Process handling in the IBS Supplier Marketing Support (SMS) application

SMS process flowchart

SMS handling in sales quotation processing

The following describes the SMS handling within the system during Sales quotation processing.

Step	Process	File/Table	Process description
1.	Enter a sales quotation line	Work with sales quotations	An entered SO type (with SMS rebates field set to YES) triggers the search for the best rebate. When the end user enters the Item and Quantity on the sales quotation line and clicks OK, the search starts. The best rebate is retrieved to the SMS rebate field on the Detailed quotation line panel. Note: If the user changes the sales quotation line, the rebate transactions are deleted and a new search starts. The system will have created rebate transactions that are considered "preliminary". These are created to retrieve the correct sales price and to give you an idea of what rebate you could claim if you eventually place this sales order. If the quotation becomes a sales order, new rebate transactions will be created.

SMS handling in sales order processing

The following describes the SMS handling within the system during Sales order processing.

Step	Process	File/Table	Process description
1.	Enter a sales order line	Work with sales orders	An entered SO type (with SMS rebates field set to YES) triggers the search for the best rebate. When the end user enters the Item and Quantity on the sales order line and clicks OK, the search starts. The best rebate is retrieved to the SMS rebate field on the Sales order line, Main info panel. Note: If the user changes the sales order line, the rebate transactions are deleted and a new search starts. The system will have created rebate transactions that are considered "preliminary" until the sales order line is invoiced.
2.	Confirm pick list	Confirm sales order pick lists	If the user picks less or more than the quantity on the sales order line, the rebate transactions are deleted and a new search begins to find and calculate the best rebate. See SMS rebate search for more information. Note: If a quantity limit has been defined for the agreement (e.g., the rebate is limited to 100 sold items) and the user picks more than what is allowed, the rebate will be voided.
3.	Create SO invoice	Click the Invoicing option on the Work with sales orders, Header view panel	When the sales order line is invoiced, the system once again clears and retrieves the rebate transactions. The rebate transactions are now final.

Reversing SMS rebate transactions

The following describes how to reverse rebate transactions in the event the customer returns the goods before the rebate is claimed.

If, e.g., the customer returns the goods before you have claimed the rebate you have to credit the invoice.

You can create reverse rebate transactions by copying a normal SO invoice that has SMS rebate transactions to a new sales order in Sales order copy. The new order type must be defined as a Credit note and the SMS rebates field must be set to YES. This will create reverse rebate transactions from the invoice. The type of claim method for the agreement on the copied invoice determines how you continue to process this claim with a negative value (see step 1 in Claiming the rebate below and then continue with step 1 (a) or 1 (b).

Note: You can also create reverse rebate transactions if you have created an IBS request and return based on a debit invoice and then use this request and return to create a credit sales order.

Claiming the rebate

The claim method defined on the SMS agreement determines how the rebate transactions will be processed internally in the system. The IBS Supplier Marketing Support (SMS) functionality also handles the crediting of rebates in the event that, e.g., the rebate payer does not agree with the invoiced rebate claim amount or the customer returns the goods before the rebate is claimed.

The following describes how to claim the rebate.

Step	Process	File/Table	Process description
1.	Claim the rebate	Work with SMS rebate claims	On the Work with SMS rebate claims, Headers panel, create the claim header (i.e. click the Add option). Click OK. In add mode, you automatically access the Select rebate transactions panel. Select the transactions that should be connected to the claim header. If not in add mode, you can access this panel via Work with SMS rebate claims, Headers, where you choose the Select trans option and then select the rebate transactions. You can select as many transactions as you want as long as the Rebate payer and the Claim method is the same.
1 (a)	A/R Claim	If the claim method for the selected rebate transactions = A/R claim method	On the Work with SMS rebate claims, Headers panel, select the Claim option to claim the rebate. Enter the order type for a normal sales order but defined with Claim order set to YES and Update stock on hand set to NO (compare this to a normal sales order without any stock updates). This will create the claim order in the Work with sales order routine. You can view the order number in the header of this Work with SMS rebate claims program. You can also view the actual sales order in the Sales order enquiry. Note: The sales order could display one or several lines. If the transactions you selected to claim are from different agreements, and different fictitious items are defined on these agreements, several lines will appear on the order. Note: A list displaying the claimed rebate transactions is automatically printed. Invoice the claim order (i.e. click the Invoice option) and send to the rebate payer. The transactions are transferred to A/R via Print invoice journal or Transfer logistic accounting transactions.
1 (b)	A/P Claim	If the claim method for the selected rebate transactions = A/P claim method	On the Work with SMS rebate claims, Headers panel, choose the Claim option to claim the rebate. A list is automatically printed displaying the claimed rebate transactions. You can, optionally, send this to the rebate payer. A/P transactions are automatically transferred to A/P where the amount can be deducted off any amount you owe the supplier for current or outstanding A/P invoices.

Crediting rebate claims

The following describes how to register Credit claims.

Step	Process	File/Table	Process description
1.	Registering Credit Claims (Optional)	Work with SMS rebate claims	If the rebate amount for a claimed rebate is incorrect, (e.g., the rebate payer does not agree with the amount) you can create a Credit claim via the the Credit claim option on the Work with SMS rebate claims, Headers panel. (Note: This can only be done if the rebate has been claimed.)
1 (a)	A/R Credit Claim	If the claim method for the selected rebate transactions = A/R claim method	On the Work with SMS rebate claims, Headers panel, choose the Credit claim option. (Note: You can only credit claim transactions that were assigned to the original claim.) On the Credit claim panel, choose one of the following options: Credit claim if you have to correct the quantities. Full claim if the original rebate amount is OK and you want to do a full credit claim. On the Confirmation panel that prompts, enter the applicable credit order type (i.e. order type must be defined as a Credit note, Claim order set to YES, and Update stock on hand set to NO. This will create a credit claim order in the Work with sales order routine. Invoice the credit amount (the Invoice option on the Work with SMS rebate claims, Headers panel) and send to the rebate payer. The credit claim transactions are transferred to A/R via Print invoice journal or Transfer logistic accounting transactions.
1 (b)	A/P Credit Claim	If the claim method for the selected rebate transactions = A/P claim method	On the Work with SMS rebate claims, Headers panel, select the Credit claim option. (Note: You can only credit claim transactions that were assigned to the original claim.) On the Credit claim panel, choose one of the following options: Credit claim if you have to correct the quantities. Full claim if the original rebate amount is OK and you want to do a full credit claim. On the Confirmation panel, change the summary level if necessary and confirm the credit claim. A list is automatically printed displaying the credited rebate transactions. You can, optionally, send this to the rebate payer. A/P transactions are automatically transferred to A/P.

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