Rebate Agreement Fields

Refer to the following table listing Rebate Agreement fields and their valid inputs to be guided in completing step 4 in Creating a Rebate Agreement.

Field	Description
Primary Information
Agreement Name	Enter a unique agreement name. You cannot use the same agreement name for another rebate agreement. This field is required. Note: The system only shows the first 100 characters of a rebate agreement record in the Applicable Rebates window and Edit Settlement page search result.
Agreement Reference #	Enter a reference number that helps you identify the agreement. This field can include an external agreement reference number.
Stackable Rebate	Check this box to combine rebates for multiple agreement details within a rebate agreement, and with other stackable rebate agreements. Only rebates from agreement details with common item inclusions are combined. For more information, see Stackable Rebates.
Agreement Start Date	By default, this field displays the current date. Select the date when the agreement starts. This field is required.
Agreement End Date	Select the date when the agreement ends.
No End Date	Check this box to make the rebate agreement effective indefinitely.
Status	Select from one of the following statuses: Note: You can select On Hold and Expired only when you edit an existing rebate agreement. Read Editing Rebate Agreements and Agreement Details. The status switches to Complete automatically after all rebates are fully settled. Draft- Select this status if the agreement details aren't complete yet. This is the default value. Select a start date that is either a past date, a current date, or a future date. Planned- Select this status if the agreement details are complete, but the rebate program hasn't started yet. Select a future date for the Agreement Start Date and Agreement End Date. The status switches to Active automatically when a planned start date occurs. Active- Select this status if the rebate program has started. Rebates are applied to eligible transactions. Select a past date or a current date for the Agreement Start Date and select a future date or a current date for the Agreement End Date. On Hold- Select this status if rebate agreements that are Active and Planned can be placed on hold. All rebate transactions created before putting the agreement on hold are included in the accruals. The system can still process settlements for On Hold rebate agreements. Expired- The rebate program has ended. The status switches to Expired automatically after the planned end date passes. The system can still process settlements for expired rebate agreements. You can also set the status to Expired manually and change the Agreement End Date to a current date.
Comments	Enter relevant information for future reference.
Subsidiary	Select the subsidiary for which you create the rebate agreement. This field is required. The subsidiary you select affects the list of options in the dropdown list for the Accounting Item and Payee/Payer fields.
Agreement #	This read-only field shows the agreement number the system generates after you save the record.
Accounting
Transaction Type	Select between Sale or Purchase. Sale transaction type is selected by default.
Payment Type	The value in this field is sourced from the payment type you selected in the Rebate Landing page. If you create a rebate agreement from the Rebate Agreements List, or on the Rebate Agreements navigation, you can manually select a value for this required field.
Settlement Method	Select the settlement method for paying or receiving rebates. This field is required if you check the Auto Claim or Auto Disburse box. Receiving Rebates: A/R Invoice - Generates an accounts receivable invoice to claim the rebate amount. A/P Debit - Generates a vendor credit to apply to future purchases or existing balances. Paying Rebates: Credit Memo- Generates a credit memo as a reduction of receivable balance. Bill- Generates a bill (vendor bill) for disbursing rebates. When you select A/R invoice or Credit Memo, a list of customer entities is shown in the Payer/Payee field. When you select A/P Debit or Bill, a list of vendor entities is shown.
Settlement Frequency	Select how often you want the system to initiate a rebate settlement. This field is required when you check Auto Claim or Auto Disburse box. Weekly - Generates claims or disbursements every week. Monthly - Generates claims or disbursements every month. Quarterly - Generates claims or disbursements every quarter. Twice a Year - Generates claims or disbursements on the first and third quarters of the year. Annually - Generates claims or disbursements every year. Important: Ensure that the accounting period matches your preferred settlement frequency. For example, if you select a Quarterly or Twice a Year settlement, you need to setup quarters of the year in your accounting period. See Accounting Period Setup.
Payer/Payee	This field is required. Payer - Select the customer or vendor from whom you will receive rebates. Payee - Select the customer or vendor to whom you will disburse rebates. Aside from the dropdown list, you can use the List Search links included in the field to find the customer or vendor entity. Note: The Settlement field value populates the appropriate settlement method if you initially select a value in this field.
Accounting Item	Select an accounting item to use for the settlement method. The list of accounting items are updated based on the selected payer or payee. This field is required. Note: You should not configure Promotions for the accounting items that are valid for both vendors and customers. Valid Accounting Items for Vendors: Sale Transaction Type Other Charge Resale Item Non-inventory Resale Item Purchase Transaction Type Non-inventory Purchase Item Non-inventory Resale Item Other Charge Purchase Item Other Charge Resale Item Valid Accounting Items for Customers: Sale Transaction Type Other Charge Resale Item Other Charge Sale Item Non-inventory Resale Item Non-inventory Sale Item Purchase Transaction Type Other Charge Resale Item Non-inventory Resale Item
Settlement Day	Select which day of the week the weekly rebates will be settled.
Accrual Expense (Credit) Account Accrual Receivable (Debit) Account Accrual Payable (Credit) Account Accrual Expense (Debit) Account	These fields populate your selected account from the Preferences record after you select a value from the Subsidiary field. However, you can change the value by selecting a different account from the list of posting and non-posting accounts available in the system regardless of the payment type you select for the agreement. When receiving rebates, select an account for the accrual expense and the accrual receivable accounts: You must not use an A/P control account or an A/R control account when posting accruals. Accrual Expense (Credit) Account - The accrual expense account shows the expenses incurred that have not been billed to the payer. When you accrue the rebate amount, this account is credited. When you reverse the journal entry, this account is debited. Accrual Receivable (Debit) Account - The accrual receivable account shows the amount of revenue earned that has not been received. When you accrue the rebate amount, this account is debited. When you reverse the journal entry, this account is credited. When paying rebates, select an account for the accrual payable and accrual expense accounts: Accrual Payable (Credit) Account- The accrual payable account shows the amount that must be paid off for bills and invoices that have been received. When you accrue the rebate amount, this account is credited. When you reverse the journal entry, this account is debited. Accrual Expense (Debit) Account - The accrual expense account shows the expenses incurred for which bills and invoices have not been received. When you accrue the rebate amount, this account is debited. When you reverse the journal entry, this account is credited.
Auto Claim/Auto Disburse	Auto Claim - When receiving rebates, check this box to automatically initiate a claim process for transactions with applicable rebates. Auto Disburse - When paying rebates, check this box to automatically initiate a disbursement process for transactions with applicable rebates.
Settlement Method	Select the settlement method for paying or receiving rebates. This field is required if the Auto Claim or Auto Disburse box is checked. Receiving Rebates: A/R Invoice - Generates an accounts receivable invoice to claim the rebate amount. A/P Debit- Generates a vendor credit to apply to future purchases or existing balances. Paying Rebates: Credit Memo- Generates a credit memo as a reduction of receivable balance. Bill- Generates a bill (vendor bill) for disbursing rebates. When you select A/R invoice or Credit Memo, a list of customer entities is shown in the Payer/Payee field. When you select A/P Debit or Bill, a list of vendor entities is shown.

Field

Description

Primary Information

Agreement Name

Enter a unique agreement name. You cannot use the same agreement name for another rebate agreement.

This field is required.

Note:

The system only shows the first 100 characters of a rebate agreement record in the Applicable Rebates window and Edit Settlement page search result.

Agreement Reference #

Enter a reference number that helps you identify the agreement. This field can include an external agreement reference number.

Stackable Rebate

Check this box to combine rebates for multiple agreement details within a rebate agreement, and with other stackable rebate agreements.

Only rebates from agreement details with common item inclusions are combined.

For more information, see Stackable Rebates.

Agreement Start Date

By default, this field displays the current date.

Select the date when the agreement starts. This field is required.

Agreement End Date

Select the date when the agreement ends.

No End Date

Check this box to make the rebate agreement effective indefinitely.

Status

Select from one of the following statuses:

Note:

You can select On Hold and Expired only when you edit an existing rebate agreement. Read Editing Rebate Agreements and Agreement Details.

The status switches to Complete automatically after all rebates are fully settled.

Draft- Select this status if the agreement details aren't complete yet. This is the default value.

Select a start date that is either a past date, a current date, or a future date.
Planned- Select this status if the agreement details are complete, but the rebate program hasn't started yet.

Select a future date for the Agreement Start Date and Agreement End Date. The status switches to Active automatically when a planned start date occurs.
Active- Select this status if the rebate program has started. Rebates are applied to eligible transactions.

Select a past date or a current date for the Agreement Start Date and select a future date or a current date for the Agreement End Date.
On Hold- Select this status if rebate agreements that are Active and Planned can be placed on hold.

All rebate transactions created before putting the agreement on hold are included in the accruals. The system can still process settlements for On Hold rebate agreements.
Expired- The rebate program has ended.

The status switches to Expired automatically after the planned end date passes. The system can still process settlements for expired rebate agreements.

You can also set the status to Expired manually and change the Agreement End Date to a current date.

Comments

Enter relevant information for future reference.

Subsidiary

Select the subsidiary for which you create the rebate agreement. This field is required.

The subsidiary you select affects the list of options in the dropdown list for the Accounting Item and Payee/Payer fields.

Agreement #

This read-only field shows the agreement number the system generates after you save the record.

Accounting

Transaction Type

Select between Sale or Purchase.

Sale transaction type is selected by default.

Payment Type

The value in this field is sourced from the payment type you selected in the Rebate Landing page.

If you create a rebate agreement from the Rebate Agreements List, or on the Rebate Agreements navigation, you can manually select a value for this required field.

Settlement Method

Select the settlement method for paying or receiving rebates. This field is required if you check the Auto Claim or Auto Disburse box.

Receiving Rebates:

A/R Invoice - Generates an accounts receivable invoice to claim the rebate amount.
A/P Debit - Generates a vendor credit to apply to future purchases or existing balances.

Paying Rebates:

Credit Memo- Generates a credit memo as a reduction of receivable balance.
Bill- Generates a bill (vendor bill) for disbursing rebates.

When you select A/R invoice or Credit Memo, a list of customer entities is shown in the Payer/Payee field. When you select A/P Debit or Bill, a list of vendor entities is shown.

Settlement Frequency

Select how often you want the system to initiate a rebate settlement. This field is required when you check Auto Claim or Auto Disburse box.

Weekly - Generates claims or disbursements every week.
Monthly - Generates claims or disbursements every month.
Quarterly - Generates claims or disbursements every quarter.
Twice a Year - Generates claims or disbursements on the first and third quarters of the year.
Annually - Generates claims or disbursements every year.

Important:

Ensure that the accounting period matches your preferred settlement frequency. For example, if you select a Quarterly or Twice a Year settlement, you need to setup quarters of the year in your accounting period. See Accounting Period Setup.

Payer/Payee

This field is required.

Payer - Select the customer or vendor from whom you will receive rebates.

Payee - Select the customer or vendor to whom you will disburse rebates.

Aside from the dropdown list, you can use the List Search links included in the field to find the customer or vendor entity.

Note:

The Settlement field value populates the appropriate settlement method if you initially select a value in this field.

Accounting Item

Select an accounting item to use for the settlement method.

The list of accounting items are updated based on the selected payer or payee. This field is required.

Note:

You should not configure Promotions for the accounting items that are valid for both vendors and customers.

Valid Accounting Items for Vendors:

Sale Transaction Type

Other Charge Resale Item
Non-inventory Resale Item

Purchase Transaction Type

Non-inventory Purchase Item
Non-inventory Resale Item
Other Charge Purchase Item
Other Charge Resale Item

Valid Accounting Items for Customers:

Sale Transaction Type

Other Charge Resale Item
Other Charge Sale Item
Non-inventory Resale Item
Non-inventory Sale Item

Purchase Transaction Type

Other Charge Resale Item
Non-inventory Resale Item

Settlement Day

Select which day of the week the weekly rebates will be settled.

Accrual Expense (Credit) Account

Accrual Receivable (Debit) Account

Accrual Payable (Credit) Account

Accrual Expense (Debit) Account

These fields populate your selected account from the Preferences record after you select a value from the Subsidiary field. However, you can change the value by selecting a different account from the list of posting and non-posting accounts available in the system regardless of the payment type you select for the agreement.

When receiving rebates, select an account for the accrual expense and the accrual receivable accounts:

You must not use an A/P control account or an A/R control account when posting accruals.

Accrual Expense (Credit) Account - The accrual expense account shows the expenses incurred that have not been billed to the payer.

When you accrue the rebate amount, this account is credited. When you reverse the journal entry, this account is debited.

Accrual Receivable (Debit) Account - The accrual receivable account shows the amount of revenue earned that has not been received.

When you accrue the rebate amount, this account is debited. When you reverse the journal entry, this account is credited.

When paying rebates, select an account for the accrual payable and accrual expense accounts:

Accrual Payable (Credit) Account- The accrual payable account shows the amount that must be paid off for bills and invoices that have been received.

When you accrue the rebate amount, this account is credited. When you reverse the journal entry, this account is debited.

Accrual Expense (Debit) Account - The accrual expense account shows the expenses incurred for which bills and invoices have not been received.

When you accrue the rebate amount, this account is debited. When you reverse the journal entry, this account is credited.

Auto Claim/Auto Disburse

Auto Claim - When receiving rebates, check this box to automatically initiate a claim process for transactions with applicable rebates.

Auto Disburse - When paying rebates, check this box to automatically initiate a disbursement process for transactions with applicable rebates.

Settlement Method

Select the settlement method for paying or receiving rebates. This field is required if the Auto Claim or Auto Disburse box is checked.

Receiving Rebates:

A/R Invoice - Generates an accounts receivable invoice to claim the rebate amount.
A/P Debit- Generates a vendor credit to apply to future purchases or existing balances.

Paying Rebates:

Credit Memo- Generates a credit memo as a reduction of receivable balance.
Bill- Generates a bill (vendor bill) for disbursing rebates.

When you select A/R invoice or Credit Memo, a list of customer entities is shown in the Payer/Payee field. When you select A/P Debit or Bill, a list of vendor entities is shown.

General Notices