WALKTHROUGH · REBATES
Run a vendor rebate, from agreement to settlement.
A distributor in a RevexOne test organisation earns 2 % back on what it buys from a supplier. Steps 1 to 4 show the product’s own numbers; steps 5 and 6 use example amounts to show what happens next.
A distributor is owed a 2% vendor rebate and has to show the vendor exactly why.
Q3 purchases of $130,000 under agreement AGR-000001 accrued $2,600, and claim VC-000001 was drafted from those accruals, ready to send.
Step 1 of 7
A vendor agrees to pay back 2 % of what you buy.
A healthcare distributor has a rebate agreement with one of its suppliers, Northvale: 2 % of purchases, from 1 January 2026. The terms sit on the agreement, and the agreement is approved before it can accrue anything.
Answers: “What did this vendor agree to pay us, and since when?”
- Vendor
- MHD-V01 Northvale (test vendor)
- Rebate
- 2 % of purchases
- From
- 1 Jan 2026
- Approved by
- Rebate approver
- Stacking
- Net of chargebacks
Step 2 of 7
Purchase lines load as they were received.
Purchase invoices from Northvale load from the distributor’s system. They are kept as received; a correction comes in as a new line, never as an edit.
Answers: “Which purchases count toward the rebate?”
| Month | Purchases |
|---|---|
| July | $34,428.00 |
| August | $53,532.00 |
| September | $42,040.00 |
| Q3 | $130,000.00 |
Step 3 of 7
The rebate builds up month by month, line by line.
Each month the same engine that calculates commissions works out what the vendor owes on every purchase line. Each accrual links back to its purchase, the agreement and the run.
Answers: “How much is the vendor going to owe us?”
| July | $34,428.00 × 2 % | $688.56 |
| August | $53,532.00 × 2 % | $1,070.64 |
| September | $42,040.00 × 2 % | $840.80 |
| Accrued for Q3 | $2,600.00 |
Step 4 of 7
One click turns new accruals into claims.
Make claims for new accruals creates one claim per vendor agreement and period. Northvale’s claim is VC-000001 for $2,600.00, exactly the Q3 accrual, waiting to be sent.
Answers: “What are we claiming, from whom?”
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Step 5 of 7
The claim moves through set statuses.
The claim is sent to the vendor and tracked: Draft → Sent to the vendor → Acknowledged. If the vendor disagrees, the claim is marked Disputed with a note, and the dispute stays with the claim.
Answers: “Where is each claim, and what is still open?”
- Draft $2,600.00 from Q3 accruals
- Sent to the vendor
- Acknowledged by the vendor
- Settled or Closed (carried or written off)
Step 6 of 7
The vendor pays part. The rest is not lost.
Say the vendor pays $2,000. The claim shows $600 still open. That $600 is either carried into the next claim, where it appears as carried in, or written off, which needs a request and an approval with a note.
Answers: “What did the vendor actually pay, and what happened to the rest?”
| Claimed | Q3 accrual | $2,600.00 |
| Collected | vendor payment | −$2,000.00 |
| Open: carry into Q4 or write off (approved) | $600.00 |
Step 7 of 7
Amounts reach the books as files your ERP can take in.
Instead of waiting for a cheque, the distributor can deduct what the vendor owes from what it pays the vendor: the Deductions to AP tab prepares that for accounts payable. Customer rebates run the other way and settle as a credit on the customer’s account. Today this is a file for your ERP; direct ERP connectors are Planned.
Answers: “How does this reach accounts payable?”
- Vendor rebate
- Collected, or deducted from accounts payable
- Customer rebate
- Credit on the customer account
- To the ERP
- Export file Available
- Direct ERP connector
- Planned
Values come from a RevexOne test organisation: invented people and companies, real calculations by the product. Panels are simplified; the screenshot is from the application. Steps marked Example use example amounts.