Welcome to iDynamics Rebates, in this part of the guide we will see how the application can speed up the management of vendor rebates in Business Central. This documentation will guide you through the entire process of the application, facilitating the configuration, creation, and reporting vendor rebates.
This menu provides direct access to the main functions offered by the application, and we recommend that you explore all the options once you have finished this guide.
Before starting to create periods, it is important to set up a general configuration in Rebates. In this page we can create groups of vendors for the purchase rebates or configure the default values that the configuration parameters will have.
Let's start by creating a new period from the vendor periods and targets page. Each item in the list represents a time period during which rebates will be applied, and within each period, we can set the vendor targets to generate the rebates.
On this page, we can create new periods by clicking the New button. It also offers views that allow us to apply saved filters, such as open periods, and additional buttons to copy periods or access related pages, such as accruals movements or purchase statistics.
The fields required to create the period include the period code, the date range during which it will be active, a description, and the type of invoices to be considered for this rebate.
Vendor targets are the criteria that must be met to apply the rebate. All vendor targets must be defined within a period, as they set the time frame during which they will be valid. To create a vendor target, we select a specific period and click the New button in the Vendor Targets section.
In the main section of Vendor Targets or header, we must enter the code, description, and the filters or criteria that will define this target. Within the filters section, the Vendor filter specifies whether the vendor target applies to a specific vendor or group of vendors, or does not filter by this criterion. Additionally, the Type filter specifies which types of purchase lines this vendor target applies to. There are also additional filters to specify the territory where this target applies and the dimensions within Business Central that may be involved. Within the vendor target, we find the Target Tiers, which are lines that define the rebate tiers. This allows us to set the minimum range by quantity or amount, along with the percentage or fixed amount that we will earn.
Since this is the first time we have created the period and billing records already existed, we need to update the purchase statistics.
Benefits are additional rewards or incentives offered to the vendor when they reach a certain target tier within the vendor target. They can be additional discounts, special delivery conditions, or any other business incentive.
To create them, we can access through the Vendor Target > Benefits buttons.
To assign a benefit to a vendor target, we must first select the target tier line and then access from the information panel on the right-hand side. Next, we simply check the box of the benefit we wish to associate.
Copy Targets
In the vendor targets list within a period, we have buttons to copy the selected target, including its target tiers and associated benefits.
To view rebates, you can generate purchase reports by vendor, showing the benefit or amount for the rebate tier reached by each vendor. This will give you a clear view of the accumulated rebates and benefits obtained.
To generate rebates, simply click on the Generate Rebate button and review the filter and posting date that will be applied.
Afterwards, we can review the generated rebate entries from the Rebate Entries action.
From the rebate entries page, we can settle each rebate using the configured settlement method. In this case, a purchase credit memo will be created for the vendor, which will include a general ledger account line corresponding to the rebate account configured in iDynamics Rebates in the section for settling by purchase credit memos. This way, when the credit memo is posted, the settlement will be reflected in the accounting system, and the rebate entry will show as settled.
When a custom-type benefit is settled, its status simply changes to settled, indicating that it has been delivered to the vendor.
Once posted, we can return to the corresponding rebate entry to ensure that the settlement has been applied correctly.
This guide has been just an overview of the application, but we hope it has helped you get familiar with some of its main features. Depending on your requirements, we recommend that you:
· Configure vendor periods and targets so you can track rebates.
· Discover the utility of all the new reports within the application.
· Learn how to manage Rebate Entries.
· And of course, learn how to set up and perform settlements.
And remember, this is just the beginning of your journey. We recommend starting slowly by setting a long period without vendor filters, and gradually discovering the rest of the features as needed.
Finally, if you need help or have any questions that are not answered in this manual, please feel free to contact us.
Description
A period is a timeframe within rebates are applicable, and within each timeframe, we can establish the customer targets to trigger the rebates.
Rebate Periods
The first step is always to create the rebate period.
Setting Vendor Targets/Rebates
Vendor Targets are created within the periods and contain the criteria for applying the rebates and their benefits.
Learn how to set targets/rebates for your vendors.
Generate rebates
Rebates can be generated at any time through the generate rebates action.
Learn how to generate rebates.
Offering Rebates
Rebates can include personalized benefits such as concert tickets, trips, spa vouchers, or any gift that incentivizes purchases.
Learn more about handling types of benefits.
A period is a timeframe within rebates are applicable, and within each timeframe, we can establish the customer targets to trigger the rebates.
We can create a new period from the Vendor Periods and Targets page. Each item in the list represents a timeframe during which rebates will apply, and within each period, we can set vendor targets to apply the rebates.
On this page, we can create new periods by clicking the New button. It also offers views that allow us to apply saved filters, such as open periods, and additional buttons to copy periods or access related pages, such as provision movements, purchase statistics, or rebate reports.
The necessary fields to create the period are listed below. This includes a period code, the date range during which it will be active, a description, and the type of invoices to consider for the purposes.
Vendor targets are the criteria that must be met to apply the rebates.
In the list of periods we have buttons to copy the selected period, including its milestones, customer targets, customer ranges and associated benefits.
Vendor targets are the criteria that must be met to apply rebates. All vendor targets must be defined within a period, as they set the timeframe during which they will be valid.
To create a vendor target, select a specific period and click the New button in the Vendor Targets section.
In the main Vendor Targets section or header, you must provide your code, description, and the filters or criteria that will define this target.
Here is a very specific example of vendor target filters, where rebates would apply to invoices and purchase lines with this criterion.
Within the vendor target, we find target ranges, which are lines that define the rebate tiers. This allows us to set the minimum range by quantity or amount, along with the percentage or fixed amount that the vendor will earn.
We also have sections at the vendor target level to specify the rebate calculation and the dimensions used to create the rebate reports.
Target Ranges
Rebate Calculation
Posting & Billing
Benefits are additional rewards or incentives offered to the vendor when they achieve certain vendor targets set in the rebate tier. They can be custom benefits such as a spa voucher.
To create them, we can access through the Vendor Target, Benefits buttons.
To assign a benefit to a vendor target, we must first select the target tier line and then access from the information panel on the right-hand side. Then, we simply check the box of the benefit we wish to associate.
Purchase reports by vendor allow you to visualize the benefit or amount for the rebate tier achieved for each vendor. You can print these reports to get a detailed view of each vendor's performance based on the set targets.
Advanced filters provide greater flexibility when defining vendor targets. You can combine (or exclude) products or commission groups, G/L accounts, etc., to configure scenarios such as the following:
You can create new filters directly from a vendor target by selecting "Advanced Filter" as the filter for the purchase lines to include, or from the action bar of the iDynamics Purchase Rebates.
When creating an advanced filter, you can add as many products, resources, G/L accounts, groups, etc., as needed, specifying whether the selected element should be included (by default) or excluded from the filter.
In the example above, the filter will include all products from the CHAIRS and TABLES groups but will exclude the product with code 1896-S.
If desired, you can even create filters that include any product (or even any type of purchase line) but exclude only a few specific references that should not be included in rebates.
Rebates can be posted at any time through the action of generating rebates.
To generate the rebates, simply click on the Generate Rebates button and review the filter and the registration date to be applied.
Subsequently, we can consult the generated rebate entries by clicking on the Rebate Entries button.
From the rebate entries page, we can settle each one of them depending on the payment method configured both for the vendor and at a Rebates Setup. After posting the settling document, the rebate entries will display a settled status, with no outstanding rebate amount to settle.
Learn more about settle rebate entries.
Benefits are additional rewards or incentives offered to the user by the vendor when certain vendor targets set in the rebate tier are met. They can be any incentive such as a spa voucher or a ticket to a special event like a concert.
To create them, we can access through the Vendor Target > Benefits buttons.
To assign a benefit to a vendor target, we must first select the target tier line and then access from the information panel on the right-hand side. Next, we simply check the box of the benefit we wish to associate.
Rebate entries cover all financial transactions related to rebates, derived from the purchase statistics of each vendor. They are generated from the vendor periods and targets page, using the Generate Rebates action.
From the rebate entries page, we can settle each entry according to the payment method configured for both the vendor and in the iDynamics Rebates settings. After posting the settlement document, the rebate entries will show a settled status and a pending amount of 0.
To settle benefits, simply click on the settle action and apply it to those rebate entries that are benefits. When a custom benefit is settled, its status changes to "settled," indicating that it has been delivered to the vendor.
The following screenshot shows how a custom benefit is settled:
Settlements
Description
Once the rebates have been generated, they can be settled by using credit memos.
Payment Methods
The different methods of settling a rebate can be configured either at the vendor level or generically from the Rebates Setup.
Learn how to set up the payment method for each vendor.
Using Credit Memos
If settling by credit memos, a credit memo will be automatically created for subsequent posting, settling the rebate upon posting.
Learn how to settle rebates using credit memos.
Rebates can be settled via purchase credit notes. This method of settlement can be configured both at the general level, in the iDynamics Rebates configuration, and on the individual vendor card.
From the iDynamics Rebates configuration, we see the default settlement method in the system.
From the vendor card we can configure more parameters for the settlement such as payment method and terms, giving priority to this configuration over the general one.
Here, we have fields to filter purchases at the vendor level and determine whether to apply a rebate, such as the Vendor Discount Group and Contact fields for rebates. If we do not want to include this vendor for rebates, we can check the Exclude from rebates box.
When settling by credit memos option, a credit memo will be automatically created for subsequent posting, settling the rebate upon posting.
The settlement method by credit memo can be set at the Rebates Setup level or on the Vendor Card page, with the latter taking higher priority.
In the case of settling via credit memo, a purchase credit memo will be generated, containing a line of type account for the configured rebate amount. This document serves to record the settlement in the accounting system and update the status of the rebate entry to settled. Once the credit memo is posted, it signifies that the rebate has been delivered to the vendor.
When we leave the settlement account empty in the target, the system retrieves it from the iDynamics Rebates settings.
The payment method and terms are retrieved, in order of priority, from the vendor card or the iDynamics Rebates settings. If using the vendor card, you should enter the new fields in the rebates section for this purpose; otherwise, leave them blank.
In the following example, we are going to settle a vendor rebate using the configuration of the new fields in the vendor's tab. We leave the settlement account empty in the target so that the system retrieves it from the iDynamics Rebates configuration for purchases.
We check that the payment method and terms are the values of the credit memo settlement fields created in the vendor's card.
After posting, we can revisit the corresponding rebate entry to ensure that the settlement has been correctly applied.
Description
You can use reports to print or display information from the Business Central database. Use reports to structure and summarize information and thus print documents related to purchase rebates, such as purchases or rebate details.
Purchases by vendor
The Purchases/Rebates by Vendor report provides information on current purchases made from each vendor and the corresponding expected rebates for a designated date. This report allows users to track purchases from vendors and anticipate discount amounts, facilitating decision-making regarding vendor relationships and purchasing strategies.
Purchases Details
The Purchase Details report provides the user with a detailed list of all purchases by vendor, helping to calculate the total purchase amount for the specified target. It offers a clear breakdown of purchase transactions associated with each vendor, making it easier to track overall purchase totals.
The Purchases/Rebates by Vendor report provides valuable insights into current purchases made from individual vendors, as well as the corresponding expected rebates for a designated date. This report serves as a vital tool for tracking purchase amounts from vendors and projecting rebate amounts, thereby facilitating informed decision-making regarding vendor relationships and purchasing strategies. Additionally, being designed in Word, it offers customization options.
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Report:
The Purchase Details by vendor report offers a comprehensive list of all purchases made to each vendor, helping to calculate the achieved target. Additionally, being designed in Word, it is customizable.
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Report:
