In Navusoft, rebates can be configured in three flexible ways: as a percentage, as a flat amount added on top of an index, or as a percentage of an index after a defined baseline. This allows rebate structures to be tailored to specific pricing agreements and market-based calculations.
Setup Requirements
Rate Index
Pathway: Setup > Services > Rate Index
Rebates are tied directly to rate index configurations, which is why the Rate Index plays a key role in how they are calculated in the system. While rebates are applied separately from billing, they rely on the underlying rate structure to ensure accuracy over time. This article covers how Rate Index setup supports rebate calculations and why maintaining accurate rate history is important when managing rebate activity.
The Rate Index Setup screen consists of two grids: an upper grid and a lower grid. The upper grid is where the rate index, used to group container rates, is created. The lower grid is where rate index values are added and managed by start dates.
Add a New Rate Index
To add a new Rate Index, click the green Add icon to open the Add Rate Index window. A new rate index does not need to be created each time rates change; instead, rate changes are recorded as new rate index values.
- Enter a unique ID for the index you are creating. The system will not allow a new rate index to be created if the ID matches an existing one.
- Enter a Name for the new rate index. Unlike the ID, the name does not need to be unique and can match an existing rate index.
- Select the Unit of measure the rate is based off of.
Add Rate Index Values
After reviewing the current monthly rates for rebate-eligible commodities using external resources, navigate to Rate Index and add a new rate index value to reflect the updated rates for that month. Do not modify an existing value. Instead, enter a new value along with its effective start date.
Line of Business
Pathway: Setup > Services > Line of Business
Set the 'Enable Work Type Default Charge Codes' for each line of business that rebates are enabled. 
Charge Code
Pathway: Setup > Services > Charge Code
Rate indexes are added to an active service and work orders stemming from that service via a charge code. For each rebate, create a charge code where the Rate Index field has the Rate Index the charge code will be using selected. 
Fields Relevant to Rebate Setup
Field Description Is AP Transaction For rebates where a payout is issued to the customer, set this field to ‘Yes’ to track the transaction as Accounts Payable on the designated GL account. Set to ‘No’ when no payout is issued. Rate Index Select the previously created rate index to associate with the charge code.
Add to Available Charge Code Setup
Pathway: Setup > Services > Available Charge Code
After the charge code has been created make it available for use from the Available Charge Code Setup screen. Additional information about using the Available Charge Code Setup screen can be reviewed here: Available Charge Code Setup.
Add to Active Service
Pathway: Customer Service Screen > Add Active Service | Customer Service Screen > Orders, Quotes and Contracts > Add Service
Once a charge code has been created and its availability is set, it can be added as a charge to a active service for a site. Once added, it will appear as “Indexed” in the Charges section, where it can be selected and the rebate calculation defined. Work Orders Rebates added to an active service are not automatically applied to a work order. When a work order is created and a rebate applies, it must be manually added to the work order. Once added, the system will use the calculations established for the service to determine the rebate amount, ensuring it reflects the current rate index and any defined pricing rules at the time of the transaction. Rebates can be established on a service in two ways: either as a percentage, or as a flat amount. Percentage-based rebates can be configured in two ways: as a straight percentage of the full index value, or as a percentage applied to the remaining index value after a baseline amount has been deducted. Straight Percentage With this option, the rebate is a straight percentage of the full index value. Result: Rebate = Index x % Example: $100/ton x 15% = $15/ton Percentage of Index After Baseline With this option, a baseline is removed first, then a percentage is applied to the remainder. Result Rebate = (Index - baseline) x % Example: ($100/ton - $20) x 15% = $12/ton With this setup option, a fixed amount is removed from the index and no other calculations are applied. Result: Rebate = Index - Flat Amount Example: $100/ton - $20 = $80/ton NOTES
INDEXED Rate Settings
Field Descriptions
Field Description Rate Index Type Determines how the rebate is calculated. Select Percentage to apply a percent-based rebate, or Amount to apply a fixed value per unit. Rate Index Base Line Defines the base value the rebate is applied against. Rate Index Amount The rebate value to apply based on the selected type. This is either the percentage or fixed amount used in the calculation. Rate Setup
Percentage Setup
Flat Amount Setup
Work Order Charge
* Rate index can not be modified
* They would need to make a change to the service if the index