Running the Customer Sales Rebate Report

Use the Customer Sales Rebate Report to view rebate contracts you have passed along from vendors to your customers. This report lists product sales eligible for vendor rebates, and you can also list the rebate amount due from the vendor for each branch.

You can determine the selection criteria, sort order, and detail level of the report. All detail levels of the report show the total quantity shipped and corresponding rebate amount due. You can create a rebate purchase order for the amount due and send it with the report to the vendor.

The detailed version of the report lists each transaction line item for which you are entitled to a rebate. The summary version of the report displays totals for each product. Regardless of which form you choose, the data for each contract prints on a separate page, with the last page displaying Grand Totals for the quantity shipped and rebate extension columns. The system rounds totals to three decimal places to ensure as much accuracy as possible.

Additionally, if you sort by branch, a separate page prints showing the quantity shipped and rebate extension totals for each branch that shipped product subject to a rebate.

Note: After you run the report once, the system saves the selections you made and associates them with your user ID. When you run this report again, the system displays the selections you made the last time. A "Save" message at the top of the screen indicates that your previous selections are being used. If there is no default or saved setting, the field is blank.

Booking Letters of Credit

When you run the Rebate Report and choose to book the letters of credit, the system creates a negative received purchase order to the rebate vendor. The quantity on the order is "-1" and the product added to the purchase order is the miscellaneous charge product, such as "Rebate Request" in the Rebate Detail Setup Information control maintenance record. The amount of the purchase order is the total rebate amount the vendor owes you.

You can post the letters of credit to either one branch, usually the parent branch, or to individual branches based on your company policies.

After you create a rebate purchase order from the Customer Sales Rebates Report, the purchase order status is set to Received and the system creates a journal entry, if required. The system records these events in the change log.

Note: The system creates the journal entry only if you use Landed Cost or Average Cost as your COGS basis, and you are capitalizing freight to inventory.

To transmit this purchase order to the vendor enter the letter E for EDI into the Prt field on the Purchase Order Entry Status screen. Select an EDI transaction type, such as EDI 844 Rebate Request when prompted. Upon escaping from the purchase order, the system sends the EDI 844 Rebate Request to the vendor. The rebate request can also be faxed or e-mailed.

The Customer Sales Rebate Report populates the Rebate Detail File, which you can access through the Rebate Detail Maintenance screen, and is sent with the EDI 844 Rebate Request to the vendor.

Running the Report

To run the report, you need to:

• Select the information for the report.

• Change the Include, Exclude, and Print Options defaults, as needed.

• Book letters of credit, as needed.

To select the information for the Customer Sales Rebate Report:

1. From the Reports > End of Month Reports > Customer Reports menu, select Customer Sales Rebates to display the Customer Sales Rebate Report screen.

2. In the Br/Tr/All field, enter the branch, branches, or territories to include in the report. Enter All to include all branches and territories.

3. In the Start Date and End Date fields, enter the date range of invoices to include in the report. The system populates the End Date field with the date entered in the Start Date field. You can enter a calendar date or variable date in these fields.

4. Complete the fields as needed.

   Field	Description
   Customer	Enter the end bill-to customer's name for which to run the report. You will not get correct results if you enter a contract rebate customer. Note: If you run the report for a customer with a ship-from only account, the system retrieves the pay-to and ship-from information from Vendor Maintenance.
   Vendor	Do one of the following: Enter the vendor's name for which to run the report. Leave the field blank to include all vendors. Use the Multi hot key to include multiple vendors. Note: This field must display a pay-to or ship-to entity if booking letters of credit. you cannot run this report and book letters of credit for all vendors (a blank field). If booking letters of credit for multiple vendors, the system creates one negative purchase order for each vendor for the amounts due. If not booking letters of credit, your entry in this field can be for a single vendor or for all vendors.
   Price Line	Enter the price line ID to limit the report to one price line. Use the Multi hot key to include multiple price lines. If left blank, the report includes all price lines.
   Buy Line	Enter the buy line ID to limit the report to one buy line. Use the Multi hot key to include multiple buy lines. If left blank, the report includes all buy lines.
   Product	Enter the product ID to limit the report to one product. Leave this field blank to run the report for all products.
   Select by	Enter one of the following to determine from which type of branch the system selects invoices: Shipping Branch – Selects invoices for the report by shipping branch. This is the default. Pricing Branch – Selects invoices for the report by pricing branch. GL Branch – Selects invoices for the report by general ledger branch. Home Branch – When sorting by customer, the report selects invoices for the report by the customer's home branch. The selection hierarchy is ship-to home branch, bill-to home branch, and price branch. The system saves this field setting for the next time you run the report.
   Sort by	Press F10 and select a sort order for the report. For booking letters of credit: If no vendor is selected in the Vendor field, you cannot access the Book Letters of Credit hot key. If one vendor is entered in the Vendor field, you must specify a Sort by option that begins with Br/. If you select multiple vendors, the Sort by option must begin with Vendor/Br/.
   Subtotal on Products	Enter one of the following to determine whether to include product subtotals: Y – Includes subtotals for each product. N – Does not include subtotals. This is the default. Note: This field only displays when you enter a product-related option in the Sort by field.
   Page Break on	Press F10 and select how to separate the report, for example, by branch or customer. The default is * No Page Breaks *. For booking letters of credit, this field must be set to either No Page Break or Vendor.
   Detail/Summary	Enter one of the following to define what items display on the report: Detail – Prints a line on the report for each invoice showing the customer, invoice number, warehouse, ship date, product, UPC/NAED #, quantity shipped, actual cost, rebate cost, difference amount, rebate amount, unit of measure, product type, and contract number. Column descriptions: The column... displays... Customer Name the name of the customer to whom the rebate-qualifying product was sold. Invoice # the invoice number of the sales transaction on which the product was sold. Whs the branch (warehouse) from which the product was sold. ShipDate the ship date for the product. Product the product description. UPC/NAED# the Universal Product Code or NAED number assigned to the product. Qty Shpd the quantity of the product shipped. Actual Cost the actual cost of the product, as shown on the sales order. When the cost on an order is overridden at the sales level, the report places an asterisk (*) next to the overridden cost in this column. Rebate Cost the rebate cost of the product. Diff Amt the rebate amount for a single unit of the designated item. The difference between the Actual Cost and Rebate Cost equals the rebate amount for each item. Rebate Ext the extended rebate amount for the total quantity sold of the product. The rebate amount for each item (Diff Amt) multiplied by the number of items sold (Qty Shpd) equals the total rebate amount for these items. UM the sales default unit of measure. Typ the product type. Contract No the contract number. Summary – Prints a line on the report for each subtotal of the invoices according to the selected sort by option, and shows the total quantity shipped and the rebate extension, which is the total rebate amount due for the product.
   Rebate Detail	Press F10 and select one of the following to determine how to print the rebate for each ship-to within a bill-to: Breakdown by Ship-To – Breaks down the report by printing the rebate for each ship-to within a bill-to. This is the default. Consolidate by Bill-To – Consolidates the report by printing only the total rebate for all the ship-tos within bill-tos.
   Use COGS or Comm Cost for Rebate Cost	Enter one of the following to define which cost the system uses for rebate cost: COGS – Uses cost of goods sold for rebate cost. Comm Cost – Uses commission cost for the rebate cost.
   If Rebate Cost > Actual Cost, use	Enter one of the following to calculate cost: Rebate Cost – Uses the rebate cost when the rebate cost is greater than the actual in-stock cost. Actual Cost – Uses the actual cost when the rebate cost is greater than the actual in-stock cost. Note: The system remembers the setting in this field for your user ID the next time you run the report.
   Select Contracts Based On	Enter one of the following to calculate cost: Ship Date – Selects contracts based on shipping date. Price Date – Selects contracts based on pricing date.
   Actual Cost Override Branch	Run the report twice as follows, after completing the rest of the report fields: 1. Leave this field blank to calculate how much the distributing branch owes each branch. 2. Enter the distributing branch to calculate the actual cost amount relative to the distributing branch, as opposed to each invoice's pricing branch. The distributing branch name displays in the report header.

5. Use the Column hot key to display the Column Setup for Customer Sales Rebates Report screen and edit the column layout. See What the Report Shows, below, for column descriptions.

6. Use the Cost Ovrd Codes hot key, to select multiple cost override codes for your report. See Including Cost Override Codes for a Report for more information.

A date entered using the Eff Date Ovrd hot key on the Customer Rebate Maintenance screen replaces the price sheet cost value, usually REP-COST, on this report. The Prc Eff Date Ovrd field on the Matrix Cell Rebate Maintenance screen also overrides the actual cost value on this report.

Note: The Download Options hot key is activated if you have the Hubbell Electronic Withheld Cost (EWC) companion product, which handles customer rebate requests electronically.

7. Set options, if needed, and generate the report.

To change the include, exclude, and print options defaults:

1. Complete the steps above.

2. Use the Include/Exclude/Print Opts hot key to display the Include/Exclude/Print Options screen.

3. Define the report print options by populating the fields.

   Field	Description
   Include Credits	Enter Y to Include credits in the report, otherwise, enter N. The default is Y.
   Directs (Inc/Exc/Only)	Enter one of the following: Include – Includes direct orders in the report. Exclude – Excludes direct orders. This is the default. Only – Includes only direct orders.
   Print $0 Rebate Items	Enter Y to print items with a $0 rebate where the Actual Cost is the same as the Rebate Cost. Otherwise, enter N. The default is N. Note: This option is for the detail version of the report only.
   Print Kit Components	Enter Y to print individual kit components, otherwise enter N. The default is Y. Note: If this field is set to Y and the Include Rebates for Contracts Removed from Customers field is set to Y, the system ignores any kit components in rebates on contracts removed from customers.
   Print Work Order Components	Enter Y to print individual work order components, otherwise enter N. The default is Y. The report does not include the work order components of a finished item on a sales order if the components do not qualify for a rebate.
   Create & Queue EDI Document	Enter Y to create an EDI 844 document from this report and adds it to the EDI Queue, otherwise, enter N. The default is N. Note: If booking letters of credit, ignore this setting because the EDI 844 transmits directly from the rebate purchase order.
   Items w/ Rebate Greater Than Actual Cost (Inc/Exc/Only)	Enter one of the following to determine how the report handles rebates greater than actual cost: Include – Includes items with rebates greater than the actual cost. Exclude – Excludes items with rebates greater than the actual cost. This is the default. Only – Prints only items with rebates greater than the actual cost.
   Include Rebates for Pricing Contracts Removed from Customer	Enter Y for the system to first look at the sales order for a rebate matrix. If it does not find a rebate matrix, the system then checks the pricing rebate matrix. Enter N for the system to look to the pricing matrix cell to find the matrix. This is the default. Note: This selection requires an entry in the Vendor field to either report on the items that match the criteria or book letters of credit.
   Rebate Issued (Include/Exclude/Only)	Enter one of the following to define how to run the report for items that have been issued a rebate: Include – All items whose rebate amount has been claimed on a prior letter of credit plus all items that have not been claimed are included on the new credit purchase order created. In this case, the system overrides the existing purchase order number in the ledger detail record with the new purchase order number created. Exclude – All items whose rebate amount has been claimed on a prior letter of credit are not included on the new credit purchase order created. Only – Only items that have been claimed on a prior letter of credit are included on the new credit purchase order created. In this case, the system overrides the existing purchase order number in the ledger detail record with the new purchase order number created. This option reruns the report for items already claimed. Leave the field blank – The system behaves as if Include had been selected. When determining if the item should be included on the report and/or on the new credit purchase order created when booking letters of credit is selected, the system checks the status of the purchase order. If a purchase order exists in the ledger detail record and if it has been cancelled for any reason, the system assumes no rebate has been issued.
   Display Only Rebate Cost Not = Recalculated Rebate Cost	Enter Y to include only the orders where the rebate cost is different from the recalculated rebate cost. If you set this option to Y, the Book Letters of Credit option for the report is not active.

    

Note: The system remembers these settings for your user ID the next time you run the report.

4. Press Esc to exit this screen and return to the Customer Sales Rebates Report screen.

To book letters of credit:

1. Complete the steps above.

2. From the Reprts > End of Month Reports menu, select Customer Sales Rebates

3. In the Branch/Territory field, enter the branch or territory to include in the report. Enter All to include all branches and territories.

4. In the Vendor field, you must enter the vendor.

5. In the Sort by field, you must enter a branch selection, such as Br/Contract/Customer.

6. Use the Book Letter of Credit hot key to display the Book Letters of Credit screen.

   

7. Complete the fields as needed.

   Field	Description
   Preview Letter of Credit J/E	Enter one of the following: Y – Runs the JE Explanation Review Report, which lists the products and their amounts that contributed to the journal entry amount used to offset inventory for discrepancies due to rebates taken. If you use landed average cost or average cost as your COGS (cost of goods sold) basis, a journal entry is created along with the claim purchase order for the rebate. The journal entry reconciles the inventory valuation because the inventory was credited at the rebate cost, rather than the average cost, because of the sell matrix COGS override. N – Does not run the JE Explanation Review Report when the Customer Sales Rebate Report runs. Note: If no journal entry is created, no journal entry preview report is created, regardless of the setting in the Preview Letter of Credit J/E field.
   Book Letters of Credit	Indicate whether to create a negative purchase order along with the rebate report: N – Produces a rebate report without creating the negative purchase order. Running the report using this option lets you review the report before creating the purchase order. This is the default. Y – Use after reviewing and approving the report internally. Upon completion of the report, the Phantom messages the user with the purchase order numbers that were created. Note: Review the rebate request before booking letter of credit.
   P/O Creation	Indicate whether the purchase order created is single or split when the letter of credit is booked: Split – Creates a separate purchase order for each branch in which rebates are issued. Single – Creates only one letter of credit as a collective total of rebate due from the vendor for your entire company, and the general ledger activity is posted at the branch level. You must then specify a general ledger posting branch for the order. In Vendor Maintenance, if you set this field to Single and set the Create A/P Invoice When Booking Rebate Letter of Credit field on the Miscellaneous Vendor Information I screen to Y, the system creates a credit accounts payable invoice for the amount of the rebate, automatically reconciles the letter of credit, and creates one credit purchase order for the branch entered in the Posting Branch field on the Booking Letter of Credit screen. If the Create A/P Invoice When Booking Rebate Letter of Credit field is set to N, the system generates a purchase order and a general ledger entry, but no A/P invoice entry. Note: This field is only accessible if Book Letters of Credit is set to Y.
   Posting Branch	If Book Letters of Credit is set to Y and P/O Creation is set to Single, enter the G/L branch where the rebate credit is received. Note: If P/O Creation is set to Split, this field is inactive.

    

8. Press Esc to return to the Customer Sales Rebate Report screen.

What the Report Shows

The Customer Sales Rebate Report shows the following information.

Note: To set up your report as you did in Eclipse Release 7, use the Column hot key, and complete the following fields in this order:

See Also:

Including Cost Override Codes in Rebate Reports

Tracking Rebate Amounts

Running the Customer Sales Rebate Report with Hubble Download