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Creating Partial Settlements

As mentioned before, you can automate periodic creation of rebate payments. You need to decide, based on the number of rebate agreements you have, and their complexity, if this option makes sense. For example, it makes sense to schedule regular payments for rebates where the customer gets a certain percentage for everything he buys. However, rebates that check scales or need manual calculations or adjustments should be handled manually. In this paper, I will explain how to create manual settlements In order to create any kind of settlement, you need to be in change mode (Transaction VBO2) of the rebate agreement. Clicking the Create Manual Rebate Payment button will open the partial settlement screen as below. All condition records of this agreement are displayed (in our example just one). In the Max amount field you see the accrued amount as of today, which, by our configuration setting, is the maximum amount we are able to pay in a partial settlement. If we would enter a higher amount, we would get an error. Enter the amount you want to pay in the Amt. to be paid field. Note that the amount you enter always defaults as a negative amount. Save your changes.

Partial Settlement Amount Screen

An information message is displayed that a partial rebate settlement was created.

NOTE: You cannot create a final settlement until all open settlement requests are posted to accounting. The reason for that is the actual payments are updated in the rebate agreement only at accounting time, to determine what is left to pay.

You can process the settlement request with transaction VA02. You need to release the credit memo billing block before the request can be invoiced. Looking at the line item pricing screen (see below), you see that only the rebate condition type appears, although the same pricing procedure as the one on the invoice is used. There are two entries. One is to actually credit the customer with the specified amount, the other one to reverse the accrual. Since we configured the partial settlement in the agreement type to always reverse the accrual, the amounts are always the same in a partial settlement. Save the credit memo request and invoice it. If you realize you made a mistake before you invoice the credit memo request, you can delete the credit memo request with transaction VA02, which will increase the available accrual amount in the rebate agreement again. In case you already invoiced the settlement, you will need to cancel the credit memo. Since you then cannot delete the credit memo request, you have to reject all the line items.

Pricing Screen of Partial Settlement Credit Memo

Going back to the rebate agreement itself, you can see which settlements were already created for this agreement. Select Rebate Payments>Rebate Documents and select the type of document you would like to see. Partial and full settlements can be accessed separately. Since we only created a partial settlement so far, this is the only option that is available. Click the check mark and you will see all (in our case just one) partial settlements that were created for this rebate agreement. Figure below shows the settlement amount (what was credited to the customer) and the reversed accrual amount. If you would like to see the actual credit memo, Click on the invoice number (to select it) and the Display button. If you have a credit memo request that is not invoiced yet, you will see the credit memo request number here. This helps if you try to determine if you have any open settlement documents for this rebate agreement.

Rebate Documents of a Rebate Agreement

Another view of payment data can be accessed from within the rebate condition record. Go into the BO03 condition record for your customer specific rebate and select Go toPayment data. This view shows you the total accrued dollars, how many accrual dollars were reversed, and how much money was paid to the customer already. In the lower section of the screen, it is indicated how much accrued money is left to pay out. From here you can also initiate a partial settlement by entering a payment amount in field Amount to be paid,

just like weve done in last Figure. The same check (process) for maximum accrued value occurs here.

Payment Data for a Rebate Condition Record Manual Accruals As I mentioned before, sometimes manual accruals need to be made in order to increase the accrued amounts for a given condition record. The most likely scenario is when you create a rebate agreement in the middle of the year, but set it retroactively valid for the whole year. The system will take previous invoices into consideration, but no accruals for these invoices are accounted for. If we want to make partial settlements, we would not have accrued as much as we would like to pay out. So we need to increase the accrual amount by creating a manual accrual. In order to know how much we need to accrue in addition, click the Sales volume button on the Agreement Overview screen. The resulting screen (see below) shows the actual eligible rebate amount (in our example $281.25) and the accrued amount ($102.48). We need to create an accrual for the difference of $178.77.

Sales Volume Screen of a Rebate Agreement

This can be accomplished by clicking the button on the Agreement Overview screen. In the resulting screen (see below), we can enter the accrual amount. A negative amount will increase the total accrual amount; a positive amount will decrease it. Save the document and you will receive the message that a manual accrual has been created. Invoice the credit memo request to post it to FI. Go back now to the rebate agreement and check the

sales volume. You will see that the accrual amount matches the eligible payout amount.

Manual Accrual Payment Screen