RebateLedger Docs & Help Center
Everything you need to use RebateLedger and fix issues along the way — step-by-step guides, troubleshooting for the problems people actually hit, and plain-language definitions of the terms the product uses.
Getting started
Create your workspace, invite your team, and reach your first settlement.- How-toGetting started with RebateLedgerGo from an empty workspace to your first settled claim in seven steps — set up your channel, import partners, create a scheme, submit and settle.
- FAQRebateLedger frequently asked questionsQuick answers about RebateLedger — setup time, partner logins, GST credit notes, the AI features, and how settlements are calculated.
- How-toInvite your team and set rolesAdd people to your RebateLedger workspace and give each the right role, so claims, settlements, reports and the audit trail reach the right people.
- How-toUnderstand your dashboardThe RebateLedger dashboard is your role-aware home — a setup checklist when you are new, then the KPIs, claims queue and activity for your role.
- How-toSwitch between workspacesIf you belong to more than one RebateLedger workspace, here's how to switch between them — and why your role and data are scoped separately to each.
- How-toAccept an invite and verify your emailJoin a RebateLedger workspace you were invited to — accept the email invite, verify your address, and sign in with the role you were given.
- ConceptThe claim-to-settlement lifecycleHow a rebate moves through RebateLedger end to end — from master data and agreements, through volume and accruals, to claims, reconciliation and settlement.
Master data & transactions
Set up counterparties and materials, and load your sales and purchase invoices.- How-toAdd a counterpartyAdd a customer, vendor or distributor to RebateLedger master data, with the GST identifiers, addresses and aliases that claims and settlements reference.
- How-toAdd a materialAdd a material or SKU to RebateLedger master data with its code, name, HSN and unit of measure, so agreements, claims and invoices share one catalogue.
- How-toImport your data from ExcelBulk-load counterparties and materials into RebateLedger from a spreadsheet, with validation that flags duplicates, bad GSTINs and missing fields first.
- How-toLoad sales and purchase invoicesBring customer billing documents and vendor purchase invoices into RebateLedger — the transaction data the engine reads to accrue rebates.
- ConceptWhat is business volume?Business volume is the per-line sales and purchase data RebateLedger reads to calculate rebates — your invoices, projected into the form the engine works on.
- ConceptWhat is a counterparty?A counterparty is any trading partner in RebateLedger — a customer, a vendor, or both — with the code, GST details and categories everything else references.
- ConceptMaterial master dataWhat a material record holds in RebateLedger — code, HSN, unit of measure, MRP and list price with history, and the categories the rebate engine reads.
- ConceptPricing — MRP and list priceHow pricing works in RebateLedger — MRP and list price live on each material with effective dates and history, and there's no separate price list to maintain.
- How-toEdit or deactivate master dataChange a counterparty or material in RebateLedger — most fields edit freely, a few are fixed, and you deactivate rather than delete.
- ConceptWhat changing master data affectsWhen you change a counterparty, material or price in RebateLedger, it applies to future transactions — past business volume keeps the values it was loaded with.
- How-toEdit or cancel a transactionCorrect or cancel a business-volume document in RebateLedger — edit a line's figures or cancel the document; a document and line number can't be reused.
- ConceptHow RebateLedger connects to your ERPRebateLedger connects to your ERP through Excel — you export your data, upload it, and reconcile back. There's no live API sync, so it works with any ERP.
- How-toUpload data from ExcelUpload master data and transactions to RebateLedger from Excel — download the template, fill it, upload to preview and fix errors, then confirm the import.
- How-toDownload and export to ExcelDownload a blank Excel template or export your current RebateLedger data — templates carry a notes sheet, and exports give you the live data as a spreadsheet.
- ConceptIntegration setup best practicesBest practices for your RebateLedger Excel integration — load master data before transactions, keep tax verbatim from your ERP, and correct by re-uploading.
Claims & deductions
Raise, submit and track sales, purchase, inbound-channel claims and deductions.- How-toSubmit and track a sales claimRaise a sales claim in RebateLedger, attach its document, send it through approval, and follow it from draft to submitted, approved and posted.
- How-toRaise a purchase claimClaim what a vendor owes you in RebateLedger — a retroactive price adjustment, a special-pricing (ship-and-debit) claim, or a stock-protection claim.
- How-toHandle an inbound deductionWork the deductions inbox in RebateLedger — the debit notes customers take off invoices — so each is reviewed, matched and reconciled, not lost.
- How-toHandle inbound channel claimsWork the RebateLedger reviewer queue for chargebacks and billbacks partners raise against you — check each against its agreement, then approve or dispute.
- How-toDispute a claim or deductionWhen a claim, chargeback or deduction isn't right, dispute it in RebateLedger instead of accepting it, so the disagreement is recorded and resolved.
- How-toRaise a stock-protection claimClaim a manufacturer price drop on held inventory in RebateLedger — declare the eligible stock or use a snapshot, enter the old and new prices, and submit.
- How-toHandling returns and stock rotationRebateLedger has no dedicated returns or rotation claim, but the money they create — allowances, credits, price drops — maps to the existing claim types.
- How-toRaise a special-pricing claimRaise a special-pricing claim in RebateLedger — a per-deal chargeback for one customer, or a periodic billback across a group reconciled over a period.
- How-toCancel a claimCancel a claim in RebateLedger — a draft is removed, a submitted or approved one records a cancellation factsheet, and a posted one's accrual is reversed.
- ConceptThe claim approval workflowA RebateLedger claim moves from draft to submitted to approved or rejected, then posted — with an awaiting-info loop and an immutable factsheet at approval.
- ConceptChanging a claim after submissionRebateLedger has no amend-a-claim flow — a claim freezes when submitted. To change it you cancel and re-raise, except for the awaiting-info round-trip.
Rebate agreements
Model sales and purchase rebate agreements, slabs and amendments.- How-toCreate a sales rebate agreementSet up a sales rebate agreement in RebateLedger — slabs, eligible products and partners, validity and eligibility criteria — so the engine can accrue.
- How-toCreate a purchase rebate agreementSet up a purchase rebate agreement in RebateLedger to track rebates vendors owe you — slabs, products, validity, eligibility — so accruals build automatically.
- How-toAmend an agreementChange a live rebate agreement safely in RebateLedger — financial changes route through the amendment approval queue, so nothing alters accruals unreviewed.
- ConceptHow rebate accruals workUnderstand accruals in RebateLedger — how the calculation engine turns business volume into the rebate owed, and how accruals flow into settlements.
- How-toSet up slabs and tiers on an agreementConfigure an agreement's rate structure in RebateLedger — volume slabs, stepped bands, tiered rates, a flat formula, or a growth or target scale.
- ConceptHow a rebate is calculated — the calculation basisA RebateLedger agreement's calculation basis decides how volume becomes a rebate — volume slab, stepped, tiered, flat, growth or target achievement.
- ConceptThe agreement lifecycleHow a rebate agreement moves through RebateLedger — draft, active, accruing, amended through approval, and settled — with every stage recorded.
- ConceptWhole-volume vs stepped rebatesThe key difference in RebateLedger slabs — a volume slab pays one rate on all the volume, while stepped pays each band's rate only on the volume in that band.
- ConceptGrowth and target rebatesTwo RebateLedger bases reward movement, not size — growth pays on year-on-year increase, target achievement on how much of a set target a partner reaches.
- ConceptChoosing a calculation basisHow to pick the right RebateLedger calculation basis — volume, stepped, tiered, flat, growth or target — plus best practices and common questions.
- ConceptHow an agreement is created and activatedA RebateLedger agreement moves from draft to active — you build everything in draft, then activate to make it live, after which the core terms lock.
- ConceptAgreement amendments and approvalsA live RebateLedger agreement's money terms change through an amendment — one is submitted, a manager approves or rejects it, and the next run posts the delta.
Settlements & reconciliation
Reconcile claims to credit notes and run settlements end to end.- How-toReconcile a claim to a credit noteMap an approved claim to a GST credit note on a reconciliation sheet so the settled amount comes from one agreed source — per principal, per period.
- How-toRun a settlementCompute, review, record the payout and reverse a settlement in RebateLedger — the cross-agreement console that turns reconciled claims into payments.
- TroubleshootingA claim won't reconcileWhen a claim and its credit note don't tie out in RebateLedger, find the difference — a quantity gap, a price change or a missing document — and clear it.
- How-toTrack expected settlementsUse the RebateLedger expected-settlements view to see what you still expect to settle, aged by principal, so nothing owed to you slips past due.
- ConceptSettlement documentsWhat documents a settlement run produces in RebateLedger — a GST credit note, a vendor credit-memo draft, or none — and where they're indexed.
- ConceptReconciliation line statesThe states a reconciliation line moves through in RebateLedger — matched, held, approved, rejected or written off — and how a sheet finally closes.
- How-toReverse an accrual or a settlementHow to reverse in RebateLedger — undo a posted accrual (one entry or a whole run) or void a committed settlement before its payout, each on a recorded trail.
- How-toWork a reconciliation sheet end to endUpload a principal's settlement data, review the matches, decide each line, and let the sheet close — the full reconciliation workflow in RebateLedger.
- How-toMonth-end close in RebateLedgerA practical close routine in RebateLedger — review accruals, pre-validate GST, reconcile and settle, then check what's outstanding before you close.
GST & compliance
GST credit notes, place-of-supply, and the audit trail.- ConceptGST credit notes for rebates, explainedHow a settled rebate claim becomes a GST credit note in RebateLedger — the required particulars, the input-tax-credit reversal, and one reconciled source.
- How-toPre-validate GST before you settleUse the RebateLedger Smart GST pre-validation tool to scan credit and debit notes for compliance issues before the GSTR-1 window — fix blockers first.
- ConceptPlace of supply and the tax splitHow RebateLedger derives place of supply to decide intra-state versus inter-state treatment, and why that splits tax into CGST+SGST or IGST.
- How-toUse the audit trailFind, filter and export the RebateLedger audit trail — the tamper-evident record of every change — for an internal review, an auditor or compliance.
- ConceptThe ITC-reversal lifecycleHow RebateLedger tracks input-tax-credit reversal on a GST credit note — pending, confirmed or disputed — so both sides of the adjustment stay aligned.
- ConceptTDS on incentivesHow RebateLedger supports TDS on incentives and rebates — tracking the turnover and PAN-status signals behind 194Q, 194R and 206AA — while you confirm the law.
- ConceptCredit notes, credit memos and debit memosThree different instruments in RebateLedger — a GST credit note you issue, a credit-memo draft you request from a vendor, and a debit memo from your ERP.
- ConceptChoosing the GST rate on a credit noteOn a GST credit note RebateLedger uses the original invoice's rate; the latest or a manual rate apply only to a commercial, zero-GST note.
- ConceptHow tax is worked out on a claimA RebateLedger claim takes its tax from the original invoice proportionally, or from rates you enter manually — set per agreement, fixed once claims start.
- ConceptGST registration types and what they changeA counterparty's GST registration — regular, composition, SEZ or unregistered — changes how RebateLedger treats a credit note at settlement.
- ConceptHow tax is captured on your transactionsRebateLedger captures the GST on your transactions exactly as your ERP reported it — it doesn't recalculate rates. Tax determination stays with your ERP.
- How-toSet the tax basis on a settlementHow to set the tax basis on a RebateLedger settlement — when to use the original invoice rate, the latest rate, or a manual one, and the best practice for each.
Reports & analytics
Accrual registers, settlement history, the founder dashboard and generated documents.- How-toA tour of RebateLedger reportsFind your way around the RebateLedger reporting area — the founder dashboard, finance registers, commercial reports and documents index — and its role-gating.
- How-toRead the accrual registerUse the RebateLedger finance reports to see posted accruals for a period and age your open accruals, so you know what's earned and what's unsettled.
- How-toReview settlement history and write-offsUse the RebateLedger finance reports to see settlement history and write-offs and reversals — the record of what's been paid and what's been unwound.
- How-toFind a generated documentUse the RebateLedger documents index to find the credit notes, statements, letters and compliance exports the product has generated, and hand them off.
- ConceptRebateLedger and your finance numbersRebateLedger determines the rebate and settlement numbers your finance team needs — it isn't a general ledger and doesn't track revenue, cost or margin itself.
- ConceptHow accruals and settlements postWhat "posted" means in RebateLedger — an accrual is booked as a rebate provision and a settlement as a payable, each with GL-code metadata for your ledger.
- How-toPull your finance registersGet the finance numbers out of RebateLedger — the accrual, settlement, open-accruals and write-off registers, plus agreement and counterparty reports.
- ConceptRebateLedger and net-net marginNet-net margin is gross sales minus all trade spend. RebateLedger determines the rebate and deduction layer that feeds it — your BI or ERP does the margin math.
- FAQFinance and margin — FAQsAnswers on how RebateLedger fits your finance stack — GL posting, revenue, cost, net and net-net margin, planning, and the reports it does provide.
Smart insights (AI)
Recovery opportunities, risk scores and what-if scenarios — computed on your data.- ConceptHow Smart insights workRebateLedger Smart turns your claims and settlement data into recovery opportunities, risk scores and forecasts — computed on your data, explained by AI.
- How-toFind recovery opportunitiesUse RebateLedger Smart to surface recoverable cash — margin leakage, aged overdue claims, and a rolled-up view of what's recoverable and at risk.
- How-toRead risk and month-end close insightsUse RebateLedger Smart to score counterparty risk, forecast your net settlement position, and get ahead of month-end close blockers, from your data.
- How-toBuild and save what-if scenariosModel what-if scenarios with RebateLedger Smart — optimise slab thresholds, work a deduction dispute, and save scenarios to compare, computed on your data.
- How-toDetect claim anomaliesUse RebateLedger Smart to surface unusual claims — outliers and odd patterns worth a second look — computed from your own data, before they settle.
- ConceptThe festival indexHow the RebateLedger Smart festival index reflects India's seasonal demand peaks — computed from your own data — to make forecasting more realistic.
- How-toRead an AI agreement summaryUse RebateLedger Smart to get a plain-language summary of how a rebate agreement is performing — numbers computed from your data, explained clearly.
Settings & billing
Company profile, billing and plan, billing types, security and lookup codes.- How-toConfigure your company profileSet up your RebateLedger company profile — legal entity type, PAN, GST registration and industries — which drive credit-note formats and statutory IDs.
- How-toManage billing and your planView your RebateLedger plan and usage, and upgrade when you need more — including unlocking the subscription-gated Smart insights tier.
- How-toSet up billing typesConfigure sales and purchase billing types in RebateLedger so each business-volume line is categorised correctly for settlement.
- How-toManage security settingsHarden your RebateLedger workspace — turn on two-factor authentication, set the session timeout, and review data residency — from one place in Settings.
- How-toConfigure lookup codesSet up RebateLedger lookup-code namespaces — the controlled lists for customer, material and tax categories that keep your master data consistent.
- How-toManage your profileUpdate your personal RebateLedger profile — your name, email and preferences — which is separate from your workspace's company and security settings.
Administration
For workspace admins: background jobs, templates and the settlement cap.- How-toReview background jobsAs an admin, check the history of RebateLedger background jobs — the scheduled processes that run behind the scenes — and read their error logs.
- How-toManage reconciliation and claim templatesDefine the RebateLedger reconciliation-sheet and inbound-claim templates so your team works from consistent, repeatable structures (admin only).
- How-toSet a settlement capAs an admin, configure the global RebateLedger settlement cap — a hard ceiling that stops a settlement paying out beyond what the claims support.
Troubleshooting
Fix sign-in problems, permission errors, and claims that won't reconcile.- TroubleshootingYou can't sign inFix common RebateLedger sign-in problems — a wrong password, a locked account after too many attempts, an expired session, or no access to the workspace.
- Troubleshooting"You don't have permission" — fixing access errorsRebateLedger gates each area by role. If you hit a permission or access-denied message, here's how roles work and how to get the access you need.
- TroubleshootingFixing counterparty import errorsWhen a bulk counterparty import is flagged in RebateLedger — duplicates, invalid GSTINs, missing fields — read the validation and clean your file.
- Troubleshooting"Email already registered" or "workspace URL not available"RebateLedger says your email is already registered or your workspace URL is taken? What each message means, and whether to sign in, get invited or rename.
- TroubleshootingMy rebate isn't accruingExpected a rebate but nothing's accruing in RebateLedger? Work the usual causes — an inactive agreement, dates outside validity, eligibility, or missing data.
- TroubleshootingA settlement won't completeStuck settling in RebateLedger? Work the common blockers — unreconciled lines, GST pre-validation blockers, role permissions, and stale-PENDING runs.
- FAQTroubleshooting FAQQuick answers to common RebateLedger problems — sign-in failures, permission errors, missing accruals, settlements that won't complete, and imports.
Concepts & glossary
Plain-language definitions of the terms RebateLedger uses.- GlossaryRebateLedger glossaryPlain-language definitions of the RebateLedger terms — rebate, accrual, chargeback, billback, deduction, credit note, settlement, reconciliation and more.
- ConceptWhat is a rebate?A rebate is an amount a seller returns to a buyer based on what they purchase — how rebates work in distributor channels and how RebateLedger tracks them.
- ConceptWhat are chargebacks and billbacks?Chargebacks and billbacks in RebateLedger — claims you receive from partners, and the per-deal or periodic special-pricing claims you raise up to a vendor.
- ConceptWhat is a deduction?A deduction is an amount a customer takes off an invoice rather than filing a claim — why it erodes margin and how RebateLedger gives them an inbox.
- ConceptWhat is a credit note?A credit note settles a claim on the books — and under GST, a tax document with required particulars. What it carries and how RebateLedger generates it.
- ConceptWhat is a settlement?A settlement turns reconciled claims and accruals into a paid partner balance — what it means in RebateLedger and why settlements are reversed, not deleted.
- ConceptWhat is reconciliation?Reconciliation matches approved claims to the credit-note lines that settle them, per principal and period — what it means in RebateLedger and why it's first.
- ConceptWhat is a retroactive price adjustment (RPA)?A retroactive price adjustment recovers a price change on already-invoiced business — what an RPA is and how RebateLedger settles it against the invoice.
- ConceptWhat is a special-pricing (ship-and-debit) claim?A special-pricing or ship-and-debit claim recovers the gap when you sell at a specially agreed price — what an SPA is and how RebateLedger handles it.
- ConceptWhat are market development funds?Market development funds (MDF) and co-op funds are manufacturer money that pays channel partners for marketing — how they are claimed, and how RebateLedger settles them.
- ConceptWhat is stock protection?Stock protection is a RebateLedger claim that recovers a manufacturer price drop on inventory you still hold — on cost, on MRP, or both.
- ConceptWhat is a trade promotion budget?A trade promotion budget is the money a manufacturer plans for channel schemes and spend — how it is allocated, tracked as budget vs actual, and used in RebateLedger.
- ConceptHow the calculation engine worksHow the RebateLedger calculation engine turns business volume into rebate accruals, the rate types it supports, and why figures are computed not hand-keyed.
- ConceptRebate slabs and rate scalesHow rebate rates are structured in RebateLedger — volume slabs, stepped bands, tiered rates, flat formulas, and growth or target scales.
- ConceptHow accrual adjustments workWhen an agreement's slabs, rates or eligibility change, RebateLedger adjusts accruals automatically — posting the difference rather than rewriting history.
- ConceptReversals — accruals and settlementsHow RebateLedger reverses rather than deletes — accrual reversals (manual, bulk or automatic) and settlement reversals before payout, each on a clear trail.
- ConceptWhat is a factsheet?A factsheet is a frozen, tamper-evident summary RebateLedger generates at a claim approval, reconciliation close or settlement — and an auditor can verify it.
- How-toVerify a factsheetHow to read a RebateLedger factsheet and confirm it hasn't been altered — using the fingerprint it carries, which an auditor can independently re-check.
- ConceptPrice protection in RebateLedgerPrice protection in RebateLedger is the stock-protection claim — recovering a manufacturer price drop on inventory you still hold, on cost or MRP.
- ConceptBuyback in RebateLedgerBuyback isn't a claim type in RebateLedger — here's what it means and how to capture the financial side with the claim types the product does have.
- ConceptHow RebateLedger handles changesRebateLedger edits forward and reverses or cancels rather than deleting — documents are immutable, history stays frozen, and every change is on the audit trail.
- ConceptWhat you can import and exportWhat you can move in and out of RebateLedger with Excel — counterparties, materials, HSN codes, sales and purchase business volume, inventory, and agreements.
Prefer a guided walkthrough?
Book a demo and we'll set RebateLedger up on your own channel structure — or just talk to us.