Running the Customer Sales Rebates Report

Use the Customer Sales Rebates Report to view rebate contracts you have passed along from vendors to your customers and to book letters of credit to your vendors. This report lists product sales eligible for vendor rebates, and you can also list the rebate amount due from the vendor for each branch. All detail levels of the report show the total quantity shipped and corresponding rebate amount due.

Using the Book Letters of Credit option, you can create a negative purchase order and offsetting journal entries for the amount due and send it with the report to the vendor. More

Note: The system displays an indicator if a rebate purchase order has been created.

If you want the system to select the vendors that are eligible for rebates, see Selecting Vendors with Rebates Automatically for the Rebate Report. If you want to add columns for your Carrier Rebates, see Carrier Rebate Report Options.

To run the Customer Sales Rebates Report:

1. From the Reports > End of Month Reports > Customer Reports menu, select Customer Sales Rebates to display the Customer Sales Rebates Report window.

2. Define the parameters for the report on the Rebate Selection tab.

   Field	Description
   Branch/Territory	Enter the branch or territory to include in the report.
   Start Date	Enter the date range of invoices to include in the report. The system populates the End Date field with the date entered in the Start Date field. You can enter a calendar date or variable date in these fields.
   End Date
   Customer	Enter the end bill-to customer's name for which to run the report. You will not get correct results if you enter a contract rebate customer. Note: If you run the report for a customer with a ship-from only account, the system retrieves the pay-to and ship-from information from Vendor Maintenance.
   Vendor	Enter the vendor's name for which to run the report. If left blank, the report includes all vendors. Use the Multiple button next to the field to select multiple vendors. You can also choose to use an auto-selected list of vendors. The automated selection process searches through the pricing matrices in the system to find vendors with rebates that are in effect within the date range you specify. To select an automated lookup list, select File > Automated Vendor Lookup, enter an ID in the Lookup ID field, and select File > Select These Vendors. You can then use the Multiple button next to the Vendor field to edit the list of vendors. To build a vendor list, see Selecting Vendors with Rebates Automatically for the Rebate Report. Note: This field must display a pay-to entity, ship-to entity, or vendor lookup ID if booking letters of credit.
   Price Line	Enter the price line ID to limit the report to one price line. If left blank, the report includes all price lines. You can select multiple price line IDs.
   Buy Line	Enter the buy line ID to limit the report to one buy line. If left blank, the report includes all buy lines. You can select multiple buy line IDs.
   Product	Enter the product's name to limit the report to one product. If left blank, the report includes all products. Important: If you leave the Product field blank and you have the Include All Sales check box selected on the Report Options tab, the report displays rebates for all products. This may take a long time to run. We recommend limiting the selection by using this Product field.
   Sort By	Select a sort order for the report. To run the report for Book Letters of Credit, you must select a branch selection, such as Br/Contract/Customer.
   Page Break	Select how to separate items on the report, such as after each line, customer, or branch. The default is * No Page Breaks *.
   Actual Cost Override Branch	This field requires you run the report twice as follows after completing the rest of the fields for the report: Leave this field blank to calculate how much the distributing branch owes each branch. Enter the distributing branch to calculate the actual cost amount relative to the distributing branch, as opposed to each invoice's pricing branch. The distributing branch displays in the report header.

3. Select how to display costs for rebates on the Cost Selection tab.

   Field	Selections
   Rebate Cost Basis	COGS - Uses cost of goods sold for rebate cost. Comm Cost - Uses commission cost for the rebate cost.
   Actual Cost Basis	Price Sheet Basis - Uses the price sheet basis defined in Pricing Management. FIFO Cost - Uses First In/First Out quantity of the product and displays the previous purchase orders received that make up the quantity and the cost. If the purchase order has an override cost associated with it, the system uses that value rather than the override COGS value. This an affect the value listed in this column.
   Rebate Issued	Include - All items whose rebate amount has been claimed on a prior letter of credit plus all items that have not been claimed are included on the new credit purchase order created. In this case the system overrides the existing purchase order number in the ledger detail record with the new purchase order number created. Exclude - All items whose rebate amount has been claimed on a prior letter of credit are not included on the new credit purchase order created. Only - Only items that have been claimed on a prior letter of credit are included on the new credit purchase order created. In this case the system overrides the existing purchase order number in the ledger detail record with the new purchase order number created. This option reruns the report for items already claimed. When determining if the item should be included on the report and/or on the new credit purchase order created when booking letters of credit is selected, the system checks the status of the purchase order. If a purchase order exists in the ledger detail record and if it has been cancelled for any reason, the system assumes no rebate has been issued.
   If Rebate Cost > Actual Cost, Use	Rebate Cost - Displays the rebate cost when the rebate cost is greater than the actual in-stock cost. Actual Cost - Displays the actual cost when the rebate cost is greater than the actual in-stock cost.
   Items with Rebate > Actual Cost	Include - Includes items with rebates greater than the actual cost. Exclude - Excludes items with rebates greater than the actual cost. Only - Prints only items with rebates greater than the actual cost. Note: The system remembers the setting in this field for your user ID the next time you run the report.
   Select Contracts Based On	Ship Date - Selects contracts based on shipping date. Price Date - Selects contracts based on pricing date

   Note: For orders with the same product, branch, and receive date, the system uses the cost from the purchase order based on the lowest order ID number  first.

4. Define report options for the rebates, such as printing kit components, on the Report Options tab.

   Field	Description
   Print $0 Rebate Items	Prints items with a $0 rebate where the Actual Cost is the same as the Rebate Cost. This is the default. Note: Deselect this option when running this report in Detail mode.
   Print Work Order Components	Select to print individual work order components. This selection activates the Contract Association area selections. By default, the system selects this check box. The report does not include the work order components of a finished item on a sales order if the components do not qualify for a rebate.
   Subtotal on Products	Select to include subtotals for each product. The default is deselected. This option is available only for reports sorted by product.
   Subtotal on Invoice	Select to include subtotals for each invoice. The default is deselected. This option is available only for reports sorted by invoice
   Print Kit Components	Select to print individual kit components. This is the default.
   Contract Association	Select which types of vendors to report on: Ship-To or Internal Vendors. Ship-To is the default. Note: This area activates when the Print Work Order Components check box is selected.
   Create & Queue EDI Documents	Creates an EDI 844 document from this report and add it to the EDI Outgoing Status Queue. By default, the system leaves this deselected. Note: This option can be used if booking letters of credit. The Booking Letter of Credit EDI Queue report that automatically generates details each rebate purchase order and the status of the generation on the EDI Outgoing Status Queue.
   Include Credits	Select to include credits in the report. This is the default.
   Include Rebates for Contracts Removed from Customer	Include rebate contracts set up at the matrix level where the link between the matrix and the bill-to and/or ship-to customer no longer exists. Selecting this option lets you run the report for last month and include that contract transaction. Note: This selection requires a vendor specified to either report on the items that match the criteria or book letters of credit.
   Display Only Rebate Cost Not Equal to Recalculated Rebate Cost	Select to include only the orders where the rebate cost is different from the recalculated rebate cost. Note: If you select this option, the Book Letters of Credit option for the report is not active.
   Include All Sales	Select the check box to include all sales for the product selected on the Rebate Selection tab of the report. Select if when you file your rebate claim, you want to see each sale that has occurred for that product on this report. Important: If you leave the Product field blank on the Rebate Selection tab and you have this check box selected, the report displays rebates for all products. This may take a long time to run. We recommend limiting the selection by using the Product field.

5. Select display options, such as including direct orders, on the Display Options tab.

   Area	Description
   Directs	Select how to handle direct orders on the report: Include - Includes direct orders in the report. This is the default. Exclude - Excludes direct orders. Only - Includes only direct orders. Note: The system remembers the setting in this field for your user ID the next time you run the report.
   Display Options	Detail - Prints a line on the report for each invoice showing the customer, invoice number, warehouse, ship date, product, UPC/NAED #, quantity shipped, actual cost, rebate cost, difference amount, rebate amount, unit of measure, product type, and contract number. For more information, see What the Report Shows further in this topic. Summary - Prints a line on the report for each subtotal of the invoices according to the selected sort by option, and shows the total quantity shipped and the rebate extension, which is the total rebate amount due for the product. Note: The data for each contract prints on a separate page with the last page displaying the grand totals for the quantity shipped and rebate extensions. Additionally, if Branch is in the Sort by field, a separate page prints showing the quantity shipped and the rebate extension totals for each branch that shipped product subject to a rebate.
   Select By	Indicate which invoices to select for the defined data parameters: Shipping Branch - Selects invoices for the report by shipping branch. This is the default. Pricing Branch - Selects invoices for the report by pricing branch. GL Branch - Selects invoices for the report by general ledger branch. Home Branch - When sorting by customer, the report selects invoices for the report by the customer's home branch. The selection hierarchy is ship-to home branch, bill-to home branch, and price branch. Note: The system remembers the setting in this field for your user ID the next time you run the report.
   Rebate Detail	Select how you want the rebate detail to display: Breakdown by Ship-To - Breaks down the report by printing the rebate for each ship-to within a bill-to. This is the default. Consolidate by Bill-To - Consolidates the report by printing only the total rebate for all the ship-tos within bill-tos.

6. Select Selection > Selection Criteria to display the selection criteria. For each category to include on the report, enter an item in the Selection column.

7. Select File > Report Column Selection to display the Column Setup for Customer Sales Rebates Report window and edit the column layout.

8. Select File > Cost Ovrd Codes to select multiple cost override codes for rebates for cost codes that are not on any orders.

9. Select File > Automatic Vendor Lookup to search for vendors by Lookup ID.

10. To use booking letters of credit, see below.

11. Set options, if needed, and generate the report.

What the Customer Sales Rebate Report Shows

When running the report in Detail mode, these default columns display.

You can use the File > Report Column Selection option to select additional columns for your report. The system alerts you if the number of columns exceeds the printable area.

Booking Letters of Credit on the Customer Sales Rebate Report

See Booking Letters of Credit on the Customer Sales Rebate Report in this documentation.

See Also:

Carrier Rebate Report Options: Adding Carrier Rebate Columns to the Customer Sales Rebates Report

Including Cost Override Codes in Rebate Reports

Tracking Rebate Amounts