Batches

Distributor's sale representatives request special pricing.

Program managers of the manufacturer review, and either approve or reject the request. Once approved the distributor closes the deal and submits point of sales data to initiate claiming special price accruals. Indirect Sales batches are how point of sales data is submitted.

The indirect sales management process tracks and validate conditions of the special price agreement and issues claim payment to the distributor based on point of sales data uploaded from the batch.

Batch Statuses

The Batch Processing Mode setting you configured determines how a batch is processed. Depending on the configuration, claims are created automatically for the valid lines, or, manually after reviewing the batch. The default setting is Review and Claim if the setting isn't configured. You can override the setting from the Customer Trade Profile.

If there is a dispute, you can decide how to treat disputed batches in general and at the distributor level. These disputes can be exported and sent back to the distributor for correction. Corrected CSV files are imported and processed as new batches in the system. In some circumstances, the distributor may choose to accept the calculated amount and process payment for a dispute that is eligible by the claimed amount doesn't match.

Regardless of the mode selected:

• If all lines in a batch are valid, then the batch is closed, a claim is generated, and the batch is processed to Settlement Pending status.
• If all lines in a batch are disputed, then the batch is rejected.

Status	Description
Open	The distributors sales order transaction has been successfully imported via CX import and is ready to be processed.
Rejected	Batch is rejected and no lines are processed. When the batch processing mode is set to Immediate Claim, the application automatically rejects the batch during processing if all lines are invalid. When the batch processing mode is set to Review and Claim, you can manually reject a batch that is in the Awaiting Review status. When the batch status changes to Rejected, all the lines in the batch move to Rejected status.
Awaiting Review	After importing distributor sales order transactions, once the Process Indirect Sales Data scheduled process is run, if one or more lines in a batch pass validation without disputes or duplicates and some lines fail, then the application updates the batch status to Awaiting Review.
Closed	When all the lines in a batch are valid, the application creates a claim and moves the batch to Closed status. Additionally, when you review a batch in Awaiting Review status and click Pay and Close Batch, the batch moves to Closed status.

Batch Status Transitions

Mode	From Status	Condition	To Status	Performed By
Immediate Claim	Open	When all the lines in a batch are in disputed or duplicate status.	Rejected	Application
Immediate Claim	Open	When all the lines in a batch are claimable.	Closed	Application
Immediate Claim	Open	When at least one line in a batch is valid and there are disputed lines that are yet to be reviewed. Note: There will be a claim for the valid lines.	Awaiting Review	Application
Immediate Claim	Awaiting Review	When the batch is closed in either of the following conditions: You fix all the disputes and click Pay and Close Batch. You reject all line disputes and click Pay and Close Batch. When there are no disputed lines available in the batch. Note: When you click Pay and Close Batch all the disputed or duplicate lines are changed to Rejected status and a claim is created for accepted lines.	Closed	Application
Immediate Claim	Awaiting Review	When you click Pay and Close Batch and some accepted lines are disputed.	Awaiting Review	Application
Review and Claim	Open	When the batch is in Awaiting Review status in either of the following conditions: When all the lines in a batch are in disputed status. When there is at least 1 valid line and 1 disputed line.	Awaiting Review	Application
Review and Claim	Open	When all the lines in a batch are claimable.	Closed	Application
Review and Claim	Awaiting Review	When you reject the batch or when the rejected batch is a terminal status. Note: The reject batch option is available only in Review and Claim process mode.	Rejected	User
Review and Claim	Awaiting Review	When you click Pay and Close Batch.	Closed	Application
Review and Claim	Awaiting Review	When you click Pay and Close Batch and some accepted lines are disputed.	Awaiting Review	Application

Batch Line Statuses

Status	Description
Open	The distributor's sales order transaction has been successfully imported via CX import and is ready to be processed.
Eligibility Disputed	After importing distributor sales order transactions, once the Process Indirect Sales Data scheduled process is run, if one or more lines in a batch fails eligibility validation, then the status is updated to Eligibility Disputed.
Amount Disputed	After importing distributor sales order transactions, the Process Indirect Sales Data scheduled process is run, if a line fails amount validations, then the status is updated to Amount Disputed.
Accepted	After importing distributor sales order transactions, the Process Indirect Sales Data scheduled process is run, if a line passes all validations, then the status is updated to Accepted. Accepted lines are those that are ready to be claimed. No further modifications are allowed to lines in this status. In the Immediate Claim and Review and Claim batch processing modes, you can correct and accept or directly accept amount disputed lines.
Rejected	In the Immediate Claim and Review and Claim batch processing modes, you can reject eligibility disputed or amount disputed lines. When a batch is rejected, all the lines move to Rejected status. When you click Pay and Close Batch all the existing disputed or duplicate lines move to Rejected status. Rejected is a terminal status.
Claimed	When a claim is created for an accepted line, the line status is updated to Claimed.
Duplicate	When a duplicate transaction exists in the same batch or previous batches, the lines status is updated to Duplicate.

Batch Line Status Transitions

When you choose to process a batch in Immediate Claim mode, you choose to pay your distributor as soon as possible even with disputes. Hence, the first claim represents all the undisputed lines to be paid sooner, while disputed lines are being resolved. You can have 2 claims for a batch if disputes are accepted.

The following table displays the status transitions that happens when the Batch Processing Mode is Immediate Claim:

Batch Status	From Line Status	Conditions	To Status	Performed By
Open	Open	When: A line fails the eligibility validation. A line contains both eligibility and amount disputes.	Eligibility Disputed	Application
Open	Open	When a line fails the amount validation.	Amount Disputed	Application
Open	Open	When a line is valid and claimed.	Claimed	Application
Open	Open	When a line is duplicated.	Duplicate	Application
Awaiting Review	Eligibility Disputed	When a line is rejected.	Rejected	User
Awaiting Review	Amount Disputed	When a line is rejected.	Rejected	User
Awaiting Review	Amount Disputed	When you accept the amount calculated by the application or the claimed amount without making any changes to amount or quantity attributes.	Accepted	User
Awaiting Review	Accepted	When you click Pay and Close Batch.	Claimed	User
Awaiting Review	Eligibility Disputed	When you click Pay and Close Batch.	Rejected	Application
Awaiting Review	Amount Disputed	When you click Pay and Close Batch.	Rejected	Application
Awaiting Review	Duplicate	When you click Pay and Close Batch.	Rejected	Application
Awaiting Review	Accepted	When you click Pay and Close Batch and the amount exceeds the approved amount in the SPA (which can happen when there are multiple batches for the same item and program that have not yet created claims). The following scenarios may occur: Example 1:A batch contains 100 lines, with claims already created for 80 valid lines. If you resolve the remaining 20 lines by marking them as Accepted and initiate the payment by clicking Pay and Close Batch, however, the total amount in the SPA has already reached the approved limit due to another batch, then the 20 lines move from Accepted to Amount Disputed status, and the batch remains in Awaiting Review status. You can click Pay and Close again, and those lines are moved to Rejected status. Example 2:A batch contains 100 lines, with claims already created for 80 valid lines. If you resolve the remaining 20 lines by marking them as Accepted and initiate payment by clicking Pay and Close Batch, however, 18 lines fall within the SPA approved amount while 2 lines exceed the limit, then the 2 lines exceeding the limit will move to Amount Disputed status. The batch remains in Awaiting Review status, and no claims are created for the 18 valid lines. You can initiate payment by clicking Pay and Close Batch again to create claims for the 18 valid lines, while the 2 disputed lines are marked as Rejected.	Amount Disputed	Application
Awaiting Review	Accepted	If you review the disputed lines and incorrectly mark them as Accepted manually, then later decide to change the line status to Rejected.	Rejected	User
Awaiting Review	Claimed	When the claim is created by the application.		Application
Rejected	Rejected	When all lines are invalid. This is a terminal status.		Application

When you choose to process the batch in Review and Claim mode, you choose to be more conservative in payment where accepted lines are held until a claim analyst reviews the disputes to reject them before submitting the batch for claim generation. You can only have 1 claim for a batch in this mode.

The following table displays the status transitions that happens when the Batch Processing Mode is Review and Claim:

Batch Status	From Status	Condition	To Status	Performed By
Open	Open	When: A line fails the eligibility validation. A line contains both eligibility and amount disputes.	Eligibility Disputed	Application
Open	Open	When a line fails the amount validation.	Amount Disputed	Application
Open	Open	When a line is valid and ready to be claimed.	Accepted	Application
Open	Open	When a line is duplicated.	Duplicate	Application
Awaiting Review	Eligibility Disputed	When you reject a line that fails the eligibility validation.	Rejected	User
Awaiting Review	Amount Disputed	When you reject a line that fails the amount validation.	Rejected	User
Awaiting Review	Amount Disputed	When you accept the amount calculated by the application or the claimed amount without making any changes to amount or quantity attributes.	Accepted	User
Awaiting Review	Accepted	When you click Pay and Close Batch . Note: You won't be able to see claimed status lines in the Awaiting Review status because the batch status changes to Claimed.	Claimed	User
Awaiting Review	Eligibility Disputed	When you reject the entire batch or when you initiate payment for valid lines by clicking Pay and Close Batch.	Rejected	Application
Awaiting Review	Amount Disputed	When you reject the entire batch or when you initiate payment for valid lines by clicking Pay and Close Batch.	Rejected	Application
Awaiting Review	Accepted	When you reject the entire batch.	Rejected	Application
Awaiting Review	Duplicate	When you reject the entire batch or when you initiate payment for valid lines by clicking Pay and Close Batch.	Rejected	Application
Awaiting Review	Accepted	When you click Pay and Close Batch and the total amount exceeds the approved amount in the SPA (which can happen when there are multiple batches for the same item and program that have not yet created claims). The following scenarios may occur: Example 1:A batch contains 100 lines, all 100 are accepted, but only 80 are claimable. The batch will be moved to Awaiting Review status, with 20 lines marked as Amount Disputed. Example 2: A batch contains 100 lines, with 80 lines accepted. You initiate payment by clicking Pay and Close Batch , however, because of another batch the SPA approved amount has already been reached allowing only 60 lines to be claimed: 60 lines will remain in Accepted status. 20 lines will move from Accepted to Amount Disputed status. The batch remains in Awaiting Review status. You can click Pay and Close Batch again, which creates claims for the 60 claimable lines and moves the remaining 40 lines to Rejected status. Example 3: A batch contains 100 lines, with 80 valid lines. If the user resolves the remaining 20 lines (marking them as Accepted) and initiates payment by clicking the Pay and Close Batch button, but only 18 of those lines fall within the SPA approved amount while 2 lines exceed the limit: The 2 lines exceeding the limit will move to Amount Disputed status. The batch will remain in Awaiting Review status without creating any claims. You can click Pay and Close Batch again to create claims for the 98 eligible lines and move the 2 disputed lines to Rejected status.	Amount Disputed	Application
Awaiting Review	Accepted	If you review the disputed lines and incorrectly mark them as Accepted manually, then later decide to change the line status to Rejected.	Rejected	User
Awaiting Review	Rejected		Rejected	User
Rejected	Rejected		Rejected	Application

Search a Batch

The Batches page summarizes all the claims from the business units you have access to. You can search for a batch using the keyword or smart search. The batches are sorted by dates in descending order. The following attributes are available in keyword search:

• Batch Name
• Distributor
• Distributor Account

The following attributes are available in smart search as filters:

• Active
• Status
• Date Range
• Business Unit
• Currency
• File Name

You can also use saved search.

The batch search results table displays the following information that can be personalized:

• Distributor
• Date
• File Name
• Batch Name
• Status
• Currency
• Lines
• Distributor Claimed Amount
• Calculated Amount
• Disputes
• Disputed Amount
• Accepted Lines
• Accepted Amount

The following columns are hidden by default, but you can enable them using column personalization.

• Business Unit
• Distributor Account
• Distributor Address
• Batch Number
• Batch Type
• Payment Amount

Batch Details

1. Click the Batch Name to view details of the batch.
2. The batch cards display the total number of lines in the batch, the number of disputes, and the number of accepted lines in the batch if they are more than 0. Click a card to navigate to the Lines tab in it's corresponding context filter.
3. In the Details tab, you can view details such as the status, date, file name, batch number, batch name, batch type, currency, and business unit. Additionally, in the Distributor section, you can view the distributor details such as name, account, address and contact details. If you haven't already added the contact name, you can add it here.
4. In the Lines tab, you can:
   • Search for batch lines based on criteria such as Disputes that can be accepted, Status, Distributor Claim, Dispute, Agreement, and Order.
   • You can additionally filter the results table on the basis of Accepted Lines, Disputes, or All lines.
   • Select a line to:
     • Accept Calculated Amount: Click this to accept the amount calculated by the application. Lines must be in Amount Disputed status and have sufficient allowed quantities to be accepted.
     • Reject: Click this to reject a line. Select a Reject Reason from the list. You can choose from Amount Disputed, Debit Claim Not Supported, Duplicate, or Eligibility Disputed, or a reject reason configured during implementation.
     You can also select multiple lines to accept or reject them.
5. In the Payments tab, you can view the number of In Progress and Paid amounts. The results table displays the date, the claim number, status, customer reference, amount, currency, settlement method, instrument number, instrument date, and payee details for the claim.
6. Click Pay and Close Batch to initiate the payment for the claim.