Job Description

• Produce a monthly rebate tracker as the basis for rebate calculations
• Update the tracker to remove / add / amendment the new, ceased and updated agreements in the rebate tracker
• Update SoL with new agreements, contact details, rates, set up rebate section. Add data to Vendor diary log for new & ceased contracts, save contracts
• End of month tracker review to check percentages accruing and workout receipts in the month for transfer where no accrual is made (agent only deals)
• Split all the consolidated bills in the Cognos reports to produce base data at portfolio level
• Get the Forte consolidated bills and reconcile against the base data for splitting to calculate the rebate accrual distribution
• Calculate the rebate accrual from the monthly rebate tracker and send for approval for posting
• Produce a rebate journal for Finance from the rebate accrual calculation
• Download all the SAP data for the rebate application report. Format the report into nice clear sections for Genpact to work from (ensure it is the same each month)
• Oversee the Genpact Team to produce the rebate applications, answer their queries, resolve issues, monitor their output for errors
• Create reverse charge VAT invoices from the Genpact basic application.
• Resolve Vendor disputes on rebate applications, agree new figures with Buyers, update SoL etc
• Work with the cashiers to identify rebates, log them on the cash sheet, update SoL, update transfers sheet, reverse any set-offs put on where cash now collected, inform the Team.
• Check the Daily Aged Creditors file after each payment run to identify set-offs taken, log them on the cash sheet, update SoL, update transfers sheet, inform the Team.
• Half year and full year rebate reconciliation, calculation of provisions, produce analysis of debts etc.
• Manage the external audit of rebates at half year and full year
• Calculate the SAP accruals for year end - This calculation comes from the outstanding applications splitting old and new debt from each application to entity level and working with each entity to ensure no duplication of the accrual
• Produce ad-hoc rebate applications (Mercian Science / B&Q / BSS / Jewson etc.)
• Create all the rebate refund evidence and documents for processing
• Reconcile all Vendor rebate contract anniversaries each month and send to the Buyer for approval - on average 30+ each month
• Create zero payment run documents and instructions to collect approved invoices against rebate bad debt
• Update all SoL contact details, updated applications, terminations, set-offs lodged etc.
• Update and train the Genpact Team when processing changes are made
• Manage the rebate bad debt provision and the calculation of current bad debt
• Monitor expired contracts and send updates to the team
• Respond to Vendors querying set-offs taken
• Manage the calculation and deduction of rebated from portfolios where exclusions have been made
• Reconcile between the SoL MFA contracts and the Tracker quarterly to ensure the tracker data is up to date
• Support Forte with the collection and transfer of the audit rebate claims
• Support the project to move to an automated debit note set off in SAP
• Chase bad debts when required (often)
• Support contract mobilizations / costing / data gathering / Vendor on-boarding etc
• Synergy Deal management (Coordinating with JW to ensure synergy deals are raised correctly at the same rate)

Required Knowledge, Skills, and Abilities