Sending EDI 844 Rebate Reports

The 844 Product Transfer Account Adjustment (Outbound) is an EDI report sent to your vendors showing sales that qualify for rebate offers.

Use the Customer Sales Rebates Report to view rebate offers you have passed along from vendors to your customers and generate the 844. The 844 report lists product sales eligible for vendor rebates.

Note: In response to an 844, the vendor sends back an EDI 849 Response to Product Transfer Account Adjustment, which indicates the rebate they plan to pay.

Before you run the report, set up your system and the vendor record for EDI processing. How you set up your system determines which mapper the system uses to process the 844 you send. You can transmit an 844 with or without using the book letter of credit feature. To set up the system, do the following:

Define an outbound 844 document for the trading partner profile you are using.

On the EDI Add'l Doc Info screen for the 844, complete the following fields, as needed:

Grp/User to be Notified of 997
Default Outgoing Transmission Status
Alternate Interchange ID

Assign the vendor account for which you run the report to a group profile defined for the EDI trading partner profile.
To send an 844 using the book letter of credit feature, also do the following:
Complete the Rebate Detail Setup Information control maintenance record.
Enter Y in the Book Letter of Credit Vendor field in the EDI Group Profile Global Info Table for the trading partner group profile.

To send an EDI 844 rebate report:

From the System > System Programming > EDI > EDI Generate Reports menu, select EDI 844 Product Customer Sales Rebates.

Note: You can also display this report from the Reports > End of Month Reports > Customer Reports menu, select Customer Sales Rebates.

Complete the fields, as needed, in the Customer Sales Rebate Report window considering the following:

To...

Do this:

send a standard 844

Select one of the options that begins with Br in the Sort By field.
Select the Create & Queue EDI Documents field in the Report Options area.

Note: You can do this only if the vendor is not flagged as a Book Letter of Credit vendor in the trading partner group profile.

Consider the following when you are selecting these options:

Scenario	If the EDI 'Book Letter of Credit Vendor' field set to...	and Customer Sales Rebate Report 'Book Letter of Credit' is...	and the 'Create & Queue EDI Document' option is...	Then...
1	Yes	Yes	Yes	The document is created and queued.
2	Yes	No	No	A message displays to the user indicating they must select the Book Letter of Credit option.
3	No	Yes	Yes.	The document is created and queued.
4	No	No	Yes	A warning message displays and only an EDI document is created.

send a book letter of credit 844

Select one of the options that begins with Br in the Sort By field.
From the File menu, select Book Letter of Credit complete the associated fields.

Set options, if needed, and generate the report.
For a standard 844, the system transmits the report to the vendor.
For a book letter of credit 844, the system creates the report and creates a negative received purchase order for the rebate vendor. The quantity on the order is -1 and the product added to the purchase order is the miscellaneous charge product created for rebate requests as specified in the Rebate Detail Setup Information control maintenance record. The amount of the purchase order is the total rebate amount the vendor owes you.

Upon creation of the purchase order, the system populates the Rebate Detail file, which contains the item detail that comprises the purchase order total.

Note: When you receive an EDI 849 Response to Product Transfer Account Adjustment from the vendor in reply to the rebate request, the system updates the data in this file.

If your company uses landed average cost or average cost as your COGS (cost of goods sold) basis and you are capitalizing freight to inventory, the system creates a journal entry that reconciles the inventory valuation. Inventory was credited at the rebate cost rather than the purchase order cost, due to the sell matrix COGS override.

The system also sends you a message with the purchase order number and journal entry number, if one was created.

If you generated a book letter of credit 844, transmit the negative purchase order to the vendor, as follows:
Open the negative purchase order.
On the Status tab, enter E for EDI in the Print field.

If the 844 document is not defined in the trading partner profile for the vendor, E is not an available option in the Prt field.

At the prompt, select the 844 document, and then exit the order.

The system sends the EDI 844 Rebate Request to the EDI Outgoing Status Queue when you exit the order. The system transmits the report to your trading partner during the next scheduled network call. After the report is transmitted, the system changes the status of the purchase order to No.