Contract Submission User Guide. User Guide. Contract Submission. Contract Submission User Guide_

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1 _ Contract Submission User Guide Contract Submission User Guide Contract Submission User Guide 1

2 Contract Submission User Guide This material and the information contained herein are the sole physical and intellectual property of Warrantech Corporation and its subsidiaries. ll rights are reserved. No part of this information or material may be used for any purpose, or reproduced, duplicated, or in any other way distributed, without the prior written consent of Warrantech Corporation. 2

3 Contract Submission Table of Contents Introduction. 4 Logging Into WCPSOnline 5 Launching Contract Submission... 7 Registration List Withdrawing/Reinstating a Contract...9 New Contract Entry Customer Information.10 New Contract Entry Contract Information 11 New Contract Entry Product Information 12 New Contract Entry Multiple Components/Products.13 New Contract Entry Confirmation 14 Submit Registered Contracts.. 15 WCPSOnline Quick Reference Guide 16 3

4 Contract Submission Introduction Welcome to Warrantech Consumer Product Services Contract Submission pplication! Contract Submission is an application designated by Warrantech to allow dealers the ability to enter individual (one or more) contracts sold directly into the Warrantech system. The purpose of this guide is to provide the Contract Submission user with valuable information about how to use this application to ensure satisfactory results and promote a positive user experience. In this guide you will find step by step instructions for performing tasks within the application, along with explanations and information designed to help you successfully navigate the system. We look forward to working with you and hope your Contract Submission experience is a pleasant one! 4

5 Logging Into WCPSOnline ccess to Contract Submission is achieved by logging into the WCPSOnline Website from your Internet browser application. The website address is: When accessed, you will be presented with the WCPSOnline Home Page. To continue the log-in process to access Contract Submission, click the Client Login link. () WCPSOnline provides access to a variety of applications. Logging in once is sufficient to have all of the applications available through a single click. The WCPSOnline Home Page also provides you with access to other valuable information or links to other areas, such as: Links to overviews of the various features of WCPSOnline; located in the center of the page. Links to the XchangeCard and RepairMaster registration sites on the bottom left side of the page. 5

6 Logging Into WCPSOnline - Continued Once the user has logged into WCPSOnline, and clicked the Client Login link, they will be presented with the following screen: B B To access WCPSOnline: 1. Enter the Sign On ID and Password (). The Sign On ID and Password fields are not case sensitive. 2. Click the Continue button (B). IMPORTNT NOTES: Service Plan Sales should be entered during the month in which they are sold. t the end of each month, it is necessary to SUBMIT your contract registrations with payment so that the contract can be created in the Warrantech system. Warrantech does not send an invoice for registered and submitted contracts. Payment should be sent immediaytely upon submission of contracts as discussed in this manual. 6

7 Launching Contract Submission One method for entering service contracts into the Warrantech system is Contract Submission. Contract Submission is an application that allows the user to enter individual contracts one at a time on a manual basis. It is accessed by choosing the Contract Submission~Individual () link. NOTE: pplication access is based on the permissions assigned the specific user. Your User Menu may look slightly different. 7

8 Registration List The first screen the user will see will be the Registration list, which shows any Pending contracts that are awaiting submission. Pending contract has been registered, but not yet submitted to Warrantech. Registered contract that is Pending does not exist in the Warrantech system until it is submitted and payment received by Warrantech. B C D E The Registration List screen will allow the user to: Modify or view any contracts that have been entered, but not yet submitted to Warrantech, by clicking the Modify or View links (). Withdraw or Reinstate a previously entered contract by checking/un-checking the box provided (B). Toggle between views of the registration list information using the lternate View (C) button. In lternate view, the user can toggle back by clicking the Original View button. dd new contracts by clicking on the Register Contracts (D) button. Submit all listed contracts for registration with Warrantech by clicking the Submit Registered Contracts button (E). NOTE: If no contracts are pending submission, the page displays a message stating 0 registered contract(s) pending submission for $

9 Withdrawing/Reinstating Contract B The above illustration provides an example of what is displayed when a user opts to withdraw a contract prior to submission to Warrantech. When this is selected, the word Withdrawn will appear in the Warranty Sold column. (). Reinstating a previously withdrawn contract is simple merely click the Withdraw/Reinstate check box (B) next to the contract in question. The page will automatically refresh with your changes. Contracts cannot be reinstated if the option to Submit Registered Contracts is chosen prior to reinstating. If you choose to not submit the batch of registrations on the list, when you re-enter the site the next time the "withdrawn" registrations will appear in the Pending Submission list, and a reinstatement can be done at that time. 9

10 New Contract Entry Customer Information On the Customer Information Screen for Contract Submission, the user must fill in all required information in order to proceed to the next step. ny field identified with a red asterisk is required information. Certain edit rules are in place for validating the entered information & appropriate error messages will be generated to ensure that the customer receives the coverage they purchased. When a Plan Type is selected, the screen will automatically update with the appropriate available plans to choose from. The vailable Plans selection dictates the service plan terms (for example 24 month, 36 month, 60 month, etc.), Date Of Purchase Plans versus Extension Plans, and on-site versus Carry-in Service plans. The Dealer Location can be selected from the Drop Down List. Only your store s locations will display. It is important to provide the correct Customer Telephone Number, as this is the primary lookup method our call center representatives will use if a customer calls in for service on their unit. NOTE: The address field is not required. If provided, a confirmation will be sent to this address. 10

11 New Contract Entry Contract Information On the Contract Information section for Contract Submission, the user must fill in all required information in order to proceed to the next step. ny field identified with a red asterisk is required information. Certain edit rules are in place for validating the entered information & appropriate error messages will be generated to ensure that the customer receives the coverage they purchased. Plan Purchase Price This is the amount the customer paid for the service plan. Plan Purchase Date This is the date the customer purchased the service plan. Total Product Value This is the actual amount the customer paid for the product, less tax. If the customer purchases the unit at a sale or discounted price, enter the sale or discounted price into this field. Product Purchase or Delivery Date this is the date that the customer purchased the product. Usually, this is the same date that the plan is purchased. However, there are some instances where the customer purchases the product and then comes back to purchase the service plan at a later date. There are also situations when the customer s product is being delivered at a much later date than when it was purchased. When this occurs, you may enter the product s delivery date in lieu of the product s purchase date. The service plan EFFECTIVE date is the date you enter into this field. Sales Ticket Number This is the sales ticket or invoice number that is listed on your customer s sales receipt. Number of Contracts with Same Product Configuration This will always be ONE. Number of Products per Contract This is the number of products that are being covered under the ONE service plan. Usually this number will be one. However, if, for example, you are selling a 3 piece appliance package, you would enter the number 3. WCPS Online will verify eligibility of coverage based on dates. Remember, if a product has 12 months parts and labor from the manufacturer, the plan can be sold within the first nine months of the product s date of purchase. If the product has anything less than 12 months parts ND labor, then the plan must be sold within the product s first 30 days of purchase. Once the customer and plan information has been entered, and you have clicked the Continue button, you will be brought to the Product Information page. 11

12 New Contract Entry Product Information B C The Product Information screen summarizes all of the customer and contract information previously entered. To make changes to this information, click the Modify Customer/Plan Information button (). Enter the Product Information in the provided area (B). ll fields with an asterisk are required. If the uncertain of the Manufacturer warranty information, select Other from the Manufacturer Drop Down List and type in the Manufacturer name in the field provided underneath. Enter the price the customer paid, less tax. This amount must match the product purchase price entered on the Customer Information screen earlier. Enter the covered product s Model Number. The Serial Number is not required. lso provide the Manufacturer Parts and labor warranty terms in months, if available. If the product is refurbished, be certain to check the Refurbished box. This will override the manufacturer's original warranty. Click the Register Contract button (C) when all product information has been entered. 12

13 New Contract Entry Multiple Components/Products B C For contracts that cover multiple component or products: 3 piece appliance package is one service plan. Therefore, on the customer information screen, as seen in example (), under Contract Information, you will enter ONE for NUMBER OF CONTRCTS w/ SME PRODUCT CONFIGURTION and you will enter THREE for NUMBER OF PRODUCTS PER CONTRCT. Enter the SUM of all THREE products (less tax) as the TOTL PRODUCT VLUE (B). When you advance to the PRODUCT INFORMTION screen (C), there will now be THREE areas to enter the THREE covered products. NOTE: Enter the individual product purchase price for each unit. The sum of the three entries should equal the amount listed as TOTL PRODUCT VLUE in the Contract Information section of the Customer Information screen. 13

14 New Contract Entry Confirmation Options This is the confirmation for the registration of this contract. The screen provides you with the Reference Number (), and several options: 1.Enter another contract for the same customer: Customer information will pre-populate. 2.Enter a contract for a different customer: blank screen will be provided to enter a new contract 3.Return to the registration list: view the contracts you have registered 4.Send an confirmation to the customer, using the address you provided in the Customer Information section of the Contract registration. 5.Close the window, or 6.Print the page for your records. Warrantech does NOT send any documentation to your customer. It is recommended that you print this confirmation page for your records. 14

15 Submit Registered Contracts If you have no further contracts to Register, but would like to submit previously registered contracts to Warrantech, the user can click the Submit Registered Contracts button on the Registration List screen. fter clicking the Submit Registered Contracts button the user will be presented with a computer generated invoice that provides: () Submission Number (B) Listing of contracts submitted with reference numbers provided. (C) Total dollars due Warrantech C B D Warrantech Corp Payable to: Warrantech CPS PO Box Dallas, TX NOTE: fter submission the processing time can take up to 3 weeks for Warrantech to download the submission information into our database. The contract cannot be viewed or modified during this time. NOTE: Remit a check payable to Warrantech CPS for the amount indicated and a copy of this Final Submission Confirmation page to the address indicated on the Submission Confirmation (D) Please include the contract submission number on the check. 15

16 WCPSOnline Quick Reference Guide FOR HELP WITH THIS PPLICTION: If user has a problem logging into WCPSOnline please follow these instructions: Send an to: servicenetwork@warrantech.com with Unable to Login in the Subject line. List the following information: Requestor name, Dealer Name, Phone number, & Login ID. If the user has a problem utilizing the application please follow these instructions: Send an to: wcpsonlinesupport@warrantech.com with Manual Contract Entry in the Subject line. Clearly state the problem: Example: Unable to access the web site Example: Page cannot be displayed Example: Unable to access a screen List the following information: User name, Dealer Name, Phone number, & Login ID. You will receive a response within 24 hours, Monday Friday, excluding holidays. ll information will be kept strictly confidential. RESERCHING MISSING OR INCORRECT CONTRCTS: Send an with the following information: Customer s Name, ddress, Phone Number, Product Manufacturer, Model Number, Date Of Purchase and information from the bill of sale or invoice for the product and contract to dealerrequest@warrantech.com. You also have the option, and may be asked, to fax this information to Clearly state the problem and have a copy of the original invoice from the sale of the product and the contract, if available. QUESTIONS REGRDING CLIMS PYMENT OR BILLING Send an with the following information: Contract Number (If available); RO Number (if applicable); Invoice Number (if applicable) Customer s Name, address and telephone number; and Dealer Name to claimsinfo@warrantech.com Final Note: We hope this information will assist you in using the Contract Submission application. We will work towards keeping you updated on any new changes and improvements in this valuable system. Thank You 16