Rebate Reconciliation Maintenance - AP 18
This program allows reconciliation on rebates due from manufacturers for customer's invoices. You can manually update invoices with rebates status for non-EDI manufacturer transactions or view rebate updates via EDI from MFGR.
Select menu option AP 18 Rebate Reconciliation Maintenance off the Accounts Payable menu. You are presented with three options.
Option 1 - Summarized Rebate Reconciliation Maintenance
Enter X or P to indicate the line has been closed or not. You can then use the X by Y Rebate Reconciliation reports to list the status of rebates. You can use this screen when rebates are reconciled manually.
The codes shown under X Paid represent the following:
- X - Paid in Full
- P - Partial Paid - if EDI automatic - Z is Partial Paid
- O - Over Paid
- J - Rejected
- W - Written off/ No further claim
- R - Written off/ Distributor wants to Reclaim
- A-H - User Defined - These codes are not defined in the Kerridge System, but they are available for use as needed
The X by Y Manufacturer Rebates Reports (RPT 390) and the Manufacturer Rebate Report by Payment Date (generated via option 3 of AP 18) use the X Paid codes.
Option 2 - Detailed Rebate Reconciliation Maintenance
This option shows the detailed version of the Rebate Reconciliation File, which allows for multiple payments and adjustments per invoice or line. Use this option when rebates are reconciled via EDI and detailed payment information is transmitted from the manufacturer's system into your system.
Enter a Manufacturer code and, optionally, an Invoice number. The detailed Rebate Reconciliation Maintenance shows each payment for each invoice or line.
In the above example shown, the first line (403138/0010) was claimed for $10.01 under program number 97297. The manufacturer has issued three payments for it, on three different days, totalling $10.00. The manufacturer also submitted the first two payments for that line against different program numbers, 123456 and 123444.
The following table describes the fields on the AP Ledger Screen.
| Field Name | Description |
| Invoice# | Invoice number. Only invoices with rebates appear. |
| Line# | Line number within invoice. Only lines with rebates appear. |
| Program Claimed | The promotional program number claimed, as shown in the Invoice File. This field is only blank when rebates were overridden and were not the result of a Pricing File entry. |
| Program Paid | The promotional program number the manufacturer made the payment against, as transmitted from the manufacturer. |
| Extended Rebate Claimed | The total amount claimed for manufacturer to rebate |
| Extended Rebate Paid | Total amount paid to date on that line by manufacturer. |
| Payment Amount | The individual payment amounts, paid by manufacturer against each line. |
| Payment Discount | The individual discount amounts, deducted by manufacturer against each line. |
| Payment Date | The date each payment was applied to this file. |
| Payment Code | The payment or rejection code transmitted by manufacturer to explain the action taken for each line. Each manufacturer has its own codes and meanings. |
| Rebate Flag |
The rebate status flag assigned by the system, based on the incoming EDI data. Press F11 to see the alternate view. The alternate view shows the customer name and item number under each rebate line. |
Option 3 - Manufacturer Rebate Report by Payment Date
The Manufacturer Rebate report by payment date lets you to reconcile rebates with your manufacturers by the date they send you payment for the rebate. Using a payment date span, you can see if all of the payments on the manufacturer's statements can be accounted for, and verify they have been applied within the system.
Enter a Payment Date Range and the Manufacturer IDs for the records you want to include. The report is sorted by payment date with subtotals by payment date and grand total.