ClaimDS glossary

Glossary · Updated 25 Jun 2026

Plain-language definitions of the rebate, claims, settlement and GST terms ClaimDS uses — rebate, accrual, chargeback, billback, deduction, credit note, reconciliation and more.

The vocabulary of distributor rebates and claims is dense, and the same word can mean different things in different companies. These are the definitions as ClaimDS uses them. Jump to a term from the list on this page, or link straight to one (for example /docs/glossary#credit-note). Many terms have a fuller page — follow the Read more link under the definition.

Rebate

A rebate is an amount a seller agrees to return to a buyer based on what the buyer purchases — for example, a percentage back once volume crosses a threshold. In ClaimDS a rebate can be a sales rebate (one you owe your customers) or a purchase rebate (one your vendors owe you).

Agreement

An agreement is the rule that defines a rebate program: its slabs, the eligible products and partners, the validity dates and the eligibility criteria. The calculation engine accrues against the agreement, so getting the agreement right is what makes every later number correct.

Accrual

An accrual is the running amount of rebate that has been earned but not yet settled. As qualifying business volume comes in, ClaimDS posts accruals against the agreement so you always know what is owed before any money changes hands.

Claim

A claim is a demand for a rebate or adjustment — one your company raises, or one a partner raises against you. Every claim moves through a clear set of states (draft, submitted, approved, posted) so its status is never ambiguous.

Chargeback

A chargeback is a claim a downstream channel partner raises against you — typically to recover an agreed rebate, scheme or price difference. In ClaimDS chargebacks arrive as inbound channel claims.

Billback

A billback is, in practice, the same kind of inbound channel claim as a chargeback — a partner bills you back for an agreed amount. ClaimDS handles both through the inbound channel claim flow.

Deduction

A deduction is a debit note a customer takes directly off an invoice rather than filing a separate claim. ClaimDS keeps deductions in their own inbox so they're reconciled deliberately, not lost in the invoice.

Credit note

A credit note is the document that settles a claim on the books — and, where GST applies, a tax document with required particulars rather than a plain ledger entry. ClaimDS generates the credit note from the same claim it reconciled, so the amount comes from one source.

Settlement

A settlement is the run that turns reconciled claims and accruals into a paid partner balance. ClaimDS computes the settlement, you review it, the payout is recorded, and — if something was wrong — it can be reversed rather than deleted.

Reconciliation

Reconciliation is matching approved claims to the credit-note lines that settle them, per principal and per period, on a reconciliation sheet. It's the step that ensures you settle an agreed figure rather than a re-keyed one.

Counterparty

A counterparty is any trading partner in your master data — a customer, a vendor, or a distributor who is both. ClaimDS stores their GST identifiers and details so claims, credit notes and settlements reference one consistent record.

Distributor, dealer, stockist

These are tiers in the route-to-market: product typically flows from you to a distributor, then to a dealer or stockist, and on to the retailer. ClaimDS models this channel hierarchy so claims and schemes can target the right tier.

GST

GST (Goods and Services Tax) is India's indirect tax. It shapes how rebates settle: credit notes, input-tax-credit treatment and intra- vs inter-state tax all depend on it. ClaimDS surfaces the GST particulars a settlement needs, but the authoritative rules and rates always come from the current law — verify them with your tax advisor.

GSTIN

A GSTIN is the 15-character GST registration number for a business. ClaimDS stores and validates GSTINs on counterparties so credit notes and returns reference the correct registration.

Place of supply

Place of supply is the rule that decides whether a transaction is intra-state or inter-state, which in turn decides how the tax splits. ClaimDS derives it from the parties' states so the tax on a credit note is applied correctly.

Retroactive price adjustment (RPA)

An RPA is a claim that adjusts the price on already-invoiced business — for example a post-sale price change agreed with a partner. It settles against the original invoice.

Special pricing agreement (SPA)

An SPA (sometimes called ship-and-debit) is a claim where you've sold at a specially agreed price and recover the difference. ClaimDS supports SPA claims on the purchase side.

Stock protection

Stock protection is a claim that protects warehoused inventory against a later price or quantity change — common where SKUs depreciate quickly. ClaimDS handles it as its own purchase-side claim type.

Audit trail

The audit trail is the tamper-evident record of every change across ClaimDS — who did what, and when. Settlements are reversed rather than deleted precisely so this history stays complete.

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