1. Order Management
  2. Payment Processing
  3. Rebates and Trade Promotions
  4. Rebate Settlement Records

Rebate Settlement Records

A settlement transaction record, which is a claim transaction or a disbursement transaction, is specified in the settlement record. Settlement transaction records include invoice, credit memo, bill, and bill credit. Settlement records for claims and disbursements, including the pro forma, are not editable.

Read the following topics for more information about rebate settlement records:

An entry in the Settlement History list can contain one of the following statuses:

To print a settlement transaction record, see Printing a Settlement Transaction Record.

Contents of a Pro Forma or a Settlement Record

The following table describes the fields in the pro forma and settlement records:

Field

Description

Primary Information

ID

This field shows the autogenerated ID of this rebate claim or disbursement.

Agreement Reference #

This field shows the agreement reference number entered on the rebate agreement.

Accounting Item

This field shows the accounting item for the claim or disbursement. The accounting item is sourced from the rebate agreement.

Claim Status/ Disbursement Status

This field shows the status of the rebate settlement.

Total Claim Amount/ Total Disbursement Amount

This field shows the total amount to be claimed or disbursed for the rebate settlement.

Settlement Method

This field shows the settlement method through for this claim or disbursement. This field is sourced from the rebate agreement.

Payment Type: Transaction Type

This field shows the selected payment type and transaction type for the rebate agreement.

Payer/Payee

This field shows the entity that is associated to this claim or disbursement. This field is sourced from the rebate agreement.

Subsidiary

This field shows the subsidiary that is associated to this claim or disbursement. This field is sourced from the rebate agreement.

Settlement Mode

This field shows if the rebate claim or disbursement is settled automatically or manually.

Settlement Frequency

This field shows how often the system generates a claim or disbursement for the rebate agreement. This field is sourced from the rebate agreement.

Agreement Name

This field shows the rebate agreement for which the amount is being claimed or disbursed. The field is sourced from the rebate agreement.

Claim Criteria/Disbursement Criteria

Claim Period/ Disbursement Period

This field shows the accounting period of the claim or disbursement date.

Transaction Start Date

This field shows the minimum date from the list of transactions for manual settlements, and shows a blank field for auto settlements.

Transaction End Date

This field shows the maximum date from the list of transactions. The date shown is on or before the settlement process date.

Claim Details/Disbursement Details

Claim Date/Disbursement Date

This field shows the date when the rebate claim or disbursement is generated.

Claim Transaction #/Disbursement Transaction #

This field shows the transaction number generated during the claim or disbursement process. The settlement transaction depends on the settlement method defined on the rebate agreement.

Claim Generation Error Code/ Disbursement Generation Error Code

This field stores any errors that are generated during the claim or disbursement process.

Generated By

This field shows the name of the user who created the claim, disbursement, or pro forma.

Related Transactions

This field shows the link to the CSV file that contains all the transactions related to the settlement.

CSV and PDF Files Attachment on the Pro Forma or Settlement Records

After generating a pro forma or a settlement, the system generates and attaches a CSV and PDF files to the settlement record. You can use the CSV file to review the list of related transactions which are included in the pro forma or rebate settlement of a rebate agreement.

To set a default user for receiving the email notification with the CSV and PDF file attachments, go to List > Employees > Default User

The spreadsheet displays the following information:

Accessing the CSV Files in the File Cabinet

You can access or download the CSV files later if you did not immediately download it after generating a pro forma or a settlement.

To access the CSV files in the file cabinet:

  1. Go to Documents > Files > File Cabinet.

  2. Click the Rebate Settlement History folder.

  3. Use the search bar on the left pane to enter one of the following search queries:

    • Name of the payee or payer

    • Name of the payee or payer, underscore, and settlement type

      Example: PayerName_Claim or PayeeName_Disbursement

    • To narrow the results, you can add a few digits for the claim or disbursement transaction # after the settlement type

      Example: PayerName_Claim_101 or PayeeName_Disbursement_201

  4. Do one of the following actions as needed:

    • On the first column, click Edit beside the file you want to edit

    • On the last column, click Download on the corresponding file

    • Under the Name column, click the file name to download the file

Printing a Settlement Transaction Record

To print settlement transactions in PDF format, you need a PDF viewer such as Adobe® Acrobat® Reader. Visit the Adobe website to download the latest version at no charge.

To print the vendor credit and vendor bill records, you must enable the Advanced PDF/HTML feature. See Enabling the Advanced PDF/HTML Templates Feature.

To print a settlement transaction record:

  1. Go to Rebate Management > Settlement > Settlement History.

  2. On the Settlement History List page, under the Settlement Transaction # column, click the link of the record that you want to open.

  3. On the settlement transaction record, point to the print icon, and select Print from the list.

    Note:

    If you get an error message for an invalid PDF layout, follow the steps in Editing a Rebate Management Custom Form.

    • If your preferences are set to print to PDF, a preview of the settlement transaction record opens in Adobe Reader.

    • If your preferences are set to print to HTML, a preview of the settlement transaction record opens in your web browser.

    • If the Download PDF Files preference is enabled on the Set Preferences page, you must save the file to your computer, open it from there, and print it. If this preference is not enabled, NetSuite opens the settlement transaction PDF in your web browser.

  4. To print the record:

    • When printing from PDF, click the Print button in Adobe Reader.

    • When printing from HTML, print the page from your web browser.

Editing a Rebate Management Custom Form

You can edit the following rebate management custom forms:

  • RM Invoice Claim

  • RM Vendor Credit

  • RM Credit Memo Disbursement

  • RM Vendor Bill

To edit the RM custom form:

  1. Go to Customization > Forms > Transaction Forms.

  2. On the Custom Transaction Forms page, click Edit beside the custom form you want to edit.

    1. For RM Invoice Claim and RM Credit Memo Disbursement:

      • In the PDF Layout field, select Standard Transaction Layout.

      • In the HTML Layout field, select Standard HTML Transaction Layout.

      • In the Email Message Template field, select Default Email Template.

    2. For RM Vendor Credit:

      • In the Print Template and Email Template fields, select Standard Vendor Credit PDF/HTML Template.

    3. For RM Vendor Bill Disbursement:

      • In the Print Template and Email Template fields, select Standard Vendor Bill PDF/HTML Template.

  3. Click Save.

Related Topics

Rebate Settlements
Pro Forma Generation
Automatic Rebate Settlements
Manual Rebate Settlements

General Notices