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Rebates & Compliance → Scan Submissions generates, validates and transmits your weekly scan data files. The history table shows Manufacturer, Week Range, Line Items, Cartons, Est. Rebate, Status and actions to View or Download the file.

How the weekly run works

It happens on its own, once a week, after the week closes.
1

The week is resolved

The week that just closed, per your configured cut-off day.
2

Sales are gathered

Every sale of the products mapped to that manufacturer.
3

The file is built and validated

In the manufacturer’s own format.
4

It is sent — if it passed

Only when automatic submission is on and validation passed.
A file that fails validation is deliberately not sent. It waits for a person, because a rejected submission can cost the whole week’s rebate. Check for failed submissions weekly.
Each store’s setup is independent, so one bad configuration cannot stop the rest of your estate filing. If the connection to the manufacturer is down, the run retries on its own before giving up.

Run one by hand

Pick the manufacturer and generate. Use this after fixing a validation failure, or after adding mappings you had missed.

Statuses

FAILED and REJECTED both need you. Everything else is progress.

Manufacturer setup

Rebates & Compliance → Tobacco Rebates → Settings holds a card per program (for example Altria AGDC and RJR Reynolds Rewards) with your account number, program tier and the filing credentials — host, username, password, remote path and port — plus whether automatic submission is on and which day the week cuts off.
Your account number comes from the manufacturer, and the filing credentials from their clearinghouse. If submissions are being rejected rather than failing, the file is arriving and the account details are the first thing to check.