Managing Vendor Rebate Claims

This chapter provides an overview of the vendor rebate claims management business process and discusses how to:

Generate vendor rebate claims.
Print a vendor rebate claim.
Notify rebate managers of claims.
Use the claims management workbench.
Reconcile payments for vendor rebates.
Maintain claims.
Reconcile claims.
Notify settlement manager.
View claim settlement information.
Enter claim payments manually.

Understanding the Vendor Rebate Claims Management Business Process

PeopleSoft Purchasing provides the capability to manage the complete life cycle of a vendor rebate claim. Using PeopleSoft Purchasing vendor rebate functionality you can generate claims, send a formal claim to the supplier, inform PeopleSoft Payables and PeopleSoft Receivables of the accrued rebate amount and expected payment from the supplier, reconcile payments from the supplier with the claim, and finally at any time during this claim processing notify the rebate manager or settlement manager of the claim activity that is occurring.

To assist with the management of vendor rebate claims and the payment for those claims PeopleSoft Purchasing developed the claims management workbench. The claims management workbench is a part of the vendor rebate functionality. Using the claims management workbench you can perform several process actions against the claim. A few of the processes that you can initiate from the claims management workbench can also be initiated from other pages that can be reached directly from the Vendor Rebates menu in PeopleSoft Purchasing. Depending on the security settings in the environment you may choose to initiate the processes from the claims management workbench or from an individual run control page.

When using the claims management workbench you can perform several processes. Basically you select the process you would like to perform using the workbench and then click the Submit For Processing button. When you click this button the Claims Management Workbench - Process Request Option page appears. After specifying the process options you click the OK button. This page initiates the Process Vendor Claims Application Engine process (PO_PRCSCLAIM) or the Vendor Rebate Claim Print SQR Report process (PORB7010). The Process Vendor Claims process has the capability to view the action that was requested and initiate the additional necessary processes. The Process Vendor Claims process can initiate these processes:

Defer Claim Application Engine process (PO_CLMDEFER).
Cancel Claim Application Engine process (PO_CLMCANCEL).
Claim Settlement Process for AP (claim settlement process for account payables) Application Engine process (PO_CLMSETTLE_AP).
Claim Settlement Process for AR (claim settlement process for account receivables) Application Engine process (PO_CLMSETTLE_AR).
Claims Reconciliation Application Engine process (PO_CLMRECON).
Claim Overdue Deduction Application Engine process (PO_CLMDEDUCT).
Claim Cancel Deduction Application Engine process (PO_CLMCANDED).

This diagram depicts the vendor rebate claims management process flow using the claims management workbench:

Vendor rebate claims management process flow

Vendor Rebate Claim Process

To process a vendor rebate claim:

Note. The vendor rebate claims process becomes available after you create a vendor rebate agreement, associate that vendor rebate agreement with a purchase order, and perform transactions (receipts, vouchers, and return to vendors) related to that purchase order that is associated with a vendor rebate agreement. Also, a claim will be generated for a rebate agreement only if the next claims generation date is reached.

Initiate the Generate Rebate Accrual Application Engine process (PO_VRBTACCR).

The rebate accrual records serve as the basis for claim generation.
Initiate the Generate Vendor Rebate Claims Application Engine process (PO_GENCLAIM).

This process generates the vendor rebate claims.
(Optional) Initiate the Notify Rebate Manager Application Engine process (PO_VRBT_NTFY).

This process notifies the particular rebate manager of claims that were created for all vendor rebate agreements, a specific vendor rebate agreement, or a specific claim.
Approve the claim using the Claims Management Workbench - Rebate Claims page.

Using the Apply Claim Action or Claim Status Action fields on this page you can approve, unapprove, or cancel a claim.
(Optional) Defer a claim to the next period using the Claims Management Workbench - Rebate Claims page.
- Select Defer in the Apply Claim Action or Claim Status Action fields.
- Click the Submit for Processing button to initiate the Process Vendor Claims process. This process then initiates the Defer Claim process.
Perform a specific process action for the claim using the Claims Management Workbench - Rebate Claims page.

Using the Apply Process Action or Claim Processing Action fields you can select the process you want to initiate for the claims and then click the Submit For Processing button. The Submit For Processing button initiates the process you selected to perform in the processing action field. Using these fields you can:
- Select a process action of Claim Settlement to initiate the Process Vendor Claims process. This process then initiates the Claim Settlement Process for AP or the Claim Settlement Process for AR.
  
  These processes send expected payment from the supplier to PeopleSoft Payables in the form of an adjustment voucher if the Settlement Method on the vendor rebate agreement is Adjustment Voucher or to PeopleSoft Receivables as a pending item if the Settlement Method on the vendor rebate agreement is Check, Credit Memo, Direct Debit, Draft, or Electronic Funds Transfer (EFT).
- Select a process action of Print for Dispatch to initiate the Vendor Rebate Claims Print process.
  
  This process generates a hard copy of the claim. The rebate manager can then send this claim report to the supplier.
- Select a process action of Payment Reconciliation to initiate the Process Vendor Claims process. This process then initiates the Claim Reconciliation process.
  
  This process reconciles the claim with incoming payments from PeopleSoft Payables and PeopleSoft Receivables.
- Select a process action of Overdue to initiate the Process Vendor Claims process. This process then initiates the Claim Overdue Deduction process.
  
  This process will reverse the pending items that were previously sent to PeopleSoft Receivables and then it will generate adjustment vouchers to send to PeopleSoft Payables.
- Select a process action of Cancel Deduction to initiate the Process Vendor Claims process. This process then initiates the Claim Cancel Deduction process.
  
  This process will reverse the adjustment vouchers (for overdue) previously sent to PeopleSoft Payables and then it will regenerate the pending items to send back to PeopleSoft Receivables—once again you are expecting to receive payment from the supplier.
(Optional) Save this workbench using the Claims Management Workbench - Rebate Claims page.

Click the Save For Later button.
Perform the PeopleSoft Payables vendor rebate claim processing flow for adjustment vouchers.

See The PeopleSoft Payables Vendor Rebate Claim Processing flow section in this chapter.
Perform the PeopleSoft Receivables vendor rebate claim processing flow for pending items.

See The PeopleSoft Receivables Vendor Rebate Claim Processing flow section in this chapter.
(Optional) Initiate the Notify Settlement Manager Application Engine process (PO_VRBT_NTFY).

This process notifies the particular settlement manager of claim settlement activity that was created for all vendor rebate agreements, a specific vendor rebate agreement, or a specific claim.
View the results from all the claim and payment activity associated with vendor rebate claim using the Claims Management Workbench - Rebate Claims page.

The Claims Management Workbench - Rebate Claims page contains four different tabs where you can view information and current amounts for vendor rebate claims, claim settlement, claim reconciliation, and value added tax (VAT) details.
(Optional) View claim settlement results associated with a vendor rebate claim using the Claim Settlement inquiry page.

Note. If the rebate manager does not have unrestricted access then they can only select vendor rebate agreements assigned to them on any pages that reference the rebate agreement.

See Defining Vendor Rebate Agreement Authorization.

Warning! The claims management functionality in PeopleSoft Purchasing is the driver and central location for all PeopleSoft Payables and PeopleSoft Receivables transactions sourced for claims. You should not manually modify these claims transactions in PeopleSoft Payables or PeopleSoft Receivables because this could cause an out-of-sync situation between PeopleSoft Purchasing and the other applications.

PeopleSoft Payables Vendor Rebate Claim Processing Flow

Before you can process claims in PeopleSoft Payables you must have first run the Claim Settlement Process for AP using the Claims Management Workbench - Rebate Claims page. Select a process action of Claim Settlement.

To process an adjustment voucher (expected payment) in PeopleSoft Payables:

Build the adjustment vouchers that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Payables by initiating the Voucher Build Application Engine process (AP_VCHRBLD) using the Voucher Build page.

This process also writes the voucher information to the Incoming Payment tables for Claims Management in PeopleSoft Purchasing.

See Understanding Voucher Build Processing.

See Understanding Voucher Build Source Transactions.

See Running the Voucher Build Process and Reviewing Messages.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

Note. To adjust the claim amounts use the Claims Management Workbench in PeopleSoft Purchasing before running the Claim Settlement Process. Do not adjust claim amounts in PeopleSoft Payables.

PeopleSoft Receivables Vendor Rebate Claim Processing Flow

In PeopleSoft Receivables there are two different processes that can occur when integrating with PeopleSoft Purchasing for vendor rebate agreements. One process is for PeopleSoft Receivables to process a vendor rebate claim with a settlement method of credit memo. The other process is to process a vendor rebate claim with a settlement method of cash (check, direct debit, draft or EFT).

Before you can process claims in PeopleSoft Receivables you must have first run the Claim Settlement Process for AR using the Claims Management Workbench - Rebate Claims page. Select a process action of Claim Settlement.

To process a pending item (expected payment) in PeopleSoft Receivables (cash settlement method):

Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Receivables by initiating the Receivables Update Multiprocess job (ARUPDATE) using the Receivable Update Request page.

See Purchasing and Order Management Interface.

See Setting Up Receivable Update and Pending Group Generator.
If the rebate claim is reversed, use the maintenance worksheet to offset the original claim item (this process is the same as offsetting any other item).

See Maintaining Customer Accounts Using Worksheets.
Enter the cash settlement payment as a deposit in PeopleSoft Receivables to record the payment.

See Entering Payments.
Apply payments received for vendor rebate claims using the payment worksheet.

You must manually apply the payments on the payment worksheet to indicate the base and value-added tax (VAT) amounts if any for each item.

See Applying Payments Using Payment Worksheets.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the AR Rebate Notification Application Engine process (AR_REBATE) process using the Receivables Rebate Notification page to interface the payment information or any other change to the balance of a claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI). This enables users to reconcile the payments with the original claims using the claims management workbench. This process also updates the claim balances in the claims management workbench based on payment and maintenance activity in PeopleSoft Receivables.

See Running the AR Rebate Notification Process.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

It also creates a Claim Voucher with the collected amounts (VAT, claim amount, and so on).

Note. The claim voucher created here will not be processed by the PeopleSoft Payables pay cycle.
Process the claim voucher through PeopleSoft Payables using the Voucher Build process.

See The PeopleSoft Payables Vendor Rebate Claim Processing Flow section in this chapter.

To process a pending item (expected payment) in PeopleSoft Receivables (credit memo settlement method):

Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing to PeopleSoft Receivables by initiating the Receivables Update Multiprocess job (ARUPDATE) using the Receivable Update Request page.

See Purchasing and Order Management Interface.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

This process posts the credit memo information for the claim to the Incoming Payment tables for Claims Management in PeopleSoft Purchasing.

See Setting Up Receivable Update and Pending Group Generator.
Enter the credit memo as a deposit in PeopleSoft Receivables as an AR item.

See Entering Payments.
Apply credit memo received for vendor rebate claims using the maintenance worksheet.

You must manually apply the credit memo payments on the maintenance worksheet to indicate the base and value-added tax (VAT) amounts if any for each item.

See Maintaining Customer Accounts Using Worksheets.
Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to post the payments for a vendor rebate claim.

See Setting Up Receivable Update and Pending Group Generator.
Initiate the AR Rebate Notification Application Engine process (AR_REBATE) process using the Receivables Rebate Notification page to interface the payment information or any other change to the balance of a claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI).

This enables users to reconcile the payments with the original claims using the claims management workbench. This process also updates the claim balances in the claims management workbench based on payment and maintenance activity in PeopleSoft Receivables.

See Running the AR Rebate Notification Process.
Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims page.

Select a process action of Payment Reconciliation.

This process looks at the Incoming Payment tables and reconciles the expected amount on a claim with how much was received for the claim.

It also creates a Claim Voucher with the collected amounts.

Note. The claim voucher created here is just a regular adjustment voucher.
Process the claim voucher through PeopleSoft Payables using the Voucher Build process.

See The PeopleSoft Payables Vendor Rebate Claim Processing Flow section in this chapter.

Prerequisites

Before you begin working with vendor rebate claims, you should:

Set up entry types and reasons if you are integrating with PeopleSoft Receivables.

See Setting Up Entry Types and Reasons.
Set up group types and group origins if you are integrating with PeopleSoft Receivables.

You must define a group type of R for vendor rebates.

See Setting Up Group Types and Group Origins.
Define vendor rebate PeopleSoft Receivables options for each accounts receivable business unit and claim type using the AR BU Options page.

See Defining Account Receivables Integration Options for Vendor Rebates.

Generating Vendor Rebate Claims

This section discusses how to generate vendor rebate claims.

Page Used to Generate Vendor Rebate Claims

Page Name	Object Name	Navigation	Usage
Generate Claims	VRBT_GEN_CLM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Generate Claims, Generate Claims	Initiate the Generate Vendor Rebate Claims process.

Generating Vendor Rebate Claims

Access the Generate Claims page.

Through Date

Select the date through which you want to generate claims.

Claim Run Options

Select the run option. Values are:

Specific Rebate Agreements: Select this option to generate claims for a specific rebate agreement. Once you select this option, select the specific setID and rebate ID you want to process using the SetID and Rebate ID fields in the Rebate Agreements group box.
All Rebate Agreements: Select this option to generate claims for all rebate agreements. Once you select this option, the Rebate Agreements group box is not available.

Printing a Vendor Rebate Claim

This section discusses how to print a vendor rebate claim.

Note. The Vendor Rebate Claims Print page is used to initiate the Vendor Rebate Claims Print process outside of the claims management workbench. You can also initiate the Vendor Rebate Claims Print process directly from the Claims Management Workbench - Claim Details page.

Page Used to Print a Vendor Rebate Claim

Page Name	Object Name	Navigation	Usage
Vendor Rebate Claims Print	VRBT_CLAIMS_PRT_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Vendor Rebate Claims Print, Vendor Rebate Claims Print	Initiate the Vendor Rebate Claims Print process. See PeopleSoft Purchasing Reports.

Page Name

Object Name

Navigation

Usage

Vendor Rebate Claims Print

VRBT_CLAIMS_PRT_RC

Purchasing, Vendor Rebates, Vendor Rebate Claims, Vendor Rebate Claims Print, Vendor Rebate Claims Print

Initiate the Vendor Rebate Claims Print process.

See PeopleSoft Purchasing Reports.

Notifying Rebate Managers of Claims

This section discusses how to notify rebate managers of claims.

Page Used to Notify Rebate Managers of Claims

Page Name	Object Name	Navigation	Usage
Notify Rebate Mgr	VRBT_NTFY_RM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Rebate Manager, Notify Rebate Mgr	Initiate the Notify Rebate Manager process.

Notifying Rebate Managers of Claims

Access the Notify Rebate Mgr page.

Notification Option

Select the notification option. Values are:

All Rebate IDs: Select this option to notify rebate managers of vendor rebate claims generated for all vendor rebate agreements.

Once you select this option, select the specific SetID you want to process using the SetID field.
Specific Claim ID: Select this option to notify rebate managers of a specific vendor rebate claim that was generated.

Once you select this option, select the specific claim ID you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select this option to notify rebate managers of vendor rebate claims generated for a specific vendor rebate agreement.

Once you select this option, select the specific SetID and rebate ID you want to process using the SetID and Rebate ID fields.

Using the Claims Management Workbench

This section provides an overview of the claims management workbench and discusses how to use the claims management workbench.

Understanding the Claims Management Workbench

The rebate manager can use the claims management workbench after a rebate claim has been generated by the Generate Vendor Rebate Claims process. The rebate manager can use the claims management workbench to:

Review, approve, and generate a formal rebate claim to send to the supplier.
Settle claims by sending the expected rebate claim payment to PeopleSoft Payables or to PeopleSoft Receivables.
Reconcile incoming payments and reconcile payments with a claim ID.

In addition to the rebate claim life cycle, the claims management workbench will enable the rebate manager to handle outstanding situations like deferring a claim to the next payment cycle, or creating a deduction or reversing a deduction created in the next period to address overdue payments from the supplier.

Pages Used to Use the Claims Management Workbench

Page Name	Object Name	Navigation	Usage
Claims Management Workbench - Rebate Claims	VRBT_CLAIM_WB	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claims Management Workbench, Claims Management Workbench - Rebate Claims	Maintain vendor rebate claims.
Claim - Details	VRBT_CLAIM_DETAIL	Click the Claim ID link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View all the detail information for a claim.
Claim Settlement	VRBT_CLAIM_SETTLE	Click the Claim Settlement link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View claim settlement information.
Claim Reconciliation - Claim Details	VRBT_CLAIM_RECON	Click the Reconciliation Status link in the Claims group box on the Claims Management Workbench - Rebate Claims page.	View claim reconciliation details.
Claims Management Workbench - Process Request Options	VRBT_CLAIM_WB_PRCS	Click the Submit for Processing button on the Claims Management Workbench - Rebate Claims page.	Initiates the Process Vendor Claims process or the Vendor Rebate Claim Print process. This Process Vendor Claims process will perform the action that was requested in the Apply Processing Action or the Claim Processing Action fields on the Claims Management Workbench - Rebate Claims page.

Using the Claims Management Workbench

Access the Claims Management Workbench - Rebate Claims page.

Before you access this page you will enter the Workbench ID on the Claims Management Workbench dialog box.

Description

Enter a description for the claims management workbench.

Claims Search Criteria

Overdue Status	Select this check box if you want to work with claims that are overdue. The Overdue Status check box is selected on the claim.
Claim Due Date	Select a claim due date. The system will display all claims where the claim due date is less than or equal to the date specified.
Claims Past Due	Select this check box if you want to work with claims that are past due. The system looks at the claim due date entered to determine what is past due.
Get Claims	After you select the claim search criteria, click this button to have the system display in the Claims group box all of the claims that match the search criteria selected.

Applies to Selected Rows

Apply Claim Action

Select the claim action you want to apply to all the claim rows you select in the Claims group box. Claim actions are:

Approve: Enables the rebate manager to change the claim ID from an Open claim status to an Approved claim status.
Cancel: Enables the rebate manager to change the claim ID from an Open, Approved, or Deferred claim status to a Cancel claim status only if the claim is not included in a new claim ID—Defer Claim field is clear.
Defer: Enables the rebate manager to change the claim ID from an Open or Approved claim status to a Deferred claim status.
Unapprove: Enables the rebate manager to change the claim ID from an Approved claim status to an Open claim status.

Using this field you can apply the claim action you select to multiple claims. To apply a claim action to an individual claim row select the claim action using the Claim Status Action field in the Claims group box.

Apply Process Action

Select the process action you want to apply to all the claim rows you select in the Claims group box. Process actions are:

Cancel Deduction: The system will initiate the Process Vendor Claims process that will then initiate the Claim Cancel Deduction process. This process will reverse the adjustment vouchers previously sent to PeopleSoft Payables for overdue and then it will regenerate the pending items to send back to PeopleSoft Receivables.
Claim Settlement: The system will initiate the Process Vendor Claims process that will then initiate the Claim Settlement for AP process and the Claim Settlement for AR process. These processes send expected payment from the supplier to PeopleSoft Payables in the form of an adjustment voucher if the Settlement Method on the vendor rebate agreement is Adjustment Voucher or to PeopleSoft Receivables as a pending item if the Settlement Method on the vendor rebate agreement is Check, Credit Memo, Direct Debit, Draft, or Electronic Funds Transfer (EFT).
Overdue: The system will initiate the Process Vendor Claims process that will then initiate the Claim Overdue Deduction process. This process will reverse the pending items that were previously sent to PeopleSoft Receivables and then it will generate adjustment vouchers to send to PeopleSoft Payables.
Payment Reconciliation: The system will initiate the Process Vendor Claims process that will then initiate the Claim Reconciliation process. This process reconciles the claim with incoming payments from PeopleSoft Payables or PeopleSoft Receivables.
Print for Dispatch: The system will initiate the Rebate Claim Print process. This process generates a hard copy of the vendor rebate claim that you can send to the supplier as a formal contract of the vendor rebate agreement.

Using this field you can apply the claim action you select to multiple claims. To apply a claim action to an individual claim row select the claim action using the Claim Processing Action field in the Claims group box.

Rebate Claims

Select	This check box next to each claim row is used in conjunction with the Apply Claim Action, Claim Status Action, Apply Process Action, and the Claim Processing Action fields. Select the claims you want to apply the claim action or process action to.
Claim Status Action	Select a status action for an individual claim. Claim status action values are the same as those for the Apply Claim Action field. Claim status actions are: Approve. Cancel. Defer. Unapprove.
Claim Processing Action	Select a claim processing action for an individual claim. Claim processing action values are the same as those for the Apply Process Action field. Claim processing actions are: Cancel Deduction. Claim Settlement. Overdue. Payment Reconciliation. Print for Dispatch.
Claim ID	Displays the claim ID. Click the claim ID link to access the Claim - Details page. Using this page you can view all the detail information associated with the claim.
Claim Status	Displays the header status for the claim.
Claim Date	Displays the claim date from the claim header.
	Click the Claim Processing Error button to view the error message associated with the last claim processing action performed on the claim. This button appears only if an error has occurred.
	The In Process button appears on the page when a process you submitted is being executed by the system. This button appears only if a process is currently running. Plus, the Claim Status Action and Claim Processing Action fields are not available for entry until the requested processing action has completed and this button no longer appears.

Settlement

Select the Settlement tab.

Total Claim Amount	Displays the total claim amount in the vendor rebate agreement currency from the claim header.
Total Claim Collected	Displays the total claim amount collected in the vendor rebate agreement currency from the claim header.
Claim Amount Not Collected	Displays the claim amount available for collection in the vendor rebate agreement currency from the claim header.
Settlement Method	Displays the settlement method for the claim.
Claim Settlement	Click this link to access the Claim Settlement inquiry page. Using this page you can view the details of the settlement.

Reconcile

Select the Reconcile tab.

Recon Status (reconciliation status)	Click this link to access the Claim Reconciliation - Claim Details page. Using this page you can view all the claim reconciliation details.
Defer Claim	Displays the deferred claim ID. If the claim ID has been deferred and already included in a new and subsequent Claim ID, the new claim ID is displayed here for reference. Click this link to access the Claim - Details page. Using this page you can view the claim details for the deferred claim.

VAT Details (value added tax details)

Select the VAT Details tab.

Total Claim VAT	Displays the total claim VAT amount in the vendor rebate agreement currency for the claim header.
VAT Collected	Displays the total claim VAT amount collected in the vendor rebate agreement currency for the claim header.
VAT Amount Not Collected	Displays the total claim VAT amount available for collection in the vendor rebate agreement currency for the claim header.

Miscellaneous Information

Save For Later	Click this button to save this claims management workbench and its associated information. At a later date you can retrieve the workbench and continue maintaining the claim information.
Refresh	Click this button to have the system refresh the information that displays on this page.
Override Accounting Date	(Optional) Select an override accounting date to be used by the claim processing action. This date will override the claims accounting date that appears in the claim header.
Submit For Processing	Click this button to initiate the process selected in either the Apply Process Action or Claim Processing Action field for one or more vendor rebate claims. When you click this button the Claims Management Workbench - Process Request Options page appears. Use this page to specify request options and then initiate the selected process.

Reconciling Payments for Vendor Rebates

This section discusses how to reconcile payments for vendor rebates.

Note. The Payment Reconcile page is used to initiate the payment reconciliation process outside of the claims management workbench. You can also initiate the payment reconciliation process directly from the Claims Management Workbench - Claim Details page.

Page Used to Reconcile Payments for Vendor Rebates

Page Name	Object Name	Navigation	Usage
Payment Reconcile	VRBT_PYMT_RECON_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Incoming Payment Reconcile, Payment Reconcile	Initiate the Payment Reconcile Application Engine process (PO_CLMRECON).

Reconciling Payments for Vendor Rebates

Access the Payment Reconcile page.

Incoming Payment Recon Option (incoming payment reconciliation option)

Select the reconciliation option. Values are:

All Rebate IDs: Select this option to reconcile incoming payments for all vendor rebate agreements. Once you select this option, select the specific setID you want to process using the SetID field.
Specific Claim ID: Select this option to reconcile incoming payments for a specific claim ID. Once you select this option, select the specific setID, rebate ID, and claim ID you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select this option to reconcile incoming payment for a specific rebate agreement. Once you select this option, select the specific SetID and rebate ID you want to process using the SetID and Rebate ID fields.

Note. If you do not have unrestricted access then you will only be able to select the claim IDs and rebate IDs that apply to your user ID. If you have unrestricted access you can select any claim ID or rebate ID regardless of user ID.

Accounting Date

(Optional) Select an accounting date you wish to apply for this incoming payment reconciliation process. This date will override the vendor rebate agreement accounting date.

Maintaining Claims

This section provides an overview of the claim amount change processing and discusses how to:

Maintain claims.
Maintain claim distributions.

Understanding Claim Amount Change Processing

Using the Claim - Details page you can modify, namely increasing or decreasing, the claim amount on a vendor rebate claim. To change the claim amount the claim status must be Open, Approved, Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.

This table depicts the processing that occurs when a claim amount is changed:

Claim Status	Action	System Processing That Occurs
Open, Approved, or Deferred	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Recalculate VAT amounts at the header, line, and distribution levels.
Pending Payment (Claim settlement already sent to PeopleSoft Payables or PeopleSoft Receivables)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Reverse pending claim settlement. Recreate a new claim settlement with the new claim amount. Recalculate VAT amounts at the header, line, and distribution levels. Set claim header status to Paid and reconciliation status to Reconciled if new claim header total claim amount – total claim collected amount = 0.
Partially Paid and active claim settlement on hold. (Claim settlement has not been sent to PeopleSoft Payables or PeopleSoft Receivables)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Inactivate pending claim settlement. Recreate a new claim settlement with the new claim amount for the adjustment. Recalculate VAT amounts at the header, line, and distribution levels. Note. The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 40 USD, then you cannot adjust the claim amount by decreasing for more than 60 USD.
Paid (Claim settlement is complete)	Change the claim amount.	Validate accounting date. Recalculate total claim amount. Create a new adjustment claim settlement with the new claim amount for the adjustment. Recalculate VAT amounts at the header, line, and distribution levels. Set claim header status to Partially Paid and reconciliation status to To Be Reconciled. Note. The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 90 USD, then you cannot adjust the claim amount by decreasing for more than 10 USD.

Pages Used to Maintain Claims

Page Name	Object Name	Navigation	Usage
Claim - Details	VRBT_CLAIM_DETAIL	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Details, Claim - Details	Maintain vendor rebate agreement claims.
Claim - Activities	VRBT_CLAIM_ACT_SEC	Click the Activities link on the Claim - Details page.	Maintain claim activities.
Claim - Distributions	VRBT_CLAIM_DIST	Click the Distribution button next to a claim line in the Lines group box on the Claim - Details page.	View claim detail distribution information and update claim distribution ChartFields.

Maintaining Claims

Access the Claim - Details page.

Header

Claim Date	Displays the claim date. You can modify this claim date if the claim status is Open or Approved. If you change the claim date the system will recalculate the claim due date and will display a message asking if you want to accept the new claim due date.
Claim Due Date	Displays the claim due date. You can modify this claim due date if the claim status is Open or Approved.
Accounting Date	Displays the accounting date used for this claim. You can modify this accounting date for a claim in any status. If you modify the accounting date the system validates that the accounting date is defined in an open period for the claim.
Settlement Method	Displays the settlement method for the claim. You can modify this claim due date if the claim status is Open or Approved. If you modify the settlement method, you must enter the accounts receivable payment terms or the accounts payable payment terms or both depending on the settlement method. Enter the payments terms using the AR Payment Terms (accounts receivable payment terms) or AP Payment Terms (accounts payable payment terms) fields.
Remit From Customer	Displays the remit from customer associated with the customer and vendor on the claim. This is the customer that will send the payment for the claim.

Settlement Tolerances

The settlement tolerance fields appear by default from the vendor rebate agreement. You can override the tolerance settings if you choose.

Amount Summary

Total Claim Amount and Currency	Displays the total claim amount in the vendor rebate agreement currency.
Total Claim Collected	Displays the total claim collected amount in the vendor rebate agreement currency.
Total Claim VAT Amount (total claim value added tax amount)	Displays the total claim VAT amount in the vendor rebate agreement currency. This field will appear if you are using VAT functionality.
VAT Collected (value added tax collected)	Displays the VAT collected amount in the vendor rebate agreement currency. This field will appear if you are using VAT functionality.

Comments and Messages

Comments	Enter claim comments. These comments will appear on the Vendor Rebate Claims Print report.
Message	Displays the error message received from any of the batch processes run against the claim. This field will not appear if there are no messages.

Activities

Activities

Click this link to access the Claim - Activities page. Use the page to manage the claim activities.

Lines

Line	Displays the claim line.
Defer Claim	Displays the deferred from claim.
Rebate Type	Displays the rebate rule type.
Claim Amount and Currency	Displays the claim amount in the vendor rebate agreement currency. You can modify the claim amount if the claim status is: Open, Approved, Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.
VAT Amount (value added tax amount)	Displays the VAT amount in the vendor rebate agreement currency.
Reason Code	Enter a reason code if you modify the claim amount.
	Click the Distribution button to access the Claim - Distributions page. Use this page to view claim detail distribution information and to update claim distribution ChartFields.

Maintaining Claim Distributions

Access the Claim - Distributions page.

Line

Displays the distribution line number.

Percent

Displays the distribution percent of the line amount.

ChartFields

Select the ChartFields tab.

Type	Displays the distribution type. VR Agrmnt.appears for vendor rebate agreement claims.
ChartFields	Displays the ChartFields associated with the claim distribution. You can modify the ChartFields if the claim status is Open or Approved.

Reconciling Claims

This section provides an overview of exception processing and discusses how to:

Reconcile claim details.
View incoming payments.

Understanding Exception Processing

Using the Claim Reconciliation - Claim Details page you can handle exceptions that occur against claim reconciliation. You can change the Reconciliation Status on this page and the system will perform additional processing depending on what you change the status to. This table illustrates the exception processing that can occur when you change the reconciliation status:

Exception Process to Correct	Current Reconciliation Status	Changed to Reconciliation Status	Additional System Processing
Total Claim Collected amount against an adjustment voucher or against a pending item that was sent to PeopleSoft Receivables is less than the under tolerance amount or Total Claim Collected amount is greater than the over tolerance amount and the claims manager wants to stop further reconciliation processing.	Exception	Reconciled	Once this status is changed the system will create an adjustment claim settlement entry to clear the residual amount and then depending on the settlement method will then generate an adjustment voucher in PeopleSoft Payables or a pending item in PeopleSoft Receivables. Plus, the claim status is changed from Partially Paid to Paid.

Exception Process to Correct

Current Reconciliation Status

Changed to Reconciliation Status

Additional System Processing

Total Claim Collected amount against an adjustment voucher or against a pending item that was sent to PeopleSoft Receivables is less than the under tolerance amount or Total Claim Collected amount is greater than the over tolerance amount and the claims manager wants to stop further reconciliation processing.

Exception

Reconciled

Once this status is changed the system will create an adjustment claim settlement entry to clear the residual amount and then depending on the settlement method will then generate an adjustment voucher in PeopleSoft Payables or a pending item in PeopleSoft Receivables.

Plus, the claim status is changed from Partially Paid to Paid.

Pages Used to Reconcile Claims

Page Name	Object Name	Navigation	Usage
Claim Reconciliation - Claim Details	VRBT_CLAIM_RECON	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Reconciliation, Claim Reconciliation - Claim Details	View claim reconciliation details and maintain claim payment exceptions.
Claim Reconciliation - Incoming Payments	VRBT_RECON_INPAY	Click the Incoming Payments link on the Claim Reconciliation - Claim Details page.	View incoming payments details associated with a vendor rebate claim.
Voucher Payment Inquiry	VCHR_INQ_PYMNT	Click the AP Payment Reference (accounts payable payment reference) link next to a payment on the Claim Reconciliation - Incoming Payments page.	View voucher payment details. See Reviewing Voucher Information.
Customer Item Inquiry	ITEM_LIST	Click the AR Payment Reference (accounts receivable payment reference) link next to a payment on the Claim Reconciliation - Incoming Payments page.	View customer item payment details. See Reviewing Item Information.

Reconciling Claim Details

Access the Claim Reconciliation - Claim Details page.

Header and Settlement Tolerances

Most of the fields that display in these sections are the same as those that appear on the Claim - Details page.

See Maintaining Claims.

Accounting Date

The accounting date appears by default as the claim date. You can override it if you choose. Select another accounting date if you want to record all the subsequent transactions sent to PeopleSoft Payables or PeopleSoft Receivables with this accounting date.

Overriding the accounting date is useful in the situation where the claim life cycle is long and spans multiple accounting periods. For example, assume that you generate a claim in a particular accounting period, but due to some disputes with the supplier, you can only make the decision to close outstanding remaining claim amounts in subsequent accounting periods (previous accounting period might already be closed). Overriding the accounting date gives you the ability to record the adjustment in the current accounting period.

Claim Status

Displays the current claim status. Statuses are: Open, Approved, Deferred, Pending Payment, Partially Paid, and Paid.

Reconciliation Status

The current reconciliation status appears. Statuses are: Exception, Pending, Reconciled, and To Be Reconciled.

Change this status to handle claim payment exceptions. You can change the status from Exception to either Reconciled or To Be Reconciled.

Amount Summary

Total Claim Amount	Displays the total claim amount in the vendor rebate agreement currency.
Total Claim Adjustment	Displays the total claim adjustment amount in the vendor rebate agreement currency. Total Claim Adjustment = (Total Claim Amount – Original Claim Amount)
Total Claim Collected	Displays the total claim amount collected in the vendor rebate agreement currency.
Total Claim VAT Amount (total claim value added tax amount)	Displays the total claim VAT amount in the vendor rebate agreement currency. This field will only appear if you are using VAT.
VAT Collected (value added tax collected)	Displays the VAT amount collected in the vendor rebate agreement currency. This field will only appear if you are using VAT.

Settlement

DateTime

Displays the date and time when the settlement was created.

Claim Lines

Claim Adjust

Displays the claim adjustment amount for this claim and line in the vendor rebate agreement currency.

Claim Adjust = (Claim Amount – Original Claim Amount)

Additional Links

Incoming Payments

Click this link to access the Claim Reconciliation - Incoming Payments page. Use this page to view the claim payment details that came from PeopleSoft Payables and PeopleSoft Receivables.

Viewing Incoming Payments

Access the Claim Reconciliation - Incoming Payments page.

AP Payment Reference (account payables payment reference)

Click this link to access the Voucher Inquiry page. Use this page to view all the details associated with this voucher.

AR Payment Reference (account receivables payment reference)

Click this link to access the Customer Item Inquiry page. Use this page to view all the details associated with this pending item payment.

Notifying Settlement Managers

This section discusses how to notify settlement managers.

Page Used to Notify Settlement Managers

Page Name	Object Name	Navigation	Usage
Notify Settle Mgr	VRBT_NTFY_SM_RC	Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Settlement Manager, Notify Settle Mgr	Initiate the Notify Settlement Manager process.

Notifying Settlement Managers

Access the Notify Settle Mgr page.

Notification Option

Select the notification option. Values are:

All Rebate IDs: Select this option to notify settlement managers of claim settlement activity for all vendor rebate agreements. Once you select this option, select the specific SetID you want to process using the SetID field.
Specific Claim ID: Select this option to notify settlement managers of claim settlement activity for a specific claim. Once you select this option, select the specific claim ID you want to process using the SetID, Rebate ID, and Claim ID fields.
Specific Rebate Agreement: Select this option to notify settlement managers of claim settlement activity for a specific vendor rebate agreement. Once you select this option, select the specific SetID and rebate ID you want to process using the SetID and Rebate ID fields.

Viewing Claim Settlement Information

This section discusses how to view claim settlement information.

Page Used to View Claim Settlement Information

Page Name	Object Name	Navigation	Usage
Claim Settlement	VRBT_CLAIM_SETTLE	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Settlement Inquiry, Claim Settlement	View information associated with a vendor rebate claim settlement.

Viewing Claim Settlement Information

Access the Claim Settlement page.

Note. You can view the same information that appears on this page using the claims management workbench. This page is useful for those individuals that only need to inquire on the information associated with a claim and do not require update capability.

Details

From AR Payment (from accounts receivable payment)

Indicates that the voucher has been created to account for the payment recorded in PeopleSoft Receivables.

Entering Claim Payments Manually

This section provides an overview of the manual entry of claim payments and discusses how to enter claim payments manually.

Understanding the Manual Entry of Claim Payments

The Claim Incoming Payment component gives you the ability to manually record incoming claim payments from external systems. If you are not using PeopleSoft Payables or PeopleSoft Receivables to collect supplier's rebate claim payments then you would use this component to enter claim payments.

Note. This Claim Incoming Payment component should not be used if you are using PeopleSoft Receivables to collect supplier's rebate claim payments. In this case, PeopleSoft recommends you remove user access to this component.

Page Used to Enter Claim Payments Manually

Page Name	Object Name	Navigation	Usage
Claim Incoming Pay	VRBT_CLAIM_INPAY	Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Incoming Payment, Claim Incoming Pay	Manual entry of a incoming claim payment.

Entering Claim Payments Manually

Access the Claim Incoming Pay page.

Header and Amount Summary

The fields in this section of the page are the same as those discussed on the Claim - Details page.

See Maintaining Claims.

Incoming Payments

Amount Collected	The amount collected in the rebate agreement currency appears by default from the claim settlement. You can override the amount collected.
VAT Collected (value added tax collected)	The VAT amount collected in the rebate agreement currency appears by default from the claim settlement. You can override the VAT amount collected.
Processing Flag	Indicates whether the incoming transaction has been processed or not by the reconciliation process. When you manually enter a new claim payment, this flag is unchecked.
AP Payment Reference (accounts payable payment reference)	Enter the reference of the payables payment transaction from the payables legacy system.
AR Payment Reference (accounts receivable payment reference)	Enter the reference of the receivables payment transaction from the receivables legacy system.
Save Payment	Click this button to save the incoming claim payment.

Line	Displays the distribution line number.
Percent	Displays the distribution percent of the line amount.

AP Payment Reference (account payables payment reference)	Click this link to access the Voucher Inquiry page. Use this page to view all the details associated with this voucher.
AR Payment Reference (account receivables payment reference)	Click this link to access the Customer Item Inquiry page. Use this page to view all the details associated with this pending item payment.