📽️ What are Rebate Records
🗒️ How To
Manage Rebate Records
All our how-to guides and video tutorials contain screenshot of our demo system and the information that you see will differ depending on your organizational configuration and the version of Pricefx software that you are running.
In this guide, you'll be exploring how Rebate Records are used in the Pricefx Rebates module.
 Let's first explain what a rebate record is.
When a new rebate agreement is created, it has a number of condition types, each with its own conditions for the rebate period and calculation period. When that rebate agreement is saved a Rebate Record is created for each line item (or condition) of the rebate agreement.
A rebate record is therefore a copy of the line conditions, with the rebate calculation logic determining the way the records are created.Â
Having them available as a separate record allows you to manage each condition on its own to regularly re-calculate the rebate status during the year. You can also manage the approval of the rebate value and export of the approved payout money to the ERP system (to be paid to the customer). You can also keep a record of allocation of the rebate to the archived Sales Transactions.Â
This makes sense as there can be more Rebate Records for one line item where the customer requires more frequent pay-outs than only once a year. If the condition requires a quarterly pay-out 4 rebate records would be created on a year-long agreement.
As individual records, these can be processed independently throughout the rebate cycle, if required.
Navigating to Rebate Records
Let's navigate on the Menu to Rebates > Rebate Records.
Note: Rebate Records inherit user group view and edit permissions from their parent Rebate Agreements. If these permissions are set, you must be member of the groups to be able to view/edit the related Rebate Records.
Working with Rebate Records
The Rebate Records table provides a view of the status and rebate accruals across all customer rebate agreements.
After you select an individual rebate record, you can use the buttons below and above the list to copy or mass submits rebate records or to export them to XLS.
You can also see a number of columns containing rebate information. There is some information that you may find useful.
Source ID – Clicking its value opens the associated Rebate Agreement.
Rank (optional) – When a Rebate Record calculation job runs, it sorts the Rebate Records by rank, so records with a lower rank get calculated first.
As you scroll across to the right, you can see a number of fields and information that you'll recognize from the rebate agreement, but as you get to the far right you can see information about the processing of the rebate record itself.
You see information such as the Current Baseline Value, the current rebate due based on the most up-to-date transaction details, as well as additional forecast fields.
If you want to see the Calculation Results, the icon (at the end of the line) – Opens the calculation results and provides users with a singular view for this rebate record.
If you close the calculation results window and select a Rebate Record you can see the Rebate Record Detail
In the detailed view, select a Rebate Record from the table (there will be one record for each line item).
Choose a Category from the drop-down list:
Rebate Calculation – This allows you to see how the record was calculated. Displays the calculation logic, target date, user inputs, and the calculation results.
Rebate Text – This allows you to add notes to the record.
Rebate Record – Displays the whole record – all attributes and its values. Many of the attributes will be standard, however, you'll see a large number of available fields here that are customizable to your own organizational requirements.
Then Rebate Calculation Base – Enables you to see the Datamart data on which the calculation is based. Typically, a filter will be applied to display data relevant for one customer and for the duration of the Rebate Agreement. Defined rebate queries and rebate charts will also be available for this view.
 Let's now return to the Rebate Records and see what other actions are available for you.Â
Copying Rebate Records
Copying is available only for approved rebate records and only for users with the Administer Rebate Records role.
Submitting Rebate Records
Rebate Records can be submitted for approval only if there is no error or a critical alert.
Mass submit is available for Rebate Records as well.
Mass approval/denial of Rebate Records is also available.
You can review the workflow status and details after clicking the View Workflow button.
Revoking Rebate Records
The Revoke action is available only for approved records – in the Rebate Record detail view – and only for users with the Administer Rebate Records role. This action is useful when the Rebate Record was approved in Pricefx, integration did not happen yet and there is nothing to reverse in ERP. When this action is used, the record changes its status to Revoked.
