Free tool · for the controller · runs in your browser

The receivable you can sign.

Drop the rebate accrual spreadsheet you already keep. Get a support schedule you can hand to your auditor: the roll-forward by supplier program, an aging, a tie-out to your general ledger and every exception, with each number traced to the rows it came from.

Support schedule — not accounting advice This schedule organizes and reconciles your numbers. How rebates are recorded in your books is your accountant’s decision.

Drop your schedule See the sample’s schedule

0 bytes sentCSV or Excelworks with Wi-Fi offno e-mail asked

Sample data · fictional distributor The sample’s roll-forward: opening $19,857.00, accrued $45,126.76, received $32,702.92, adjustments −$7,247.00, ending $25,033.84, which ties to its general ledger to the cent.

Step 1 · on your computer

Drop your rebate accrual spreadsheet.

One row per supplier program and period, the way most controllers keep it, or a list of entries from your general ledger. Your own column names are fine: it finds supplier, program, period, opening, accrued, received, adjustments, ending balance, claim date and deadline, and you can fix any match.

Your file never leaves your computer

No file handy?

Or download it and drop it back in: ·

Sample data · fictional distributor Meridian Sample Supply (fictional): 9 supplier programs, 19 rows, with 7 problems planted on purpose (the answer key is below the schedule).

Your file is read by this tab only. The page is sealed: your browser refuses to let it send anything.

Your numbers, your rules

From the “as of” line at the top of your file.

Your rebate receivable account at the as-of date.

days

Counted from the period end. Your rule.

days

Leave blank to judge deadlines only where your file has them.

Columns 15 columns matched · one row per program period

Step 2 · your support schedule

The sample, reconciled

Sample data · fictional distributor

  • Header found on row 4; 19 program periods read from 19 rows.
  • 1 total row (row 24) left out: the schedule adds up its own totals.
Opening
Accrued
Received
Adjustments
Ending
General ledger25,033.84

Ties to the GL Δ $0.00

Roll-forward by supplier program

Opening + accrued − received ± adjustments = ending. Click any amount and the rows it came from light up.

Roll-forward by supplier program, as of Sep 30, 2026: opening plus accrued minus received plus or minus adjustments equals ending. Each amount is a button that shows the rows it came from.
Supplier · programOpeningAccruedReceivedAdjustmentsEndingFlags
✓
Jan 1, 2025 – Dec 31, 2025row 5 · settled
Jan 1, 2026 – Dec 31, 2026row 6 · period open
✓
Apr 1, 2025 – Mar 31, 2026row 7 · settled
Apr 1, 2026 – Mar 31, 2027row 8 · period open
3
Jul 1, 2026 – Jul 31, 2026row 9 · claimed Aug 12, 2026!
Aug 1, 2026 – Sep 30, 2026row 10 · claimed Sep 12, 2026!
Aug 24, 2026row 11 · not claimed · deadline Sep 23, 2026!
✓
Jan 1, 2026 – Mar 31, 2026row 12 · settled
Apr 1, 2026 – Jun 30, 2026row 13 · settled
Jul 1, 2026 – Sep 30, 2026row 14 · not claimed · deadline Oct 14, 2026
1
Jan 1, 2026 – Jun 30, 2026row 15 · AUTO!
1
Apr 1, 2026 – Jun 30, 2026row 16 · settled
Sep 17, 2026row 17 · settled!
✓
Jan 1, 2026 – Mar 31, 2026row 18 · settled
Apr 1, 2026 – Jun 30, 2026row 19 · settled
Jul 1, 2026 – Sep 30, 2026row 20 · AUTO
1
Jan 1, 2026 – Jun 30, 2026row 21 · credit balance!
Jul 1, 2026 – Sep 30, 2026row 22 · not claimed
1
Apr 1, 2026 – Jun 30, 2026row 23 · not claimed · deadline Oct 28, 2026!
Total · 9 programs7

Aging of open balances

Open balances aged by days since earned (the period end). Colors show where each dollar stands.

  1. Period still openPeriod still open $10,976.00
  2. 0–30 daysClaimed, awaiting payment $6,220.00; Paid without a claim (AUTO) $2,316.00; Not claimed $1,750.00
  3. 31–60 daysNot claimed $1,620.00
  4. 61–90 daysClaimed, awaiting payment $972.00
  5. 91–180 daysPaid without a claim (AUTO) $369.84; Not claimed $1,450.00
  6. Over 180 days

Credit balances, not aged

Aged $25,673.84 − credits $640.00 = ending $25,033.84

  • Claimed, awaiting payment
  • Paid without a claim (AUTO)
  • Not claimed
  • Period still open

Exceptions 7

Negative balances, periods past their claim window, accruals with no claim, claims with no accrual, short payments, and rows whose own ending balance doesn’t add up.

  • 1 Negative balance
  • 1 Past the claim window
  • 1 Row doesn’t foot
  • 1 Accrued, not claimed
  • 1 Claimed, never accrued
  • 2 Paid short

  1. Negative balance

    Coolwyn Fluids (fictional) · Volume rebate · Jan 1, 2026 – Jun 30, 2026

    The balance is −$640.00: $1,280.00 received against $640.00 on the books for this period.

    Check Check whether the payment covered another period of this program, or was posted twice.

  2. Past the claim window

    Talbrook Fluid Power (fictional) · Ship-and-debit · Aug 24, 2026

    $1,620.00 earned Aug 24, 2026 has no claim, and the claim deadline was Sep 23, 2026 (7 days ago).

    Check Ask the supplier whether it will take a late claim. If not, this amount may not be collectible.

  3. Row doesn’t foot

    Talbrook Fluid Power (fictional) · Ship-and-debit · Aug 1, 2026 – Sep 30, 2026

    Your file shows an ending balance of $6,202.00, but opening + accrued − received ± adjustments = $6,220.00: $18.00 apart.

    Check The schedule uses $6,220.00, built from the row’s own columns. Check the cell or its formula in row 10.

  4. Accrued, not claimed

    Gripforth Vises (fictional) · Growth incentive · Apr 1, 2026 – Jun 30, 2026

    $1,450.00 earned for the period ending Jun 30, 2026 (92 days ago) has no claim on file. Claim deadline Oct 28, 2026, 28 days left.

    Check File the claim, or write AUTO in the claim column if this supplier pays without one.

  5. Claimed, never accrued

    Aquilor Fluids (fictional) · Co-op fund · Sep 17, 2026

    A claim for $1,020.00 was filed on Sep 25, 2026, but nothing is accrued for it in this file.

    Check Check whether the accrual sits under another program or period, or was never set up.

  6. Paid short

    Talbrook Fluid Power (fictional) · Ship-and-debit · Jul 1, 2026 – Jul 31, 2026

    The supplier paid $8,892.00 on a claim of $9,864.00; $972.00 is still open, 49 days after the claim.

    Check Get the supplier’s reason for each line it did not pay, then dispute it or settle it.

  7. Paid short

    Allvena Buying Group (fictional) · Group rebate (Sawtrell) · Jan 1, 2026 – Jun 30, 2026

    $2,323.92 arrived against $2,693.76 on the books; $369.84 is still open 28 days after the payment.

    Check Ask the supplier for its line-by-line statement: a missing account, a different rate or a rejected line explains most gaps.

Every row we read

Each row of the file, what it fed, and its ending balance. Traced rows light up.

Every row read from the file, what it fed and its ending balance
RowRead asEnding
5Kestova Carbide (fictional) · Volume tier rebateJan 1, 2025 – Dec 31, 2025—
6Kestova Carbide (fictional) · Volume tier rebateJan 1, 2026 – Dec 31, 20269,096.00
7Halcyra Carbide (fictional) · Growth rebateApr 1, 2025 – Mar 31, 2026—
8Halcyra Carbide (fictional) · Growth rebateApr 1, 2026 – Mar 31, 20271,880.00
9Talbrook Fluid Power (fictional) · Ship-and-debitJul 1, 2026 – Jul 31, 2026972.00
10Talbrook Fluid Power (fictional) · Ship-and-debitAug 1, 2026 – Sep 30, 20266,220.00
11Talbrook Fluid Power (fictional) · Ship-and-debitAug 24, 20261,620.00
12Vorlex Threading (fictional) · Price supportJan 1, 2026 – Mar 31, 2026—
13Vorlex Threading (fictional) · Price supportApr 1, 2026 – Jun 30, 2026—
14Vorlex Threading (fictional) · Price supportJul 1, 2026 – Sep 30, 20261,110.00
15Allvena Buying Group (fictional) · Group rebate (Sawtrell)Jan 1, 2026 – Jun 30, 2026369.84
16Aquilor Fluids (fictional) · Co-op fundApr 1, 2026 – Jun 30, 2026—
17Aquilor Fluids (fictional) · Co-op fundSep 17, 2026—
18Valtern Metrology (fictional) · POS reporting incentiveJan 1, 2026 – Mar 31, 2026—
19Valtern Metrology (fictional) · POS reporting incentiveApr 1, 2026 – Jun 30, 2026—
20Valtern Metrology (fictional) · POS reporting incentiveJul 1, 2026 – Sep 30, 20262,316.00
21Coolwyn Fluids (fictional) · Volume rebateJan 1, 2026 – Jun 30, 2026−640.00
22Coolwyn Fluids (fictional) · Volume rebateJul 1, 2026 – Sep 30, 2026640.00
23Gripforth Vises (fictional) · Growth incentiveApr 1, 2026 – Jun 30, 20261,450.00
24Total row: left out

Step 3 · take it to your auditor

One page, signed, fingerprinted.

The printout carries the roll-forward, the tie-out, the aging, the exceptions with their row numbers, a fingerprint of your file and lines for the preparer and the reviewer. The CSV carries every line, so anyone can rebuild every total.

Print or save as PDF

The support schedule

One page for a typical schedule, black on white, with the disclaimer printed on it.

Every line

The schedule as CSV

Lines, program totals, the total, exceptions, aging and the tie-out, with your row numbers.

Fingerprints (SHA-256)

Which file, exactly

Your file · meridian-rebate-accrual-schedule-SAMPLE.csv

31903bbc 8586b53c 259b0447 94a62548 13113fb3 7fd1aee2 f3c6c78e 72330613

The schedule CSV

b3640be1 3f59cbb8 1f237e86 d0a52469 d72ce57b 96256260 8cb1f043 effc9edf

Change one cent in the file and the fingerprint changes completely. Fingerprint any file.

Answer key What the sample should show, and what it must not flag

The sample’s totals: opening $19,857.00 + accrued $45,126.76 − received $32,702.92 − $7,247.00 adjustments = ending $25,033.84, which ties to the sample’s general-ledger balance of $25,033.84.

  1. Row 9 Paid short Talbrook Fluid Power (fictional) · Ship-and-debit: Talbrook paid $8,892.00 on a $9,864.00 claim: line A3 is still open.
  2. Row 10 Row doesn’t foot Talbrook Fluid Power (fictional) · Ship-and-debit: The file’s ending balance says $6,202.00; the row’s own columns add to $6,220.00.
  3. Row 11 Past the claim window Talbrook Fluid Power (fictional) · Ship-and-debit: Invoice M-91388 made neither claim, and its deadline was Sep 23.
  4. Row 15 Paid short Allvena Buying Group (fictional) · Group rebate (Sawtrell): Allvena’s statement paid $2,323.92 against $2,693.76 accrued.
  5. Row 17 Claimed, never accrued Aquilor Fluids (fictional) · Co-op fund: Aquilor’s fall flyer claim was filed with nothing accrued.
  6. Row 21 Negative balance Coolwyn Fluids (fictional) · Volume rebate: Coolwyn’s one credit memo covered two periods and was posted to the first.
  7. Row 23 Accrued, not claimed Gripforth Vises (fictional) · Growth incentive: Gripforth’s Q2 incentive was earned 92 days ago with no claim.

Not flagged on purpose: settled periods (rows 5, 7, 12, 13, 16, 18, 19), programs whose period is still running (rows 6, 8), programs that pay without a claim (row 20, marked AUTO), and periods that ended on the as-of date (rows 14, 22). Kestova’s write-down (row 5) is your own adjustment, not an exception.

Why a controller wants this

Real money, in spreadsheets nobody fully trusts.

  • $264.0M of supplier volume rebate receivables on one large public U.S. distributor’s books at the end of 2025, up from $210.0M a year earlier. 1 Public filing · Feb 13, 2026
  • 60% of manufacturers and distributors don’t trust their rebate data, in a 2025 survey by Enable, a rebate-software company. 2 According to Enable (vendor) · Jan 10, 2025
  • 53% still manage rebates in spreadsheets, according to the same Enable survey. This tool reads the spreadsheet you already keep. 3 According to Enable (vendor) · Jan 10, 2025
  1. SAFE Wesco International, annual report (Form 10-K) for fiscal 2025. One company, not an industry average. Wesco International via SEC EDGAR, Feb 13, 2026. sec.gov/Archives/edgar/data/929008/000092900826000008/wcc-202512… (opens the source in a new tab)
  2. ATTRIB Enable, 2025 State of Volume Rebates, as reported in Industrial Distribution (“The truth about volume rebates”). A vendor survey. Industrial Distribution, Jan 10, 2025. inddist.com/operations/blog/22930231/the-truth-about-volume-reba… (opens the source in a new tab)
  3. ATTRIB Enable, 2025 State of Volume Rebates, as reported in Industrial Distribution. A vendor survey. Industrial Distribution, Jan 10, 2025. inddist.com/operations/blog/22930231/the-truth-about-volume-reba… (opens the source in a new tab)

SAFE = public, dated, independent. ATTRIB = public and dated, written or paid for by a vendor, always named.

Questions

Fair questions.

How we handle any file you do send us is on the trust page.

Is my file uploaded?

No. The page reads it inside this browser tab. It carries a browser policy that refuses every outgoing connection a script could use, and the meter beside the drop zone counts every request the page makes after you choose a file: it stays at 0 bytes sent. Turn off your Wi-Fi and it still works. Excel files are opened by the browser itself, so no reader library is fetched.

Does it tell me how to book rebates?

No. It organizes and reconciles the numbers already in your spreadsheet: the roll-forward, the aging, the tie-out to your general ledger and the exceptions. How rebates are recorded in your books is your accountant’s decision, and the printed schedule says so.

What does my spreadsheet need?

One row per supplier program and period with whatever you track: opening balance, accrued, received, adjustments, ending balance, claim date and amount, claim deadline. Or a list of entries (accruals, claims, receipts, adjustments) the way a general-ledger detail export looks. Column names can be your own; you can fix any match it gets wrong.

What does AUTO mean?

Some programs pay from the supplier’s own statement with no claim from you. Write AUTO in the claim-date column for those, and the tool stops asking where the claim is.

Can my auditor rely on it?

It shows its arithmetic: click any number and the rows behind it light up, and the printout carries a fingerprint of your file so anyone can confirm which file it came from. It does not check your numbers against your suppliers’ records. That is what the exceptions are for: they point at what to check.

When the exceptions are the work

Want the claims behind it prepared every month?

The schedule shows where each dollar stands. The desk does the work behind it: every program’s claim filled in that supplier’s own format, checked the way the supplier will check it, and queued for your named person to send.

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Free demo

Watch a month-end claim day

Seven programs, seven forms, filled and checked on the same fictional distributor, then flipped to the manufacturer’s side.

Open the Rebate & SPA Desk demo

Talk to Mike about your programs Or start with the free Margin X-Ray

Support schedule — not accounting advice

Rebate receivable support schedule

Meridian Sample Supply (fictional) · as of Sep 30, 2026

Supplier · programOpening+ Accrued− Received± Adjustments= EndingFlags
Kestova Carbide (fictional)Volume tier rebate · rows 5, 618,702.009,096.0011,455.00−7,247.009,096.00
Halcyra Carbide (fictional)Growth rebate · rows 7, 81,155.002,265.001,540.00—1,880.00
Talbrook Fluid Power (fictional)Ship-and-debit · rows 9, 10, 11—17,704.008,892.00—8,812.003
Vorlex Threading (fictional)Price support · rows 12, 13, 14—2,997.001,887.00—1,110.00
Allvena Buying Group (fictional)Group rebate (Sawtrell) · row 15—2,693.762,323.92—369.841
Aquilor Fluids (fictional)Co-op fund · rows 16, 17—900.00900.00——1
Valtern Metrology (fictional)POS reporting incentive · rows 18, 19, 20—6,741.004,425.00—2,316.00
Coolwyn Fluids (fictional)Volume rebate · rows 21, 22—1,280.001,280.00——1
Gripforth Vises (fictional)Growth incentive · row 23—1,450.00——1,450.001
Total19,857.0045,126.7632,702.92−7,247.0025,033.847

General-ledger balance $25,033.84 · schedule $25,033.84 · variance $0.00 (ties)

Aging of open balances (days since earned)

AgeClaimedAUTONot claimedPeriod openTotal
Period still open———10,976.0010,976.00
0–30 days6,220.002,316.001,750.00—10,286.00
31–60 days——1,620.00—1,620.00
61–90 days972.00———972.00
91–180 days—369.841,450.00—1,819.84

Credit balances −$640.00, not aged.

Exceptions (7)

  1. Negative balance · Coolwyn Fluids (fictional) · Volume rebate · row 21 · −$640.00
    The balance is −$640.00: $1,280.00 received against $640.00 on the books for this period.
  2. Past the claim window · Talbrook Fluid Power (fictional) · Ship-and-debit · row 11 · $1,620.00
    $1,620.00 earned Aug 24, 2026 has no claim, and the claim deadline was Sep 23, 2026 (7 days ago).
  3. Row doesn’t foot · Talbrook Fluid Power (fictional) · Ship-and-debit · row 10 · $18.00
    Your file shows an ending balance of $6,202.00, but opening + accrued − received ± adjustments = $6,220.00: $18.00 apart.
  4. Accrued, not claimed · Gripforth Vises (fictional) · Growth incentive · row 23 · $1,450.00
    $1,450.00 earned for the period ending Jun 30, 2026 (92 days ago) has no claim on file. Claim deadline Oct 28, 2026, 28 days left.
  5. Claimed, never accrued · Aquilor Fluids (fictional) · Co-op fund · row 17 · $1,020.00
    A claim for $1,020.00 was filed on Sep 25, 2026, but nothing is accrued for it in this file.
  6. Paid short · Talbrook Fluid Power (fictional) · Ship-and-debit · row 9 · $972.00
    The supplier paid $8,892.00 on a claim of $9,864.00; $972.00 is still open, 49 days after the claim.
  7. Paid short · Allvena Buying Group (fictional) · Group rebate (Sawtrell) · row 15 · $369.84
    $2,323.92 arrived against $2,693.76 on the books; $369.84 is still open 28 days after the payment.

This schedule organizes and reconciles your numbers. How rebates are recorded in your books is your accountant’s decision.