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Recording rebate payments

Rebate payments are managed from the rebate management dashboard row actions, not the calendar. A rebate moves through payment states: due (unpaid) → holding (received, awaiting distribution) → paid (distributed), with an undo to step back.

Requires: the row actions appear only when you can control the rebate — which depends on the site mode, the rebate's payable-to setting, your site ownership, and (for member rebates) the figures being complete for the period. In practice this is a finance/admin task.

Marking a rebate received and distributed

  1. On the dashboard, filter to Due and open a row's action menu.
  2. Mark as received — the rebate moves to holding. You can do this for a single row or for a multi-row selection.
  3. If the amount received matches what was expected, the rebate is recorded and the grid refreshes. If it does not match, the distribution dialog opens automatically (see below).
  4. When ready, Mark as distributed to move a holding rebate to paid. Undo steps a rebate back.

Marking received/distributed writes to the rebate payment records (amount, VAT-inclusive flag, paid date) and re-indexes the rebate so the dashboard, calendar, and deal views reflect it.

Distributing a mismatched group payment

When a received group payment differs from the expected total, the distribution dialog lets you allocate the actual amount across member merchants before it is paid out. Choose an allocation strategy (equalize, pro-rata, VAT, or zero all) or edit each member's amount directly; a running total shows the difference. Confirming writes the allocated amounts to the payment records (as holding) and re-indexes.

Scheduling a payment

The schedule action sets (or clears) a scheduled payment date on a rebate, so it appears under the holding/scheduled views and on the remittance schedule. It supports single and multi-row selection.

Remittance advice

Clicking a scheduled or paid date opens the remittance view: a per-merchant summary (for the group) or a line-level breakdown with VAT (for a single member) of what was or will be paid on that date. It can be downloaded to Excel or printed. It is read-only.

Chasing and noting

  • Chase composes a payment-chasing email to a supplier finance contact, pre-filled from the site's chasing template. It is offered only in merchant mode for member-payable rebates on other sites.

  • Add supplier note opens a finance comment thread attached to the supplier company (so the same notes appear across that supplier's rebates), with @-mentions, attachments, and subscribe-to-replies.

Requesting payment (RFP)

The dashboard also raises requests for payment (RFPs) — create, bulk-send, edit, or delete. An RFP is the invoice-like document that bills a supplier for a rebate; sending it emails the deal's finance contact a PDF. Creating an RFP for a period also locks that period's figures entry. See Requests for payment (RFPs) for the full lifecycle, VAT handling, and the RFP dashboard.

If it fails

  • No payment actions on a row — you cannot control that rebate (see Requires); check site mode, payable-to, and figures completeness.
  • The distribution dialog opened unexpectedly — the received amount didn't match the expected total; allocate and confirm.