Special Price and Rebate Tracking - Invoicing

This section describes the logic that is used by the system when updating the invoiced quantity in each rebate or special pricing record.

Order Invoicing

      When a type S sales order is invoiced, the system updates the invoiced quantity in any associated special price or rebate records with the qty from the appropriate invoice lines.

      When a type L sales order is invoiced, the system does not update the invoiced quantity in any associated rebate or special pricing records.  This is does not result in a sale (the goods are still owned by your due to the fact that completing this type of order company and they are tracked in the pending sub-ledger).

Invoicing from Pending

If a pending record is used to create an accounts receivable invoice and the pending record is from a sales order line that makes use of a special price or rebate, the system will update the invoiced quantity in the special price or rebate record when the pending record is invoiced to the customer.

Vendor Ship Invoicing

If a vendor shipment sales order line is invoiced and it is associated with a special pricing or a rebate record, the system updates the invoiced quantity in the associated special price or rebate record.

Processing Credits/Returns

This section describes how the invoiced quantity field in special price or rebate records are handled when an existing invoice is cancelled or credited, or when a return authorization is processed against an invoice line.

      Cancel Invoice:  If an invoice is cancelled using the Cancel Invoice option that is available in the StreamV AR Invoice Lookup program and one or more lines on the invoice are associated with a rebate or special price, the system will automatically decrease the invoiced quantity in the special price record.  The system does not change the ordered quantity in the special record since the original order line is not reopened when you cancel an invoice.

      Credit Invoice The Credit Invoice option (which is also available from the StreamV AR Invoice Lookup program) uses the same logic as the cancel invoice option.   The system will decrease the invoiced quantity in the rebate or special pricing records that are associated with the invoice lines being credited.  The decrease is based on the quantity being credited against each invoice line.  The ordered quantity in the special and or rebate records are not adjusted.  The main difference between the cancel and credit options are that cancel can only be used when an invoice has not been paid or adjusted, and that the credit option allows you to do a partial or a complete credit for the items on the original invoice being credited (it allows you to change the quantities and remove items from the credit instead of reversing the entire invoice).

      RA System - If an RA or Return Authorization is used to return an invoice (i.e. to do a credit using the original invoice), the system will reduce the invoiced quantity in the special price record based on the quantity being credited for each invoice line. When an RA line is created from an invoice the special price info is copied into the credit by the RA system and this information is used to update the qty invoiced field for the rebate or special price record.  Please note that the RA system will only make this adjustment when the RA is created using the original invoice line that contains the special pricing information. 

      Direct Invoicing If a credit is processed using the Direct Invoicing option (by creating a credit memo without a sales order), the system will NOT adjust any special pricing associated with the original invoice being credited.  This is because you are not able to select special pricing records during direct invoicing (direct invoicing uses less complicated logic when finding the target price for a customer quantity and item combination) and the information used to identify any special prices used in the original invoice lines is not available.  This means that credits for invoices with rebates or special prices for which you wish to track usage, should be done using the RA system, the cancel or the credit invoice options.

Status Update Logic

As of 7/06 the StreamII and StreamV Systems no longer automatically set special records inactive (the earlier code would set the records to I status once the ordered quantity equaled or exceeded the maximum quantity in the records). 

This change was made due to the fact that the system blocks ordering more than the maximum quantity defined in each record, and due to the fact that the system may decrease the ordered qty even after the special or rebate record hits max quantity (we may delete an order line or reduce a quantity in an order line after you hit the max quantity).

The system also needs to show the rebate as available when you edit existing lines due to the edit and other logic described in the prior sections.  If the system automatically set the records inactive when they hit max quantity, the rebate would not show as available even on an existing order line that already qualifies for the special price or rebate.

By leaving the record active, the rebate will be used by the special pricing (and the system will perform the appropriate max quantity tests) as long as the quantity and dates and item in the order qualify for the price or rebate.