> For the complete documentation index, see [llms.txt](https://docs.xorosoft.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xorosoft.com/xoroerp-1/admin/item/apply-customer-rebates.md).
# 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.
{% hint style="info" %}
To access the module, navigate to: **Menu → Admin → Item → Rebates and Promotions → Apply Customer Rebates**
{% endhint %}
### **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. |
---
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