Interaction of Rebate Agreements with SAP R/3 

Use

When you use rebate agreements in Trade Promotions, all relevant data from the Marketing Planner is transferred to the SAP R/3 system for subsequent processing. SAP R/3tracks all receipts (invoices, credit and debit memos) relevant for rebate processing and automatically posts accruals so that accounting in FI-CO has an overview of the cumulative value of the rebate agreements.

Prerequisites

In order for rebate agreements to interact between SAP CRM and SAP R/3, you must make the appropriate Customizing settings to acquaint the two systems with each other.

For more information, see Customizing for Rebate Agreements.

Features

First Transfer from SAP CRM to SAP R/3

If you save the trade promotion after generating the conditions, the system transfers the conditions and rebate agreements from SAP CRM to SAP R/3. At this point, you can only post manual accruals and manual payments for the rebate agreement in SAP R/3.

Settlement of Rebate Agreements in SAP R/3

You cannot settle rebate agreements directly in SAP CRM. There are two ways of carrying out settlements in SAP R/3:

·        On the Basic Data tab in the SAP CRM Marketing Planner, set the status of the trade promotion to Completed.

When saving the trade promotion, the system automatically sets the status of the rebate agreement to To Be Settled in R/3.

For more information, see Status Management.

·        On the tab page Trade Spends/Volumes in the Marketing Planner in SAP CRM, choose Release to Settlement.

In doing so you can manually trigger the settlement of individual rebate agreements in SAP R/3.

As soon as rebate agreements are released for settlement in SAP R/3, you can no longer change rebate agreements and rebate conditions in SAP CRM. You can however partly or fully settle the rebate agreement in SAP R/3. If you change the status of the rebate agreement in SAP R/3, the system transfers the rebate agreement back to SAP CRM.

If you want to change a rebate agreement or a rebate condition at this point, you must firstly reset the status of all rebate agreements for the trade promotion. The rebate agreement can therefore no longer be settled in SAP R/3. You can however make changes again in SAP CRM.

Rebate Agreement Status

You can process or settle the rebate agreement depending on the status of the rebate agreement in SAP CRM and in SAP R/3.

You can control the status using the Agreement Type and the fieldMinimum Value of the Rebate Agreement for Final Settlement (SAP R/3: T6B1-BOSTA_MIN, SAP CRM: /BON/AG_STATUS_MIN_SETTLE). To do this maintain the necessary settings in Customizing for SAP R/3 under Sales and Distribution ® Billing ® Rebate Processing ® Rebate Agreements ® Define Agreement Types.

The following options are available to you:

·        If the agreement status is less than the minimum status, you can process the rebate agreement in SAP CRM but not in SAP R/3. (Exceptions: Manual payment and manual accrual).

The system transfers all changes to rebate agreements and conditions after the trade promotion has been saved from SAP CRM to SAP R/3. The following fields can no longer be changed after conditions and rebate agreements have been generated:

¡        Campaign Type, if this entails a change to the condition generation type.

¡        Sales area

¡        Products, as long as the trade promotion is set to Released.

·        If the agreement status is greater or equal to the minimum status, you cannot process the rebate agreement in SAP CRM.

In SAP R/3, manual payments, manual accruals and final settlements are possible. If the rebate agreement can no longer be processed in SAP CRM, you cannot delete the trade promotion and can no longer change the following:

¡        Fields on the tab page Trade Spends/Volumes

¡        Campaign type

¡        Rebate agreement periods

¡        The rebate agreement’s products

¡        Trade spends (here you are allowed to make additions)

¡        Rebate conditions

Retroactive Processing of Rebate Agreements and Conditions

If the system updates billings in rebate processing, a new price determination is run but not a new campaign determination. This has the following effects:

·        It is possible to create or change rebate conditions within existing trade promotions (for example period or amount).

The changes are then incorporated during a subsequent update run.

·        However, it is not possible to reverse a retroactively created or backdated trade promotion.

Consequently, you cannot apply a sales-dependent rebate at a later point.

Deleting a Rebate Agreement

If you delete already existing rebate agreements, it may be that manual payments have already been made in SAP R/3. For these cases, define how the system should proceed with these payments:

·        If you do not want to cancel manual payments for the final settlement in SAP R/3, mark the condition records as deleted.

·        If you want to cancel manual payments for the final settlement in SAP R/3, set the condition amount to 0.

In doing so note that in SAP R/3 there is no differentiator showing whether this rebate agreement is a deleted agreement, or an agreement that has been manually set to 0.

Archiving a Trade Promotion

You can only archive a trade promotion if all rebate agreements have the status Finally Settled in R/3.