Enter a Vendor Rebate

Use this routine to apply a vendor rebate to specific pieces and adjust costs. Costs for pieces on-hand and already sold can be adjusted using this process. This routine is used to:

This process cannot be used for special order, bulk, or non-inventory products. Commission adjustments are applied in the current period.

Step 1 - Vendor Rebate

If multi-company processing is not active, the company ID fills in and you cannot edit it. If multi-company processing is active, click the Arrow button to select the ID of the company that is associated with the vendor rebate.

Indicate the vendor that is associated with the rebate. Click the Search button to access the Vendor Name Search screen, where you can search for vendors by specific criteria, such as Vendor Name or Phone. Entry in this field is mandatory.

Enter the dollar amount of the rebate to be applied. Only a positive numeric value is permitted. Entry in this field is required.

Enter up to 20 alphanumeric characters to be used as the document reference associated with the vendor rebate. This is a required field.

Step 2 - Piece Selection

Use the search filters on this tab to search for and select the pieces to which the vendor rebate is being applied. Kit masters, special ordered, bulk, and non-inventory products are not available for selection. You can search for on-hand and/or sold pieces by specifying criteria in one or more of the following fields and clicking the Search button.

Note that either the Product and/or Vendor field must be specified; both fields cannot be blank.

Use this filter to search by product code. Click the Search button to access the Search for a Product screen, where you can locate and select a product.

Use this filter to search by vendor code. Click the Search button to access the Vendor Name Search, where you can locate and select a vendor.

Use this field to search by purchase order number. Click the Search button to access two options: View Purchase Orders for a Specific Product and View Purchase Orders for a Specific Vendor. Use these options to locate a purchase order by product or vendor.

Specifying criteria for Selling Location, Order Date, or Completion Date (below) limits the search to pieces that have been sold (pieces on completed orders; pieces on open orders are not included). If criteria has not been provided for any of these fields, on-hand and sold pieces are included in the search.

Use this field to limit the search to pieces that have been sold at a specific location. Click the Arrow button to select a location.

Order Date

For both Order Date and Completion Date (below), you can specify a Start Date and End Date to filter the search by date range. If both Start Date and End Date are left blank, there is no filter applied to the corresponding date.

Use these fields to filter the search by order date. You can specify a start date, an end date, both, or neither. If you click the calendar icon and select a start date, the search is limited to orders with a date on or after the start date. If you select an end date, the search is limited to orders with a date on or before the end date.

Completion Date

Use these fields to filter the search by completion date (of the order). You can specify a start date, an end date, both, or neither. If you click the calendar icon and select a start date, the search is limited to orders completed on or after the start date. If you select an end date, the search is limited to orders completed on or before the end date.

After specifying search criteria, click the Search button to begin the search for pieces. Results appear in the grid. If no results are returned for a particular search, a message displays that no items were selected. If more than 1,000 results are returned for a particular search, a message displays the number of records selected and provides the option to cancel the search.

The search results are displayed in the grid, which includes a column of check boxes at the beginning of the rows. To select the pieces applicable to the rebate, check each box for the pieces wanted, or click the box in the beginning of the header row to select all pieces in the grid. After you check the boxes to select pieces, click the Select button below the grid.

The following columns are displayed in the grid for each piece.

Product - This column displays the product number for each piece.
Serial/Reference - This column displays the serial/reference number for each piece.
Vendor - This column displays the vendor associated with each piece.
Purchase Order - This column displays the purchase order number associated with each piece. This column is blank for pieces that were adjusted into inventory or received without a purchase order.
Selling Location - This column is populated with pieces that have been sold. It displays the selling location of the order on which the piece was sold.
Order Date - This column is populated for pieces that have been sold. It displays the written date of the order on which the piece was sold.
Completion Date - This column is populated for pieces that have been sold. It displays the completion date of the order on which the piece was sold.
Status - This column displays the status of each piece: Adjusted, On Hand, Sold, Vendor Return, or Write-Off.
Cost - This column displays the exact material cost of the piece. It does not include landed freight and add-ons.
Selected - This column contains check boxes that are checked automatically if the piece was selected previously and is currently available for allocation on the Step 3 - Rebate Allocation tab.

Following selection of pieces listed in the grid, click this button to copy the checked pieces to the grid on the Step 3 - Rebate Allocation tab. If you click this button again after checking a piece that was selected previously, the piece is not duplicated on the Step 3 tab.

Click this button to clear the search filters and the search results grid so you can start a new piece search.

Step 3 - Rebate Allocation

Use this tab to allocate the vendor rebate to the pieces you selected on the Step 2 tab.

The total amount of the rebate displays.

The sum of the amounts allocated to selected pieces displays.

The difference between the total rebate amount and allocated amounts displays.

The pieces selected on the Step 2 tab are displayed in the rebate allocation grid. For each piece, the following columns display.

Product - This column displays the product number for each piece.
Serial/Reference - This column displays the serial/reference number for each piece.
Vendor - This column displays the vendor associated with each piece.
Selling Location - This column is populated with pieces that have been sold. It displays the selling location of the order on which the piece was sold.
Cost - This column displays the exact material cost of the piece. It does not include landed freight and add-ons.
Allocation - This column can be edited manually. You can enter the rebate amount to allocate to this piece.
Remove - To remove a selected piece from this grid, click the button. When you confirm deletion the line is deleted from the grid and the Allocated and Unallocated Amounts are updated.
Purchase Order - This column displays the purchase order number associated with each piece. This column is blank for pieces that were adjusted into inventory or received without a purchase order.
Order Date - This column is populated for pieces that have been sold. It displays the written date of the order on which the piece was sold.
Completion Date - This column is populated for pieces that have been sold. It displays the completion date of the order on which the piece was sold.
Status - This column displays the status of each piece: Adjusted, On Hand, Sold, Vendor Return, or Write-Off.
Selected - This column contains check boxes that are checked automatically if the piece was selected previously and is currently available for allocation on the Step 3 - Rebate Allocation tab.

To distribute the rebate amount evenly among all selected pieces in the grid, click this button.

To distribute the rebate amount based on each piece's percentage of the total cost of the selected pieces, click this button.

When you click either of these buttons, the values in the Allocation column, if any, are replaced with the newly calculated amounts. If the rebate cannot be fully allocated, a warning message displays and the remaining amount is displayed in the Unallocated Amount informational field.

When the Rebate Amount has been completely allocated, you can click the Save button to apply the vendor rebate to the allocated pieces. Click here for detail on how the vendor rebate is applied.