Using the EDI 849 Rebate Summary 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.

Review the proposed and actual costs and decide what to do with any differences that may remain.

For a more detailed queue with information down to the line number level including quantities, invoice numbers, and payable IDs, see Using the EDI 849 Rebate Detail 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 Summary Queue:

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

2. 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

3. 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.
   Vendor Name	The vendor name either limited to the vendor selected in the header or each vendor within the defined parameters of the header information if you set the Vendor field to All.
   Vendor Proposed Rebate Total	The rebate amount approved by the vendor using the following conditions: If the vendor has sent a Proposed Rebate Amount in the 849, that value is used here. If there is an Override Rebate Cost in the 849, that value is used here. If there is a Vendor Rebate Cost in the 849 and it does not match the cost in your system, the Vendor Rebate Cost is used here. If none of the above exist, the rebate amount in your system is used here.
   Purchase Order Rebate Total	The rebate amount you requested for the purchase order.
   Rebate Difference	The difference, if any, between the requested and approved amounts. Use the Rebate Difference column on the queue to decide how you want to handle any difference displayed, such as writing it off in your accounts.

4. Review the value in the Difference field and address the amount, as per your company guidelines.

   If the Difference is...	And...	Then...
   Zero (0)		The vendor-approved rebate is the same as the rebate you requested, and you do not need to review the rebate detail. Do the following: 1. Exit the window. 2. Create a payable for the rebate amount.
   Non-zero	You are willing to accept the vendor rebate amount and do not want to review the differences in the rebate detail file.	1. Do one of the following: From the File menu, select Update to revise your P/O amount to match the vendor rebate amount, then exit the Rebate Detail Maintenance window. Exit the Rebate Detail Maintenance screen without using the Update option, then post the Difference amount to a general ledger account. 2. Create a payable for the rebate amount.
   Non-zero	You want to review the differences in the rebate detail file.	1. From the File menu, select Export or from the Edit menu, select Export Exceptions, as needed, to export the rebate detail or the exceptions to a spreadsheet program on your computer, review the differences in the requested and approved detail, make changes as needed, and import the data back into the rebate detail file. See Reconciling Rebate Detail Differences. Important: The import function only imports changes from the following columns: Override Rebate Cost, Dispute, Notes Entered, and Canceled. Any entry in the Canceled column on the spreadsheet removes the amount from the Detail Value field since it signifies a canceled item. 2. Do one of the following: From the Filemenu, selectUpdate to revise your P/O amount to match the vendor rebate amount, then exit the Rebate Detail Maintenance window. Exit the Rebate Detail Maintenance window without using the Update option, then post the Difference amount to a general ledger account. 3. Create a payable for the rebate amount.

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

6. Exit the window.

See Also:

Receiving EDI 849 Rebate Responses Overview

Receiving 849 Rebate Responses

Using the EDI 849 Rebate Summary Queue

Reviewing Book Letter of Credit EDI 849 Rebate Detail Differences

Receiving EDI Transactions Overview