Recover every rebate dollar you earn. Ximple ERP connects vendor contracts, POS sales, price books, and financials so cash & carry and C-store distributors can control CPG trade spend, eliminate margin leakage, and prove promotion ROI.
Replace spreadsheet-heavy processes with a single system that understands vendor incentives, bill-backs, scan data, off-invoice deals, and complex promotion mechanics across high-volume depots and branches.
Cash & carry and C-store distributors run hundreds of overlapping CPG programs across tobacco, candy, snacks, beverages, grocery, and general merchandise. Without a structured system, margin leaks everywhere.
Program terms live in PDFs, email attachments, and file shares. Sales and purchasing use different versions, and operations rarely see the details at all.
Trade programs are not consistently tied to SKUs, customers, or branches, so it is difficult to prove eligibility and defend claims during vendor audits.
Finance teams rebuild accruals in spreadsheets, re-key volumes into claim templates, and reconcile vendor payments manually, leaving money on the table.
Category managers cannot see whether promotions actually improved margin after funding, bill-backs, and execution costs, so the same weak programs are repeated.
Before Ximple ERP
Vendor programs are tracked in siloed files. Claims are delayed, disputed, or under-claimed. Finance and buying groups lack confidence in reported trade spend and true margin.
With Ximple Rebate & Trade Promotion Management
Every program is modeled in ERP with clear rules. Accruals trigger automatically at POS and on invoices, and claims are generated, reconciled, and analyzed against actual profitability in one system.
Ximple ties vendor programs directly to items, customers, branches, and POS transactions. That means every qualifying sale automatically accumulates funding, and every claim is backed by clean data.
Store all rebate, bill-back, and promotional funding agreements in a structured repository with terms, dates, tiers, caps, and participating items and vendors.
Support off-invoice and bill-back deals, volume and growth rebates, scan-based funding, lump-sum marketing funds, display allowances, and buy-downs.
Accrue vendor funding at the line level as items are sold at the counter, via telesales, or online, using current program rules and eligibility criteria.
Align programs with buying group participation, chain accounts, independent retailers, and multi-branch eligibility to prevent misapplied funding.
Link vendor funding directly to promotional pricing, multi-buy offers, and loyalty campaigns so discounting and funding stay in sync.
See gross margin before and after funding by promotion, vendor, brand, and category. Quickly identify which programs drive profitable volume and which should be retired.
| Capability | Typical manual approach | Ximple ERP approach |
|---|---|---|
| Maintain vendor programs | Static PDFs, emails, and spreadsheets maintained by purchasing only. | Central program master with version history, approval workflow, and cross-team access. |
| Apply funding to sales | Periodic spreadsheet calculations using approximate volumes. | Real-time accrual at POS and on invoices, at line level, driven by program rules. |
| Generate rebate claims | Manual templates for each vendor; risk of under- or over-claiming. | System-generated claims with supporting transaction detail and summarised reporting. |
| Reconcile vendor payments | Time-consuming statement review and manual GL postings. | Automated matching of payments to claims, with variance reporting and GL integration. |
| Measure promotion performance | Limited or ad-hoc analysis; difficult to see true net margin. | Standard dashboards by vendor, brand, category, promotion, and customer segment. |
Ximple Rebate & Trade Promotion Management reflects how cash & carry and C-store distributors actually work, from negotiating funding through settlement and reporting.
Example: Tobacco bill-back program
A tobacco manufacturer funds a per-pack bill-back for specific brands, channels, and branches for a defined period.
Rebate and trade promotion management is critical to the P&L. Ximple gives finance and leadership a reliable picture of net margin that reflects both customer pricing and vendor funding.
Accruals are based on actual POS and invoice data, not estimates. Programs that expire, hit caps, or change mid-period are reflected automatically.
Every claim carries supporting transaction detail so vendor audits can be handled quickly, with clear proof of eligibility and funding calculations.
Produce standard and custom reports for buying groups, key vendors, and internal stakeholders without rebuilding everything in spreadsheets.
Ximple Rebate & Trade Promotion Management is purpose-built for distributors with heavy CPG exposure, high SKU counts, and intense promotional calendars.
A few common questions from cash & carry wholesalers and C-store distributors evaluating rebate and trade promotion management in Ximple ERP.
Yes. Many distributors start by onboarding a small number of strategic vendors or high-impact categories such as tobacco or beverages. Once the process and reporting are in place, they expand to additional programs and suppliers.
Ximple ERP is designed to integrate POS, item masters, and price books with rebate rules. Eligible items and customers are tagged in the ERP, and funding is calculated whenever a qualifying sale occurs, regardless of the sales channel.
Ximple can model buying group deals, shared funding arrangements, and special programs for chain accounts and independents. Standard reports make it easier to provide required documentation to groups and vendors.
Timelines depend on scope and number of vendors, but cash & carry customers typically start seeing value in a phased rollout, beginning with a focused set of programs and expanding from there.
Ready to control vendor incentives and trade spend?
See how Ximple ERP manages rebates, promotions, and pricing together.
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