This document outlines the instructions for setting up the DC1 Customer/Supplier Rebates application, allowing you to claim rebates from your suppliers and to pay rebates to your customers.
What this document contains:
- Setting up basic data
- Create rebate agreement headers
- Create agreement details for customer and supplier rebate agreements
- Create agreement key values for customer and supplier rebate agreements
- Create rebate agreement exceptions
- Create rebate agreement characteristics
- Define rebate agreement targets and rates
- Define rebate agreement periods
- Activate rebate agreements
Setting up basic data
The following describes the set up procedure in the Basic Tables and Files.
| Tables/Files | To do |
|---|---|
| Work with companies | Activate the DC1 Customer/Supplier Rebates (RBT) application. |
| RBT control file | Define the number series used for automatic numbering of Rebate payments and Rebate claims. In order to get automatic numbering of rebate agreements, number series for the Customer and Supplier rebate agreements are to be defined as well. If these number series are not defined, all agreements have to be given an agreement ID manually. |
| Function control file | If the functionality to calculate expected rebate amount during sales order entry is required, then the RBT-SOE (Rebate calculation at SO entry) function control has to be activated. |
| DIS control key table | Most of the existing DIS control keys are valid to use on Customer rebate agreements and/or on Supplier rebate agreements. The DIS control keys that are to be used have to be activated. |
| Agreement type table | Customer rebate agreement types and Supplier rebate agreement types have to be created. These types will be defined on the Rebate agreements. On the agreement types you define the following:
Sequence: The sequence will determine in which order the agreement types are handled during rebate calculation. The rebate agreements defined with the agreement types that hold the lowest sequence number will be handled first, and then the rebate calculation will proceed until the agreements defined with the type holding the highest sequence have been handled. End rebate: When a rebate amount is calculated for an agreement, which is defined with an agreement type that is flagged for end rebate, then no more rebate amounts will be calculated even though the current order line may be valid for subsequent agreements. Single rebate:When a rebate amount is calculated for an agreement, which is defined with an agreement type that is flagged for single rebate, then no more rebate amounts will be calculated for agreements defined with the same agreement type. Affect margin: This field is only available for customer rebate agreement types. If the RBT-SOE (Rebate calculation at SO entry) function control is activated, this flag will determine whether or not the customer agreement type will be included in the expected rebate amount calculation during sales order entry. Agreement keys: The DIS control keys, which will be used to determine which order lines that will be valid for rebate calculation, are defined on the agreement type. Up to five different keys will be possible to use. Target keys: The DIS control keys, which will be used to determine the order lines that will be valid for target accumulation, are defined on the agreement type. Up to five different keys will be possible to use. Target keys are optional. If no target keys are defined, the agreement keys will also determine which order lines are valid for target accumulation. |
| Agreement group table | Customer rebate agreement groups and Supplier rebate agreement groups have to be created. Agreement groups are used for statistics and accounting purposes. |
| Period weight template table | If periods are to be used for forecasting on Rebate agreements, it is possible to define period weight templates in case the same kind of period set-up will be used for several agreements. |
| Business partner file | Rebate receivers used on customer rebate agreements have to be defined as customers, (i.e. Business partner type 1 or 3).
Supplier rebate agreements can use different claim methods, i.e. how to send the claim to the rebate payer. If claim method for A/P is selected, the rebate payer has to be defined as a supplier (Business partner type 2 or 3). For claim method using A/R, i.e. sending a claim invoice, the rebate payer has to be defined as a customer. |
| Supplier file | A Rebate calculation basis code has to be defined for the suppliers. This code will determine which values and dates will be used for the supplier during rebate calculation. Three different calculation basis codes exist:
1 = Use reception date and reception values (i.e. prices from purchase order). 2 = Use reception date and values from supplier invoice matching. 3 = Use supplier invoice date and values from supplier invoice matching. |
| Currency table | Define the currency(s) in which the rebate should be issued. |
| Item file | Create fictitious item(s) that are to be used on Customer rebate agreements and on Supplier rebate agreements that use claim method A/R. This is the item(s) that will end up on the Claim/Payment order lines. |
| Document type table | The system uses this table to validate the document numbers of the transactions transferred from DC1 Distribution to DC1 Financials, if the Handling code of the document type is 1 or 2.
If you use different number series for invoices and credit notes (as defined in DIS control file), you also have to define two different document number series in this table. One document number series with the same number range as the invoices in the Number series table, and another with the same number range as the credit note in the Number series table. The document number series for invoices can, e.g., be connected to document type DMI and document number series for credit notes can, e.g., be connected to document type DMC. See About number series handling for invoice related documents for more information. |
| Transfer group table | Preloaded with transfer groups RB01 (Rebate A/P) and RB02 (Rebate transactions). The Voucher types for these Transfer groups (e.g. RB) must be the same in the Interface type table (see below). |
| Interface type table | You must define a SRC Interface type (for the Supplier rebate claims A/P interface) and assign the same Voucher type (e.g. RB) as that which is preloaded in the Voucher type field within the Transfer group table RB01. |
| Voucher type table | Voucher type(s) to use for Transfer groups and for Interface type has to be created. |
| Voucher type number series table | Voucher number series must be created for the new voucher type(s) that is created for interface type SRC. |
| Document number series table | Add new number series for Rebates:
It is recommended to set parameters as follows: Series type = 1 (Yearly) |
| Signature table | Add handlers that will be used on the Rebate claim and on the Rebate payment headers. |
| Structure type table | Field Rebate code defines how rebates are calculated for sales order structures. This field is mandatory and must have one of the following system values:
1 = Rebates are calculated only for the parent. 2 = Rebates are calculated both for the parent and the components. 3 = Rebates are calculated only for the components. |
| Sales order type table | For the normal SO type you have set up in your system, set the Calculation field (under Rebate handling) to YES. This indicates that rebates will be calculated from Customer rebate agreements for this sales order type.
To perform the Rebate payment handling, define at least one SO type with the following:
The following is only applicable if you want to register a Credit payment where you credit already paid customer rebate transactions: Define at least one SO order (claim) type with the following:
The following is only applicable if you want to register a rebate claim where claim method for rebate transactions = A/R claim: Define at least one SO order (claim) type with the following:
The following is only applicable if you want to register a Credit claim where claim method for rebate transactions = A/R claim method: Define at least one SO order (claim) type with the following:
|
| Purchase order type table | For the PO types you have set up in your system, the Rebate calculation field can be set to YES. This indicates that rebates will be calculated from Supplier rebate agreements for these purchase order types. |
Create rebate agreement headers
The customer and supplier rebate agreements are set up to control what and how to calculate the rebate amounts that are to be paid to the customers or claimed from the suppliers. Create as many Customer and Supplier Rebate Agreement Headers as required.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
Create headers with:
Some of the following information on a rebate agreement header is automatically updated, while others can optionally be defined:
Once rebate transactions have started to be created for the rebate agreement, some further information will be saved on the rebate agreement header. This information includes:
|
Create agreement details for customer and supplier rebate agreements
The rebate agreement header will have an agreement type defined. From the agreement type the DIS control keys, which will be used for determining whether or not order lines are valid for the agreement, are retrieved. One up to five agreement keys will always be defined, but it is also possible to define one to five target keys.
The actual key values, which will be compared to the corresponding values on the order lines, have to be defined for each rebate agreement. These values are saved as agreement details and (if used) target details.
It is the rebate agreement details that hold the values of the DIS control keys, i.e. it is the details that is controlling whether or not an invoice line or a purchase reception is considered as valid for the rebate agreement. During rebate calculation the corresponding values on the invoice line/purchase receptions, according to defined DIS control keys, are compared to agreement details. If an agreement detail record is found, a rebate transaction marked as rebate qualifier will be created. It is possible to use a different set of keys controlling which invoice lines/purchase receptions that are valid to accumulate the target turnover. This is determined on the agreement type. If a different set of target keys are defined, it is possible to create rebate transactions that are either flagged as a target accumulator, as a rebate qualifier or flagged as valid for both. If no target keys have been defined, all created rebate transactions will be created as both rebate qualifiers and as target accumulators (unless a separate target date range has been defined, see above). If a lot of details will be valid for the rebate agreement, it is better to use the Key values functionality. Here all key values are added separately and then the system will generate all detail key combinations automatically.
The table below describes how to create agreement details. Target details are created in the same way. The panels will only display a different panel heading.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Agreement details options.
Values for the selected DIS control keys will be entered for each agreement detail. The values to enter will vary depending on the DIS control keys that have been selected for the agreement type, which is defined on the rebate agreement header. For example:
|
Create agreement key values for customer and supplier rebate agreements
In some situations it will be better to use the function for Agreement key values, instead of creating the agreement details manually. The main reason will be when a lot of agreement detail combinations have to be entered. Then it is much quicker to enter each key value separately, and let the system generate all key combinations.
The table below describes how to create agreement key values. Target key values are created in the same way. The panels will only display a different panel heading.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Agreement key values option. Select the keys for which you want to create key values. On the next panel use the Add option to create all valid key values for the selected key.
Once key values have been created for all keys, it will be possible to use the function for generating all key combinations in the rebate agreement detail file. When details have been generated, all future changes to the key value will have an immediate effect on the agreement details. If a key value is added, all combinations for this key value will automatically be created. If a key value is deleted, all existing details holding this key value will automatically be removed. |
Create rebate agreement exceptions
It is possible to create rebate agreement exceptions. The entered exceptions will prohibit order lines to qualify for rebate calculation for the rebate agreement it is matched against.
The table below describes how to create agreement exceptions. It is also possible to create target exceptions, which will prohibit the order lines to contribute to the target accumulation. Target exceptions are created in the same way as agreement exceptions. The panels will only display a different panel heading.
| File | To do |
|---|---|
| Customer Rebate Agreements
Work with Supplier Rebate Agreements |
First create the agreement exception header(s). From the initial panel click the Agreement exceptions option.
Next step is to create exception details. Select option Details for the exception header that you want to update. On next panel use the Add option to create exception details. Key values for each selected key have to be entered. It is also possible to limit the details to be valid for a certain date interval. |
Create rebate agreement characteristics
This option is only available if the function control for Item Classification (CLA-ITEM) has been activated.
It is possible to create a set of item characteristics, which will be used to qualify items on the order lines that are matched against the rebate agreement. Thus, if the order line matches the agreement keys, it will also be validated that the item on the order line matches the entered item characteristics (if any are entered). If it matches, the order line will qualify for rebate calculation.
It is also possible to create target characteristics, which will verify whether or not the item on the order line is valid to contribute to the target accumulation. Target characteristics are created in the same way as agreement characteristics. The panels will only display a different panel heading.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Agreement characteristics option. On the next panel click the Add option. Create an agreement characteristic detail by entering:
For an item to be allowed for the validated rebate agreement, the item has to hold a value for the entered characteristics code and then also match the entered comparison. It is possible to enter characteristics with the same line number. Then all the comparisons with the same line number (i.e. an “AND”-relation) have to be OK for the validated item. Characteristics with different line number groups will be validated as an “OR”-relation. |
Define rebate agreement targets and rates
At least one target level with corresponding rate has to be entered for each rebate agreement. If rebate amount is allowed from the very first order line, a target with 0 (zero) entered has to be created.
It is the target turnover that will be compared to the entered target levels and subsequently determine the rate to use when rebate amounts are calculated.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Targets and rates option. Create a target level with a corresponding rate.
The value to enter as the target level is determined by the defined Target UOM on the Rebate agreement header. It can either be an amount or a quantity according to the defined unit. It can also be a weight or a volume, if the entered unit is the DIS control unit for weight or volume. The value to enter is determined by the defined Rate UOM on the Rebate agreement header. It can either be a percentage, an amount according to each defined unit or a fixed amount for the whole agreement. |
Define rebate agreement periods
When rebate amounts are calculated, the rebate calculation will perform some kind of forecasting for the rebate agreement, in order to try to find the correct target level that will be reached once the rebate agreement end date is reached. Three different options for the forecasted target turnover are available:
- Enter a forecast target turnover manually.
- Create agreement periods with period weights (described in the table below).
- If none of the above is done, the number of elapsed agreement days will be used to calculate the forecast target turnover. This means that when, e.g., half of the days have elapsed for the agreement, the forecast target turnover will be twice the current target turnover.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Period options. Create agreement period by entering:
The period weight will be used to weigh the turnover for the current period compared to the period weight for the other periods. For example:
If the current turnover for period 1 is, e.g., equal to 2000, then this turnover will be considered to be 2/10 of the total forecast turnover for the whole agreement (i.e. 10000). If the current turnover until period 3 is equal to 12000, this will be considered to be 8/10 of the total forecast turnover for the whole rebate agreement (i.e. 15000). |
Activate rebate agreements
Before rebate amounts will be calculated for a rebate agreement, the agreement has to be activated. It is only possible to activate a rebate agreement that has at least one detail and at least one target level created.
| File | To do |
|---|---|
| Customer Rebate Agreements
Supplier Rebate Agreements |
From the initial panel click the Activate option. Activate the rebate agreements and confirm the activation on the confirmation panel. |