Claims Central. Promotion and Program Claims Users Guide

Transcription

1 Claims Central Promotion and Program Claims Users Guide Effective 11/1/2014

2 For 2015 we are pleased to announce that our process for submitting program rebates such as Bid/Fleet/Corporate and National Account has been streamlined. In addition, our new Claims Central area delivers self-help functionality to our Dealers to check the status of all non-paper generated claims and rebates for both promotions and programs. 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, you can or call her directly at (402) Once on the Dealer Extranet Go to Sales & Marketing and select Claims Central from the pull-down

3 Claims Central Overview The screen below is an illustration of your Claims Central home page. This is where you will go to do the following: Filter and search for the status of various claim types or search by a given serial number via the default Claim Display area. This includes only non-paper submitted promotion and program claims. Manually Create Claims for reimbursement under such programs as Bid/Fleet/Corporate & National Account. Effective 11/1/2014 paper claims will no longer be accepted. Programs and Promotions tab will show you a list of all current programs and promotions in effect (that are not annual programs such as Bid/Fleet etc.) Report Generation tab enables you to create various reports to aid in your claims tracking process. Registration and Floor Plan Checker 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). Dealer Profile is where Dealers go to update your current profile information on file, including the claims contact and their respective address. It is very important that this information is kept up to date since claims status s are automatically generated and sent by the Exmark claims processing system to the address indicated.

4 Promotion Claims The promotion claims process that was launched in 2013 remains unchanged. For clarity, 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 Going forward, all Bid/Fleet/Corporate and National Account claims must be created and submitted online utilizing Claim Central found on the Dealer Extranet. Unlike the promotion rebate process, Exmark requires a copy of the Dealers 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 insure 100% 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. Exmark continues to explore an automated program claims process for our EZ-Link Dealers. Until further announcement, EZ-Link Dealers will be required to follow the same Program Claims submission process illustrated in this user guide.

6 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 Go to Sales & Marketing and select Claims Central from drop-down Click Create Claim tab Choose Fleet Program from Which program is this claim for drop down and then hit Submit Program type. Our system attempts to leverage existing customer data to minimize your manual entry as well is 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 Is this a new fleet customer or existing. Once selection is made, then click the Submit Fleet Choice button.

7 The next step will be to select the purchase date in which the fleet sale took place. This date should match the sale date on your invoice to the fleet customer.

8 Entering/Attaching Mower/Accessories Information After purchase date has been entered, 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. After these two fields have been entered then select Insert. Do this process for each unit on the fleet claim. 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 Reg/Loan 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. o Fleet Points The system will auto populate applicable fleet points for the unit(s) entered. 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.

9 o Conflicts This area will give you a message which indicates if a unit 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 if in EDS Direct Territory call Marketing Program Claims team. o NOTE: You will not be able to submit a claim where a conflict exists until it is resolved. 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. Finish the Mower Information input process by clicking the Go To Accessories button. If there are accessories on your fleet sale, select Yes and then Submit Accessory Answer. You will then be prompted to enter each applicable accessory. In this example we selected No and then Submitted NOTE: Only accessories listed on your yearly rebate list will be eligible for program reimbursement.

10 Entering/Searching Customer Information We are now ready for customer information to be attached to the fleet claim. The Exmark System leverages search functionality to minimize the need for data entry where possible. o If the serial numbers in this particular claim had been already registered, the system would have automatically populated the client information from our product registration data. o In this example, the units were not registered so we are going to search for an existing customer record. You are required to either enter the Business Name or the purchasers Last Name to search our customer database. You can also refine your search by entering information in the optional fields we have provided. For this example I have entered the last name of the purchaser as Cloutier Once your customer search information has been entered click the Submit Client Search button.

11 In this example (3) records were returned with the last name of Cloutier. Simply click the Select button for the customer applicable for this claim. A pop up window will appear, if it is correct click OK. If the correct customer record was not an option, then select the None of the Above option. The system will then move you to a customer form so you can manually enter the customer record.

12 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 photo-copiers or by simply taking a picture of the invoice utilizing a smart-phone. 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 Browse button. You will then navigate to the location on your computer in which you saved your invoice image file. In this example (see next page), a new folder was created on the computers desktop called Program Claim Invoice Images. Click and open the folder you created to store your invoice images.

13 Find the image of the invoice for your particular claim and double-click it. You should then see the path to the file you selected in the Invoice Image field.

14 Click the Upload Invoices button. Your invoice image will then be attached to the claim. You can review your image by clicking the Preview button shown below. If the invoice copy looks clear and legible, you are then ready to review the claim in its entirety. Go to the Review Claim button and click it. From the Review area you will be able to see all of the claim detail, edit various information, save and print the claim without submitting, and finally submit the claim.

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