Rebate Claims

Rebates are amounts paid back to you by your supplier for deliveries you have made to customers. For each customer eligible for rebates, you must add the products attracting rebates in the customer's Rebates tab. If your supplier supports receiving rebate claims electronically from EasyVend, the Rebate Claim option in the Customers menu can then be used to generate and send reports to your supplier.

Rebate Claim Configuration Creating and Sending a Rebate Claim Top

Setting up Rebate Claim Configuration(s)

To create and send a rebate claim file to your supplier, in addition to setting up rebates for each customer, you must also set up one or more Rebate Claim configuration(s):

• Select General Settings from the Settings menu
• Select Rebate Claim Configuration
• Click Create New
• Enter the details for this configuration:
  • Config Name: A descriptive name of up to 20 characters; must be unique
  • Supplier Account Number: this is your account number provided by your supplier so they can identify you
  • Supplier: usually your main supplier configured by JealTech when EasyVend is first set up; must be selected from the list
• Click Save Changes

The new configuration can now be seen in the List tab of the Rebate Claim Configuration screen and is ready to be used to generate and send the data to the supplier.

Creating and Sending your Rebate Claim Information

The Rebate Claims List

When you select Rebate Claim from the Customers menu, a list of previously created Rebate Claim files is displayed. In this list, you can:

• Enter a date range to search for files sent in that date range
• Select a status to search for files with only that status
  • The default is 'Active', which includes both 'Saved' and 'Sent' claims
  • Select 'Saved' or 'Sent' to display only claims with the selected status
• Click on a previously Saved item in this list to:
  • View details of the claim
  • Send the saved claim to the supplier
  • Print a PDF report of this claim that could be emailed to your supplier, if required
  • Cancel the claim
• Click on a Sent item to:
  • View details of the claim
  • Download the file sent to the supplier if it is less than 30 days old
  • Resend the file, if required
  • Print a PDF report of this claim that could be emailed to your supplier, if required
• Create a new Rebate Claim file

Usually Rebate Claim files would be sent weekly or monthly, as specified by your supplier.

Generating and Sending a Rebate Claim

To create and send Rebate Claim information to your supplier:

• Select Rebate Claim from the Customers menu
  • The list of previously created Rebate Claim files is displayed
• Click Create New
• In the New Rebate Claim tab, enter details of the deliveries to be sent to the supplier:
  • Config: If you have more than one configuration, choose the appropriate configuration from the drop-down list
    • Details of the selected configuration are displayed
    • Last Sent Date: The date Rebate Claim data was last sent for this configuration is displayed to help prevent sending the same data a second time
  • Delivery From and Delivery To: Enter the delivery date range for the deliveries to be included in this new file
    • Important Notes:
      • Leave Delivery From empty to send all previously un-sent Rebate Claim information up to the Delivery To date
      • Only vendor (Trade) customers with rebates are included in the report
      • For those customers:
        • Only orders with a Status of Invoiced are included in the rebate claim
        • Only products from the selected Supplier are included
• Click Generate

A list of data to be sent will be generated, showing customer order and product details. You can scroll through the list to make sure you are happy with it and then click one of these options:

• Save: Save the claim without sending it yet
• Send: Save the claim and send it to your supplier 

When you click on a claim with a status of 'Saved', you have the option to:

• Print: Print a PDF report for this claim
• Send: Send the claim to the supplier
• Cancel: Cancel the claim

Once a claim has been sent, the options available are:

• Print: Print a PDF report for this claim
• Resend: Send the claim to the supplier again
• Claim File: Click on the linked filename to download the file that was sent; if required, you could email this file to your supplier