Rebate Records are created for each line of a Rebate Agreement (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.

A Rebate Record is created automatically when a new line item is added or one of the following buttons is clicked:

• Recalculate

• Recalculate Changes (in this case all Rebate Records are calculated, not only the ones that have been changed).

• Submit

• Withdraw

• Deny

• Approve

• Revoke

• Save (when autosaving is disabled)

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.

Working with Rebate Records

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

Rebate Record List

After you select an individual rebate record, you can use the buttons below and above the list to copy or mass submit rebate records or to export them to XLS.

In the Show drop-down list, you can choose to display a particular Rebate Record set or the list of Rebate Record Groups.

Note the following system columns: 

• 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 agreement.uniqueName and rank, so records with a lower rank get calculated first. (Ideally there are no dependencies between Rebate Record calculations, so avoid using the Rank field for this purpose.)
  Rank also affects the order when using the method rebateRecords.getAll().

• Calculation Results icon (at the end of the line) – Opens the calculation results.

Rebate Record Detail

Click a Rebate Record or a Rebate Record group in the list ('RR' or 'RRG' in the ID column) to display its details.

In the detail view, the Rebate Record table shows groups and items related to the same source Rebate Agreement. Select a Rebate Record or a group to display its settings and calculation results.

Choose a Category from the drop-down list:

• Calculation – Allows you to see how the record was calculated. Displays the calculation logic, target date and user inputs and the calculation results.

• Text – Allows you to add notes to the record.

• Record – Displays the whole record – all attributes and its values.

• 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. The data table can be exported to XLSX or CSV.

• Defined rebate queries and rebate charts will also be available for selection here.

The workflow buttons are displayed either for a group or individual items depending on the workflow setting in the related Rebate Agreement Type.

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.

Rebate Record Groups

A Rebate Record is created for each line of the Rebate Agreement. It may be useful to organize related Rebate Records into groups to see aggregated calculation results and approve them as one block.

Rebate Record Groups are created by Rebate Agreements logic, they cannot be created manually (they cannot be manually duplicated or deleted either).

There are several rules that Rebate Record Groups must follow:

• Groups can only be created within one Rebate Agreement, not across several Agreements.

• A Rebate Record can belong to only one group.

• If the Rebate Record group is supposed to go through the approval workflow as one block (defined by the Rebate Agreement Type), each Rebate Record of that Rebate Agreement has to belong to the Rebate Record Group.

In the Rebate Record group detail view, you can see all the Rebate Records belonging to the group with calculation results for the whole group or individual records. You can calculate, submit, withdraw, approve, deny or revoke the whole group, depending on the group's status and your permissions. When you recalculate a Rebate Record belonging to a group (manually or when a scheduled calculation is triggered), the whole group is recalculated.

Further sections provide details on:

Copying Rebate Records

Copying is available only for approved rebate records and 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. Mass approval/denial of Rebate Records is available as well.

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.

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.

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.

Creating a Data Source from Rebate Records

You can create a Data Source from the Rebate Records table using the Data Source template. The data can be synchronized anytime later by clicking the Sync Metadata button in the Data Source detail.