June 2017 Version A Solution www.progi.com 1 855 310-6343 Progi.com Inc. 2015
Content Installing the Software (if done jump to p.4) 3 Configuring the Software (if done jump to p.5) 4 Tools Menu (if done jump to p.9) 5 Setting Options 5 Recyclers Priority List 7 Suppliers List Management 7 File Processing Overview 8 Access ProgiParts 9 Welcome Screen and Information 9 ProgiParts Home Page 10 Open a New File 11 New File from Imported Estimate Import Wizard 12 Step 1 Details 12 Step 2 Vehicle 12 Step 3 Part Matches 13 Step 4 Recycled parts list 14 Step 5 OEM parts list 15 Step 6 Aftermarket parts list 15 Step 7 Add pictures to a file. 16 Parts Availability Preview 17 Confirmation Requests 17 Confirmation Results 18 Suggested Parts 18 Order Parts 19 Online Ordering Steps 19 Online Ordering Information Tab 19 Online Ordering Parts Tab 19 Order Summary 20 Importing Supplements 20 Cancellations and Returns 21 Labour Credits 22 Date Received (optional) 23 Invoicing 24 When the insurer pays the invoice 24 When the collision shop pays the invoice 24 Online Ordering Invoice paid directly by the insurer 25 Online Ordering Invoice paid by the shop 25 Online Ordering One Stop Shop (Coming soon) 25 ProgiParts Website 26 ProgiParts Website Main Menu 27 ProgiParts Website Accounting Portal 28 Annex 1 - Vehicle Files Menu 29 Annex 2 - Open an Existing File 30 If ProgiParts is already installed and configured on your computer skip to page 9 2
Installing the Software (if done jump to p.4) Guide for the Collision Shop You have already received the link to install ProgiParts by email along with your username and password. Click on the link included in your welcome email and follow the steps below: 1 2 3 Select your preferred language. Click on OK. Click on Next to move past the welcome screen. Click on Next. You must accept the licence agreement terms to install and use ProgiParts. 4 5 6 If needed, change the folder where ProgiParts will be installed. Click on Next. Specify in which start menu file you would like to install the software shortcut. Click on Install. Leave the Launch ProgiParts option checked if you wish to use the program immediately. Click on Next. If you need assistance to install ProgiParts, you may call us at 1-855-310-6434 or email us at progiparts@progi.com, Our customer service agents will be glad to assist you. 3
Configuring the Software (if done jump to p.5) Guide for the Collision Shop If you are using the program for the first time, please follow the configuration steps below: 1 2 3 In the Welcome window, click on Next. Select your preferred language for the program and for used parts descriptions. Select the user to be suggested by default when starting the software. Select the delay after which files will be archived. Click on Next. Enter the information for the default repairer. It will also be used as the shipping address. Click on Next. The Test button next to the email field lets you test the email you entered. 4 5 Select your preferred insurance companies. Click on Next. Contact ProgiParts to add a company. The selected companies will be available when creating files in ProgiParts. Select your preferred recyclers. Click on Next. Contact ProgiParts to add a recycler. Preferred recyclers will always receive parts requests whereas excluded recyclers won t. 6 Click on the Finish button to access the main menu requests. 4
Tools Menu (if done jump to p.9) Setting Options Click on the gears icon on top of the home page: Or click on the Tools menu on the top left of the home page and click on Options. General Tab You may edit the following: Language for the software and parts descriptions. Default user login on start up. Estimates archiving delay. CIECA Tab List of directories where to find CIECA exports. Use the Add or Remove buttons to add or delete directories. To delete the CIECA information found in the listed directories, check the box provided for this purpose and specify the delay in days. The Enable import wizard box is checked by default, this will guide you through file creation steps. Check the box Show CIECA files containing no parts if you want that option activated. Insurer Tab Select the insurance companies you do business with. Click on the Save button. 5
Tools Menu (continued or jump to p.9) Setting Options (continued) Guide for the Collision Shop Collision Shops Tab You may edit the user name. The collision shop s information suggested by default will be used for files processed in ProgiParts and as the shipping address for ordered parts. Edit the information as needed and click on Save. User : Emails Tab Enter or modify the email address. Select the notifications you want to receive from ProgiParts. Emails content is also available within the software. 6
Tools Menu (continued or jump to p.9) Recyclers Priority List Guide for the Collision Shop Click on a recycler name, then click on the button that categorizes it: Favourites: Will receive all parts requests. Normal: Will receive parts requests only for parts in inventory. Excluded: Will not receive any parts requests. Use the Move up and Move down buttons to move recyclers between lists. Click on a listed recycler to display detailed information. Once your selections are made, click on OK. Suppliers List Management In the Tools menu, click on Show O.E.M. Suppliers: Link to OEM suppliers list management site. List of OEM suppliers per insurer. In the Tools menu, click on Show Aftermarket Suppliers: List of aftermarket suppliers per insurer. 7
File Processing Overview 8
Access ProgiParts On your desktop, click on the ProgiParts icon: Enter your user name and password, then click on the Connect button. Activate the Remember my password option to avoid having to enter your password each time. With this option activated, when you change users, the password will change automatically for the current user s password. Keep in mind that with this option activated, anyone with access to your computer will be able to use the current user s ProgiParts account. Welcome Screen and Information Your messages inbox. Other information. Statistics for your collision shop. Click on the Next button to see your recent files. 9
ProgiParts Home Page File: 4 menus New Open Import Supplement Search Save Print Close Quit View: Importation Details Tools: Options Recyclers priority list Show O.E.M. suppliers Show aftermarket suppliers Help: ProgiParts help About Options Help and Guides Updates details News Report a problem Link to ProgiSync files Link to ProgiParts website Click New to start a new file. Click Open to open an existing file. Search for a file. Coming soon! Files Status Legend Not ordered yet. Ordered but not delivered/invoiced. Invoiced with no delivery date. Invoiced with delivery date. Cancelled but not yet credited. Displayed as back ordered by the supplier. Past ordered parts requested date. Marked as delivered via the Mark as delivered button. Confirmed parts. Cancelled and credited. Recent files list. (Next to Your recent files, click on the link Files received from an appraiser to display that list.) 10
Open a New File On the top menu, click on the New icon: New File from Imported Estimate. Quick file search. 1 Select a file from the list of imported estimates. 2 Click on Create file. The information from the imported estimate will be automatically transferred to the file. Return to menu. New Empty File (not from imported estimate) A new file is treated the same way as an imported file. The only difference is that you must enter the information manually. Click on New empty file to create a file without importing an estimate. Return to menu. 11
New File from Imported Estimate Import Wizard Guide for the Collision Shop When you choose to create a file from an imported estimate, the Import Wizard will guide you through the steps. Step 1 Details Enter the missing information. Red fields are mandatory. Enter the different dates. The estimation date is mandatory. Replacement cost: Yes: Aftermarket and recycled parts will not be available. No: Aftermarket, recycled and O.E.M. parts will be available. (Select the vehicle category) Click on the Next button. Step 2 Vehicle Enter the vehicle s information. Red fields are mandatory. Click on the Next button. 12
New File from Imported Estimate Import Wizard (continued) Step 3 Part Matches Click on the Click here to match a part link where requested. Select the matches and click on the Add button. Click on the Next button when you are all done with matches. 13
New File from Imported Estimate Import Wizard (continued) Step 4 Recycled parts list Click on the Add button to access the Add a recycled part section. Avg. price Notes In the specifications, it is possible to select Unlisted choice/do not know. In this case, it would be necessary to add details for the supplier in the Notes section. A- = Available at a recycler. A+ = Available at more than one recycler. N/A = Not available. To add a recycled part, select the vehicle section, the needed part and if needed its position. Click on the Add button to include the part to the list. Legend for the icons you may see in this section: Part already ordered online, no changes are allowed in this section. Select a specification using the drop down menu next to Please make a selection. Indicates that a specification was automatically selected by the ProgiParts software. Hover your mouse over the camera icon to see a photo of the part if available. Use this button to see the choice of specifications. In the Notes column, click on the sheet to enter a note. Specifications must be selected in order to move on to the next step. Click on the Next button when done. 14
New File from Imported Estimate Import Wizard (continued) Step 5 OEM parts list Add a note. It will be communicated to the suppliers with the confirmation requests. O.E.M. number. Estimated price imported from Audatex or Mitchell. Click on the Next button when done. Enter the O.E.M. part you want to add to the list. Enter the description, the O.E.M. number and the price if known. Please note that the price may be adjusted by the supplier. Click on Confirm when done. Step 6 Aftermarket parts list Select the part to include on the list and click on the Add button. For certain parts click on the words Please make a selection to choose a part specification. Click on the Next button when done, you will see a file processing in progress window. All information entered so far is now registered. 15
New File from Imported Estimate Import Wizard (continued) Step 7 Add pictures to a file. Click on the Add button and select a picture on your computer. Open it to add it to the files. Click on a picture to enter a description. Public: Check this box to make the picture visible to the suppliers. Legend: Enter a description of the picture. Delete: Remove the picture from the file. This is the Import Wizard s final step. Click on the Next button to go to the Confirmation request page. 16
Parts Availability Preview After completing the Import Wizard s steps, you will be directed to the Confirmation page. Depending on your insurer agreement, it may be possible to preview parts availabilities. This information is given as reference only. It has not been confirmed by the supplier. Select Confirmation in the left menu to obtain availabilities and current prices. Please see Annex 1 for a detailed description of the left menu. Click on Preview As per your insurer agreement, you may order without waiting for a confirmation request if the file contains O.E.M. parts only, e.g.: for a recent vehicle insured for its original value. Confirmation Requests Availability confirmation requests are mandatory before being able to order parts. In left menu, click on Confirmations in the Availability section. Specify a delay. The recommended timeframe is one hour, this allows suppliers to do the necessary check-ups. The first confirmation request will be sent to all selected supplier types. For subsequent requests, you may select from which supplier type you would like a confirmation. Click on the Request Confirmation button. 17
This is when you can let ProgiParts work for you!!! You may now go ahead and do other tasks while ProgiParts works on getting confirmations for the different parts. You can close ProgiParts and come back after the delay to see available parts. Confirmation Results Once the confirmations received, this list shows the parts availabilities according to the different suppliers inventories. In some cases, a transportation fee may be indicated. Confirmations are displayed as soon as suppliers send them. The list is automatically refreshed every minute. You can print tit before the end of the delay. However, you must wait for the end of the delay period to order parts. As for O.E.M. parts, dealers may confirm them before the end of the delay. Click on New confirmation request to return to the previous screen and edit your choice of parts to confirm. This option becomes available only when the previous confirmation period is finished. Suggested Parts Suppliers may recommend certain parts in order to complete the parts list or to replace unavailable parts. They may suggest assembly items. Suggested parts are already confirmed, however, you must add them to your main list to be able to order them. Check the parts to add them to the list. Click on the Add button. In the left menu, click on the Suggested Parts button to view and order. 18
Order Parts Online Ordering Steps Order: Information and ordered parts. Cancellation and returns: Cancellations and returns to suppliers. Labour credit: To request a labour credit. Date received: To enter the parts reception date. Summary of the order. Online Ordering Information Tab In the Information tab, enter the order information. Red fields are mandatory. Enter a Parts required by date if it is longer than the regulatory two days. The notes you enter here will be seen by all suppliers involved in the order. Edit the Ship to address. Online Ordering Parts Tab When a part is available at more than one type of recycler and you order from one of them, it will be removed (strike through) from the other recyclers list to avoid double ordering. Check each part you want to order. You may order unconfirmed O.E.M. parts. List of suppliers who have the part. Preferred suppliers are displayed in green. Click on Show all recyclers for a complete list. Click on Apply the order, then click on OK. 19
Order Summary Once an order has been placed, the summary becomes available in the left menu bar. Order number and repair reference number. Parts delivery date Ordered parts. Labour credit requests. Returned parts. This link takes you to the ProgiParts webpage (Accounting Portal) where you may consult the transactions history for his file and print invoices. Print the summary. Importing Supplements If a supplement was added to a file in your estimating software, it will be detected. You will be asked to import it the next time you open this file in ProgiParts. (ProgiParts needs to be closed and restarted to detect supplements.) If you do not import the supplements right away, (or you only import certain parts), you can return to this section later by clicking Supplement search in the File menu on the top left. Select parts. Click on Import selected Once this part done you will need to request a new confirmation for the added parts or order directly. 20
Cancellations and Returns Select the part to cancel / return. Select the cancellation reason. Add details (optional). Add photos (optional). Once the Cancellation Reason selected, click on the OK button. Click on the Confirm button. After the processing is complete, click on OK. The changes will be communicated to the ProgiParts network. Note: Use the same method for cancellation or for returns: Cancelling parts that are not yet invoiced will cancel its order. Cancelling invoiced parts will create a return and credit request. The system will automatically detect if parts were invoiced or not and offer the related option. 21
Labour Credits You may request a labour credit if the part received is of inferior quality than expected. This credit is equivalent to the amount of repair hours required to bring the part to the quality promised. Select the part to be credited. The hourly rate is predetermined by the insurer. Enter the number of hours to be credited. Enter a note and photos. We strongly recommend doing this to support the request. Click on the Request button. A confirmation will be displayed and the information for the labour credit will appear on the list. 22
Date Received (optional) To help us improve the service offered by ProgiParts, we invite you to enter any delivery delays that may occur. Click on the calendar to enter a receive date. Use the scroll down menu to select the length of the delay. Check the parts for which you are entering a delay. Click on the Confirm button. Click on OK 23
Invoicing Once an order is placed, suppliers must deliver the part and then register their invoice with ProgiParts. For each sale confirmed and registered by the supplier, ProgiParts emails an invoice in PDF format. When the insurer pays the invoice The invoice will be marked as Paid. No further action is required from the shop in ProgiParts. Enter the invoice in your home accounting system as it will be deducted from the insurer s statement. When the collision shop pays the invoice The invoice will not be marked as Paid. The amount will be charged to your ProgiParts account. You will receive a monthly or bimonthly statement by email (according to your insurer agreement). The payment to ProgiParts is due upon receipt. Invoices shipped with parts: Some suppliers send an invoice with the parts. DO NOT PAY THIS INVOICE. The real invoice will be issued by ProgiParts and emailed in PDF format. 24
Invoicing (continued) Online Ordering Invoice paid directly by the insurer Depending on the current insurer agreements and payment models in place, the insurer can pay the invoice for ordered parts directly from the ProgiParts software. $ The repair shop places an order. $ The repair shop must ignore suppliers invoices sent with parts. No payment is needed from the shop. The suppliers are paid by ProgiParts. The insurer pays the parts to ProgiParts. Online Ordering Invoice paid by the shop This option may be used according to the current agreement with the insurer. If the invoice is paid by the shop, an account opening approval will be forwarded to the supplier. $ The shop places an order and receives a global invoice from ProgiParts. $ The suppliers are paid by ProgiParts. The repair shop must ignore suppliers invoices sent with parts. The transactions will be processed by ProgiParts. Online Ordering One Stop Shop (Coming soon) This option is for purchases that are not related to an insurer claim. The confirmation is processed via ProgiParts and the billing is done directly between the suppliers and the shops. The shop places an order and pays the supplier directly. $ The supplier receives the order and bills the shop directly. The shop must pay the amount of the invoice sent with the parts directly to the supplier. 25
ProgiParts Website To view the transactions history, go the Online order section in the left menu and click on Summary. At the bottom of the window, click on the link Transactions history website for this file. This will take you directly to the files details. Click on Main menu to search for other files. (See next page.) In the site, you will find a legend below the parts list. 26
ProgiParts Website Main Menu This is the ProgiParts website s main screen, here you can : Search for files by: o ProgiParts number. o File number. o Collision shop reference number. o Invoice number. o Policy or claim number. o Insurer or insured s name. Enter a period for the search. Click on the Search button. Access the Accounting portal link. Generate invoices and credits report. Consult files waiting for a credit other than labour. Consult files waiting for a labour credit. 27
ProgiParts Website Accounting Portal Use this section to generate an account statement and indicate to Progi which invoices will paid. Click on the Generate and account statement button. Select what transactions from which files to include in the statement. You may have the statement results grouped by files or listed by dates. Click on the Generate and account statement button. You may also generate it in Excel format. Transactions are detailed with suppliers, invoice number, amounts, etc. Transactions paid directly by the insurance company are clearly indicated. Select Invoices to Pay Select invoices to include in your next payment then click on Obtain a payment number. (Not shown here) Review Payment Details The selected invoices are listed so you can review your payment detail (with final amounts) before proceeding. Click on Confirm the Payment to proceed. Write the Payment Number The website issues a confirmation number to write on the cheque when producing a payment. Mail cheques to ProgiParts: 500 rue Saint-Georges, suite 200, Trois-Rivières (Québec), G9A 2K8 28
Annex 1 - Vehicle Files Menu Details: General information including the file, insurance policy and claim numbers as well as the client s name and important dates. Vehicle: Year, make, model, mileage, VIN, etc. Photos: Photos included in the file. Messages: Parts suppliers messages related to the file. Lists of parts by supplier type. o Recycled: Recycled parts. o O.E.M.: Original parts. o Aftermarket: Aftermarket mechanical parts. Preview: Recycled parts availability preview. This information is for reference only and has not been confirmed by the suppliers. Confirmations: Confirmations results per supplier displayed in a table format, (you must confirm at least one part to access this section. Suggested parts by the suppliers to replace unavailable parts. Order: Online parts ordering section. Cancellation and returns: List of parts that can be cancelled or returned. Labour credit: List of parts for which you may request a labour credit. Date received: Enter the parts delivery date or delays. Summary: Order summary and link to the transaction history website. 29
Annex 2 - Open an Existing File The files list is displayed on the main page. You may access a file by clicking on the Open button at the end of the file s row. Click on the Open icon to access the list of existing files: Double-click on a file to open it. Click on the Details link for more information on the vehicle including the VIN number. 30