Claims Central. Promotion and Program Claims Users Guide

Transcription

1 Claims Central Promotion and Program Claims Users Guide Effective 11/1/2017

2 Accessing Claims Central Go to Login on the Exmark.com homepage Select Dealer Login You will be required to enter the login and password for your Dealership If you cannot recall your login and / or password, marnie.oates@exmark.com or call her directly at (402) Once on the Dealer Extranet, select the Claims tile under Tools.

3 Claims Central Overview Dashboard The screen above is an illustration of your Claims Central Dashboard. This is where you will go to do the following: Filter and search for the status of various claim types via the default Dashboard area. This includes only non-paper submitted promotion and program claims. Claims Search filter and search for the status of various claim types, serial number, claim status, model number, etc. Create Claims for reimbursement under such programs as Bid/Fleet/National Fleet/Grow to Fleet/Turf Management Fleet/Corporate & National Account. Paper claims are no longer accepted. Floor Plan enables you to enter serial number(s) and check their registration status as well as if the unit currently shows as paid off of Red Iron Acceptance floor planning (if applicable). Programs and Promotions tab shows you a list of all current programs and promotions in effect. Fleet Accounts displays all active and inactive fleet customers.

4 Promotion Claims We define a promotion claim (such as $1000 off a Navigator) as one that does not require a copy of the sales invoice to the customer and is automatically paid to the Dealer based on the product registration and the unit having no floor plan loan balance with Red Iron Acceptance. Important Note: When registering a rebate eligible product on the Warranty Central system for either a promotion or program retail sale, it is very important that you choose the correct Rebate option from the drop down menu. For example, if the product being registered was eligible for a rebate under a promotion such as Vantage $500 Instant Rebate, be sure to select Promotion from Rebate option drop-down. Your process for registering units via E-Z Link remains unchanged; therefore, promotion rebates will automatically be processed for your Dealership. Since EZ-Link Dealers do not go into Warranty Central and tell us a unit s Rebate type, it is very important that your Claims Admin contact reviews the automated s generated by our system for accuracy in processing. If Exmark is incorrect, your Dealership can click a link in the and mark the claim in error. This will stop the process flow and free up the given serial number to be utilized in a different promotion or program.

5 Program Claims All Bid/Fleet/National Fleet/Grow to Fleet/Turf Management Fleet/Corporate & National Account claims must be created and submitted online utilizing Claims Central found on the Dealer Extranet. Unlike the promotion rebate process, Exmark requires a copy of the Dealer s invoice to the end customer. TIP #1 Always scan a copy of the applicable invoice(s) and save them in an easy to remember folder on your computer so they can be found, uploaded and attached to the program claim you are going to create and submit. TIP #2 When registering product(s) in Warranty Central, be sure to select the correct Rebate Option from the drop down. This will ensure accuracy in our claims processing. TIP #3 The Warranty Central product registration database and the claims search function may not always be synchronized. Typically, it takes a minimum of 24-hours before a registration record can be found within our Claims Central database. With this in mind, you will save data entry time if you register the units on one day and then create the applicable program claim on the following day. Program Claims Creation and Submission Process Entering/Attaching Customer Information The program claims creation process is very similar for each program. In this example we will create and submit a fleet claim. After logging in to Dealer Extranet, select the Claims tile under Tools. Click Create Claim tab Choose Fleet Program from Select Program drop down Our system attempts to leverage existing customer data to minimize your manual entry as well as mitigate the creation of duplicate fleet accounts for the same company. For this example, this fleet claim is to an existing account so we chose Existing as the option to Fleet Type. Then select the existing fleet customer from the drop-down.

6 Select the Add Unit button and you can now enter mower information which includes serial numbers and selling price for each mower on the fleet sale. You can also enter accessories information if they were purchased as part of the fleet sale. Note: It is very important that the selling price for each serial numbered unit matches the invoice copy that will be uploaded and attached with this fleet claim. Enter serial number in the entry field followed by the fleet selling price extended to the customer. Then select Update. Repeat this process for each unit. For non-serialized accessories the serial number is not required. Please enter the model, quantity and selling price and leave serial field blank. Note that many fields automatically populate for you. Here is a description of the detail that is contained in each column where a question may occur. o Customer Information this is the section in the upper right corner. If the serial number you entered is registered, it will auto-populate with the customer information. o Comm Price Is Exmark s nationally published commercial sale price. o Max Sale Price Is the maximum sale price the given unit can be sold at and still be eligible for a rebate. o Rebate the rebate amount for the model/serial number o Points the system will auto populate applicable fleet points for the unit(s) entered.

7 o Statuses This area will give you a message which indicates if there are conflicts for this serial number such as: duplicate claim for serial number, customer mismatch, sell price too high, or has already been claimed under another promotion or program. If a conflict exists, you will need to call your Exmark Distributor Claims Admin Contact or claims@exmark.com. o NOTE: You will not be able to submit a claim where a conflict exists until it is resolved. o Purchase Date/Registration Date This column tells you if the unit has or has not been registered and does or does not show a loan balance with Red Iron Acceptance. Note: You will be able to submit the claim regardless of this status. Our system will continually look for the registration to come in, as well as check for a zero loan balance. Once both of these steps are completed, the claim will be moved to a ready to pay status by your Distributor and/or Exmark. You can Edit information on each row by clicking the edit (pencil) icon or Delete the entire row by clicking on the delete (X) button. Uploading Required Invoice Copy All program claims require a copy of the sales invoice to the purchaser. We have made this process quick and easy for our Dealerships. Our system accepts many file types including.pdf,.jpg,.png,.gif or.tif This image can be achieved by scanning on many photocopiers or by simply taking a picture of the invoice utilizing a smartphone. Before uploading, be sure that the image is clear and legible. A helpful tip for you is to save your invoice image(s) in advance of creating your claim. Start this quick process by entering your invoice number in the Dealer Invoice Number field provided. Next, click the Select files button. You will then navigate to the location on your computer in which you saved your invoice image file. Tip: It is helpful to create a new folder on the computer s desktop called Program Claim Invoice Images to allow you to easily locate your invoice. Find the image of the invoice for your particular claim and double-click it. This will upload an invoice to your claim. You can review your image by clicking the Show Invoice button shown below. Please ensure your invoice copy looks clear and legible. Your last step is to select the Submit button at the bottom of the claim. Questions Please contact your Exmark Distributor Claims Admin Contact, Territory Manager or claims@exmark.com.