Ship and Debit Maintenance

Menu Path: Customer Service $Images\bluerarw.gif$ Suppliers $Images\bluerarw.gif$ Pricing $Images\bluerarw.gif$ Ship and Debit Maintenance

Purpose

Define criteria for supplier rebates.

Overview

Use Ship and Debit Maintenance to define when suppliers will pay rebates based on selling specified products to specified customers for a specified price or quantity (also known as ship and debit functionality). For more information, see Ship and Debit FAQ.

Example You normally buy product ABC from supplier XYZ for $10.00 each and re-sell it for $15.00 each. You sell this product to Wal-Mart who negotiated to only pay you $12.00 each, so supplier XYZ agrees to rebate you $3.00 each time you sell product ABC to Wal-Mart for $12.00 each.

$Images\warning.gif$ The rebate calculation is made based on invoices, not orders. So, if an order line is not fully shipped and invoiced at the same time, the rebate amount could potentially be wrong based on the number of rebate levels set up.

You can use Ship and Debit Inquiry to display ship and debit records.

A ship and debit record is based on a supplier/product combination. From there, you can assign the record to a specific ship-to location or use the default for all ship-to locations. You can also allocate the rebate to all customers or a specific customer, as well as customer divisions and the states of the customer’s ship-to location. All of these features allow you to define a global customer base rebate ship and debit record, or one tailored only to specific customers.

Use the top of the window to select the supplier and product, and then use the top section in the Main tab to specify criteria, then use the bottom section of the Main tab to enter or update information for that record. You must first select from the top section before you can enter information in the Main tab.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Ship and Debit Maintenance window.
New	Click this button to create a new ship and debit record.
Update	Click this button to edit the selected ship and debit record.
Delete	Click this button to delete the selected ship and debit record.
Update Supplier	Click this button to change the supplier for a selected ship and debit record. When you change the supplier, it does not affect previously created invoices. The new supplier is only used for invoices that are created after the change is completed. After you click this button, enter a new supplier, and click the OK button in the ribbon to save the change.
OK	Click this button to accept an action. This button is only available after you click the New, Update, Delete, or Update Supplier button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, Delete, or Update Supplier button in the ribbon.
First	Click this button to display the first ship and debit record.
Prev	Click this button to display the previous ship and debit record.
Next	Click this button to display the next ship and debit record.
Last	Click this button to display the last ship and debit record.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected ship and debit record. The icon for this button includes a check mark if notes exist for the selected ship and debit record.

Fields and Buttons

Field or Button	Description
Supplier Code	Enter a supplier code, or click the Lookup button to select a supplier code.
Supplier Name	Enter a supplier name, or click the Lookup button to select a supplier name.
Product Code	Enter a product code, or click the Lookup button to select a product code.
Element	Click this button to display Product Prompting, which allows you to select a product by product element values.
Product Name	Enter a product name, or click the Lookup button to select a product name.
Navigate by	Select whether to navigate by supplier or product.

Main Tab Fields and Buttons

Field or Button	Description
All (Shipping Locations)	Select this check box to define a ship and debit record for all shipping locations. This check box is selected by default.
Shipping Location Prefix	Enter a shipping location prefix for the ship and debit record, or click the Lookup button to select a shipping location prefix. This field is only enabled if you clear the All check box. For more information on shipping locations, see Sales Location / Shipping Location.
Shipping Location Name	Enter a shipping location name for the ship and debit record, or click the Lookup button to select a shipping location name. This field is only enabled if you clear the All check box. For more information on shipping locations, see Sales Location / Shipping Location.
All (Customers)	Select this check box to define a ship and debit record for all customers. This check box is selected by default.
Customer Code	Enter a customer code for the ship and debit record, or click the Lookup button to select a customer code. This field is only enabled if you clear the All check box.
Customer Name	Enter a customer name for the ship and debit record, or click the Lookup button to select a customer name. This field is only enabled if you clear the All check box.
All (Customer States)	Select this check box to define a ship and debit record for all customer states. This check box is selected by default.
Customer State	Enter a customer ship-to state code for the ship and debit record, or click the Lookup button to select a customer ship-to state code. This field is only enabled if you clear the All check box.
Country Code	This field displays the country code for the state code entered in the Customer State field.
All (Customer Divisions)	Select this check box to define a ship and debit record for all customer divisions. This check box is selected by default.
Customer Division	Enter a customer division for the ship and debit record, or click the Lookup button to select a customer division. This field is only enabled if you clear the All check box.
Start Date	Enter the first date in a range of dates for the ship and debit record, or click the drop-down arrow to select a date. Note Ship and debit record date ranges cannot overlap.
End Date	Enter the last date in a range of dates for the ship and debit record, or click the drop-down arrow to select a date. Note Ship and debit record date ranges cannot overlap.
Ship and Debit Type	Select one of the following methods for calculating the rebate. Units - Fixed Rebate - Calculate the rebate based on quantity breaks Price - Fixed Rebate - Calculate the rebate based on a specific price Units - Fixed Cost - Calculate the cost based on quantity breaks This defaults based on the selected type in the Default Ship and Debit Type field on the Main tab in Supplier Maintenance.
U/M	This field displays the base unit of measure for the selected product. For more information on units of measure, see Unit of Measure Fields FAQ.
Level 1-10	If you select the Units - Fixed Rebate radio button in the Ship and Debit Type radio set, enter up to ten levels of unit cost rebate (not unit cost) related to each quantity break. Example Supplier ABC allows rebates to Customer DEF for product 456 based on quantity sold. A $1.00 rebate is used when 50 each are sold (level 1), a $2.00 rebate is used when 100 each are sold (level 2) and a $3.00 rebate is used when 200 each are sold (level 3). An order is placed by Customer DEF for 75 each, so the resulting rebate is $75 (75 each times $1.00 each rebate). If you select the Price - Fixed Rebate radio button in the Ship and Debit Type radio set, enter up to ten levels of unit cost rebate (not unit cost) related to each price level. Example Supplier ABC allows rebates to Customer DEF for product 456 based on price sold. A $1.00 rebate is used when the price is $50 (level 1), a $2.00 rebate is used when the price is $100 (level 2) and a $3.00 rebate is used when the price is $200 (level 3). An order is placed by Customer DEF for 100 each at $50/each, so the resulting rebate is $100 (100 each times $1.00 each rebate). If you select the Units - Fixed Cost radio button in the Ship and Debit Type radio set, enter up to ten levels of unit cost (the cost you negotiated with the supplier) related to each quantity break. Example Supplier ABC allows rebates to Customer XYZ for product 123 based on quantity sold. A $3.00 unit cost is used when 50 each are sold (level 1), a $2.00 unit cost is used when 100 each are sold (level 2) and a $1.00 unit cost is used when 200 each are sold (level 3). An order is placed by Customer XYZ for 75 each, so the resulting cost is $225 (75 each times $3.00 unit cost).
On	If you select the Units - Fixed Rebate or Units - Fixed Cost radio button in the Ship and Debit Type radio set, enter up to ten quantity breaks. Note Unit quantity breaks must be entered in ascending quantity sequence. If you select the Price - Fixed Rebate radio button in the Ship and Debit Type radio set, enter up to ten price breaks. Note Price breaks must be entered in ascending price sequence, and a rebate is only generated when the price on an order matches exactly to one of the entered prices.
S&D Account	Enter a general ledger account related to ship and debit charges for this record, or click the Lookup button to select a general ledger account. You can also use the G/L Elements button to enter the account. Note Use a separate general ledger account for every supplier that offers rebates.
G/L Elements (Ship and Debit Account)	Click this button to display G/L Prompting, which allows you to enter a general ledger account by element.
Variance Account	Enter a general ledger account related to ship and debit charge variances for this record, or click the Lookup button to select a general ledger account. You can also use the G/L Elements button to enter the account. Note This account is only used if you have selected standard cost as the cost basis. For more information, see Ship and Debit FAQ.
G/L Elements (Variance Account)	Click this button to display G/L Prompting, which allows you to enter a general ledger account by element.
Authorization	Enter the name of the person authorizing this supplier rebate program.