Claim generation and period management

Upon setting the supplier rebate agreement status to 40 - Active in (PPS475), a record in ‘Sup Rebate Agr Trans per Period. Display’ (PPS483) is automatically generated with the date range and a set number of periods according to the validity dates and settlement frequency. A record in ‘Supplier Rebate Agr Claim Schedule. Open’ (PPS484) is also automatically generated, from which calculation, claim generation, and closure is done. The record in (PPS484) visualizes the agreement period, settlement frequency and accumulated values during the period according to the agreement structure, terms and generated values.

When the record is automatically generated, default values are assigned. The record is of type 20 - Periodic claim invoice settlement and the from and to-periods are retrieved from the agreement terms in (PPS475).

The initial status of the record is 10 – Preliminary indicating that no final calculation, claim generation or closing has taken place. If the record has status 10 – Preliminary, it is not possible to generate a claim. To generate a claim, the related option ‘15 - Supplier rebate agreement calculation’ must be used to ensure a final calculation has been performed, prior to claim generation.

At this stage, you can only use the related option 30 - Close Period. If this option is used for a record in status 10, the corresponding period is closed if no accrual records exist, without ability to re-open the period or re-generate. A warning is issued prior to closing the period.

When option 15 - Supplier rebate agreement calculation is selected, ‘Sup Rebate Agr Calculation. Open’ (PPS477) is started. The Supplier rebate agreement number, as well as the Valid from and Valid to dates are set as default. The Update Option is set to default 10 - Update from Invoice value. When proceeding from (PPS477), the job is submitted and the status of the record in (PPS484) is raised to 30 - Computed Rebate. It is now possible to use related option 20 - Generate claim. The user can check the accumulated values on the agreement level in (PPS475) or the transaction file (PPS478).

When related option 20 - Generate claim is used, a claim invoice is generated in ‘Supplier Invoice Batch. Open’ (APS450) with Invoice batch type value set as 50 = Supplier claim. The status of the record in (PPS484) is raised to 70 - Included in batch invoice for supplier rebate claim value. The status per period range in (PPS483) is updated to 70 - Included in batch invoice for supplier rebate claim. The function utilizes ‘Suppl Inv Proposal. Generate for Claim’ (PPS123) when generating a Supplier Claim.

Ensure that the record in (APS450) is updated to the AP ledger and ensure that all records in the transaction file (PPS478) have the rebate status set as 8 - Updated to APL in (PPS478) before related option 30 - Close period is used in (PPS484). If no update to AP ledger has been done, an error message is displayed in (PPS484) if the user attempts to close the period after the claim invoice has been generated, without updating to the AP ledger.

Once all invoice batch numbers associated with the agreement number are updated to AP ledger in (APS450), the record may be closed and the status in (PPS484) is updated to 90 - Closed. Additionally, the accumulated rebate accruals for the agreement and period is updated to status 8 = Updated in accounts payable in (PPS478).

Status 90 Blocked/Expired is automatically set to the record in (PPS483). If the last period of the agreement is processed at this stage, status 90 - Finished is set to the supplier rebate agreement in (PPS475).