Use the Rebate Detail Maintenance window to create a spreadsheet on your computer, where you can review the detail differences between the a rebate request sent to a vendor in an EDI 844 using the Book Letter of Credit feature and the approved rebate in the EDI 849 response sent back from the vendor.
When the system generates the 844, it creates a negative purchase order for the total rebate amount and stores detailed information about each product rebate request in the Rebate Detail file. When the system receives the 849 reply from the vendor, it adds the vendor's product-level rebate detail to the Rebate Detail file.
To review the data in the file, you need to export the data to a spreadsheet on your computer. You can use the Export option to export the entire file or you can use the ExportExceptions option to export just the line items that contain discrepancies between the requested and approved rebate amounts.
The primary purpose of the spreadsheet is to allow you to review the details of a rebate request and rebate reply, so you can see where the discrepancies occur. All but four fields on the spreadsheet are view-only.
If you understand the discrepancies but do not want to make any changes, you can return to the Rebate Detail Maintenance window.
If you adjust your rebate costs so that your rebate detail matches the vendor's, then you can import the updated detail back into the Rebate Detail file.
To review rebate detail differences:
From the Purchase > Queues menu, select Rebate Detail Maintenance to display the Rebate Detail Maintenance window.
In the P/O Number field, press F10, select the purchase order associated with the 849, and press Enter.
Use one of the following menu options to copy data from the Rebate Detail file to a spreadsheet program on your computer:
File > Export - Copies the entire detail file.
Edit > Export Exceptions - Copies only the product line items that contain discrepancies between the requested and approved rebate amounts.
The system prompts you to assign a file name and directory location for the spreadsheet, and then displays the spreadsheet, which shows the following information.
Review the rebate detail, resolve differences with the vendor as needed, and enter edits when appropriate.
Note: All fields are view-only, except for the four fields flagged with an asterisk (*).
Field | Description |
P/O#~Line Number | Purchase order and line on which you requested the rebate for the designated product. |
Invoice # | Invoiced sales order on which the designated product was sold. |
Description | Product description. |
Quantity | Product quantity sold. |
Rebate Cost | Eclipse product rebate cost. |
Override Rebate Cost * | Override for Eclipse product rebate cost. To change the Eclipse rebate cost to match the vendor's rebate cost, copy the value from the Vendor Rebate Cost field on the spreadsheet and enter it here. |
Cost | Eclipse product cost. |
Rebate Amount | Eclipse requested rebate amount. |
Cat # | Vendor's product catalog number stored in the Eclipse Product file. |
Dispute * | ANSI code on the 849, indicating why the vendor disputes your rebate request for the designated product. Although it is unlikely that you would need to change this code, you can edit this field. |
Notes Entered * | Personal notes. Enter notes for your personal use in this field. |
Accepted * | Indication from the vendor that designates whether they accepted your rebate request.
If you have resolved a rebate difference with the vendor, you can change the N to a Y. |
Contract # | Eclipse pricing contract number. |
Customer ID # | Eclipse customer ID number. |
UPC | Product UPC code. |
Customer Name | Eclipse customer name. |
Vendor Part # | Vendor's part number for the product. |
Line # | Line on which the product is listed on the sales invoice. |
Ship Date | Date the product shipped. |
Branch | Branch from which the product shipped. |
Stock or Direct | Indication whether the product sold was from stock or a direct order. |
Vendor Quantity | Product quantity from the 849. |
Vendor Cost | Product cost on the 849. |
Vendor Rebate Cost | Product rebate cost on the 849. |
Product Number | Eclipse product ID number. |
Credit Memo | Vendor's ID for credit memo issued for the rebate amount. |
Vendor Proposed Rebate Amount | Rebate amount the vendor plans to pay. If this value is present, the system uses this value to calculate the rebate amount. |
Resubmit | Indication from the vendor whether you should correct and resubmit a rejected rebate request.
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Do one of the following:
If you understand the discrepancies but do not want to make any changes, return to the Rebate Detail Maintenance window.
You can delete or archive the spreadsheet on your PC.
If you edited fields on the spreadsheet and want to update the Rebate Detail file, do the following:
On the Rebate Detail Maintenance window, select File >Import hot key to copy the updated rebate detail from the spreadsheet back to the file.
The system prompts you to select the spreadsheet file from your PC and populates the Enter DOS Path Name field on the prompt screen with the selected file name.
Click OK to import the data.
If you entered values in any of the Override Rebate Cost fields, the system updates the P/O Value field on the Rebate Detail Maintenance window accordingly.
Important: The import function only imports changes to the following fields: Override Rebate Cost, Dispute, Notes Entered, and Canceled. Any entry in the Canceled column on the spreadsheet removes the amount from the Detail Value field since it signifies a canceled item. |
Delete or archive the spreadsheet on your PC.
Complete the receiving process for the 849, as described in Receiving EDI 849 Responses to Product Transfer Account Adjustments.
See Also:
Receiving 849 Rebate Responses Overview
Receiving 849 Responses to Product Transfer Account Adjustments