Skip to main content

Supplier Billbacks

Distributor steps for billing suppliers back for participation in Encompass: set suppliers up as customers, add table translations, and generate billback invoices at month close. Needs Supplier AR; v22.01+.

B
Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • Must track Supplier AR in Encompass
    ​
    ​

  • Suppliers must be setup as Customers
    ​
    ​

  • Create Table Translations for Supplier to Customer
    ​
    ​

  • Create a Non-inventory product with appropriate Income Account Map

Steps

Supplier Bill Backs Dashboard Overview

  1. Using Universal Search, navigate to the Supplier Bill Backs dashboard
    ​
    ​

  2. If needed, review Supplier Bill Back setup data by selecting a tile:
    ​
    ​- Supplier Customers - Current customers that are set as suppliers
    ​
    ​- Creating Table Translations record - To link supplier ID to the customer ID
    ​
    ​- Basic Example Report - This is example participation you can use to review
    ​
    ​
    ​
    ​

How to Set up Supplier Bill Backs

  1. Pick a 'Supplier Billback' product
    ​
    ​NOTE: Make sure the product has an Income Account Map so that you'll know what account is affected when the invoice is created
    ​
    ​

  2. Ensure each Supplier has a Customer record with the Customer Type set to "Supplier"
    ​
    ​

  3. Create a table translation for the Customer to bill
    ​
    ​NOTE: This step will create the link between your supplier and supplier type customers
    ​
    ​

  4. Click the Table Translations tile on the Supplier Bill Backs dashboard or navigate there using Universal Search
    ​
    ​

  5. Click Add Table Translations button
    ​
    ​

  6. Enter values to all required and applicable optional fields displayed the ‘New Table Translations’ form and click the ‘Add Record’ button when complete
    ​
    - Set the EDBL Source field to '5) Bill Backs'
    ​
    ​    - Set the Foreign Value field to the Supplier ID
    ​
    ​    - Set the Local Value field to the Customer ID
    ​
    ​

  7. Repeat as needed until all Supplier Customers have a table translation, or use a Table Import to create them in bulk
    ​
    ​

  8. Create report for billbacks from participation containing:
    ​
    - Today's date
    ​
    - Supplier ID
    ​
    - Sum of Participation amount
    ​
    - Optional Additional Fields/Values: Memo, Product Name, Invoice Number, Route to make these easier to report on
    ​
    ​

  9. Supplier Bill Back Invoices are generated when the last day of the previous month is closed

Best Practices

  • We recommend having separate, specific Supplier Billback Routes to import Load Sheets and Invoices to
    ​
    ​

  • Create a Dashboard with links to the Billback Report and Import Routine for yourself or your team to use

Did this answer your question?