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Resolving Deductions (End User)

When 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 or Unsaleable) depend on the deduction type (Promotion or HQ).

Deduction resolutions are reflected in the Totals row at the bottom of the Resolution view for deductions and in the summary fields of the Deductions form. For each fund payment, credit memo, chargeback, or write-off submitted, the amounts that appear in the respective summary fields and the Total Resolved field are updated, and the amount 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 Account Promotion Deductions.

Resolving Account Promotion Deductions

For deductions of the Promotion type, you can use any combination of the following methods:

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

The views for payments, chargebacks, and write-offs contain Document # and Issue Date fields. The Document # field contains the payment number as issued by the financial application (for example, a check number or credit memo number). The Issue Date field contains the date on which the financial document was issued for payment.

To resolve an account promotion deduction

1. Navigate to the Settlements screen, then the Deduction List view.
2. Drill down on the ID field hyperlink for a deduction, and click the Resolution view tab.
3. If applicable, apply trade funds by performing the following steps:
   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, click OK, and enter the payment amount in the Amount field.

      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.

   3. Repeat Step a through Step b for each payment that you want to create for the deduction.
   4. In the Status field, choose Requested. After the payment has been approved, change the status to Submitted. For information about approving or rejecting payments, see Approving or Rejecting Payments.
4. If applicable, write off all or part of the deduction by performing the following steps:
   1. In the Resolutions link bar, click the Write Off link, and create a new record.
   2. Click Menu, and select Submit or Submit All.
5. To reject part or all of the deduction, issue a chargeback by performing the following steps:
   1. In the Resolutions link bar, click the Chargeback link, and create a new record.
   2. Click Menu, and select Submit or Submit All.

      The information that you enter can be exported to your company's back-office 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.

Voiding and Cancelling Payments

Account managers and customer financial service representatives can void and cancel payments:

• If the account manager creates a payment, the manager can void the payment before submitting the payment to the back office.
• If the account manager creates a payment and submits the record, the manager can still void the payment providing the back office did not process it.
• If the account manager creates a payment, and the back office processes the record, the manager can cancel the payment and create a new payment record.

To void or cancel a payment

1. Navigate to the Settlements screen, then the Deduction List view.
2. Drill down on the ID field hyperlink for a 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, select Voided or Canceled.

Approving or Rejecting Payments

The Payment Approval List view allows account managers and customer financial service representatives to approve, reject, and comment on all requested payments that require approval. All fields in this view are read-only except for Status and Rejection Comment.

A single column stores payment status and a single column stores payment type, across all payment business components. Status values map to two different LOV types: one for deduction-related business components and one for non-deduction related business components. The type values likewise map to two different LOV types: one for all deduction-related business components and one for all non-deduction related business components.

To approve or reject a payment

1. Navigate to the Settlements screen, then the Payment Approval List view.
2. Select one or more payments and click Approve or Reject, or change the Status field to Approved or Rejected.
3. (Optional) Add a reason for the rejection in the Rejection Comment field.

Resolving HQ Deductions

For deductions of the HQ type, you can use one or more of the following methods:

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

The views for credit memos, chargebacks, and write-offs contain Document # and Issue Date fields. The Document # field contains the payment number as issued by the financial application (for example, a check number or credit memo number). The Issue Date field contains the date on which the financial document was issued for payment.

NOTE:  Credit memos that you create as part of the deduction resolution process are not available in the Memo ID picklist, and are not available in the Credit Memos view of the Administration - Data screen. The Credit Memo ID field is not required, but after it is populated, the field becomes read-only.

To resolve a HQ deduction

1. Navigate to the Settlements screen, then the Deduction List view.
2. Drill down on the ID field hyperlink for a deduction, and click the Resolution view tab.
3. If applicable, apply a Credit Memo by performing the following steps:
   1. In the Resolutions link bar, click the Credit Memo link, and create a new record and complete the fields.
   2. (Optional) To apply an existing credit memo, click the select button in the Memo ID field, select a credit memo from the drop-down list, click OK, and enter the payment amount in the Amount field.
   3. In the Status field, choose Requested. After the payment has been approved, change the status to Submitted. For information about approving or rejecting payments, see Approving or Rejecting Payments.
4. If applicable, write off all or part of the deduction by performing the following steps:
   1. In the Resolutions link bar, click the Write Off link, and create a new record.
   2. Click Menu, and select Submit or Submit All.
5. To reject part or all of the deduction, issue a chargeback by performing the following steps:
   1. In the Resolutions link bar, click the Chargeback link, and create a new record.
   2. Click Menu, and select Submit or Submit All.

      The information that you enter can be exported to your company's back-office 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.

Analyzing Deductions

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 Settlements screen, then the Charts view.
2. In the drop-down list, select the type of chart that you want to view.

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