Vendor Rebate Tracking for QuickBooks Enterprise
Every rebate program you’re in, from the buying group to the window manufacturer, tracked against the receipts in QuickBooks. What’s earned, what tier is within reach, what to claim this quarter, with the claim prepared for a person to file.
Accounts payableUpdated Oct 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
What’s earned, what’s at risk, what’s due to be claimed, from receipts in QuickBooks.
The problem, as it happens in QuickBooks.
Rebate programs live in a binder and a spreadsheet the buyer keeps: the buying group’s year-end, the growth tier from the roofing vendor, co-op funds that expire in December. Purchases live in QuickBooks’s receipts. Nobody puts the two together until the program year is over, and by then the tier was missed by one truckload.
The claims that need filing get filed late or not at all. Co-op funds go unspent. The vendor’s rebate check arrives and nobody checks it against what was earned. The money is real; it just doesn’t have an owner.
How it works.
- 1
Programs are written down once
Each program as a plain spec: vendor or buying group, the products or categories it covers, the tiers, the dates, how it pays. The buyer edits it in plain English, with history.
- 2
Receipts are read against them
Every receipt in QuickBooks is read nightly and counted toward the programs its vendor and items belong to, at the cost QuickBooks has. The pace against each tier is computed from what’s in, never guessed.
- 3
The page says what’s earned and what’s at risk
Per program: earned to date, the next tier and what it would take to reach it by the deadline, co-op funds unspent. The buyer and the controller see the same page.
- 4
The claim is prepared, a person files it
When a program pays on claim, the claim is laid out the way the vendor asks, with the receipts behind it. Purchasing checks it and files it. The rebate check, when it comes, is checked against what was earned.
How it connects to QuickBooks.
Lunica reads QuickBooks’s receipts, purchase orders, vendor file and the item list through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. Receipts are counted toward each program by vendor, item or category, at received cost, net of returns to vendor. The program specs themselves live on the Lunica server, edited by the buyer.
Nothing is written to QuickBooks and nothing is filed on its own. The claim is prepared for a person in purchasing to file with the vendor or the buying group. When the rebate arrives, it is checked against what was earned, and the credit is keyed by your team in QuickBooks from what Lunica prepared.
What a week looks like.
- Every program has a pace against its next tier, from real receipts.
- A tier within reach is known in time to reach it.
- Co-op funds show their balance and their expiry.
- Rebate checks are checked against what was earned, not just deposited.
Questions
Does it post anything to QuickBooks?
No. It reads receipts. A rebate credit, when it arrives, is keyed by your team in QuickBooks from the reconciliation Lunica prepared.
How does it know which items count?
From the program spec: by vendor, by category from the item list, or by a list of item codes. Where a program counts only certain lines, the spec says so.
Can it file the claim?
No. It prepares the claim with the receipts behind it. A person in purchasing files it.
What about the buying group’s central billing?
Receipts are counted the same way whether the invoice came from the vendor or through the buying group. The program spec says which program they count toward.
What about returns to vendor?
Netted out at the cost QuickBooks shows, so the pace against a tier isn’t overstated.
Who edits the programs?
Your buyer, in plain English, with history and revert. A new program is a paragraph, not a project.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Vendor Rebate Tracking is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
Thirty minutes. We walk the workflow on QuickBooks data, then map it to yours.