"Rebate Entries" are available from both the search bar in Business Central and from the Rebate cards from the ribbon. If accessing the "Rebate Entries" from the Search function, this will open ALL of the rebates entries, either Sales or Purchase, that have been generated. If accessing from the Rebate card, only the entries for that rebate will be initially visible. Removing the filter off the page will display the additional rebate entries.
"Rebate Entries" are only generated when a rebate is 'Active', when a document is posted for the specified "Allocations" on that rebate and where it is within the Start and End date specified on the rebate card.
It is a useful page to view and access data quickly. Standard Business Central filtering rules can be used in this table so it can be tailored more specifically for you as needed. It not only contains the posted data in terms of invoices it relates to, but it also shows you a status as to what entries have been accrued and what the issued document reference is if created or posted already (the document output).
There are many useful bits of data within this table with some detailed below.
The Rebate No. header shows the Rebate No from the Rebate Card. Document Type will display the Document that was posted against the rebate i.e. "invoice/sales credit memo" etc. The Document No. of the posted Document Type will display in this header, ideal for tracing back the original document. Within this, the Document Line No. is displayed which is useful when your Rebate consists of more than 1 Line.
The Type is also displayed which is pulled from what you have in the Lines FastTab on the Rebate card, i.e. 'Item Category', 'Items', 'Item Vendor' or 'All Items'.
Both the No. and Item No. fields are displayed on this table to differentiate between the No. used on the Lines FastTab (for 'Item Category' or 'Item Vendor') whereas the Item No. is the physical Item that has been posted on the sales/purchase document so in some instances, where Line Type = 'Item', both the No. and Item No. fields will have the same data.
Also in this table are Quantity and Quantity (Base) values per entry. The Quantity is based on the full Qty amount per line on the posted document and the Quantity (Base) amount will differ where you have invoiced out using a different Unit of Measure. These values will also be the values calculating the Total Quantity on the Rebate Summary or Total Quantity (Base) when using 'Value' in Value Type and 'Qty Base (UoM)' as the Value Calculation on the Rebate card.
Both the Customer/Vendor No. and Bill-To/Pay-to Vendor No. are available to view allowing for easier tracking of postings. Note that where using 'Buying Groups' in your "Allocations", if the Use as Bill-To/Pay-to on documents field is 'Yes' on the "Buying Groups" screen, the Customer/Vendor No and Bill-To/Pay to No on the rebate entry will display the details for the Buying Group only, not the Customer or Vendor who generated the Rebate entry.
The Posting Date shows the date that the Document (invoice/credit memo) was posted and the Amount and Amount Including VAT are also pulled from these posted documents, flowing through to the Rebate Summary page to provide a real time view of the rebate value to date.
The Accrual Calculated tickbox gets marked as 'true' if a General Journal entry has been posted against that rebate entry. This means any that are not ticked still require the Accrual Journal to be posted. Note, unless you have Automatic Posting switched on for Accruals in "Rebate Setup", the journal entry is not posted so this needs to be actioned manually. The Accrual Calculated Date will be populated with the date the Journal was posted (not the Posting date of the Journal entry but "Todays" date). This will populate the Accrual Amount field with the calculated Accrual Amount for the rebate as per the Currency Code used on the Rebate Card. So if the Currency Code on the Rebate is 'EUR', the Accrual Amount is the amount in 'EUR'. When you post the Accrual Journal, the journal will populate in the Currency used but you'll see the Amount (LCY) which will be posted to the G/L's. Note, any changes made to the Accrual Journal will not be updated in the "Rebate Entries" table so bear this in mind when keeping on top of your "Chart of Accounts".
Using Page Inspection (Ctrl, Alt + F1) and searching for the Table Field 'Currency Factor' will show you the Currency Factor per entry. This may be different dependant on how regularly the exchange rates are updated in the "Currencies" table but each entry will reflect the Currency Factor that the Source Document was posted at. Your Accruals (and reversals) will be at these same Currency Factors to ensure the G/L's are balanced to zero at the end of the process.
In the same way, the Issued tickbox will get marked as 'true' when the Document Output gets created. At the same time, the Issued Date will display the date the output document was created, the Issued Doc Type will display whether this was a "Sales Credit Memo", "Purchase Invoice" or 'Purchase Credit memo" and the Issued Doc No will show the document number (the original document number, not it’s posted number). From the "Rebate Entries" page, clicking into 'Related' in the ribbon gives you the option to Show Issued Document which will either open the document created via the Document Output, dependant on its status. Also from the ribbon, you can access Show Record which will open up the Document that created the rebate entry. Note here, that if the Document Output was created and the Issued box was ticked as 'Yes', if the document (Sales Credit Memo as an example) was deleted prior to it being posted, the document output fields in "Rebate Entries" would default to being blank, thus showing the User that there is no open or posted Document Output for this rebate card. The Document Output process can be re-ran to populate them again.
The Invoice Paid tickbox, applicable only on "Sales Rebate Entries", will show as 'yes' when the Document has been paid and is applied to that Document No. The purpose of this field is to work alongside the Only Issue Document for Paid Invoices toggle on the "Rebate Setup" page so that when this is 'true', when running the Document Output for Sales Rebates, only rebate entries that have Invoice Paid ticked as 'Yes' will be included on the Output Document. This is to ensure that you are not providing rebate to a Customer for invoices they have not yet paid.
Finally, the Reversed tickbox in "Rebate Entries" is in relation to the final reversal process, as when the Document Output is ran and posted, reversal accrual entries are posted to the General Ledger. Where there is no Auto-posting switched on and the Document Output is Posted, a General Journal entry is created for the accrual values, to be posted against the original G/L accounts that are in "Rebate Setup". There is, however, the possibility that the Journal could be created but accidentally deleted. Whilst this means no reversal entries can be posted (which is correct), it does mean that simply looking at the "Rebate Entries" would not show that the final reversal posting hadn't been completed. Hence when the reversal posting in the General Journal is posted, this Reversed box will show as 'Yes' to confirm that the full process of Accruals, Document output and the final reversals into the G/L's have all been done.
Rebate Entries from a Posted Document
When a document is posted, via the Find Entries button in the ribbon, you are able to see the Rebate Entries that relate to the document. As per standard functionality, you can drilldown into this flowfield to see the entries in more detail.
Re-opening Rebate Entries
When Creating the Accrual Journal from a Rebate card, the "General Journal" will be populated with the accrual entry (and posted if Auto-Post switched on in the "Rebate Setup"). Where automatic posting is off, a user is required to manually post the Journal line. Because the Accrual Calculated on the "Rebate Entries" gets ticked on posting of the journal, as well as populating the Accrual Amount and Accrual Calculated Date, if a User deletes the Journal line, there is no consequence here as the "Rebate Entries" will not show as Accrued and nothing is posted to the General Ledger Entries. The Accrual process can simply be re-ran.
Should a User notice that the Accrual has been posted inaccurately, there is the option to Re-open Rebate Entries which will create another General Journal to reverse the original Accrual postings in the G/L's. Posting this journal will un-tick the Accrual calculated box against the entries as well as return the Accrual Amount and Accrual Calculated Date back to being blank. Your General Ledger Entries will therefore show the accrual postings as well as the reversed ones.
When clicking into Re-open Rebate Entries, a request page will pop up to enter the Start Date, End Date and confirm the Rebate No (which will auto-populate with the rebate you have accessed this from but can be overwritten). Enter the Start and End dates you want to re-open the rebate entries for. If left blank, nothing will happen so these fields are mandatory.