Vendor rebates
Open Purchasing → Rebates in Thermal →
What it's for
Open /purchasing/rebates to define vendor rebates and track each earned
amount through the vendor claim. Reach it from the Vendor rebates tab on
Purchasing.
Qualifying purchase order receipts accrue the rebate when posted, including partial deliveries and receipts posted from the field. Creating a term does not backfill older receipts. These steps track the vendor claim; they do not create customer invoices or post accounting entries.
Tabs
This screen has no tabs. It shows two lists: Rebate terms and Earned rebates.
Panels and controls
- Rebate terms lists each term with its vendor, branch, rate, period, eligible items, cap and state. New rebate opens the term form. Disable stops new earnings while preserving existing amounts and claims.
- Earned rebates links each earned amount to its purchase order. Fractional cents are allocated across the receipt lines so the total balances, and the term cap limits further accruals.
- To claim, enter the vendor claim reference and select Mark claimed. After the vendor settles, enter the credit or payment reference and select Mark received. A received rebate must first be claimed. The history records each step, its time, reference and staff member.
No rebate terms and No earned rebates are the empty states.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Name | Text, up to 120 characters | Yes | |
| Branch | One of your branches | Yes | The cap covers the entire term in this branch |
| Vendor | One of your vendors | Yes | |
| Rebate type | Percent or per received purchase unit | Yes | A case received as one purchase unit counts once |
| Rate | Whole number | Yes | Percent rates are basis points: 100 means 1%, 500 means 5%. Per-unit rates are cents |
| Starts on / Ends on | Dates | Yes | Both dates are inclusive, using the receipt's UTC date |
| Item | One inventory item | No | Choose an item or a category, not both |
| Category | Exact inventory category name | No | Choose an item or a category, not both |
| Cap | Cents | No | Amounts use USD |
| Claim or settlement reference | Text, up to 200 characters | Yes, to change the claim state |
A term's definition cannot be edited after it is saved. To change a definition, disable it and create a replacement.
How to configure it
Nothing in Settings changes how this screen behaves.
Who can see it
This screen sits behind the Purchasing area and also needs permission to view costs.
Owners and office managers can open it. Dispatchers and technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
Field staff can post qualifying receipts without seeing office terms or claim amounts. The full role matrix is on Roles & permissions.