Rebates on Edited Transactions

NetSuite lets you edit transactions before and after rebates are accrued. Depending on the transaction type and the changes applied to the line item, rebates are retained or recalculated.

Line items included in the past rebate settlements are no longer editable.

Read the following topics for more information:

Transaction Edit Preference

NetSuite provides a preference so you can choose whether to use the details from the latest version of an agreement details or from the applicable agreement details relative to the transaction date.

To use this preference, go to Setup > Company > General Preferences. Under the Custom Preferences subtab, check or clear the box for Always Use the Latest Version of Agreement Details for Rebate Recalculation. This box is cleared by default.

If you check the box, the system applies the latest version of the agreement details to the sales transactions. If you clear the box, the system uses the rebate from the applicable agreement details that are created on or before the transaction date.

Important:

When you check or clear the Always Use the Latest Version of Agreement Details for Rebate Recalculation box during transaction creation, then change the setting again before editing transactions, rebates are recalculated based on the current setting.

The following timelines show examples of how the preference works:

Example #1:

Date

Activity

3/1/2023

A rebate agreement with a 10% rebate was created.

This is version #1 of the agreement details record.

3/6/2023

A sales transaction was created with the following details: Quantity: 1, Price: $100

The item on the transaction will have $10 rebate according to the existing rebate agreement.

3/10/2023

The rebate on the agreement was changed from 10% to 15%.

This change triggers the creation of a version #2 of the agreement details record.

3/11/2023

The sales transaction was modified to increase the item quantity from 1 to 3 bringing the total amount to $300.

If the Always Use the Latest Version of Agreement Details for Rebate Recalculation box is checked, the system uses version #2 of the agreement details with a 15% rebate and applies it to the line item.

If the box is cleared, the system uses version #1 of the agreement details with a 10% rebate.

Additionally, if you modify the item units in the transaction, the system recalculates the rebate and applies the best deal.

Example #2

Date

Activity

3/1/2023

A rebate agreement with a 10% rebate was created.

This is version #1 of the agreement details record.

3/6/2023

A sales transaction was created with the following details: Quantity: 1, Price: $100

The item on the transaction will have a $10 rebate according to the existing rebate agreement.

3/10/2023

The rebate on the agreement was marked as Expired.

This change triggers the creation of a version #2 of the agreement details record.

3/11/2023

The sales transaction was modified to increase the item quantity to 3.

If the Always Use the Latest Version of Agreement Details for Rebate Recalculation box is checked, the expired rebate agreement is no longer applicable, and rebates applied to the items are removed.

If the box is cleared, version #1 of the agreement details will be used and a $30 rebate will be applied to the item.

The following scenarios apply when you edit a sales transaction:

Important:

You must not select the Rebates and Trade Promotions custom forms as preferred forms to avoid calculation errors.

Guidelines for Editing Sales Orders and Stand-alone Return Authorizations

You can edit a sales order after it is invoiced and a stand-alone return authorization after a credit memo or a cash refund is generated. The changes you can make are limited to the following:

  • Increase the item quantity on the line item

  • Add a line item

  • Select a different rebate for the new line item

You cannot remove a line item or decrease the item quantity on the sales order or stand-alone return authorization.

When you increase the item quantity on the sales order and generate another invoice, the new invoice reflects the rebates for the additional items only. Rebates on the previous invoice are not recalculated when you edit the sales order associated with it.

Rebates on additional items for stand-alone return authorization are applied to the succeeding credit memo or cash refund only.

Guidelines for Editing Invoices and Other Transactions

You can edit an invoice, a cash sale, a credit memo, and a cash refund to do the following:

  • Increase or decrease the quantity on the line item

  • Add a new line item

  • Select a different rebate for the new line item

  • Change the price, cost, and applied rebates

  • Remove a line item from the transaction

When you edit a transaction, a new rebate transaction record is generated. It replaces the rebate transaction records for the line items which are generated prior to editing.

When you edit a transaction after the rebates are accrued, the system deletes the accrual record for the transaction. See Accrual Reversal.

Related Topics

Rebates Applied to Transactions
Best Deal on Rebates
Manually Selecting a Rebate
Rebate Calculations
Rebates on Returns

General Notices