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Resolving Deductions (End User)

When key account managers and customer financial services representatives finish researching a deduction, they choose from different methods for resolving deductions. The methods available for resolving deductions, (for example Invoicing, Unsaleable) depend on the deduction type, either Promotion or HQ.

The steps the user takes to resolve the deduction are reflected in the Totals row at the bottom of the Deduction Resolution list view, and in summary fields of the Deductions form. With each fund payment, credit memo, chargeback, or write-off submitted, the figures displayed in the respective summary fields and the Total Resolved field are updated, and the figure in the Remaining field is reduced. To completely resolve the deduction, the amount in the Total Remaining field must be reduced to $0.00.

This task is a step in Process of Managing Promotions Deductions.

Resolving Promotion Deductions

For deductions of type Promotion, any combination of the following methods can be used:

  • Applying trade funds
  • Writing off all or part of a deduction
  • Issuing chargebacks

To resolve Promotion deductions

  1. Navigate to the Deductions screen > Deduction List view.
  2. Drill down on the ID field hyperlink for a selected deduction, and click the Resolution view tab.
  3. Apply trade funds, if appropriate.
    1. In the Resolutions link bar, click the Payments link, and create a new record.
    2. Click the select button in the Deal ID field, select a deal from the Deal drop-down list, and enter the payment amount you are approving in the Amount field.
    3. Click OK to leave the Pick Allocation dialog box.

      A new payment record is generated.

      NOTE:  To determine the activity against deals, refer to the Amount, Payments Paid, Payments Submitted, and Payments Pending fields in the Pick Allocation dialog box.

    4. Repeat Step a through Step b for each payment you want to create for the deduction.
    5. Submit payments:
      • Click Menu, choose Submit to submit an individual payment record.
      • Click Menu, choose Submit All to submit all payments records in the Payments list.
  4. Write off all or part of a deduction, if appropriate.
    1. In the Resolutions link bar, click the link Write Off, and create a new record.
    2. Click Menu, and choose Submit or Submit All.
  5. To reject part or all of the deduction, issue a chargeback.
    1. In the Resolutions link bar, click the link Chargeback filter, and create a new record.
    2. Click Menu, and choose Submit or Submit All.

      The information you entered can be exported to your company's back-office information system. A member of the accounts receivable department can use this information to write a letter to the customer requesting payment of the chargeback amount.

Ability to Void and Cancel Payments

This feature provides the Key account managers (KAMs) and customer financial service representatives, the ability to void and cancel payments.

  • If the KAM creates a payment, they have the ability to void the payment before submitting the payment to the back office.
  • If the KAM creates a payment and submits the record, they still have the ability to void the payment providing it has not been processed by the back office.
  • If the KAM creates a payment and submits the record which is processed by the back office, they can cancel the payment and proceed to create a new payment record.

To void or cancel payments

  1. Navigate to the Deductions screen > Deduction List view.
  2. Drill down on the ID field hyperlink for a selected deduction, and click the Resolution view tab.
  3. In the Resolutions link bar, click the Payments link.
  4. In the Status field drop down list choose either voided or canceled.

Resolving HQ Deductions

For deductions of type HQ, one or more of the following methods can be used:

  • Applying credit memos
  • Writing off all or part of a deduction
  • Issuing chargebacks

To resolve HQ deductions

  1. Navigate to the Deductions screen > Deduction List view.
  2. Drill down on the ID field hyperlink for a selected deduction, and click the Resolution view tab.
  3. Apply a Credit Memo, if appropriate.
    1. In the Resolutions link bar, click the link Credit Memo, and create a new record.
    2. Click the select button in the Memo ID field, select a credit memo from the drop-down list, and enter the payment amount you are approving in the Amount field.
    3. Click OK to leave the Pick Allocation dialog box.
    4. Click Menu, and choose Submit or Submit All.
  4. Write off all or part of a deduction, if appropriate.
    1. In the Resolutions link bar, click the link Write Off, and create a new record.
    2. Click Menu, and choose Submit or Submit All.
  5. To reject part or all of the deduction, issue a chargeback:
    1. In the Resolutions link bar, click the Chargeback link, and create a new record.
    2. Click Menu, and choose Submit or Submit All.

      The information you entered can be exported to your company's back-office information system. A member of the accounts receivable department can use this information to write a letter to the customer requesting payment of the chargeback amount.

Table 22 describes the behavior that occurs during the various status stages in the deduction resolution. The actions the system takes depends on both Payment Type and Status.

Table 22. Behavior For Status Stages In Deduction Resolutions
Resolution Method
Pending Status
Submitted Status
Paid Status

Payment (by trade funds)
  • For the deduction, the Promotion field is updated with the amount of the record.
  • For the deduction, the Remaining and Total Resolved fields are updated with the amount of the record.
  • For the deal that is associated with the record, the Payments Pending field is updated with the amount of the record.
  • The end user manually changes the status of the record to Submitted.
  • For the deal that is associated with the record, the Payments Pending field is decreased and the Payments Submitted field is increased by the amount of the record.
  • The back office updates the status of the record to Paid. (You can also do this by manually changing the status of the record to Paid.)
  • For the deal that is associated with the record, the Payments Submitted field is decreased and the Payments Paid field is increased by the amount of the record.
  • For the fund that is associated with the deal, the Payments field is updated.
  • In the plan, promotion, and promoted products containing the deal, the Actual Funds field is updated with the amount of the record. For additional information, refer to "Roll-Up of Paid Payments" in the Trade Funds chapter.

Credit Memo
  • For the deduction, the Credit Memo field is updated with the amount of the record.
  • For the deduction, the Remaining and Total Resolved fields are updated with the amount of the record.
  • For the credit memo that is associated to the deduction, the Payments Pending field is updated with the amount of the record.
  • The end user manually changes the status of the record to Submitted.
  • For the credit memo that is associated with the record, the Payments Pending field is decreased and the Payments Submitted field is increased by the amount of the record.
  • The back office updates the status of the record to Paid. (You can also do this by manually changing the status of the record to Paid.)
  • For the credit memo that is associated with the record, the Payments Submitted field is decreased, and the Payments Paid field is increased by the amount of the record.

Chargeback
  • For the deduction, the Chargeback field is updated with the amount of the record.
  • For the deduction, the Remaining and Total Resolved fields are updated with the amount of the record.

The end user manually changes the record status to Submitted.

The back office updates the status of the record to Paid. (You can also do this by manually changing the status of the record to Paid.)

Write-off
  • For the deduction, the Write Off field is updated with the amount of the record.
  • For the deduction, the Remaining and Total Resolved fields are updated with the amount of the record.

The end user manually changes the status of the record to Submitted.

The back office updates the status of the record to Paid. (You can also do this by manually changing the status of the record to Paid.)

NOTE:  When a record is voided or cancelled, the system reverses the actions previously taken (as described in the preceding table).

Analyzing Deductions

Key account managers, customer financial services representatives, and their managers can use various chart views to analyze deductions for an account.

To analyze an account's deductions

  1. Navigate to the Deductions screen.
  2. In the Deductions link bar, click the Charts link.
  3. Use the drop-down list to select the type of chart you wish to view.

    Available charts include Aging Analysis, Status and Priority Analysis, Account and Type Analysis, and Rep Workload Analysis.

    
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