Rebate Settlement Records

A settlement transaction record, which is a claim transaction or a disbursement transaction, is listed in the settlement record. Settlement transaction records include invoice, credit memo, bill, and bill credit. You can’t edit settlement records for claims, disbursements, or pro formas.

Read the following topics for more information about rebate settlement records:

Contents of a Pro Forma or a Settlement Record
CSV and PDF Files Attachment on the Pro Forma or Settlement Records
Accessing the CSV Files in the File Cabinet
Printing a Settlement Transaction Record
Editing a Rebate Management Custom Form

Important:

Avoid editing invoices or transaction records after you generate a settlement.

An entry in the Settlement History list can contain one of the these statuses:

Claim-Pro Forma
Disbursement-Pro Forma
Claim-Completed
Claim-Error
Disbursement-Completed
Disbursement-Error

To print a settlement transaction record, see Printing a Settlement Transaction Record.

Contents of a Pro Forma or a Settlement Record

The table below describes the fields in the pro forma and settlement records:

Field	Description
Primary Information
ID	This field shows the auto-generated ID of this rebate claim or disbursement.
Agreement Reference #	This field shows the agreement reference number entered on the rebate agreement.
Accounting Item	This field shows the accounting item for the claim or disbursement. The accounting item is sourced from the rebate agreement.
Claim Status/ Disbursement Status	This field shows the status of the rebate settlement.
Total Claim Amount/ Total Disbursement Amount	This field shows the total amount to be claimed or disbursed for the rebate settlement.
Settlement Method	This field shows the settlement method for this claim or disbursement. This field is sourced from the rebate agreement.
Payment Type: Transaction Type	This field shows the payment type and transaction type you selected for the rebate agreement.
Payer/Payee	This field shows the entity linked to this claim or disbursement. This field is sourced from the rebate agreement.
Subsidiary	This field shows the subsidiary that is associated to this claim or disbursement. This field is sourced from the rebate agreement.
Settlement Mode	This field shows if the rebate claim or disbursement is settled automatically or manually.
Settlement Frequency	This field shows how often the system generates a claim or disbursement for the rebate agreement. This field is sourced from the rebate agreement.
Agreement Name	This field shows the rebate agreement for which the amount is being claimed or disbursed. The field is sourced from the rebate agreement.
Claim Criteria/Disbursement Criteria
Claim Period/ Disbursement Period	This field shows the accounting period of the claim or disbursement date.
Transaction Start Date	This field shows the minimum date from the list of transactions for manual settlements, and shows a blank field for auto settlements.
Transaction End Date	This field shows the maximum date from the list of transactions. The date shown is on or before the settlement process date.
Claim Details/Disbursement Details
Claim Date/Disbursement Date	This field shows the date when the rebate claim or disbursement is generated.
Claim Transaction #/Disbursement Transaction #	This field shows the transaction number generated during the claim or disbursement process. The settlement transaction depends on the settlement method you set on the rebate agreement.
Claim Generation Error Code/ Disbursement Generation Error Code	This field stores any errors that are generated during the claim or disbursement process.
Generated By	This field shows the name of the user who created the claim, disbursement, or pro forma.
Related Transactions	This field shows the link to the CSV file with all the transactions related to the settlement.

Field

Description

Primary Information

This field shows the auto-generated ID of this rebate claim or disbursement.

Agreement Reference #

This field shows the agreement reference number entered on the rebate agreement.

Accounting Item

This field shows the accounting item for the claim or disbursement. The accounting item is sourced from the rebate agreement.

Claim Status/ Disbursement Status

This field shows the status of the rebate settlement.

Total Claim Amount/ Total Disbursement Amount

This field shows the total amount to be claimed or disbursed for the rebate settlement.

Settlement Method

This field shows the settlement method for this claim or disbursement. This field is sourced from the rebate agreement.

Payment Type: Transaction Type

This field shows the payment type and transaction type you selected for the rebate agreement.

Payer/Payee

This field shows the entity linked to this claim or disbursement. This field is sourced from the rebate agreement.

Subsidiary

This field shows the subsidiary that is associated to this claim or disbursement. This field is sourced from the rebate agreement.

Settlement Mode

This field shows if the rebate claim or disbursement is settled automatically or manually.

Settlement Frequency

This field shows how often the system generates a claim or disbursement for the rebate agreement. This field is sourced from the rebate agreement.

Agreement Name

This field shows the rebate agreement for which the amount is being claimed or disbursed. The field is sourced from the rebate agreement.

Claim Criteria/Disbursement Criteria

Claim Period/ Disbursement Period

This field shows the accounting period of the claim or disbursement date.

Transaction Start Date

This field shows the minimum date from the list of transactions for manual settlements, and shows a blank field for auto settlements.

Transaction End Date

This field shows the maximum date from the list of transactions. The date shown is on or before the settlement process date.

Claim Details/Disbursement Details

Claim Date/Disbursement Date

This field shows the date when the rebate claim or disbursement is generated.

Claim Transaction #/Disbursement Transaction #

This field shows the transaction number generated during the claim or disbursement process. The settlement transaction depends on the settlement method you set on the rebate agreement.

Claim Generation Error Code/ Disbursement Generation Error Code

This field stores any errors that are generated during the claim or disbursement process.

Generated By

This field shows the name of the user who created the claim, disbursement, or pro forma.

Related Transactions

This field shows the link to the CSV file with all the transactions related to the settlement.

CSV and PDF Files Attachment on the Pro Forma or Settlement Records

After you generate a pro forma or settlement, the system generates and attaches a CSV and PDF files to the settlement record. You can use the CSV file to review the list of related transactions included in the pro forma or rebate settlement of a rebate agreement.

To set a default user for receiving the email notification with the CSV and PDF file attachments, go to List > Employees > Default User

The spreadsheet displays the following information:

Transaction #
Transaction Date
Transaction Type
Subsidiary
Line #
Vendor Name/Customer Name
Item
Quantity
Units

Rate
Amount
Department
Class
Location
Rebate Amount
Payment-Transaction Type
Rebate Agreement

Accessing the CSV Files in the File Cabinet

You can access or download the CSV files later if you didn’t download them right after generating a pro forma or settlement.

To access the CSV files in the file cabinet:

Go to Documents > Files > File Cabinet.
Click the Rebate Settlement History folder.
Use the search bar on the left pane to enter one of these search queries:
- Name of the payee or payer
- Name of the payee or payer, underscore, and settlement type
  
  Example: PayerName_Claim or PayeeName_Disbursement
- To narrow the results, you can add a few digits for the claim or disbursement transaction # after the settlement type
  
  Example: PayerName_Claim_101 or PayeeName_Disbursement_201
Do one of the following as needed:
- On the first column, click Edit next to the file you want to edit
- On the last column, click Download on the corresponding file
- Under the Name column, click the file name to download the file

Printing a Settlement Transaction Record

To print settlement transactions in PDF format, you need a PDF viewer such as Adobe®Acrobat®Reader. You can download the latest version for free from the Adobe website.

To print the vendor credit and vendor bill records, you need to enable the Advanced PDF/HTML feature. See Enabling the Advanced PDF/HTML Templates Feature.

To print a settlement transaction record:

Go to Rebate Management > Settlement > Settlement History.
On the Settlement History List page, under the Settlement Transaction # column, click the link of the record that you want to open.
On the settlement transaction record, hover over the print icon, and select Print from the list.

Note:
If you get an error message for an invalid PDF layout, follow the steps in Editing a Rebate Management Custom Form.
- If your preferences are set to print to PDF, a preview of the settlement transaction record opens in Adobe Reader.
- If your preferences are set to print to HTML, a preview of the settlement transaction record opens in your web browser.
- If the Download PDF Files preference is enabled on the Set Preferences page, you need to save the file to your computer, open it from there, and print it. If this preference is not enabled, NetSuite opens the settlement transaction PDF in your web browser.
To print the record:
- When printing from PDF, click the Print button in Adobe Reader.
- When printing from HTML, print the page from your web browser.

Editing a Rebate Management Custom Form

You can edit the following rebate management custom forms:

RM Invoice Claim
RM Vendor Credit
RM Credit Memo Disbursement
RM Vendor Bill

To edit the RM custom form:

Go to Customization > Forms > Transaction Forms.
On the Custom Transaction Forms page, click Edit next to the custom form you want to edit.
1. For RM Invoice Claim and RM Credit Memo Disbursement:
  - In the PDF Layout field, select Standard Transaction Layout.
  - In the HTML Layout field, select Standard HTML Transaction Layout.
  - In the Email Message Template field, select Default Email Template.
2. For RM Vendor Credit:
  - In the Print Template and Email Template fields, select Standard Vendor Credit PDF/HTML Template.
3. For RM Vendor Bill Disbursement:
  - In the Print Template and Email Template fields, select Standard Vendor Bill PDF/HTML Template.
Click Save.