Retrospective Creation of Rebate Arrangements (SAP Library

Retrospective Creation of Rebate Arrangements

Use

In the normal course of the process chain, arrangements are created before the documents relevant to business volume. During price determination for a document item, the system determines the condition records and includes these in the document conditions. On the basis of the settings in the document conditions, the relevant cumulative business volumes are then updated in the information structures of the LIS.

In some cases, however, it is not possible to create the rebate arrangement in good time. This may be due to one of the following reasons:

Annual negotiations with the vendor do not take place until April. However, the agreed conditions requiring subsequent (end-of-period) settlement apply retrospectively (i.e. from the start of the year).

The programs for Subsequent Settlement are activated during current business operations.

In both cases, documents already exist in the system, and a rebate arrangement whose condition records are not included in the document conditions will thus be entered subsequent to the creation of these documents.(If the rebate arrangement had been created at the right time, the arrangement conditions would have been included in the purchasing document conditions.)

You can ascertain whether a rebate arrangement was created retrospectively by looking at its creation date (see Rebate arrangement maintenance. ® Extras ® Status information). For condition records - especially for period-specific condition records - there is a corresponding indicator in the detailed view, which you can also change if necessary.

A rebate arrangement is regarded as having been created retrospectively if its validity period begins prior to or on the same day as its creation. If this is the case, relevant documents may already exist in the system.

Likewise, a condition record is regarded as having been created retrospectively if its validity period begins prior to or on the same day as its creation. Only a retrospectively created rebate arrangement can contain retrospectively created condition records.

Example

Rebate arrangement 1 Valid from 01.01. – 31.12.,
Entered on 03.01, 10:00
Monthly period-specific conditions (periodic partial settlement)
Business volume. updating as per invoice receipt

Purchase order 4500000010, entered on 10.02.
Invoice no. 5000000100, document date 10.03.
Invoice no. 5000000140, document date 02.04.

Purchase order 4500000020, entered on 01.03., 09:00
Invoice no. 5000000120,

Purchase order 4500000030, entered on 03.06.
Invoice no. 5000000130

In the above example, rebate arrangement no.1 was created at 10:00 on 03.01. Since its validity period start date is 01.01, it is a retrospectively-entered arrangement. The Retrospective entry indicator is set for the period-specific condition records for the months of January, February, and March.

The cumulative business volume update for purchasing document no. 4500000030 is carried out in the normal way (in this case, following invoice receipt). This is not possible for documents 4500000010 and 4500000020, because their document conditions do not include a condition record for rebate arrangement no. 1. The business volume update process cannot therefore be triggered in these cases.

Activities

Business volumes are updated in the normal way if they were entered after the arrangement was created. However, retrospective determination and updating of the relevant business volumes is necessary for those documents that were entered prior to the creation of the rebate arrangement.

For information on how to determine the missing vendor business volumes for retrospective rebate arrangements and condition records, please see Business Volume Updating in Subsequent Settlement.