Ship and Debit Process Management Workflow

Set Up the Features

Admins must enable the features for Ship and Debit Process Management. Assign the appropriate permission sets and object access to user profiles. They can set up an Experience Cloud site and give partner users the appropriate access to ship and debit rebate information.

See Set Up Rebate Management.

Manage Transaction and Aggregated Data

Admins can create custom objects to capture proof-of-sale data and aggregated data. Or, they can use the default objects: Transaction Journal and Rebate Member Claim Aggregate. To capture additional details for transaction or aggregated claim data, admins can create custom fields, such as business units, region, and product family.

Set Up Process Automation to Process Claims

Admins can use process automation tools to set up an automated process to validate ship and debit claims against proof-of-sale documents and calculate claim amounts. They can quickly get started by using the preconfigured, end-to-end templates to process claims for flows and Business Rules Engine expression sets. Or, admins can customize these templates to meet their company-specific needs.

Create Ship and Debit Programs with Special Pricing Terms and Benefits

Rebate program managers can create a ship and debit rebate program to compensate partners when they price products competitively. They can enroll partners, dealers, distributors, and end-customers to these programs as rebate program members. Program managers can craft a nuanced incentive structure that has special prices and discounts scaled for different qualifying thresholds using special pricing terms and benefits.

See Create and Manage Ship and Debit Programs.

Capture Ship and Debit Claims and Proof of Sale Documents

Partners can upload claims in CSV files from the Experience Cloud site. Partners can also submit ship and debit claims directly. Claims must contain the information required to validate them against the proof-of-sale documents.

Use one of these sources to get transaction records into the Transaction Journal.

• Admins use the predefined Insert Order to Journal data processing engine definition to convert active Order records into Transaction Journal records. If another object is used to store claims and invoices in the org, the admin can customize the definition to change the source from Orders to the other object, such as Invoice.
• Partner users upload proof-of-sale documents, such as invoices and claims, as CSV files by using the Experience Cloud site. Admins can set up standard Salesforce business rule validations to validate these documents. Then, using the ProcessCSV API action, the admin can transfer the files into a custom object or directly into Transaction Journal.
• Admins use integration techniques, such as APIs and Data Loader, to get data into the Transaction Journal object at specified intervals.

See Capture Rebate Claims and Proof-of-Sale Documents in Experience Cloud.

Track Claim Status and Calculated Amount for Members

If the company uses process automation to process claims, ship and debit claims analysts can audit processed claims and adjust the payout amount if necessary. Or, the claims analysts can manually validate the claims and decide the payout amounts. Rebate program managers can also review the ship and debit claims and payouts.

Partner users can see the status of the claims and payout amounts on the Experience Cloud site. They can resubmit or edit claims if necessary.

See Capture Rebate Claims and Proof-of-Sale Documents in Experience Cloud.

Settle Ship and Debit Payouts

Program managers can track the status of ship and debit payouts as rebate payment records. Admins can configure an appropriate integration mechanism to pull the approved payouts into financial systems, such as Enterprise Resource Planning (ERP) systems. After they get the payout data, the finance team can settle the payouts by using checks, credit notes, or other methods.