Apply Customer Rebates

Overview

The Apply Customer Rebates module is used to settle Accrual customer rebates that have been earned through sales transactions. It provides a centralized workspace where users can review all eligible rebate transactions for a customer, apply available rebate balances using different settlement methods, and maintain a complete history of rebate applications.

Users can filter earned rebate transactions by customer, date range, rebate name, and status before selecting the rebates to apply. Depending on the selected Rebate Method, the system can create the required General Ledger entries, generate a Customer Credit, or simply mark the rebate as applied without posting any accounting transactions.

The module also tracks partially applied, fully applied, reversed, and voided rebate transactions, ensuring that rebate balances remain accurate throughout their lifecycle.

To access the module, navigate to: Menu → Admin → Item → Rebates and Promotions → Apply Customer Rebates

Available Rebate Filters

Use the Available Rebate Filters section to retrieve rebate transactions that are available for settlement for a specific customer and period.

Field	Description
Customer	Select the customer whose earned rebate transactions you want to review and apply. Only rebate transactions belonging to the selected customer are displayed.
Start Date	Specifies the beginning of the rebate earned date range. Only rebate transactions earned on or after this date are included when filtering.
End Date	Specifies the end of the rebate earned date range. Only rebate transactions earned on or before this date are included when filtering.
Filter Rebates	Retrieves all rebate transactions that match the selected customer and date range and populates the Customer Rebate Transactions section.

Rebate Posting Details

The Rebate Posting Details section defines how the selected rebate transactions will be settled.

Field	Description
Rebate Method	Determines how the selected rebate transactions will be processed. Available options include: Direct Apply – Applies the rebate by creating the required General Ledger entries that transfer the rebate amount from the liability account to the selected offset account. Customer Credit – Creates a Customer Credit for the selected rebate amount. The rebate liability is cleared, and the generated Customer Credit can be applied against future customer invoices. Mark Applied (No GL) – Marks the rebate as applied without creating any accounting transactions or Customer Credit. This option is available only for rebates that were earned without General Ledger posting.
Rebate Date	Specifies the posting date that will be assigned to the rebate application transaction or Customer Credit created during settlement.
Store	Displays the store against which the rebate application is processed. By default, the user's mapped default store is selected.
Exchange Rate	Displays the exchange rate used when processing rebate applications for customers using foreign currencies. The exchange rate is applied while generating accounting transactions or Customer Credits.
GL Offset Account	Select the General Ledger account that will offset the rebate liability when using the Direct Apply method. This field is required only when the selected rebate method creates General Ledger entries.
Notes	Enter additional remarks or reference information related to the rebate application. The notes are stored with the rebate settlement record for future reference.

Customer Rebate Transactions

The Customer Rebate Transactions section displays all earned rebate transactions that match the selected filter criteria and are available for settlement.

Users can select one or more rebate transactions and specify the amount to apply from the available rebate balance.

Filters

• Rebate Status: Filters rebate transactions based on their current processing status. Multiple statuses can be selected simultaneously. Available statuses include Accrued, Applied, Partially Applied, Partially Reversed, Reversed, and Void.
• Rebate Name: Filters the displayed rebate transactions by rebate definition name.
• Reset Filters: Clears all applied transaction filters and reloads the available rebate transactions.
• Columns: The following columns are displayed in the grid after the selected filters are applied.

Column	Description
Select	Selects the rebate transaction to be included in the current rebate application.
Rebate	Displays the rebate definition under which the rebate amount was earned.
Invoice	Displays the source Invoice from which the rebate transaction was generated.
Line	Displays the source invoice line number associated with the earned rebate.
Item	Displays the inventory or non-inventory item that generated the rebate.
Store	Displays the store associated with the original sales transaction.
Type	Indicates the rebate earning type, such as Accrual.
Earned Date	Displays the date on which the rebate was earned.
Earned	Displays the total rebate amount originally earned from the source transaction.
Applied	Displays the total rebate amount that has already been applied through previous rebate settlements.
Available	Displays the remaining rebate balance available for settlement.
Rebate Status	Displays the current lifecycle status of the rebate transaction, such as Accrued or Partially Applied.
GL	Indicates whether the rebate transaction was configured to post to the General Ledger.
Liability Account	Displays the liability account associated with the rebate transaction. For rebates that do not post to the General Ledger, the system displays Not Required.
Apply Amount	Enter the amount from the available rebate balance that should be applied during the current settlement. The entered amount cannot exceed the available balance.

Transaction Totals

• Available Balance: Displays the combined available rebate balance of all rebate transactions currently displayed in the grid.
• Selected Total: Displays the total rebate amount entered in the Earned column for the selected rebate transactions.

Applied Rebates

After the rebate application is completed, the resulting settlement records are displayed in the Applied Rebates section.

Column	Description
Rebate #	Displays the unique rebate application transaction number generated by the system.
Applied Date	Displays the date on which the rebate was applied.
Method	Displays the rebate application method used, such as Direct Apply, Customer Credit, or Mark Applied (No GL).
Amount	Displays the rebate amount applied during the settlement transaction.
Currency	Displays the currency in which the rebate application was processed.
Transactions	Displays the number of rebate transactions included in the settlement.
Customer Credit	Displays the Customer Credit reference created when the Customer Credit rebate method is used. This field remains blank for other settlement methods.
Notes	Displays any notes entered during the rebate application process.
Status	Displays the current status of the rebate application transaction.
Created By	Displays the user who performed the rebate application.
Created Date	Displays the date and time when the rebate application record was created.
Action	Provides actions that can be performed on the rebate application, such as Unapply, when permitted.