Rebates Overview

Rebates are amounts paid back to you by your supplier for deliveries you have made to customers. For each customer eligible for rebates, the products attracting rebates are added 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 be used to generate and send reports to your supplier. Rebate reports can also be printed from the Sales Reports option of the Reports menu.

Introduction Setup Rebate Claims Updating Rebates Rebates and Orders Rebate History Printing Rebate Reports Top

Introduction

EasyVend caters for four types of rebate:

• Cents/Unit: 
  • A flat rebate for each unit of the product delivered
• Cents/Litre:
  • A flat rebate for each litre of the product delivered
  • You must ensure that Literage is correctly entered for the product in the product details screen
• Margin Cents/Unit
  • Your margin is (Selling Price - Cost Price)
  • A Margin Cents/Unit rebate is used to set the minimum margin you make on each unit sold after you receive the rebate
  • Example: If the Cost Price of a product is $4.00 and its Selling Price is $4.10, your margin before rebate is 10c per unit 
    • If you enter a Margin Cents/Unit rebate amount of 15c, the rebate you receive will be 5 cents per unit delivered
    • If you enter a Margin Cents/Unit rebate amount of 10c, you will not receive a rebate, as you are already making the minimum margin amount
• Margin Cents/Litre:
  • Your margin is (Selling Price - Cost Price)
  • A Margin Cents/Litre rebate is used to set the minimum margin you make on each litre sold after you receive the rebate
  • You must ensure that Literage is correctly entered for the product in the product details screen
  • Example: If the Cost Price of a 2 Litre product is $4.00 and its Selling Price is $4.10, your margin before rebate is 5c per litre 
    • If you enter a Margin Cents/Litre rebate amount of 15c, the rebate you receive will be 10 cents per litre delivered
    • If you enter a Margin Cents/Litre rebate amount of 10c, the rebate you receive will be 5 cents per litre delivered
    • If you enter a Margin Cents/Litre rebate amount of 5c, you will not receive a rebate, as you are already making the minimum margin amount per litre

The types of rebate available depend on your Main Supplier and on each customer's Billing Type. In general:

• Billing Type: Central Billing and Fee for Service 
  • Rebates types Cents/Unit and Cents/Litre are available
  • GST always applies to these rebates as the rebate is treated as a cartage fee for a service provided
• Billing Type: Trade
  • All rebate types are available
  • GST applies to the rebate if GST applies to the product itself; the rebate is treated as a variation to the selling price

Setting Up Rebates

1. General Settings

• Select General Settings from the Settings menu
  
  
• Select the General Settings tab
• If desired, tick Show Rebate Amount on Order
  • When this option is ticked, an extra Rebate column is added to the customer orders details screen in My Orders, showing the total rebate (if any) on each product in the order.
• Click Save Changes
  
  
• Still in General Settings, select the Rebate Claim Configuration tab
• Click Create New
• Enter the details for your configuration:
  • Config Name: Enter a descriptive name for this configuration
  • Supplier: Select the supplier from who you are claiming the rebate from the drop-down list
  • Supplier Account Number: Your account number with this supplier
• Click Save Changes

2. Customer Options

For each customer for whom you receive rebates, you can set a default rebate type to be used when adding rebates:

• Select Customers from the Customers menu
• Find and select the customer for whom you will be adding rebates
• In the customer details screen, select the Options tab
• In the Invoice Options section, select a Default Rebate Type from the drop-down list
• Click Save Changes

3. Add products in the Customer's Rebates tab

If you have not already done so: 

• Select Customers from the Customers menu and select the customer for whom you will be adding rebates
• In the customer details screen, select the Rebates tab

If the customer does not yet have any rebates, the list of rebate products will be empty and you will need to add the rebate products now:

1. Changes to rebates will be effective from: Select the date from which the new rebates are to apply
2. Add the rebate products for this customer:
   • Click Add Product to go to the blank line at the end of the list
   • Enter the details for each product: 
     • Product Code: If you know it, type in the Product Code of the item to be added
     • Product Description: Instead of typing in the product code, you can select the product from the drop-down list
       • Press <Spacebar> or click in the field to open the list and display the search field at the top of the list
       • Type in a partial Product Name, Product Code, or Supplier Product Code to filter the list
       • You can use the up and down arrows to move through the list, and press <Enter> to select the highlighted product
     • Rebate Type: Select from the drop-down list if it is different from the default
     • Rebate ex GST (in Cents): Enter the GST-exclusive rebate amount per unit/litre in cents
3. Click Save Changes once all products have been entered
   • Note: If customer orders already exist on or after the effective date of the new rebates, you must use the Reget Prices option in the Orders menu to update the pricing for those existing orders
4. Click the x on the right to delete an unsaved rebate product from the list
   • Once a rebate product has been saved, it can no longer be deleted (though it can be deactivated from the effective date onwards by ticking the checkbox in the Delete column)

Note: You cannot add duplicate products. If a product is already in the list and you try to add it again, the Save Changes button will be disabled and the duplicate entry will be highlighted in red.

Rebate Claims

If you receive rebates from your supplier, and the supplier accepts electronic rebate claims from EasyVend, the Rebate Claim option in the Customers menu allows you to create and send your claims for orders delivered in the claim period.

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
• Click on a previously saved item in this list to view details and send the data
• Click on a sent item to view it, download the file if it is less than 30 days old, and resend it, if required
• Create a new Rebate Claim file and send it to your supplier

Your supplier will advise how often rebate claims should be sent.

Updating existing rebates

When you select a customer's Rebates tab, a list of existing rebates, if any, is displayed. You can change the date in Changes to rebates will be effective from to see the rebate rates effective on that date.

To update existing rebates, you must first choose the date from which the new rebate rates will apply. You can then make changes as required:

1. Changes to rebates will be effective from: Select the date from which the new rebate rates will apply
2. Update the rebates for this customer by:
   • Changing the rebate details for an existing product
   • Adding a new product
     • You cannot add duplicate products. If you a product is already in the list and you try to add it again, the Save Changes button will be disabled and the duplicate entry will be highlighted in red.
   • Marking an existing rebate as 'deleted' by ticking the checkbox in the Delete column
     • The product is not deleted, as the old rebate rate still applies up until the date selected for Changes to rebates will be effective from
3. Click Save Changes to update the rebates
   • The new and updated rebate rates will apply from the date selected in Changes to rebates will be effective from
   • Note: If customer orders already exist on or after the effective date of the changes, you must use the Reget Prices option in the Orders menu to update the pricing for those existing orders

Rebates and Customer Orders

If you add or update rebates and customer orders already exist for on or after the effective date of those changes, you must update the pricing for those existing orders:

• Select Reget Prices from the Orders menu
• Deliveries From: Enter the effective date of the updated rebates
• Deliveries To: Enter the date of the most recent order
• Click Reget Prices

Note: As described in the section on setting up rebates, in General Settings you can choose whether or not rebates are shown in the order details screen.

Rebate History

A customer's Rebate History tab allows you to view all rebates that have applied over time.

• To filter the list to display this customer's rebate history for a single product, in the Rebate History tab:
  • Select the product from the drop-down list
    • Press <Spacebar> or click in the field to open the list and display the search field at the top of the list
    • Type in a partial Product Name or Product Code to filter the list
    • You can use the up and down arrows to move through the list, and press <Enter> to select the highlighted product
  • Click Search
• To delete the most recent rebate record for a product
  • Click the x on the right
  • Answer Yes when asked to confirm the deletion
  • The effective rebate rate will be rolled back to the previous rate
    
    
  • Notes:
    • Only the last (most recent) rebate can be deleted
    • If you already have customer orders for the products affected by the deleted rebate, use Reget Prices to update the orders

Printing the Rebate Report

To view, email, or print a rebate report for your records:

• Select Sales Reports from the Reports menu
• Click Rebate Report to open the report options
• Set the options for the report:
  • Date From and Date To: Enter the date range of customer orders to be included in the report
  • Billing Type: Select the customer Billing Type for this report
    • For a Billing Type of Trade, the report is called a "Rebate Report"
    • For a Billing Type of Central Billing or Fee for Service, the report is called a  "Franchise Owner Claim Form"
  • Supplier: Select the supplier whose rebates are to be included in the report
• Click Preview
  
  
• If the selected orders include more than one Rebate Type, each Rebate Type will appear on a separate page in the report
• From the Print Preview window, you can print the report, send an email with the report automatically attached, or download the report in various formats. See Printing in EasyVend for more details on using the Print Preview window.