Reconciling a QPS claim, step by step
Last reviewed·ReconPe Editorial
A Quantity Purchase Scheme looks simple: buy the volume, earn the rebate. But two things quietly cost dealers real money — claiming store-by-store instead of on combined volume, and a credit note that lands a little short. Here is the exact arithmetic, on one scheme.
1 · The scheme circular
The brand's Q1 QPS on a model line pays a flat rebate per unit, at the slab your total quarter volume reaches:
| Quarter volume | Rebate |
|---|---|
| 1 – 50 units | ₹0 / unit |
| 51 – 100 units | ₹300 / unit |
| 101 – 200 unitsyou land here | ₹500 / unit |
| 201+ units | ₹700 / unit |
Read your own circular — some QPS schemes are marginal or value-slab, not flat-rate. The reconciliation logic is the same: recompute the promised rebate exactly as written.
2 · What you bought — across three stores
Over the quarter your three stores bought 140 units of the model between them: 40 + 45 + 55.
140 units lands in the 101–200 slab → ₹500/unit.
- Store A · 40u · 1–50₹0
- Store B · 45u · 1–50₹0
- Store C · 55u · 51–100₹16,500
Same 140 units, two different claims. Claiming store-by-store leaves ₹53,500 on the table — because no single store reached the slab your combined volume did. This is the most common QPS leak, and it happens before a single credit note is even checked.
3 · The credit note that arrives
You claimed correctly, on combined volume, so you are owed ₹70,000. Weeks later a credit note posts in the brand's monthly statement:
The brand applied ₹475/unit instead of ₹500 — a slab-boundary or rate error. On the statement total it looks like a normal credit; the ₹3,500 shortfall only shows when you check the line against the circular's slab rate.
The reconciliation, in one line
On this one scheme, reconciling promised-vs-paid surfaces two recoverable amounts: the ₹53,500 you would lose by claiming store-by-store, and the ₹3,500 the credit note came short. Multiply that across every brand and every quarter, and you see why unreconciled QPS is where dealer margin quietly disappears.
How do you reconcile a QPS claim?
Recompute the rebate exactly as the circular defines it, on your combined purchase quantity across all stores for the period; that is what you are owed. Then find the credit note for the claim in the brand's statement and confirm the amount equals the rebate at the correct slab rate. The gap between promised and paid — plus any slab you missed by not aggregating — is your recoverable claim.
Questions dealers ask
What is a QPS (Quantity Purchase Scheme) claim?
A QPS is a volume rebate a brand pays a dealer for buying a target quantity in a period — usually a slab table where a higher total volume earns a higher rebate per unit. The rebate is settled later as a credit note in the brand's monthly statement, not as a discount on the purchase invoice, which is why it has to be tracked and reconciled separately.
Why should I combine QPS purchases across all my stores?
Because the slab is earned on your combined volume, not per store. Claiming store-by-store drops each store into a lower slab than your total volume actually reached — often a much lower per-unit rate, or zero. On the example below, combining 140 units earns ₹70,000; claiming the same 140 units store-by-store earns only ₹16,500. That ₹53,500 gap is pure, avoidable leakage.
How do I know if a QPS credit note was short-paid?
Match the credit note line against the scheme circular: confirm the brand applied the correct slab rate to your correct combined quantity. A short-paid credit note usually looks fine on the statement total — the shortfall hides at the line level, where the wrong slab rate or the wrong quantity was used. Recompute the expected rebate from the circular and compare it to the amount actually credited.
Are all QPS schemes flat-rate at the achieved slab?
No — read your circular. Many durable-goods QPS schemes pay a flat rate on the whole volume at the slab you reach (the assumption in this example). Others are marginal or tiered (each slab's units at that slab's rate), and some are value-slab rather than quantity-slab. The reconciliation is the same idea either way: recompute the promised rebate exactly as the circular defines it, then compare it to the credit note.
Related: Dealer scheme guide · Why your invoice price is a lie · Scheme Leakage Audit