Rebate records are created for each line of a Rebate Agreement upon its approval (the record is more or less a copy of the line conditions); the rebate calculation logic drives the way the records are created. There can be more Rebate Records for one line item in case that the customer requires more frequent payouts than only once a year.

Rebate Records are used for:

Regular re-calculation of the rebate status during the year.
Approval of the rebate value.
Export of the approved payout money to the ERP system (to be paid to the customer).
Allocation of the rebate to the archived Sales Transactions.

The Rebate Records table provides a view on the status and rebate accruals across all customer rebate agreements.

Working with Rebate Records

After you select an individual rebate record, you can use the icons below the list to edit and copy rebate records, to download them to XLS/DOCX/PDF or view the associated Rebate Agreement.

If you select multiple rebate records, you can mass approve/deny them.

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.

Further sections provide details on:

Copying Rebate Records
Submitting Rebate Records
Revoking Rebate Records
Deleting Rebate Records
Working with Integration Status Fields

Copying Rebate Records

Copying is available only for users with the Administer Rebate Records role. Once you create a copy, you are taken to the Detail view of the record where all of the values are copied in the Override status. For each copied value there is a quick menu:

Override result – Allows you to enter your own value.
Negate result value – Makes the value negative.
Remove override – Clears the value.

Note also that each copied record has the flag 'isManual'.

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 too. For mass submit, it is necessary to have a default Rebate Calculation in place; see the note in Rebate Calculations on how this is handled so that the mass submit can always be executed.

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.

Deleting Rebate Records

The rule for deleting rebates records is as follows: if they can be modified, they can also be deleted – but only if the agreement is still to be submitted.

Working with Integration Status Fields

The general rule is that an already approved object cannot be modified. However, these three Rebate Records fields can be updated. The rebaterecord.update endpoint makes an exception when the payload (data block) specifies these ‘integration status’ fields:

Integration Status (intgStatus)
Integration Status Details (intgStatusDetails)
Integration ERP Reference (intgStatusErpReference)

These fields help you keep track of the integration updates. They can be customized (type, name).

You can also use these fields for filtering. On each such update, an IntegrationStatusHistory object (typeCode = ‘ISH’) is created, which stores the integration field values as well as {{itemTypedId}} := RebateRecord.typedId.

You can view the Integration Status History via an inline icon of a rebate record:

If your update request contains non-integration fields as well, you will see this error in the log: ”…updateRebateRecord: integration fields updated, but overrides not allowed on approved RebateRecord”. This has no functional impact, it just guides you how to create proper integration status update requests.