Rebates functionality in Coins ERP+ VAP allows Coins ERP+ users to set up, claim and invoice rebates for elements of completed plots on a development. These rebate amounts are then either posted to the contract or to a General Ledger account (depending on how the Rebates process has been set up on your Coins ERP+ system).

Rebates for particular items of work can be created centrally within Coins ERP+ and then applied to developments. Rates for particular house types and plots can be set up.

Rebates will be available for claim when a plot reaches a defined Construction Stage. (defined in VAP parameter REBSTAGE). This allows rebates to be claimed when the product has been installed. If this parameter is left blank then rebates will be claimed when a plot has legally completed.

The process for claiming rebates can be used to automatically create either an invoice in Coins ERP+’ Sales Ledger, or in Contract Sales.

Set Up Rebates Types

Rebate Types must be initially set up so that they can be available to developments for calculating claims.

When a Rebate type is set up, a default rate can be entered that will appear on all plots (or it can be left blank to remind the end user that the rebates for a particular plot must be entered).

Enter the date range for which the rebate agreement is valid.

Choose Sales Ledger or Contract Sales for your method of invoicing. Note that if Contract Sales is used, the contract for your development must have a sales series created. If using Contract Sales, all projects would have a series created for this purpose. If using Sales Ledger, no series is required.

Select the supplier from which the rebate will be claimed. Note that in order to invoice the supplier, they must also be marked in the Coins ERP+ Company Information System as both a supplier and a client, plus be set up with a client account in the Sales Ledger.

Select the appropriate Sales VAT code/rate.

Rebate Type

The rebate type method determines how the rebate amounts will be calculated and triggered as being ready for claim.

The types are:

Fixed Amount - The rebate is a fixed set amount per plot based on the rebate value entered on the agreement. Note the rebate can manually be overridden by plot.
House Type - The default rebate amount can be setup at standard house type level. At development level this can then be overridden for each house type used on a site. If no house type specific rebate amount is setup then the default rebate amount on the agreement will be used. Note the rebate can manually be overridden by plot.
Product Usage - The rebate amount is specific to the product installed. A list of products and their rebate amount can be set up against the rebate agreement. The product used can then be specified for each standard house type. At development level the product can then be overridden for each house type used on a site. Note the product used can also be manually overridden by plot.
Turnover - The rebate amount is related to the spend with the supplier/manufacturer. The rebate amount is calculated based on a scale charge. The calculation bands can be set up for each rebate agreement.

The tickboxes:

Are used for turnover rebates, whether the rebate applies to the increment only.

= The rebate is calculated based on the turnover amount that falls within each band.
So for example if you set up bands with maximum values as follows:

Scale Point	Maximum Value	Percent
1	50,000	0.0
2	100,000	1.0
3	150,000	1.5

an amount of £125,000 would incur a charge of 0.0% on the first £50,000, then 1.0% on the next £50,000, and 1.5% on the remaining £25,000.

= The rebate is calculated based on the whole value, depending on which band it falls into.

So for example, using the bands above, £125,000 would incur a charge of 1.5% of the whole £125,000.

For turnover rebates, whether to use a percentage when defining the scale bands.

= Use percentages. For example, 1.0% for amounts under £100,000.

= Use point charges. For example, £500 for amounts under £100,000.

Entering Rebates on a Development

Add rebates from the standard list of rebates, to the development:

Click into the rebate to see the plots, how the rebate is applied and to amend any values.

The Rebates Matrix Tab shows the Plots / Rebate types and amounts. Values can be edited here too.

Using the Rebate Status view, you can view which rebates are ready to claim and prepare rebates for invoicing.

For any plot/rebate combination, Coins ERP+ displays if the appropriate construction stage has been reached and whether the rebate for that combination has been claimed. Stages that are ready to claim but have not yet been, are highlighted in red.

means that the required stage is Complete, but the rebate is Unclaimed

means that the required stage is incomplete and the rebate is Unclaimed.

means that the stage is complete and the amount has been claimed.

Using the right-click action menu on a cell, you can update the rebate values.

You can use the Quick Update (from the matrix menu) to update the values for several rebates and plots at the same time.

Processing / Claiming Rebates

Within the Claims Workbench claims can be created, edited and processed.

The rebate process can be run in ‘Report Mode’ to show what will be claimed if the process is run.

Note that this can be run by development, location etc, or across the whole Coins ERP+ Company. Note that the default for Processing is that it is run in Report mode. The user should run this and be clear as to what is being claimed (development/rebate type etc) before running in an active mode.

Running in Report Mode will produce a report of what is to be claimed. Check the report and make any amendments to rebate values before you process with the Report Mode unticked.

The report generated will show which plots/rebates and values are being claimed.

For the selected rebates, then create Rebate Claim Documents to send to the supplier / manufacturer. This is basically to say what you will be claiming for.