Understanding Vendor Rebate Agreement Statuses

Open

The user must have entry authority.

Accrual transactions are created and claims are generated:

If accruals are created and claims generated (other than canceled claims), the user cannot change rule information for the rebate agreement.

Accrual transactions have been created and no claims have been generated, or claims exist in canceled status: the user can change the rebate rule information.

Rebate Agreement references on purchase order but no accrual transactions have been generated:

• The user cannot change:

  • General Details: Supplier, Supplier ID, Currency, and Rate Type. Begin date and expiration date can be modified.

  • Rebate Options: Corporate Agreement, Eligible PO Business Units, Include Automatically PO Adhoc Items, and Open Item Rebate Agreement check boxes. The Open Item Rebate Agreement check box can be selected if it wasn't previously, but it cannot be cleared if previously selected.

  • Rebate lines and exceptions: The user cannot change or delete an existing rebate line. The user can mark the line inactive. You can add additional lines and exceptions.

• Rebate Rules: The user can modify all rebate agreement rules information.

Rebate agreement is not referenced on a purchase order:

The user can change all the information on the rebate agreement.

Approved

• The user must have approval authority.

• The user cannot modify any rebate information except rebate status and dispatch fields.

• Rebate agreements only in approved status can have the following processes run against them:

  • Rebate agreements can be dispatched.

  • Accrual transactions can be created.

  • Claims can be generated.

    Claims Reconciliation and the Overdue and Cancel Overdue process can be processed if the rebate agreement is in either an Approved or Hold status.

Cancel

• The user must have cancel authority.

• The user cannot modify any rebate information except for rebate status.

• The user can cancel rebate agreements only if no rebate agreement references are on a purchase order line. If any rebate agreement references are on a purchase order line, clear the references using the Maintain Purchase Order - Purchase Order page, the Express Purchase Order - , or the Backdate Vendor Rebates page.

Hold

• The user must have hold authority.

• The user cannot modify any rebate information except for rebate status.

• The user can put the rebate agreement on hold even if rebate references are on the purchase order, accrual transactions have been created, and claims have been generated.

• No activity can occur against a rebate agreement that is in a hold status. You can perform payment activities against the rebate agreement, such as Claims Reconciliation and Overdue and Cancel Overdue processes.

Close

• The user must have close authority.

• The user cannot modify any rebate information except for rebate status.

• The user controls the close action on the rebate agreement irrespective of the rebate references. The system issues warning messages based on the references. It issues individual messages based on the following rebate references:

  • Pending claims (claims in Open, Approved, Pending Payment, and Partial Paid statuses).

  • Accrual transactions that have been created and no claims have been generated or claims have been generated, but they are in a Cancel or Paid status.

  • Rebate agreement references on a purchase order and no accrual transactions have been generated.