VENDIG SOFTWARE SERVICES, INC

VENDOR REBATES

purpose:

1. PROVIDE A WAY TO AUTOMATICALLY TRACK VENDOR REBATES AND PRODUCE BILLINGS TO THE VENDORS FOR THE REBATES OWING.
2. IN THE PROCESS OF TRACKING REBATES KEEP TRACK OF THE VENDOR'S REBATE VS THE BUYGROUP REBATE
3. ALLOW REBATES TO BE SET UP FOR ALL PRODUCTS FOR A PARTICULAR VENDOR, VARIOUS CATEGORIES, ALL CATEGORIES BUT EXCLUDING SPECIFIED CATEGORIES.
4. ALLOW REBATES TO BE SETUP WITH A TOTAL REBATE PERCENT MADE UP OF THE SUM OF THE VENDOR REBATE PLUS THE BUYGROUP REBATE.
5. IN PURCHASE ORDER UPDATING, AUTOMATICALLY COMPUTE THE AFTER-REBATE COST, AND CHANGE THE EXISTING PO COST TO USE THIS "AFTER REBATE COST". IN SHIPPING ACKNOWLEDGEMENT, CHANGE THE INVOICE COST TO USE AN 'AFTER-REBATE COST'.
6. ALLOW A WAY TO AUTOMATICALLY PRODUCE DETAILED ACCOUNTS RECEIVABLE INVOICES TO THE VENDORS ON A ONE TO ONE LEVEL (ONE A/R INVOICE FOR EACH A/P INVOICE). IN PRODUCING THE A/R OPENITEM RECORDS, RECORD THE FACT THAT THIS IS A "REBATE" TYPE OF INVOICE. WHERE NECESSARY AUTOMATICALLY CREATE A "CUSTOMER' FOR EACH VENDOR USING A CUSTOMER NUMBER COMPRISED OF "VEN" FOLLOWED BY THE VENDOR NUMBER SO THAT VENDOR 123 WOULD BE GIVEN A CUSTOMER NUMBER OF VEN123.
7. THE REBATE FOR A/P INVOICE 123 WOULD BECOME A/R INVOICE REB123. THIS WOULD BE FOR THE AMOUNT OF THE REBATE.
8. THE ACTUAL A/P INVOICE WOULD BE ENTERED INTO THE SYSTEM FOR THE GROSS AMOUNT ALTHOUGH, DURING A/P ENTRY, THE REBATE AMOUNT IS SHOWN.
9. WHERE DESIRED, ADD COLUMNS TO VARIOUS REPORTS THAT CURRENTLY SHOW THE VENDOR COST, SUPPLY ADDITIONAL COLUMN SHOWING THE AFTER-REBATED COST. WHERE DESIRED, ON VARIOUS INQUIRY DISPLAY SCREENS WHERE THE VENDOR COST IS SHOWN, ADDITIONALLY, SHOW THE AFTER-REBATED COST.

initial setup:

In the vendor master (ap/2/1) the following two screens have been added. These allow you to set up the date range, categories (or ALL) and the percentages.

PURCHASE ORDER ENTRY

WHEN A PURCHASE ORDER IS ENTERED, THE REGULAR VENDOR COST IS USED:

HOWEVER, DURING PURCHASE ORDER UPDATING, THE REBATE IS CALCULATED AND THAT INFORMATION IS STORED IN BOTH THE RECEIVED-POS FILE AND THE PAYABLE-POS FILES.

AFTER UPDATING, THE PO HAS BEEN CHANGED SO THAT IT NOW HAS THE AFTER-REBATE COST. ALL INFORMATION RELATING TO THE ORIGINAL COST, REBATE AMOUNT, VENDOR REBATE, BUYINGGROUP REBATE IS STORED IN THE RECORD.

THE NET COST OF 102.9200 SHOWN BELOW IS THE AFTER-REBATE COST, THE 124.0000 IS THE ORIGINAL VENDOR COST.

ENTERING A/P INVOICES

DURING THE ENTRY OF A/P INVOICES, THE REBATE AMOUNT IS DISPLAYED FOR INFORMATION PURPOSES:

PRODUCING REBATE INVOICES TO VENDORS

PERIODICALLY, USUALLY MONTHLY, ALL VOUCHERS FOR THE SELECTED PERIOD THAT CONTAIN REBATES ARE PROCESSED.

EACH ONE IS CONVERTED INTO A A/R OPENITEM RECORD. THE CUSTOMER IS THE ACTUAL VENDOR THAT WAS PAID. EACH OF THESE A/R RECORDS IS CODED WITH A "R" (NORMAL INVOICES ARE CODED WITH AN "I") SO THAT AGING'S CAN EASILY BE RUN FOR JUST THIS SEGMENT OF THE A/R.

FOR EXAMPLE, IF THE VENDOR IS VENDOR KOH123, THEN THE CUSTOMER WILL BE VENKOH123. IF THIS CUSTOMER DOESN'T EXIST THEN IT WILL BE CREATED ON THE FLY.

THE A/R INVOICE NUMBER USED IS THE A/P INVOICE NUMBER PRECEDED BY REB SO THAT A/R INVOICE REB12345 WILL BE PRODUCED TO BILL THE VENDOR FOR THE REBATE ON HIS A/P INVOICE 12345.

REPORTS/INQUIRY SCREENS

WHERE DESIRED, THE AFTER-REBATE COST CAN BE DISPLAYED AS AN ADDITIONAL PIECE OF INFORMATION.