Retrospective Changes
Changes to an active agreement with status 20-'Active' may be required for a variety of reasons. For example, the confirmed supplier 'Agreement reference number' on an unconfirmed agreement may need to be updated on the agreement header prior to the agreement being released for claim. The settlement of a dispute could also result in changed agreement terms.
Change of agreements
This table shows the changes that can be made to an existing supplier rebate on sales agreement and the limitations for those changes:
| Type of change | Impact and limitations |
|---|---|
| Changing agreement values | Customer details such as delivery address can be changed regardless of the status of the agreement. |
| Changing supplier information | The supplier and the supplier agreement reference number can be changed on an active agreement. This enables a new supplier to take over an ongoing agreement. It also enables sales against an unconfirmed agreement, where the supplier agreement reference number is not yet known. |
| Changing agreement currency | The agreement currency cannot be changed after agreement lines are created. |
| Changing validity dates | After agreement lines are created, the validity period on the agreement header cannot be changed outside the validity period of the agreement lines. |
| Changing rebate rates or rebate calculation method | The rebate rates including the calculation methods can be changed regardless of the status of the agreement. |
| Deleting and adding an agreement line | An agreement line can be deleted or added regardless of the status of the agreement. |
New order lines
For new entry of order lines, all types of agreement changes take effect.
Not invoiced order lines
For order lines that has not been invoiced, changes to the agreement rates are always respected at time of customer invoice. A supplier rebate process involving many changes to the agreement rates must therefore regard the rebate amount and sales margin at time of order line entry as preliminary until invoiced. Note that the agreement itself is only retrieved at time of customer invoice if the rebate check date setting selected in 'Settings - Customer Order Entry' (CRS720) is one of alternatives 3 to 6 or if the customer prices are configured to be defined at time of customer invoice.
Invoiced order lines
For invoiced order lines, the agreement changes can be selected to take an effect on the existing supplier rebate invoice transactions in (PPS127). The order line itself is not updated with the new agreement changes since it must remain with the rebate rates and sales margin valid at time of customer invoice.
Update supplier rebate claim transactions
The supplier rebate invoice transactions for a given agreement are updated either using related option 20='Update claim lines and release for claim' or related option 21=’Update claim lines’ in 'Supplier Rebate on Sales. Open Agreement' (OIS860). The claim transactions are updated with a revised rebate amount since the initial rebate amount must be kept intact for accounting purposes. Upon creating the claim request or invoice against the supplier, the revised rebate amount is used as the expected rebate amount to be claimed. Once the claim request or invoice is settled, the initial rebate amount is used and accounted for as a pending claim at the time of invoicing, and off-set using 'Supplier Batch Invoice. Open' (APS450).
This table lists the resulting updates to different supplier rebate invoice transactions in (PPS127) when using related option 20='Update claim lines and release for claim' or 21=’Update claim lines’ in (OIS860):
| Type of change in agreement | Affected supplier rebate invoice transaction field | Result of change |
|---|---|---|
| Change of supplier information | Supplier | Updated with the new supplier. |
| Agreement reference number | Updated with the new supplier agreement reference number. | |
| Changes resulting in the existing supplier rebate invoice transaction being disqualified for any rebate within the agreement. | Supplier | No change, to indicate the origin of the claim transaction. |
| Agreement reference number | No change, to indicate the origin of the claim transaction. | |
| Revised rebate indicator | Set to 1 to indicate that the rebate amount has been adjusted to zero. | |
| Status | Set to status 80-'Canceled'. This status prevents the claim from being included in any supplier claim request or invoice. To offset the pending claim amount, manual accounting must be performed. Once the accounting is complete, the transaction should be manually set to status 90-'Closed'. | |
| Change of rebate rates or rebate calculation method resulting in a reduced or increased rebate amount | Revised supplier rebate amount | Updated with the adjusted rebate amount in the agreement currency. |
| Revised sup rebate amt - local currency | Updated with the adjusted rebate amount in the local currency. | |
| Revised rebate indicator | Set to 1 to indicate that the rebate amount has been adjusted. | |
| Creating a new agreement line with higher priority than an existing agreement line for the supplier rebate invoice transaction. | Revised supplier rebate amount | Updated with the adjusted rebate amount in the agreement currency. |
| Revised sup rebate amt - local currency | Updated with the adjusted rebate amount in the local currency | |
| Revised rebate indicator | Set to 1 to indicate that the rebate amount has been adjusted. |
Limitations
- Supplier rebate invoice transactions that have already been settled are not affected by retrospective agreement changes.
- For multiple retrospective changes to an agreement, it’s only the last change that is stored as a revised rebate amount for the supplier rebate invoice transactions.
- Retrospective changes do not update customer order lines or sales statistics.