amount approved by the vendor using the following conditions:
• If the vendor has sent a Proposed Rebate Amount in the 849, that value is used here.
• If there is an Override Rebate Cost in the 849, that value is used here.
• If there is a Vendor Rebate Cost in the 849 and it does not match the cost in your system, the Vendor Rebate Cost is used here.
• If none of the above exist, the rebate amount in your system is used here.
Purchase Order Rebate Total
The rebate amount you requested for the purchase order.
Rebate Difference The difference, if any, between the requested and approved amounts.
Use the Rebate Difference column on the queue to decide how you want to handle any difference displayed, such as writing it off in your accounts.
3. Review the value in the Difference field and address the amount, as per your company guidelines:
If the Difference is...
And... Then...
Zero (0) The vendor-approved rebate is the same as the rebate you requested, and you do not need to review the rebate detail. Do the following:
1. Exit the window.
2. Create a payable for the rebate amount.
Non-zero You are
• From the File menu, select Update to revise your P/O amount to match the vendor rebate amount, then exit the Rebate Detail Maintenance window.
• Exit the Rebate Detail Maintenance screen without using the Update option, then post the Difference amount to a general ledger account.
2. Create a payable for the rebate amount.
If the
1. From the File menu, select Export or from the Edit menu, select Export Exceptions, as needed, to export the rebate detail or the exceptions to a spreadsheet program on your computer, review the differences in the requested and approved detail, make changes as needed, and import the data back into the rebate detail file. See Reconciling Rebate Detail Differences.
Important: The import function only imports changes from the following columns: Override Rebate Cost, Dispute, Notes Entered, and Canceled. Any entry in the Canceled column on the spreadsheet removes the amount from the Detail Value field since it signifies a canceled item.
2. Do one of the following:
• From the File menu, select Update to revise your P/O amount to match the vendor rebate amount, then exit the Rebate Detail Maintenance window.
• Exit the Rebate Detail Maintenance window without using the Update option, then post the Difference amount to a general ledger account.
3. Create a payable for the rebate amount.
5. Use the following to manage the purchase order rebates in the queue:
To... From the Edit menu, select...
view invoice information for the payable for the selected line item.
View Payable Invoice to display the invoice in A/P Entry.
change the totals on a purchase order using the Totals tab.
Update P/O Totals to display the purchase order in the Totals tab.
send the rebate detail from the queue out to a spreadsheet format to make changes to the fields.
Export to display the data in your default spreadsheet program, such as MS Excel.
sent only the exceptions from the rebate detail queue out to a spreadsheet format to make changes to the fields
Export Exceptions to display the data in your default spreadsheet program, such as MS Excel.
view or edit the purchase order View or Edit to display the purchase order. You receive a warning if the payable has already been processed.
update the rebate detail file with changes made to the spreadsheet after you exported it.
Import
Important: The Import functionality imports only those changes from the Override Rebate Cost, Dispute, Notes Entered, and Accepted columns from the spreadsheet.
Any entry in the Canceled column on the
spreadsheet removes the amount from the Vendor Proposed Rebate Total field since it signifies a
To... From the Edit menu, select...
view the EDI 849 Rebate Detail for the specified order
View Detail
delete the detail for the specified purchase order from the Rebate Detail file
Delete Items
Important: The Delete Items functionality purges only the line item detail for the purchase order that is currently selected in the queue. If you have a large number of purchase orders to purge from the Rebate Detail file, see Purging the Rebate Detail File in the Purchasing documentation.
6. Exit the window.