Maintaining Vendor Rebate Agreement Association With Purchase Orders

This chapter provides an overview of the Backdate Vendor Rebates component processes and discusses how to associate, dissociate, and modify vendor rebate agreements line by line to purchase orders manually.

Understanding the Backdate Vendor Rebates Component Processes

In normal situations, the rebate agreement assignment on the purchase order line occurs automatically at the time of purchase order creation. However, due to business constraints in the real world, vendor rebate assignment during purchase order creation might not be possible due to the rebate agreement availability, just like at the beginning of a new rebate agreement period where purchase orders need to be released but the rebate agreements are still in negotiation phase with the supplier. Another scenario that would require an association change is when the rebate agreement already assigned to a purchase order line is no longer applicable. The Backdate Vendor Rebates component is designed to allow you to handle all these exceptions.

The Backdate Vendor Rebates component gives the rebate manager the ability to:

• Associate manually vendor rebate agreements to one or more purchase order lines at the same time.

• Disassociate vendor rebate agreements to one or more purchase order lines at the same time.

• Modify vendor rebate agreements line by line to purchase orders.

The rebate manager can associate and disassociate vendor rebate agreements to purchase order lines that are in the purchase order statuses of (Initial, Open, Pending Approval, Approved, Dispatched, and Closed) using this component. You cannot associate or disassociate to purchase orders that are in a Pending Cancel or Canceled status. It is important to note that you can retrospectively associate and disassociate vendor rebate agreements to closed purchase order lines. Plus, purchase orders for which there are already vendor rebate claims generated against them are not available for update in the Backdate Vendor Rebates component.

If the rebate manager is associating or disassociating a vendor rebate agreement to a purchase order that already has rebate accrual transactions, this component upon saving the new vendor rebate agreement association will mark this purchase order to indicate that the related receipt and return to vendor (RTVs) transactions need to be recalculated by the Rebate Accrual Application Engine process (PO_VRBTACCR).

Plus, after you perform the new vendor rebate agreement association with purchase order lines you can view the new vendor rebate agreement association using the Maintain Purchase Order - Purchase Order page or the Express Purchase Order - Details for Line page if you have the authorization to view or update the rebate agreement on the purchase order.

Once accrued rebate transactions are generated against a purchase order line, the Rebate ID field is not available to be modified on the purchase order line on the Maintain Purchase Order - Purchase Order page or the Express Purchase Order - Details for Line page. In this case, the rebate manager must use the Backdate Vendor Rebates component to change the vendor rebate agreement on the line.

If you are a rebate manager that does not have unrestricted access then you can only work with your rebate agreements.

If you are a rebate manager and have unrestricted access then you can work with any rebate agreements.

See Also

Entering Purchase Order Line Information

Generating Rebate Accruals

Defining Vendor Rebate Agreement Authorization

Associating, Dissociating, and Modifying Vendor Rebate Agreements Line by Line to Purchase Orders Manually

This section discusses how to associate, dissociate, and modify rebate agreements line by line to purchase orders.

Pages Used to Manually Associate, Dissociate, and Modify Vendor Rebate Agreements Line by Line to Purchase Orders Manually

Associating, Dissociating, and Modifying Vendor Rebate Agreements Line by Line to Purchase Orders Manually

Access the Backdate Vendor Rebates page.

The Backdate Vendor Rebates page gives you the ability to maintain vendor rebate agreement associations with purchase order lines.

Associating Vendor Rebate Agreements to Purchase Orders

To associate a vendor rebate agreement to a purchase order:

1. Select purchase order search criteria in the Search Criteria group box and then click the Get PO Lines button.

   1. Select the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and do not have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page. This is the normal option for associating vendor rebate agreements to purchase orders.

   2. Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are not associated with a vendor rebate agreement will not display.

2. Select Associate New Rebate ID in the Selected PO Lines Action field.

3. Enter the vendor rebate agreement you want to associate with the purchase order lines in the New Rebate ID field.

4. Select the purchase order lines you want to associate with the new rebate agreement.

5. Click the Apply button.

   The system will display messages stating whether the modification was successful or not.

Dissociating Vendor Rebate Agreements from Purchase Orders

To dissociate a vendor rebate agreement from a purchase order:

1. Select purchase order search criteria in the Search Criteria group box and then click the Get PO Lines button.

   1. Select the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and do not have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page.

   2. Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are not associated with a vendor rebate agreement will not display. This is the normal option for dissociating vendor rebate agreements from purchase orders.

2. Select Dissociate Existing Rebate IDs in the Selected PO Lines Action field.

3. Select the purchase order lines you want to dissociate a vendor rebate agreement from.

4. Click the Apply button.

   The system will display messages stating whether the modification was successful or not.

Modifying Vendor Rebate Agreements Line by Line to Purchase Orders

To modify a vendor rebate agreement line by line to purchase orders:

1. Select purchase order search criteria in the Search Criteria group box and then click the Get PO Lines button.

   1. Select the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and do not have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page.

   2. Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders that match the search criteria and have a vendor rebate agreement associated with them.

      Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are not associated with a vendor rebate agreement will not display.

2. Select Modify Rebate IDs Line-by-Line in the Selected PO Lines Action field.

3. Enter the new vendor rebate agreement next to each purchase order line that you want to modify using the New Rebate ID field in the PO Lines group box.

4. Click the Apply button.

   The system will display messages stating whether the modification was successful or not.