Using the EDI 849 Rebate Detail Queue

After creating negative purchase orders for a vendor for Booking Letter of Credit processes, the system populates the information to the EDI 849 Rebate Detail Queue. This queue lets you review the information and handle the rebate claims that do not match. You can manage these exceptions and adjust the pricing on the purchase order. You can then export the information, as needed, to a spreadsheet.

The following detail queue provides information down to the line number level including quantities, invoice numbers, and payable IDs. For a more high-level view, see Using the EDI 849 Rebate Summary Queue.

Note: You can only update the following fields from the queue: Override Amount, Notes, Dispute Reason, and Accepted flag. You can also update these fields using the import tool.

To use the EDI 849 Rebate Detail Queue:

From the Purchase > Queues menu, select EDI 849 Rebate Detail to display the EDI 849 Rebate Detail Queue window.

Use the header fields to set the parameters you want to review for the queue:

Parameter	Description
Branch/Tr/All	Enter the branch, branches, or territories by which you want to limit the queue. The system uses the branch the purchase order used when creating the book letter of credit option. Each branch that is filing and creating the book letter of credit displays the branch in the rebate detail file.
Vendor	Enter the vendor by which you want to limit the queue. The vendor on the purchase order.
Rebate Status	Enter which rebates you want to display: Resolved, Unresolved, or Pending.
Start Ship Date	Define the time frame by shipping dates that you want to review for rebates.
End Ship Date

Use the queue columns to review the rebate data and make sure items match.

Column	Description
P/O Number	The purchase order number assigned by the system for the payable you are using to send to the vendor.
Invoice #	The invoice number including the generation.
Line #	The line on which the product displays on the purchase order.
Product Description	The short description of the product as found in Product Maintenance.
Quantity	The amount billed for to the customer.
Rebate Amount	The extended amount of the rebate for the entire line item.
Vendor Quantity	The quantity for which the vendor will provide rebates.
Vendor Proposed Rebate Amount	The rebate offered by the vendor for the entire line.
Override Rebate Cost	The override for the cost per item, if any, that has been negotiated.
Payable ID	The corresponding accounts payable ID for the purchase order. The system uses the following icons to indicate the status of the payable: - Indicates the payable has been created, but needs to be reconciled to the invoice manually. - Indicates the payable has been created and automatically approved based on preset parameters. Red highlight - Indicates a mismatch from the purchase order to the invoice. Blank - No payable created based on over and short parameters.

Use the View Manager button to display other view options.. Add additional column views, if needed, with User-Defined View Maintenance.

Use the following to manage the purchase order rebates in the queue:

Note: For a quick summary and to view the difference between proposed and accepted costs, see Using the EDI 849 Rebate Summary Queue.

To...

From the Edit menu, select...

view invoice information for the payable for the selected line item.

View Payable Invoice to display the invoice in A/P Entry.

change the totals on a purchase order using the Totals tab.

Update P/O Totals to display the purchase order in the Totals tab.

send the rebate detail from the queue out to a spreadsheet format to make changes to the fields.

Export to display the data in your default spreadsheet program, such as MS Excel.

sent only the exceptions from the rebate detail queue out to a spreadsheet format to make changes to the fields

Export Exceptions to display the data in your default spreadsheet program, such as MS Excel.

view or edit the purchase order

View or Edit to display the purchase order. You receive a warning if the payable has already been processed.

update the rebate detail file with changes made to the spreadsheet after you exported it.

Import

Important:The Import functionality imports only those changes from the Override Rebate Cost, Dispute, Notes Entered, and Accepted columns from the spreadsheet.

Any entry in the Canceled column on the spreadsheet removes the amount from the Vendor Proposed Rebate Total field since it signifies a canceled item.

More View Options for the EDI Rebate Detail Queue

The following view options are available in the EDI Rebate Detail Queue. Columns in the queue are view only. Double-click a line item to access the related transaction, such as the invoice.

Customer Information

Vendor Information

Column	Description
Invoice #	The invoice number assigned for the bill going out for the items your customer ordered.
Catalog #	The number associated in Product Maintenance. This field populates when the Book Letter of Credit runs through the Customer Sales Rebate Report.
Notes Entered	Free-form field for user notes about the transaction.
Customer ID #	The customer ID as assigned in Customer Maintenance.
UPC	The universal product code (UPC) for the item being billed as listed in Product Maintenance.
Customer Name	The name of the customer on the sales order.
Vendor Part #	The part number for the items being billed.
Line Reference	The Line # of the item on the order. For example, when the 844 is sent, the invoice # will be S1234567.001.1 where the last digit should match this column.
Ship Date	The date the items ships from your customer.

Column	Description
Vendor Name	The vendor name as listed in Vendor Maintenance.
Stock or Direct	Indicates if the item is a stock item or nonstock and shipped directly from the vendor.
Vendor Quantity	The quantity for which the vendor will provide rebates.
Vendor Cost	The cost of the item for the vendor.
Vendor Rebate Cost	The agreed vendor rebate cost for the item.
Product Number	The product number as assigned in Product Maintenance.
Credit Memo	Credit memo, if any, for the transaction. Populated by the 849 document when it runs.
Vendor Proposed Rebate Amount	Amount of rebate the vendor proposes to you.
Dispute	The reject code from the 849 if the item is not accepted.
FIFO Reference #	The number to refer to for first-in-first-out warehouse setup.
Kit Components	Eclipse truncates this field on the invoice # for components when the Book Letter of Credit from the Customer Sales Rebate Report runs for kit/components. For example, on an invoice with the number S1234567.001.1.1 the last digit is the number of the line in the kit. Note: When kits are in an 849 transaction, the system uses the UPC# to match the item, instead of the invoice #.
Accepted	Indicates if the vendor rebate proposal was accepted.