Rebate tracking allows retailers to manage and monitor rebate programs provided by vendors
This feature helps ensure that stores receive the correct rebate amounts for qualifying purchases
In PDI C-Store Essentials, you can set up rebate programs, assign items, track expected rebate payments, and generate rebate reports to monitor balances and received payments
Types of Rebate Reports
Expected Rebates by Invoice: View rebates expected from the manufacturer based on purchase data
Received Rebates by Check: Shows rebate payments received by check, including provider, program, and date range
Received Rebates by Programs: Displays received rebates per program based on store purchases
Balance Reports: Shows the outstanding rebate balance still owed by the provider
Step-by-Step Process
Set Up a Rebate Program
1. Log in to Your C-Store Essentials Web Account
Go to the PDI C-Store Essentials login page and sign in
2. Create a New Rebate Program
On the left side of the screen, click Grocery
Next click on Rebate Management
Lastly click on Programs
Click the “+” icon or Add rebate program
3. Enter Program Details
Program Name: Enter a name for the rebate program
Provider: Select the rebate provider
✅ Note: If the provider is not listed, click the “+” icon to add a new one
❇️ Example: For a Marlboro rebate, the provider would be Altria
4. Set Program Duration
Enter the Start Date and End Date as defined by your contract with the provider
5. Set the Rebate Amount
Enter the Rebate Amount per unit (e.g., per carton)
6. Save the Program
Click Add Program
Assign Items to the Rebate Program
1. Navigate to the Rebate Program
On the left side of the screen, click Grocery
Next click on Rebate Management
Finally click on Programs
2. Assign Items
Hover over the relevant rebate program and click the Assign button
3. Add Items to the Program
Search for items using Scan Code, Department, or Price Group
To add new items not currently in-store, click Add New Scan Code
✅ Note: A single item can be assigned to multiple rebate programs
4. Finalize Assignment
Click Finish
Calculate and Track Expected Rebate Payments
1. Navigate to Rebate Payments
On the left side of the screen, click Grocery
Next click on Rebate Management
Lastly click on Payments
Click the “+” icon or Add rebate payments
2. Select the Rebate Provider
Choose the appropriate provider from the list
3. Calculate Expected Rebates
Enter the For purchases starting and Until purchases ending dates
Click Calculate Expected Rebates
✅ Note: The system will display programs tied to the provider, including quantity purchased and expected rebates
4. Enter Received Details
Enter the Quantity Received
The system calculates the Rebate Received based on the rebate amount per unit
5. Add Payment Information
Enter the Payment Received Date, Bank, and Check/Reference Number
Click Add Rebate Payment
Run Rebate Reports
1. Navigate to Reports
On the left side of the screen, click Grocery
Next click on Rebate Management
Lastly click on Reports
2. Filter Your Report
Select the Rebate Received Date, Provider, Program, and Type of Report
3. Generate the Report
Click Run Report
Frequently Asked Questions
What is a rebate provider?
What is a rebate provider?
A rebate provider is the company offering rebate incentives, such as Altria for tobacco products.
Can an item be part of more than one rebate program?
Can an item be part of more than one rebate program?
Yes. Items can be assigned to multiple rebate programs simultaneously.
How do I track how much rebate I should receive?
How do I track how much rebate I should receive?
Use Calculate Expected Rebates in the Payments section to estimate your rebate based on purchases.
Can I add items not currently in my store?
Can I add items not currently in my store?
Yes. Use Add New Scan Code during the item assignment process.
What if a provider is not listed?
What if a provider is not listed?
Click the “+” icon next to the provider field to create a new provider.