PeopleSoft Enterprise Purchasing 9.1 PeopleBook

Managing Vendor Rebate Claims

This chapter provides an overview of the claims management business process for vendor rebates and discusses how to:

Generate vendor rebate claims.
Print a vendor rebate claim.
Notify rebate managers of claims.
Use the claims management workbench.
Reconcile payments for vendor rebates.
Maintain claims.
Reconcile claims.
Notify settlement managers.
View claim settlement information.
Enter claim payments manually.

Understanding the Claims Management Business Process for Vendor Rebates

PeopleSoft Purchasing enables you to manage the complete life cycle of a vendor rebate claim. Using PeopleSoft Purchasing vendor rebate functionality, you can generate claims, send a formal claim to the supplier, inform PeopleSoft Payables and PeopleSoft Receivables of the accrued rebate amount and expected payment from the supplier, reconcile payments from the supplier with the claim, and finally, at any time during this claim processing, notify the rebate manager or settlement manager of the claim activity that is occurring.

To assist with the management of vendor rebate claims and the payment for those claims, PeopleSoft Purchasing developed the claims management workbench. The claims management workbench is a part of the vendor rebate functionality. Using the claims management workbench, you can perform several process actions against the claim. A few of the processes that you can initiate from the claims management workbench can also be initiated from other pages that can be reached directly from the Vendor Rebates menu in PeopleSoft Purchasing. Depending on the security settings in the environment, you can choose to initiate the processes from the claims management workbench or from an individual run control page.

When using the claims management workbench, you can perform several processes. Basically, you select the process that you want to perform using the workbench, and then click the Submit For Processing button. When you click this button, the Claims Management Workbench - Process Request Option page appears. After specifying the process options, you click the OK button. This page initiates the Process Vendor Claims Application Engine process (PO_PRCSCLAIM) or the Vendor Rebate Claim Print SQR Report process (PORB7010). The Process Vendor Claims process can view the action that was requested and initiate the additional necessary processes. The Process Vendor Claims process can initiate these processes:

Defer Claim Application Engine process (PO_CLMDEFER).
Cancel Claim Application Engine process (PO_CLMCANCEL).
Claim Settlement Process for AP (claim settlement process for account payables) Application Engine process (PO_CLMSETTLE_AP).
Claim Settlement Process for AR (claim settlement process for account receivables) Application Engine process (PO_CLMSETTLE_AR).
Claims Reconciliation Application Engine process (PO_CLMRECON).
Claim Overdue Deduction Application Engine process (PO_CLMDEDUCT).
Claim Cancel Deduction Application Engine process (PO_CLMCANDED).

The next diagram depicts the claims management process flow for vendor rebates using the Claims Management workbench. The process includes rebate claim approvals through the Claims Management Workbench and notifications to the rebate manager and settlement manager:

Claims management process flow for vendor rebates

Vendor Rebate Claim Process

To process a vendor rebate claim:

Note. The vendor rebate claims process becomes available after you create a vendor rebate agreement, associate that vendor rebate agreement with a purchase order, and perform transactions (receipts, vouchers, and return to vendors) that are related to the purchase order that is associated with a vendor rebate agreement. Also, a claim will be generated for a rebate agreement only if the next claims generation date is reached.

(Optional) Initiate the Generate Rebate Accrual Application Engine process (PO_VRBTACCR).

The rebate accrual records serve as the basis for claim generation.
Initiate the Generate Vendor Rebate Claims Application Engine process (PO_GENCLAIM).

This process generates the vendor rebate claims.
(Optional) Initiate the Notify Rebate Manager Application Engine process (PO_VRBT_NTFY).

This process notifies the particular rebate manager of claims that were created for all vendor rebate agreements, a specific vendor rebate agreement, or a specific claim.
Approve the claim using the Claims Management Workbench - Rebate Claims page.

Using the Apply Claim Action or Claim Status Action fields on this page, you can approve, unapprove, or cancel a claim.
(Optional) Defer a claim to the next period using the Claims Management Workbench - Rebate Claims page.
- Select Defer in the Apply Claim Action field or the Claim Status Action field.
- Click the Submit for Processing button to initiate the Process Vendor Claims process. This process then initiates the Defer Claim process.
Perform a specific process action for the claim using the Claims Management Workbench - Rebate Claims page.

Using the Apply Process Action field or the Claim Processing Action field, you can select the process that you want to initiate for the claims, and then click the Submit For Processing button. The Submit For Processing button initiates the process that you selected to perform in the processing action field. Using these fields, you can:
- Select a process action of Claim Settlement to initiate the Process Vendor Claims process. This process then initiates the Claim Settlement Process for AP or the Claim Settlement Process for AR.
  
  These processes send expected payment from the supplier to PeopleSoft Payables in the form of an adjustment voucher if the Settlement Method on the vendor rebate agreement is Adjustment Voucher or to PeopleSoft Receivables as a pending item if the Settlement Method on the vendor rebate agreement is Check, Credit Memo, Direct Debit, Draft, or Electronic Funds Transfer (EFT).
- Select a process action of Print for Dispatch to initiate the Vendor Rebate Claims Print process.
  
  This process generates a hard copy of the claim. The rebate manager can then send this claim report to the supplier.
- Select a process action of Payment Reconciliation to initiate the Process Vendor Claims process. This process then initiates the Claim Reconciliation process.
  
  This process reconciles the claim with incoming payments from PeopleSoft Payables and PeopleSoft Receivables.
- Select a process action of Overdue to initiate the Process Vendor Claims process. This process then initiates the Claim Overdue Deduction process.
  
  This process reverses the pending items that were previously sent to PeopleSoft Receivables, and then generates adjustment vouchers to send to PeopleSoft Payables.
- Select a process action of Cancel Deduction to initiate the Process Vendor Claims process. This process then initiates the Claim Cancel Deduction process.
  
  This process reverses the adjustment vouchers (for overdue) that were previously sent to PeopleSoft Payables, and then it regenerates the pending items to send back to PeopleSoft Receivables. Once again, you are expecting to receive payment from the supplier.
(Optional) Save this workbench using the Claims Management Workbench - Rebate Claims page.

Click the Save For Later button.
Perform the PeopleSoft Payables vendor rebate claim processing flow for adjustment vouchers.
Perform the PeopleSoft Receivables vendor rebate claim processing flow for pending items.
(Optional) Initiate the Notify Settlement Manager Application Engine process (PO_VRBT_NTFY).

This process notifies the particular settlement manager of claim settlement activity that was created for all vendor rebate agreements, a specific vendor rebate agreement, or a specific claim.
View the results from all the claim and payment activity that is associated with vendor rebate claim using the Claims Management Workbench - Rebate Claims page.

The Claims Management Workbench - Rebate Claims page contains four different tabs where you can view information and current amounts for vendor rebate claims, claim settlement, claim reconciliation, and value added tax (VAT) details.
(Optional) View claim settlement results that are associated with a vendor rebate claim using the Claim Settlement inquiry page.

Note. If the rebate manager does not have unrestricted access, then that manager can select only vendor rebate agreements that are assigned to him or her on any pages that reference the rebate agreement.

See Defining Vendor Rebate Agreement Authorizations.

Warning! The claims management functionality in PeopleSoft Purchasing is the driver and central location for all PeopleSoft Payables and PeopleSoft Receivables transactions that are sourced for claims. You should not manually modify these claims transactions in PeopleSoft Payables or PeopleSoft Receivables because this could cause an out-of-sync situation between PeopleSoft Purchasing and the other applications.

PeopleSoft Payables Claim Processing Flow for Vendor Rebates

Before you can process claims in PeopleSoft Payables, you must have first run the Claim Settlement Process for AP using the Claims Management Workbench - Rebate Claims page. Select a process action of Claim Settlement.

To process an adjustment voucher (expected payment) in PeopleSoft Payables:

Build the adjustment vouchers that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Payables by initiating the Voucher Build Application Engine process (AP_VCHRBLD) using the Voucher Build page.

This process also writes the voucher information to the Incoming Payment tables for Claims Management in PeopleSoft Purchasing.

See Understanding Voucher Build Processing.

See Understanding Voucher Build Source Transactions.

See Running the Voucher Build Process and Reviewing Messages.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

Note. To adjust the claim amounts, use the Claims Management Workbench in PeopleSoft Purchasing before running the Claim Settlement Process. Do not adjust claim amounts in PeopleSoft Payables. You can also initiate the Claim Reconciliation process using the Payment Reconcile page.

PeopleSoft Receivables Claim Processing Flow for Vendor Rebates

In PeopleSoft Receivables, two different processes can occur when you are integrating with PeopleSoft Purchasing for vendor rebate agreements. One process is for PeopleSoft Receivables to process a vendor rebate claim with a settlement method of credit memo. The other process is to process a vendor rebate claim with a settlement method of cash (check, direct debit, draft, or EFT).

Before you can process claims in PeopleSoft Receivables, you must have first run the Claim Settlement Process for AR using the Claims Management Workbench - Rebate Claims page. Select a process action of Claim Settlement.

To process a pending item (expected payment) in PeopleSoft Receivables (cash settlement method):

Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Receivables by initiating the Receivables Update multiprocess job (ARUPDATE) using the Receivable Update Request page.

See PeopleSoft Purchasing and PeopleSoft Order Management Interface.

See Setting Up Receivable Update and Pending Group Generator.
If the rebate claim is reversed, use the maintenance worksheet to offset the original claim item (this process is the same as offsetting any other item).

See Maintaining Customer Accounts Using Worksheets.
Enter the cash settlement payment as a deposit in PeopleSoft Receivables to record the payment.

See Entering Payments.
Apply payments that are received for vendor rebate claims using the payment worksheet.

You must manually apply the payments on the payment worksheet to indicate the base and VAT amounts if any for each item.

See Applying Payments Using Payment Worksheets.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the AR Rebate Notification Application Engine process (AR_REBATE) using the Receivables Rebate Notification page to attach the payment information or any other change to the balance of a claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI). This enables users to reconcile the payments with the original claims using the claims management workbench. This process also updates the claim balances in the claims management workbench based on payment and maintenance activity in PeopleSoft Receivables.

See Running the AR Rebate Notification Process.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

It also creates a Claim Voucher with the collected amounts (VAT, claim amount, and so on).

Note. The claim voucher that is created here will not be processed by the PeopleSoft Payables pay cycle. You can also initiate the Claim Reconciliation process using the Payment Reconcile page.
Process the claim voucher through PeopleSoft Payables using the Voucher Build process.

To process a pending item (expected payment) in PeopleSoft Receivables (credit memo settlement method):

Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Receivables by initiating the Receivables Update Multiprocess job (ARUPDATE) using the Receivable Update Request page.

See PeopleSoft Purchasing and PeopleSoft Order Management Interface.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

This process posts the credit memo information for the claim to the Incoming Payment tables for Claims Management in PeopleSoft Purchasing.

See Setting Up Receivable Update and Pending Group Generator.
Enter the credit memo in PeopleSoft Receivables as an AR item.

See Entering Payments.
Apply credit memo received for vendor rebate claims using the maintenance worksheet.

You must manually apply the credit memo payments on the maintenance worksheet to indicate the base and VAT amounts if any for each item.

See Maintaining Customer Accounts Using Worksheets.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the AR Rebate Notification Application Engine process (AR_REBATE) using the Receivables Rebate Notification page to attach the payment information or any other change to the balance of a claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI).

This enables users to reconcile the payments with the original claims using the claims management workbench. This process also updates the claim balances in the claims management workbench based on payment and maintenance activity in PeopleSoft Receivables.

See Running the AR Rebate Notification Process.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

It also creates a claim voucher with the collected amounts.

Note. The claim voucher that is created here is just a regular adjustment voucher. You can also initiate the Claim Reconciliation process using the Payment Reconcile page.
Process the claim voucher through PeopleSoft Payables using the Voucher Build process.

Prerequisites

Before you begin working with vendor rebate claims, you should:

Set up entry types and reasons if you are integrating with PeopleSoft Receivables.

See Setting Up Entry Types and Reasons.
Set up group types and group origins if you are integrating with PeopleSoft Receivables.

You must define a group type of R for vendor rebates.

See Setting Up Group Types and Group Origins.
Define vendor rebate PeopleSoft Receivables options for each accounts receivable business unit and claim type using the AR BU Options page.

See Defining Account Receivables Integration Options for Vendor Rebates.

Generating Vendor Rebate Claims

This section discusses how to generate vendor rebate claims.

Page Used to Generate Vendor Rebate Claims

Page Name	Definition Name	Navigation	Usage
Generate Claims	VRBT_GEN_CLM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Generate Claims	Generate vendor rebate claims.

Generating Vendor Rebate Claims

Access the Generate Claims page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Generate Claims).

Through Date

Select the date through which you want to generate claims.

Claim Run Options

Select the run option. Values are:

Specific Rebate Agreements: Select this option to generate claims for a specific rebate agreement. After you select this option, select the specific setID and rebate ID that you want to process using the SetID and Rebate ID fields in the Rebate Agreements group box.
All Rebate Agreements: Select this option to generate claims for all rebate agreements. After you select this option, the Rebate Agreements group box is not available.

Printing a Vendor Rebate Claim

This section lists the page that is used to print a vendor rebate claim.

Note. The Vendor Rebate Claims Print page is used to initiate the Vendor Rebate Claims Print process outside of the claims management workbench. You can also initiate the Vendor Rebate Claims Print process directly from the Claims Management Workbench - Claim Details page.

Page Used to Print a Vendor Rebate Claim

Page Name	Definition Name	Navigation	Usage
Vendor Rebate Claims Print	VRBT_CLAIMS_PRT_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Vendor Rebate Claims Print	Initiate the Vendor Rebate Claims Print process. See PeopleSoft Purchasing Reports.

Page Name

Definition Name

Navigation

Usage

Vendor Rebate Claims Print

VRBT_CLAIMS_PRT_RC

Purchasing, Vendor Rebates, Vendor Rebate Claims, Vendor Rebate Claims Print

Initiate the Vendor Rebate Claims Print process.

See PeopleSoft Purchasing Reports.

Notifying Rebate Managers of Claims

This section discusses how to notify rebate managers of claims.

Page Used to Notify Rebate Managers of Claims

Page Name	Definition Name	Navigation	Usage
Notify Rebate Manager	VRBT_NTFY_RM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Rebate Manager	Initiate the Notify Rebate Manager process.

Notifying Rebate Managers of Claims

Access the Notify Rebate Mgr page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Rebate Manager, Notify Rebate Mgr).

Notification Option

Select the notification option. Values are:

All Rebate IDs: Select this option to notify rebate managers of vendor rebate claims that are generated for all vendor rebate agreements.

After you select this option, select the specific setID that you want to process using the SetID field.
Specific Claim ID: Select this option to notify rebate managers of a specific vendor rebate claim that was generated.

After you select this option, select the specific claim ID that you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select this option to notify rebate managers of vendor rebate claims that are generated for a specific vendor rebate agreement.

After you select this option, select the specific setID and rebate ID that you want to process using the SetID and Rebate ID fields.

Using the Claims Management Workbench

This section provides an overview of the Claims Management Workbench and discusses how to use the claims management workbench.

Understanding the Claims Management Workbench

The rebate manager can use the Claims Management Workbench after a rebate claim has been generated by the Generate Vendor Rebate Claims process. The rebate manager can use the Claims Management Workbench to:

Review, approve, and generate a formal rebate claim to send to the supplier.
Settle claims by sending the expected rebate claim payment to PeopleSoft Payables or to PeopleSoft Receivables.
Reconcile incoming payments and reconcile payments with a claim ID.

In addition to the rebate claim life cycle, the claims management workbench enables the rebate manager to handle outstanding situations such as deferring a claim to the next payment cycle, or creating a deduction or reversing a deduction that is created in the next period to address overdue payments from the supplier.

Pages Used to Use the Claims Management Workbench

Page Name	Definition Name	Navigation	Usage
Claims Management Workbench - Rebate Claims	VRBT_CLAIM_WB	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claims Management Workbench	Maintain vendor rebate claims.
Claim - Details	VRBT_CLAIM_DETAIL	Click the Claim ID link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View all the detail information for a claim.
Claim Settlement	VRBT_CLAIM_SETTLE	Click the Claim Settlement link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View claim settlement information.
Claim Reconciliation - Claim Details	VRBT_CLAIM_RECON	Click the Reconciliation Status link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View claim reconciliation details.
Claims Management Workbench - Process Request Options	VRBT_CLAIM_WB_PRCS	Click the Submit for Processing button on the Claims Management Workbench - Rebate Claims page.	Initiates the Process Vendor Claims process or the Vendor Rebate Claim Print process. This Process Vendor Claims process will perform the action that was requested in the Apply Processing Action or the Claim Processing Action fields on the Claims Management Workbench - Rebate Claims page.

Using the Claims Management Workbench

Access the Claims Management Workbench - Rebate Claims page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Claims Management Workbench).

Before you access this page, enter the workbench ID in the Claims Management Workbench dialog box.

Description

Enter a description for the claims management workbench.

Claims Search Criteria

Overdue Status	Select this check box if you want to work with claims that are overdue. The Overdue Status check box is selected on the claim.
Claim Due Date	Select a claim due date. The system displays all claims for which the claim due date is prior to or equal to the date that is specified.
Claims Past Due	Select this check box if you want to work with claims that are past due. The system looks at the claim due date that is entered to determine what is past due.
Get Claims	After you select the claim search criteria, click this button to have the system display in the Claims group box all of the claims that match the search criteria that is selected.

Applies to Selected Rows

Apply Claim Action

Select the claim action that you want to apply to all the claim rows that you select in the Claims group box. Claim actions are:

Approve: Enables the rebate manager to change the claim ID from an Open claim status to an Approved claim status.
Cancel: Enables the rebate manager to change the claim ID from an Open, Approved, or Deferred claim status to a Cancel claim status only if the claim is not included in a new claim ID (the Defer Claim field is clear).
Defer: Enables the rebate manager to change the claim ID from an Open or Approved claim status to a Deferred claim status.
Unapprove: Enables the rebate manager to change the claim ID from an Approved claim status to an Open claim status.

Using this field, you can apply the claim action that you select to multiple claims. To apply a claim action to an individual claim row, select the claim action using the Claim Status Action field in the Claims group box.

Apply Process Action

Select the process action that you want to apply to all the claim rows that you select in the Claims group box. Process actions are:

Cancel Deduction: The system initiates the Process Vendor Claims process that then initiates the Claim Cancel Deduction process. This process reverses the adjustment vouchers that were previously sent to PeopleSoft Payables for overdue, and then it regenerates the pending items to send back to PeopleSoft Receivables.
Claim Settlement: The system initiates the Process Vendor Claims process that then initiates the Claim Settlement for AP process and the Claim Settlement for AR process. These processes send expected payment from the supplier to PeopleSoft Payables in the form of an adjustment voucher if the settlement method on the vendor rebate agreement is Adjustment Voucher or to PeopleSoft Receivables as a pending item if the settlement method on the vendor rebate agreement is Check, Credit Memo, Direct Debit, Draft, or Electronic Funds Transfer (EFT).
Overdue: The system initiates the Process Vendor Claims process that then initiates the Claim Overdue Deduction process. This process reverses the pending items that were previously sent to PeopleSoft Receivables, and then it generates adjustment vouchers to send to PeopleSoft Payables.
Payment Reconciliation: The system initiates the Process Vendor Claims process that then initiates the Claim Reconciliation process. This process reconciles the claim with incoming payments from PeopleSoft Payables or PeopleSoft Receivables.
Print for Dispatch: The system initiates the Rebate Claim Print process. This process generates a hard copy of the vendor rebate claim that you can send to the supplier as a formal contract of the vendor rebate agreement.

Using this field, you can apply the claim action that you select to multiple claims. To apply a claim action to an individual claim row, select the claim action using the Claim Processing Action field in the Claims group box.

Rebate Claims

Select	This check box next to each claim row is used in conjunction with the Apply Claim Action, Claim Status Action, Apply Process Action, and Claim Processing Action fields. Select the claims that you want to apply the claim action or to process action.
Claim Status Action	Select a status action for an individual claim. Claim status action values are the same as those for the Apply Claim Action field. Claim status actions are: Approve Cancel Defer Unapprove
Claim Processing Action	Select a claim processing action for an individual claim. Claim processing action values are the same as those for the Apply Process Action field. Claim processing actions are: Cancel Deduction Claim Settlement Overdue Payment Reconciliation Print for Dispatch
Claim ID	Displays the claim ID. Click the claim ID link to access the Claim - Details page. Using this page, you can view all the detail information that is associated with the claim.
Claim Status	Displays the header status for the claim.
Claim Date	Displays the claim date from the claim header.
	Click the Claim Processing Error button to view the error message that is associated with the last claim processing action performed on the claim. This button appears only if an error has occurred.
	The In Process button appears on the page when a process that you submitted is being run by the system. This button appears only if a process is currently running. Also, the Claim Status Action and Claim Processing Action fields are not available for entry until the requested processing action has finished and this button no longer appears.

Settlement

Select the Settlement tab.

Total Claim Amount	Displays the total claim amount in the currency of the vendor rebate agreement from the claim header.
Total Claim Collected	Displays the total claim amount that was collected in the currency of the vendor rebate agreement from the claim header.
Claim Amount Not Collected	Displays the claim amount that is available for collection in the currency of he vendor rebate agreement from the claim header.
Settlement Method	Displays the settlement method for the claim.
Claim Settlement	Click this link to access the Claim Settlement inquiry page. Using this page, you can view the details of the settlement.

Reconcile

Select the Reconcile tab.

Recon Status (reconciliation status)	Click this link to access the Claim Reconciliation - Claim Details page. Using this page, you can view all the claim reconciliation details.
Defer Claim	Displays the deferred claim ID. If the claim ID has been deferred and already included in a new and subsequent claim ID, the new claim ID is displayed here for reference. Click this link to access the Claim - Details page. Using this page, you can view the claim details for the deferred claim.

VAT Details (value added tax details)

Select the VAT Details tab.

Total Claim VAT	Displays the total claim VAT amount in the currency of the vendor rebate agreement for the claim header.
VAT Collected	Displays the total claim VAT amount that was collected in the currency of the vendor rebate agreement for the claim header.
VAT Amount Not Collected	Displays the total claim VAT amount that is available for collection in the currency of the vendor rebate agreement for the claim header.

Miscellaneous Information

Save For Later	Click this button to save this claims management workbench and its associated information. At a later date, you can retrieve the workbench and continue maintaining the claim information.
Refresh	Click this button to have the system refresh the information that appears on this page.
Override Accounting Date	(Optional) Select an override accounting date to be used by the claim processing action. This date will override the claims accounting date that appears in the claim header.
Submit For Processing	Click this button to initiate the process that is selected in either the Apply Process Action field or the Claim Processing Action field for one or more vendor rebate claims. When you click this button, the Claims Management Workbench - Process Request Options page appears. Use this page to specify request options and then initiate the selected process.

Reconciling Payments for Vendor Rebates

This section discusses how to reconcile payments for vendor rebates.

Note. The Payment Reconcile page is used to initiate the payment reconciliation process outside of the claims management workbench. You can also initiate the payment reconciliation process directly from the Claims Management Workbench - Claim Details page.

Page Used to Reconcile Payments for Vendor Rebates

Page Name	Definition Name	Navigation	Usage
Incoming Payment Reconcile	VRBT_PYMT_RECON_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Incoming Payment Reconcile	Initiate the Payment Reconcile Application Engine process (PO_CLMRECON).

Reconciling Payments for Vendor Rebates

Access the Incoming Payment Reconcile page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Incoming Payment Reconcile).

Incoming Payment Recon Option (incoming payment reconciliation option)

Select the reconciliation option. Values are:

All Rebate IDs: Select to reconcile incoming payments for all vendor rebate agreements. After you select this option, select the specific setID that you want to process using the SetID field.
Specific Claim ID: Select to reconcile incoming payments for a specific claim ID. After you select this option, select the specific setID, rebate ID, and claim ID that you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select to reconcile incoming payment for a specific rebate agreement. After you select this option, select the specific setID and rebate ID that you want to process using the SetID and Rebate ID fields.

Note. If you do not have unrestricted access, then you can select only the claim IDs and rebate IDs that apply to your user ID. If you have unrestricted access, you can select any claim ID or rebate ID regardless of user ID.

Accounting Date

(Optional) Select an accounting date that you want to apply for this incoming payment reconciliation process. This date overrides the accounting date for the vendor rebate agreement.

Maintaining Claims

This section provides an overview of change processing for claim amounts and discusses how to:

Maintain claims.
Maintain claim distributions.

Understanding Change Processing for Claim Amounts

Using the Claim - Details page, you can modify, that is, increase or decrease, the claim amount on a vendor rebate claim. For you to change the claim amount, the claim status must be Open, Approved, Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.

This table describes the processing that occurs when a claim amount is changed:

Claim Status	Action	System Processing That Occurs
Open, Approved, or Deferred	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Recalculate VAT amounts at the header, line, and distribution levels.
Pending Payment (Claim settlement already sent to PeopleSoft Payables or PeopleSoft Receivables)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Reverse pending claim settlement. Recreate a new claim settlement with the new claim amount. Recalculate VAT amounts at the header, line, and distribution levels. Set claim header status to Paid and reconciliation status to Reconciled if new claim header total claim amount – total claim collected amount = 0.
Partially Paid and active claim settlement on hold. (Claim settlement has not been sent to PeopleSoft Payables or PeopleSoft Receivables)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Inactivate pending claim settlement. Recreate a new claim settlement with the new claim amount for the adjustment. Recalculate VAT amounts at the header, line, and distribution levels. Note. The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 40 USD. Then you cannot adjust the claim amount by decreasing for more than 60 USD.
Paid (Claim settlement is complete)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Create a new adjustment claim settlement with the new claim amount for the adjustment. Recalculate VAT amounts at the header, line, and distribution levels. Set claim header status to Partially Paid and reconciliation status to To Be Reconciled. Note. The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 90 USD. Then you cannot adjust the claim amount by decreasing for more than 10 USD.

Pages Used to Maintain Claims

Page Name	Definition Name	Navigation	Usage
Claim - Details	VRBT_CLAIM_DETAIL	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Details	Maintain claims for vendor rebate agreements.
Claim - Activities	VRBT_CLAIM_ACT_SEC	Click the Activities link on the Claim - Details page.	Maintain claim activities.
Claim - Distributions	VRBT_CLAIM_DIST	Click the Distribution button next to a claim line in the Lines group box on the Claim - Details page.	View distribution information for claim details and update claim distribution ChartFields.

Maintaining Claims

Access the Claim - Details page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Details).

Header

Claim Date	Displays the claim date. You can modify this claim date if the claim status is Open or Approved. If you change the claim date, the system will recalculate the claim due date and will display a message asking whether you want to accept the new claim due date.
Claim Due Date	Displays the claim due date. You can modify this claim due date if the claim status is Open or Approved.
Accounting Date	Displays the accounting date that is used for this claim. You can modify this accounting date for a claim in any status. If you modify the accounting date, the system validates that the accounting date is defined in an open period for the claim.
Settlement Method	Displays the settlement method for the claim. You can modify this settlement method if the claim status is Open or Approved. If you modify the settlement method, you must enter the accounts-receivable payment terms, the accounts-payable payment terms, or both depending on the settlement method. Enter the payments terms using the AR Payment Terms (accounts receivable payment terms) or AP Payment Terms (accounts payable payment terms) fields.
Remit From Customer	Displays the remit from customer that is associated with the customer and vendor on the claim. This is the customer that will send the payment for the claim.

Settlement Tolerances

The settlement tolerance fields appear by default from the vendor rebate agreement. You can override the tolerance settings.

Amount Summary

Total Claim Amount and Currency	Displays the total claim amount in the currency for the vendor rebate agreement. Also, the vendor rebate currency.
Total Claim Collected	Displays the total collected amount for the claim in the currency for the vendor rebate agreement.
Total Claim VAT Amount (total claim value added tax amount)	Displays the total claim VAT amount in the currency of the vendor rebate agreement. This field appears if you are using VAT functionality.
VAT Collected (value added tax collected)	Displays the VAT collected amount in the currency for the vendor rebate agreement. This field appears if you are using VAT functionality.

Comments and Messages

Comments	Enter claim comments. These comments appear on the Vendor Rebate Claims Print report.
Message	Displays the error message that is received from any of the batch processes that are run against the claim. This field does not appear if no messages are displayed.

Activities

Activities

Click this link to access the Claim - Activities page. Use the page to manage the claim activities.

Lines

Line	Displays the claim line.
Defer Claim	Displays the deferred from claim.
Rebate Type	Displays the rebate rule type.
Claim Amount and Currency	Displays the claim amount in the currency for the vendor rebate agreement. Also the currency of the vendor rebate agreement. You can modify the claim amount if the claim status is: Open, Approved, Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.
VAT Amount (value added tax amount)	Displays the VAT amount in the vendor rebate agreement currency.
Reason Code	Enter a reason code if you modify the claim amount.
	Click the Distribution button to access the Claim - Distributions page. Use this page to view distribution information for claim details and to update claim distribution ChartFields.

Maintaining Claim Distributions

Access the Claim - Distributions page (click the Distribution button next to a claim line in the Lines group box on the Claim - Details page).

Line

Displays the distribution line number.

Percent

Displays the distribution percent of the line amount.

ChartFields

Select the ChartFields tab.

Type	Displays the distribution type. VR Agrmnt (vendor rebate agreement) appears for vendor rebate agreement claims.
ChartFields	Displays the ChartFields that are associated with the claim distribution. You can modify the ChartFields if the claim status is Open or Approved.

Reconciling Claims

This section provides an overview of exception processing and discusses how to:

Reconcile claim details.
View incoming payments.

Understanding Exception Processing

Using the Claim Reconciliation - Claim Details page, you can handle exceptions that occur against claim reconciliation. You can change the reconciliation status on this page and the system performs additional processing depending on what you change the status to. This table illustrates the exception processing that can occur when you change the reconciliation status:

Exception Process to Correct	Current Reconciliation Status	Changed to Reconciliation Status	Additional System Processing
Total claim collected amount against an adjustment voucher or against a pending item that was sent to PeopleSoft Receivables is less than the under tolerance amount, or the total claim collected amount is greater than the over tolerance amount and the claims manager wants to stop further reconciliation processing.	Exception	Reconciled	When this status is changed, the system creates an adjustment claim settlement entry to clear the residual amount and then, depending on the settlement method, generates an adjustment voucher in PeopleSoft Payables or a pending item in PeopleSoft Receivables. Also, the claim status is changed from Partially Paid to Paid.

Exception Process to Correct

Current Reconciliation Status

Changed to Reconciliation Status

Additional System Processing

Total claim collected amount against an adjustment voucher or against a pending item that was sent to PeopleSoft Receivables is less than the under tolerance amount, or the total claim collected amount is greater than the over tolerance amount and the claims manager wants to stop further reconciliation processing.

Exception

Reconciled

When this status is changed, the system creates an adjustment claim settlement entry to clear the residual amount and then, depending on the settlement method, generates an adjustment voucher in PeopleSoft Payables or a pending item in PeopleSoft Receivables.

Also, the claim status is changed from Partially Paid to Paid.

Pages Used to Reconcile Claims

Page Name	Definition Name	Navigation	Usage
Claim Reconciliation - Claim Details	VRBT_CLAIM_RECON	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Reconciliation	View claim reconciliation details and maintain claim payment exceptions.
Claim Reconciliation - Incoming Payments	VRBT_RECON_INPAY	Click the Incoming Payments link on the Claim Reconciliation - Claim Details page.	View incoming payments details that are associated with a vendor rebate claim.
Voucher Payment Inquiry	VCHR_INQ_PYMNT	Click the AP Payment Reference (accounts payable payment reference) link next to a payment on the Claim Reconciliation - Incoming Payments page.	View voucher payment details. See Reviewing Voucher Information.
Customer Item Inquiry	ITEM_LIST	Click the AR Payment Reference (accounts receivable payment reference) link next to a payment on the Claim Reconciliation - Incoming Payments page.	View customer item payment details. See Reviewing Item Information.

Reconciling Claim Details

Access the Claim Reconciliation - Claim Details page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Reconciliation).

Header and Settlement Tolerances

Most of the fields that appear in these sections on this page are the same as those that appear on the Claim - Details page.

See Maintaining Claims.

Accounting Date

The accounting date appears by default as the claim date. You can override it. Select another accounting date if you want to record all the subsequent transactions that are sent to PeopleSoft Payables or PeopleSoft Receivables with this accounting date.

Overriding the accounting date is useful in cases in which the claim life cycle is long and spans multiple accounting periods. For example, assume that you generate a claim in a particular accounting period, but due to some disputes with the supplier, you can make the decision to close outstanding remaining claim amounts only in subsequent accounting periods (previous accounting period might already be closed). Overriding the accounting date enables you to record the adjustment in the current accounting period.

Claim Status

Displays the current claim status. Statuses are Open, Approved, Deferred, Pending Payment, Partially Paid, and Paid.

Reconciliation Status

The current reconciliation status appears. Statuses are Exception, Pending, Reconciled, and To Be Reconciled.

Change this status to handle claim payment exceptions. You can change the status from Exception to either Reconciled or To Be Reconciled.

Amount Summary

Total Claim Amount	Displays the total claim amount in the vendor rebate agreement currency.
Total Claim Adjustment	Displays the total claim adjustment amount in the currency for the vendor rebate agreement. Total Claim Adjustment = (Total Claim Amount – Original Claim Amount)
Total Claim Collected	Displays the total claim amount collected in the currency for the vendor rebate agreement.
Total Claim VAT Amount (total claim value added tax amount)	Displays the total claim VAT amount in the vendor rebate agreement currency. This field appears only if you are using VAT.
VAT Collected (value added tax collected)	Displays the VAT amount that is collected in the vendor rebate agreement currency. This field appears only if you are using VAT.

Settlement

DateTime

Displays the date and time when the settlement was created.

Claim Lines

Claim Adjust

Displays the claim adjustment amount for this claim and line in the vendor rebate agreement currency.

Claim Adjust = (Claim Amount – Original Claim Amount)

Additional Links

Incoming Payments

Click this link to access the Claim Reconciliation - Incoming Payments page. Use this page to view the claim payment details that came from PeopleSoft Payables and PeopleSoft Receivables.

Viewing Incoming Payments

Access the Claim Reconciliation - Incoming Payments page (click the Incoming Payments link on the Claim Reconciliation - Claim Details page).

AP Payment Reference (account payables payment reference)

Click this link to access the Voucher Inquiry page. Use this page to view all the details that are associated with this voucher.

AR Payment Reference (account receivables payment reference)

Click this link to access the Customer Item Inquiry page. Use this page to view all the details that are associated with this pending item payment.

Notifying Settlement Managers

This section discusses how to notify settlement managers.

Page Used to Notify Settlement Managers

Page Name	Definition Name	Navigation	Usage
Notify Settle Mgr (Notify Settlement Manager)	VRBT_NTFY_SM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Settlement Manager, Notify Settle Mgr	Notify settlement managers by initiating the Notify Settlement Manager process.

Notifying Settlement Managers

Access the Notify Settle Mgr page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Settlement Manager, Notify Settle Mgr).

Notification Option

Select the notification option. Values are:

All Rebate IDs: Select to notify settlement managers of claim settlement activity for all vendor rebate agreements. After you select this option, select the specific setID that you want to process using the SetID field.
Specific Claim ID: Select to notify settlement managers of claim settlement activity for a specific claim. After you select this option, select the specific claim ID that you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select to notify settlement managers of claim settlement activity for a specific vendor rebate agreement. After you select this option, select the specific setID and rebate ID that you want to process using the SetID and Rebate ID fields.

Viewing Claim Settlement Information

This section discusses how to view claim settlement information.

Page Used to View Claim Settlement Information

Page Name	Definition Name	Navigation	Usage
Claim Settlement	VRBT_CLAIM_SETTLE	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Settlement Inquiry	View information that is associated with a vendor rebate claim settlement.

Viewing Claim Settlement Information

Access the Claim Settlement page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Settlement Inquiry).

Note. You can view the same information that appears on this page using the claims management workbench. This page is useful for those individuals who only need to inquire on the information that is associated with a claim and do not require update capability.

Details

From AR Payment (from accounts receivable payment)

Indicates that the voucher has been created to account for the payment that is recorded in PeopleSoft Receivables.

Entering Claim Payments Manually

This section provides an overview of the manual entry of claim payments and discusses how to enter claim payments manually.

Understanding the Manual Entry of Claim Payments

The Claim Incoming Payment component enables you to manually record incoming claim payments from external systems. If you are not using PeopleSoft Payables or PeopleSoft Receivables to collect suppliers' rebate claim payments, then you would use this component to enter claim payments.

Note. This Claim Incoming Payment component should not be used if you are using PeopleSoft Receivables to collect suppliers' rebate claim payments. In this case, you should remove user access to this component.

Page Used to Enter Claim Payments Manually

Page Name	Definition Name	Navigation	Usage
Claim Incoming Payment	VRBT_CLAIM_INPAY	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Incoming Payment	Enter claim payments manually.

Entering Claim Payments Manually

Access the Claim Incoming Pay page (Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Incoming Payment).

Header and Amount Summary

The fields in this section of the page are the same as those discussed on the Claim - Details page.

See Maintaining Claims.

Incoming Payments

Amount Collected	The amount collected in the rebate agreement currency appears by default from the claim settlement. You can override the amount collected.
VAT Collected (value added tax collected)	The VAT amount collected in the rebate agreement currency appears by default from the claim settlement. You can override the VAT amount collected.
Processing Flag	Indicates whether the incoming transaction has been processed by the reconciliation process. When you manually enter a new claim payment, this check box is cleared.
AP Payment Reference (accounts payable payment reference)	Enter the reference of the payables payment transaction from the payables legacy system.
AR Payment Reference (accounts receivable payment reference)	Enter the reference of the receivables payment transaction from the receivables legacy system.
Save Payment	Click this button to save the incoming claim payment.

Line	Displays the distribution line number.
Percent	Displays the distribution percent of the line amount.

AP Payment Reference (account payables payment reference)	Click this link to access the Voucher Inquiry page. Use this page to view all the details that are associated with this voucher.
AR Payment Reference (account receivables payment reference)	Click this link to access the Customer Item Inquiry page. Use this page to view all the details that are associated with this pending item payment.