Today’s Challenge

The challenge facing many manufacturers today is the lack of systems or resources to support the many creative programs developed by their sales and marketing staff. The results are:

• Inability to launch new programs due to system limitations
• Untimely or inaccurate rebate checks
• Response delays from customer service due to limited data access

The Covansys Solution

Covansys offers an outsourced solution to bring enhanced rebate processing services to your rebate programs. By outsourcing many of the administrative and system requirements that accompany rebate processing, companies are able to concentrate on their core business while providing superior service and support to their clients.

Covansys can provide the necessary processing services required to manage your company’s rebate programs. Our base system can be custom tailored to meet your specific programs.

Our Rebate Processing Solution offers many advantages.

• Ability to accept multiple forms of input including EDI, email, disk, fax, and mailed-in coupon or invoice
• Custom developed rebate calculations
• Flexible rebate plan set-up
  • Date ranges to include separate start, end, and close dates
  • Ability to establish minimum qualification rules
  • Identify exempt customers
  • Able to support additional incentive programs within a plan
• Check issuance and bank reconciliation
• Address validation
• Duplicate check identification
• Custom attachments to be sent with rebate checks
• User-friendly browser front-end for plan administration, exception handling, and approval processes
• Management reports
• Client access to sales and payment details for customer inquiries and reporting

Rebate Processing Features

Customer Look-up

By providing online, real-time access to client information, customer service representatives are able to answer questions at the time they receive the call. With the Search feature, this online access provides customer service staff with information such as rebate amount requested, rebate paid, check number, date of issuance, and in some cases, the date the check cleared the bank. Exceptional customer service adds value to your rebate program and further enhances the customer/manufacturer relationship.

Exception Handling

Exception Handling is an interactive process between Covansys and our clients. This online function allows you to manage exceptions prior to initiating rebate check runs. Exceptions occur when there are out-of-balance conditions, invalid products, duplicate sales, or invalid customer numbers. Exceptions can be worked online, with the ability to correct the exception condition or approve payment. Letters can be sent out as a result of any predetermined exception condition explaining the reason the rebate is on hold. This online tool provides your staff with an easy and efficient way of managing the rebate program.

Approval Process

Final check approval and authorization to print is made easier with our online approval function. Clients have the ability to view all check amounts online, before the final check run, for final approval. This greatly simplifies and speeds up the approval process.

Check Printing

In most instances, Covansys is responsible for producing and mailing the rebate checks. All checks and letters go out with your company name and logo. System flexibility, online access, and dedicated resources allow us to produce checks on time, for the right amount, and to the right person.

Reports

There are a number of standard reports that are available online. Additional reports can be developed to meet specific client needs. Standard reports include:

• Outstanding Rebate Checks by Plan
• Exception Detail
• Payment Detail
• Plan YTD Purchase Detail
• Threshold Report
• Credit Hold Report

Balancing

By contracting with Covansys, you are relieved of the time-consuming tasks of bank account balancing and check reconciliation. Our bank relationship allows us to manage electronic statements, offer Positive Pay service, stop checks online, view cleared checks, and receive information on CDs containing front and back images of the checks.

Program/Plan Setup

Ease of use and flexibility highlight the Plan Maintenance feature. The ability to copy plan particulars from one year or one program to the next, changing only the products, product groups, or any other criteria, saves both time and effort. The flexibility of the setup process allows you to define:

• One or more products or product groups
• Multi-level qualification minimums
  • By quantity of purchase
  • By dollar amount of purchase
• Associated rebate payout levels
  • By fixed amount
  • By percentage

Security

Today, more than ever, data security is a critical issue. To insure data security, all client data is housed in separate databases and all electronic files will contain company headers to insure proper routing. All clients will be provided with a multi-level security setup for Web access, including a dynamic menu that displays only those menu options for which an individual has authorization.

Rebate Processing services will contribute to the success of your rebate programs by providing improved customer service through online access to customer information, on-time and accurate rebate checks, and enhanced program administration through Web-based administration tools and management reports.

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For more information, contact us.