# Who can license rebate claim records? | SourceX

Canonical: https://refer.sourcex.si/questions/who-can-license-rebate-claim-reconciliation-records
Last updated: 2026-10-19

Introduce the CEO, with the commercial finance head as sponsor. Commercial finance usually owns the rebate accrual, approves claims and knows where the claim files live, so it can describe the history accurately. Approval to discuss licensing sits higher. Counsel reads buying-group and manufacturer agreements, which can restrict disclosure of program terms. A rebate administrator who can export every claim still cannot authorize the discussion. What can be licensed stays unknown until SourceX's rights review.

This page is part of the [rebate claim reconciliation guide](/guides/workflow-rebate-claim-reconciliation), which shows which records explain a disputed rebate. Here the only question is who can say yes, and which program terms add a reviewer.

## Why commercial finance opens the door but rarely signs

The commercial finance head sits where the rebate history comes together. They set accruals, sign off adjustments, argue disputed tiers with customers and chase manufacturers for claimed rebates. Ask them how many claims a year needed adjustment, how far back approval notes go, and which systems hold agreements, invoice lines and deductions, and they can answer in one call.

What they usually cannot do is commit the company to a conversation about licensing its data. That decision touches customer relationships, manufacturer agreements and how the company's pricing is seen outside it. It belongs to the CEO, and at sponsor-backed companies the board may also need to approve.

## Three program types, three sets of terms

Rebate history is not one body of records. Who controls it depends on whose program it is. Microsoft's documentation for Dynamics 365 distinguishes deal types for customer rebates, customer royalties and vendor rebates, and its rebate module holds customer and vendor agreements in one place. One system can therefore mix records governed by very different terms.

- **Customer programs.** Rebates the distributor pays its own customers. The agreements and claim files are generally the company's own operating records, subject to confidentiality terms in each customer agreement.
- **Buying-group programs.** Rebates paid to members of a group purchasing organization or buying group. The group's agreement may restrict disclosure of pricing and membership.
- **Vendor programs.** Rebates the distributor claims from manufacturers. These sit under the manufacturers' agreements, which often limit disclosure of terms. [Vendor rebates and disclosure in portfolio companies](/guides/private-equity-vendor-rebates-portfolio-companies-disclosure) shows how sensitive those terms can be, and [supplier price file confidentiality](/questions/distributor-supplier-price-file-confidentiality) covers a close cousin.

## The yes path, question by question

Work through these with the commercial finance head.

1. **Which programs are in the history?** Customer, buying-group, vendor, or a mix. Each type adds or removes a reviewer.
2. **Does the company hold its own copies?** Claim files, approvals and credit memos the distributor created are usually its own. Records kept only on a buying group's portal or a manufacturer's claim system depend on that party's terms.
3. **Who signs agreements about company data?** The CEO. This is the person introduced.
4. **Does governance push the decision higher?** Sponsor-backed or family-owned distributors may route data agreements to a board or owner.
5. **Is anything changing control right now?** A sale, recapitalization or merger can shift who decides. [How to sell a distribution business](/guides/how-to-sell-a-distribution-business) shows when that happens.

## Authority matrix for rebate records

The evidence asset for this page.

| Role | Can see | Can authorize a licensing discussion? | Use in the introduction |
|---|---|---|---|
| Rebate administrator | Every agreement, tier and claim in the tool | No | Confirms record classes and years |
| Pricing systems advisor | System setup, keys and exports | No | Describes coverage; never exports |
| Credit and collections lead | Deductions and short payments | No | Confirms how rebate deductions are coded |
| Commercial finance head | Accruals, approvals, claim history | No | Sponsor and first contact |
| CEO | Company decisions on data | Yes; authorizes and signs | The person introduced |
| Counsel | Customer, buying-group and manufacturer agreements | Advises | Reviews disclosure limits first |
| Board or owner | Ultimate authority | Consulted where governance requires; the CEO signs | Added for sponsor-backed or owner-run firms |

The top three rows share one trait: access. Access tells you records exist. It does not tell you who can decide.

## Seeing every claim is not deciding (Illustrative)

Two fictional distributors written for this page; neither is a real company or deal.

| Question | 210-person plumbing supply distributor | 650-person foodservice distributor |
|---|---|---|
| Programs in the history | Customer programs only | Customer, buying-group and vendor programs |
| Who can export every claim | Rebate administrator | Two rebate analysts and an outside systems advisor |
| Person introduced | CEO | CEO, with the commercial finance head as sponsor |
| Extra review | Customer agreement confidentiality | Buying-group agreements, manufacturer agreements, board approval |
| Likely first scope | All customer claim history | Customer programs first; vendor programs after counsel's review |

The plumbing distributor's path is short. The foodservice distributor has more people with access and more agreements to read, yet the introduction still goes to the CEO. If the sponsor is unsure how to reach the CEO, see [finding the right decision-maker](/guides/how-to-find-the-right-decision-maker-for-a-data-partnership).

## Left for SourceX's rights review

The partner names the executive and lists the program types. SourceX's rights review decides which records the company can license, what must be removed or de-identified, and whether any customer, buying group or manufacturer must consent. Buyer interest and any offer stay unknown until then. [Why data rights matter](/proof/why-data-rights-matter) explains why that review comes first. SourceX licenses approved business data directly from companies for AI training and evaluation, and manages the agreement, rights review, data preparation, delivery and payout. This is general information, not legal advice.

The introduced company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Partners sign the Channel Partner Agreement before submitting; the first valid introduction within the 90-day window is credited when the company submits a verified application. The [system map](/guides/rebate-claim-reconciliation-records-across-systems) shows how the records join, and the [referral brief template](/resources/rebate-claim-reconciliation-referral-brief-template) puts the named executive into a note. Sponsor-backed companies are also covered under [specialty distribution](/industries/specialty-distribution-private-equity).

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

Once the yes path ends at a named executive and the program types are listed, [register as a partner](/register), check the distributor against [who qualifies](/who-qualifies) and read the [program terms](/terms) before the commercial finance head makes the introduction.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/supply-chain/rebate-management/rebate-management-overview
- https://learn.microsoft.com/en-us/dynamics365/supply-chain/rebate-management/rebate-management-deals
- https://refer.sourcex.si/terms