| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Invoicing (account) • Purchase (purchase) |
| Lines of code | 1507 |
| Technical Name |
vendor_rebate_claim |
| License | OPL-1 |
| Versions | 18.0 19.0 |
Vendor Rebate & Claim Management
From supplier agreements to claims and credit-note settlement
Replace spreadsheet-based supplier rebate calculations with an auditable Odoo workflow connected to Purchase, Vendor Bills, Email, Activities, and Accounting.
Calculate earned rebates from posted vendor bills and refunds, submit only the incremental amount, follow up with suppliers, and settle confirmed claims through standard Odoo vendor credit notes.
Designed for Real Supplier Rebate Agreements
Supplier rebates are common in manufacturing, wholesale, distribution, retail purchasing groups, industrial components, food distribution, and other businesses with annual or quarterly purchasing incentives.
Common Problems
- Rebate calculations maintained in spreadsheets
- Missed or duplicated supplier claims
- Historical purchases must be recalculated after reaching a new tier
- Vendor-confirmed amounts differ from requested amounts
- No clear link between a claim and its vendor credit note
What This Application Provides
- Supplier rebate agreement and tier configuration
- Automatic calculation from posted accounting documents
- Incremental, auditable rebate claims
- Vendor communication and overdue follow-up
- Controlled vendor credit-note settlement
Two Rebate Calculation Methods
Retroactive Rate
The achieved tier rate is applied to the complete eligible purchase base. When a higher tier is reached, the application calculates the additional rebate earned on previous purchases.
Example: a supplier agreement pays 2% below 250,000 and 5% from 250,000. At a purchase base of 300,000, the earned rebate is 15,000.
Graduated Tiers
Each rate applies only to the amount inside its corresponding band. This supports progressive supplier incentive agreements.
Example: the first 100,000 earns 1%, the next 150,000 earns 3%, and the amount above 250,000 earns 6%.
Initial Setup
- Install the application and open the Purchase app.
- Assign Purchase access to users. Purchase users can work with claims; Purchase administrators can configure and activate agreements.
- Create a service product used for rebate settlement. This product is automatically excluded from the rebate purchase base.
- Ensure supplier bills are posted with correct products and invoice dates.
- Configure supplier email addresses when claim statements will be emailed.
Configure a Rebate Agreement
Open Purchase > Vendor Rebates > Rebate Agreements and create an agreement.
General Settings
- Supplier, company, and agreement currency
- Agreement start and end dates
- Retroactive Rate or Graduated Tiers calculation
- Whether supplier refunds reduce the eligible base
- Default number of days allowed for supplier response
- Service product used for vendor credit-note settlement
Eligibility Settings
- Add increasing amount thresholds and rebate rates
- Include selected products or product categories
- Exclude selected products or product categories
- Leave inclusion rules empty to include all eligible purchase products
Activate the agreement after configuration. Use Refresh Calculation to update the current eligible base, achieved tier, earned rebate, claimed amount, and claimable amount.
How the Eligible Purchase Base Is Calculated
- Only posted vendor bill product lines are included.
- Draft vendor bills are ignored.
- Posted vendor refunds reduce the base when Include Refunds is enabled.
- Documents are limited to the supplier, company, and agreement period.
- Product inclusion and exclusion rules are applied.
- Foreign-currency bills are converted into the agreement currency.
- The rebate settlement product is excluded automatically.
Create an Auditable Incremental Claim
- Open an active or expired agreement with a positive claimable amount.
- Click Create Claim.
- Review the calculation summary and source-line details.
- Click Mark Reviewed, then Submit.
- Print the claim statement or send it to the supplier by email.
Every claim stores a calculation snapshot. Later claims include only the newly earned amount and any required adjustments, preventing duplicate claims while preserving the full audit trail.
Calculation Detail Types
- New Purchase Rebate: rebate earned from newly included purchases.
- Tier Rate Adjustment: additional rebate after reaching a higher tier.
- Vendor Confirmation Adjustment: difference carried forward from a previous claim.
Send the Claim Statement to the Supplier
Click Print Claim Statement to generate and store a supplier-facing PDF. Click Send to Vendor to open an Odoo email composer pre-filled with:
- Supplier recipient
- Claim-specific subject and email body
- Claim period and requested amount
- The latest PDF claim statement
The user reviews the email before sending. The application does not send external emails automatically.
Track Supplier Response and Overdue Claims
Submitted claims include an owner and a supplier response due date.
- Not Submitted
- Waiting for Vendor
- Due Today
- Overdue
- Vendor Confirmed
- Settled
- Cancelled
A daily scheduled action creates one follow-up activity for each overdue claim without creating duplicate reminders. The activity is completed when the claim is confirmed, closed, or cancelled.
Confirm and Settle the Claim
- Enter the amount confirmed by the supplier and the supplier reference.
- Click Confirm Vendor Amount.
- Create the linked draft vendor credit note.
- Review and post the credit note through standard Odoo Accounting.
- Close the claim after the linked credit note is posted.
The application validates the settlement supplier, company, currency, and amount before posting. Closed claims and posted settlements are protected against inconsistent changes.
Management Reporting
Use list, activity, pivot, and graph views to monitor requested, confirmed, outstanding, and difference amounts.
- Filter My Claims, Awaiting Vendor, Overdue, and Unsettled claims
- Group by supplier, responsible user, status, or submission month
- Analyze requested, confirmed, and difference amounts
- Open follow-up activities directly from the activity view
Access Rights and Multi-Company Support
- Purchase users can view agreements and manage rebate claims.
- Purchase administrators can configure agreements and create settlements.
- Multi-company record rules restrict agreements, claims, and calculation lines.
- Agreement and settlement currency consistency is validated.
Supported Languages
English, Simplified Chinese, Spanish, French, German, and Dutch. Interface labels, workflow messages, PDF labels, and email templates are translated.
Frequently Asked Questions
Does the application prevent duplicate claims?
Yes. Submitted and settled claims are considered in future calculations, and each new claim includes only the incremental amount.
How are supplier-confirmed differences handled?
The confirmed amount becomes the settled basis. Any difference is carried into a later claim calculation.
Does the application automatically post vendor credit notes?
No. It creates a linked draft credit note for users to review and post through standard Odoo Accounting.
Does the application create accounting accruals?
No. Accounting accruals are outside the scope of this version.
Support
Developed and maintained by Loloka. Support email: yougood@live.cn
When requesting support, include the Odoo version, module version, steps to reproduce the issue, and relevant screenshots.
Important Scope
The application calculates rebates from posted vendor bill lines. It does not create accounting accruals, automatically post generated vendor credit notes, or alter historical inventory values.
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
Please log in to comment on this module