Rebate Billback Centre

Overview

The Rebate Billback Centre is used to process vendor reimbursements for rebate amounts earned through customer sales transactions. It provides a centralized workspace where users can review rebate transactions that are eligible for vendor billback, generate Vendor Credits, and maintain a history of all billback claims.

Users can filter eligible rebate transactions by vendor and earned date before selecting the billback amounts to include in a Vendor Credit. During processing, the system creates a standard Vendor Credit for the selected vendor and links the generated Vendor Credit to the originating rebate transactions, preventing the same rebate amount from being claimed more than once.

The module also maintains a complete history of created Vendor Credits, allowing users to review previously generated billback transactions and their associated rebate sources.

To access the module, navigate to: Menu → Admin → Item → Rebates and Promotions → Rebate Billback Centre

Pending Billback Filters

Use the Pending Billback Filters section to retrieve rebate transactions that are eligible for vendor reimbursement.

Field	Description
Vendor	Select the vendor whose eligible rebate billback transactions you want to review. Only rebate transactions associated with the selected vendor are displayed.
Start Date	Specifies the beginning of the earned date range. Only rebate transactions earned on or after this date are included when filtering.
End Date	Specifies the end of the earned date range. Only rebate transactions earned on or before this date are included when filtering.
Filter Billbacks	Retrieves all rebate transactions that match the selected vendor and earned date range and populates the Pending Vendor Billbacks section.

Vendor Credit Details

The Vendor Credit Details section defines the information that will be used when creating the Vendor Credit for the selected billback transactions.

Field	Description
Vendor Credit Date	Specifies the transaction date assigned to the Vendor Credit generated from the selected billback transactions.
Store	Displays the store against which the Vendor Credit is created. By default, the user's mapped default store is selected.
Accounts Payable	Select the Accounts Payable account that will be used when generating the Vendor Credit. This account is debited during billback processing.
Exchange Rate	Displays the exchange rate used when generating Vendor Credits for foreign-currency vendors.
Reference Number	Enter an optional reference number for the Vendor Credit. The value is stored with the generated Vendor Credit for future reference.
Memo	Enter additional remarks or descriptive information that should be recorded on the Vendor Credit.

Pending Vendor Billbacks

The Pending Vendor Billbacks section displays all rebate transactions that satisfy the selected filter criteria and are available for vendor reimbursement.

Users can select one or more rebate transactions and specify the billback amount to include in the Vendor Credit.

Columns

The following columns are displayed after the selected filters are applied.

Column	Description
Select	Selects the rebate transaction to be included in the Vendor Credit.
Vendor	Displays the vendor responsible for reimbursing the rebate amount.
Rebate	Displays the rebate definition under which the rebate amount was earned.
Invoice	Displays the source Invoice from which the rebate transaction originated.
Line	Displays the source invoice line number associated with the rebate transaction.
Customer	Displays the customer associated with the original sales transaction.
Item	Displays the inventory or non-inventory item that generated the rebate.
Store	Displays the store associated with the original sales transaction.
Earned Date	Displays the date on which the rebate was earned.
Generated	Displays the total rebate amount generated for vendor billback from the source transaction.
Claimed	Displays the total billback amount that has already been claimed through previously created Vendor Credits.
Remaining	Displays the remaining billback amount that is still available to be claimed.
Expense Account	Displays the rebate expense account that will be credited when the Vendor Credit is created.
Credit Amount	Enter the amount to include in the Vendor Credit. The entered amount cannot exceed the remaining available billback balance.

Transaction Totals

• Selected Total: Displays the combined total of all Credit Amount values entered for the selected billback transactions.

Created Vendor Credits

After a Vendor Credit is successfully generated, the resulting billback transactions are displayed in the Created Vendor Credits section.

Column	Description
Vendor Credit	Displays the Vendor Credit number generated by the system. Click the Vendor Credit number to open the corresponding Vendor Credit transaction. The generated Vendor Credit can also be viewed from the Vendor Credit Centre.
Credit Date	Displays the transaction date of the Vendor Credit.
Vendor	Displays the vendor for whom the Vendor Credit was created.
Billback Amount	Displays the total value of the Vendor Credit created from the selected billback transactions.
Currency	Displays the currency in which the Vendor Credit was generated.
Source Transactions	Displays the number of rebate transactions included in the Vendor Credit.
Reference	Displays the reference number entered while creating the Vendor Credit.
Memo	Displays the memo entered during Vendor Credit creation.
Status	Displays the current status of the generated Vendor Credit (Open, Void, Refunded).
Created By	Displays the user who generated the Vendor Credit.
Created Date	Displays the date and time when the Vendor Credit was created.

Every Vendor Credit generated through the Rebate Billback Centre is linked to the originating rebate transactions. This linkage ensures that previously claimed rebate amounts cannot be claimed again, while allowing any remaining unclaimed balance to be billed back in future Vendor Credits.