Rebate Overview
The SapphireOne Rebate function in the Inventory Manager menu is used for managing rebates within SapphireOne.
A rebate can take many forms. It may be as an incentive for customers of your organisation to reach a particular milestone. As an example, your organisation may give your clients a one million dollar incentive and they will receive a 2% rebate at a particular threshold, such as once they reach one million dollars worth of sales. It maybe also be a rebate on a particular product or service that you remit back to your customer at the end of the month, quarter, half year or end of financial year.
A rebate may work on a financial threshold, or if a customer is part of a particular buying Group and/or Class. Rebates can also be used as Marketing incentives, whereby the Marketing department within the organisation may set a rebate based on a particular product or service, or a particular class or buying group.
This can also apply on the flip side to your Vendors. For example, your organisation can negotiate with a Vendor that if you reach a mutually agreed threshold you will receive a rebate in return.
The sole purpose of establishing rebates within SapphireOne is so you have a single repository where all these criteria can be set up and established. The user has the ability to set terms such as rebate time limits, reminder emails and actions that will automatically stop the rebate at a particular date or time.
Rebate Inquiry Overview
Opening the SapphireOne Rebate Inquiry screen will display the above list of all the users active rebate records with SapphireOne. The Rebates are initially listed in order of entry with the most recently dated at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.
You can adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List Windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu.
Rebates can be applied to individual Clients or Vendors by entering their Client or Vendor ID. Rebates may also be applied to Classes of Clients or Vendors. If a particular Client or Vendor is in the class selected, they may be removed from the class by modifying their Master Record.
The user may add a Promotion by highlighting a Rebate record and selecting the Add Promotion option in the SapphireOne Tools Menu.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry‘ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Details Page
The Promotions Page is for entering inventory items that are to be excluded from a Rebate sales tally whilst the item is on promotion. It is directly linked to the radio buttons on the Details Page.
Click into the data entry field and enter the data as required.
 and  | Use these buttons to Add or Delete a Promotional Line. |
| Inventory ID: | Click into the line to directly enter the Inventory ID. Alternatively enter the wildcard ‘@’ or ‘?’ symbols to select from a list of all Inventory within the Company data file. |
| Name: | SapphireOne will automatically enter the name of the Inventory item. |
| Start: | Enter a Start date for the Promo that the Inventory item is to be excluded from the Rebate Sales tally. |
| Finish: | Enter a Finish date for the Promo that the Inventory item is to be excluded from the Rebate Sales tally. |
Rebate Inquiry Long Term Incentive Page
The Long Term Incentive Page defines the terms for a Long Term Incentive rebate. This Page is very similar to the Rebates Details Page as outlined above.
Incentive Area
- Start and Finish – A Start and a Finish date must be entered for the long term incentive period. A pop-up Calendar is available for selecting date ranges by clicking on the underlined Start and Finish headings.
- Review – A Review date may be entered here and is directly linked to the Email Alarm data entry field.
- Email Alarm – When the Review Date is reached SapphireOne will automatically send an email to the email address as entered into the Email Alarm data entry field.
Tiers Area
Any number of Long Term Incentive tiers may be entered here. Each tier is entered on a line by line basis.
The two Target columns are interlinked and outlined in more detail below. Only one column requires a value entered and the other Target column will be auto-calculated by SapphireOne.
| and Buttons: | Use these buttons to Add or Delete a Promotional Line. |
| Target $: | When the Target % is entered this field will auto-calculate Target $ value. |
| Target %: | When the Target $ is entered this field will auto-calculate the Target % value. |
| Type: | Click in the actual line in the Type column and a drop-down menu will be displayed. This allows the selection of either a $ or % calculation for the rebate. |
| Rebate: | When the Rebate $ is entered this field will auto-calculate the Rebate % value. |
| Achieved: | This checkbox will auto tick when the Year To Date figure reaches the Target $ Amount. |
History Area
The History area displays historical details held by SapphireOne for the Long Term Incentive.
| Year Start Date: | Displays the Start Date of Incentive year. |
| Year End Date: | Displays the End Date of Incentive year. |
| Inital Target: | Displays the initial Target $ value for the incentive year. |
| Actual Sales: | Displays the total of Actual Sales for the incentive year. |
| Inc %: | This column displays as a % the increase in Sales based on previous years’ actuals. Note that for the first year will display 0 or no value. |
| Rebate Rec: | This column displays the $ amount of rebate received. |
How to Create Rebate Reports
Open the Rebate Inquiry screen and select the Print 
icon in the Main Toolbar to display the print dialog pop-up. Please note that all reports created will be for the list that is currently displayed on the screen.
Print Destination
| Printer: | Asks SapphireOne to send the report straight to the Printer. |
| Custom Report: | A custom report can be created by the user. Once selected SapphireOne will use this option on the Print Destination menu. |
| Quick Report: | Selecting this option will open the Quick Report function. |
| CSV: | SapphireOne will generate a CSV file. |
Report Types
| Rebate: | Standard Rebate report on all rebates in the list onscreen. |
| LTI: | Standard Long Term Incentive report on all Long Term Incentive rebates in the list onscreen. |
| Rebate & LTI: | Combined report on Rebates and Long Term Incentive. |
| Rebate Period Sales: | Displays rebates on a period by period basis. |
| Custom Report: | Custom report which must be created by the user. |
Documents Page
The Documents Page is used to store and record documents and information relating to data entry, transactions and master tables.
Documents Area
Any type of document can be attached to the Documents area. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files and more.
Documents can be attached using Drag & Drop functionality. To use this functionality, simply drag a document or file from the local computer into the Document List screen and it will append automatically.
Please note that when creating a new record in SapphireOne, you are unable to attach a document until the record has an entered ID.
There are eight buttons and icons on the Document List screen. These are as follows:
- When the
button is selected SapphireOne will open the currently highlighted document for viewing. (The appropriate software must be installed on the local computer or device). - When the
button is selected SapphireOne displays a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transactions as was the old version). - When the Scan
button is selected SapphireOne will access a scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local computer, device or network). - The Save
button allows the user to save the currently highlighted document. - The Link Document
button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection. - The Link Existing document
button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents. - The Delete button when selected will delete the currently highlighted transaction or record.
- When the Add button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer or device.
Details Area
The Title and Type of the document are displayed in the Details Area.
Last Modified Area
The documents area keeps a record of the Time and Date of when the document was last modified in addition to who initially added it.
Links Area
The links area allows you to record links to other places this document has been attached to. You can add and remove Links using (+) and (-) .
History Area
The history area records changes made to the document.
Notes Area
Any relevant notes which relate to the document may be recorded here. Clicking the green clock icon will add a date/time stamp.
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