User Manual Version 2.00
Contents Welcome to... 3 Logging on to... 4 The Welcome Page... 5 Vehicle details input... 6 Product details input... 9 Adding extra product details input... 11 Vehicle details input... 12 Customer details input... 13 Edit or confirm details... 14 Your data is saved... 16 Printing the customer fulfilment... 18 Online search facility... 21 Amendments and cancellations... 23 Page 2 of 28
Welcome to This manual is designed to give you an overview and understanding of the connection, the web-based warranty and insurance products site of The Warranty Group UK Limited. It covers:- Logging on The Welcome page New Sales Vehicle details input Product selection and input Customer details input Printing customer fulfilment Searching existing sales Amendment and cancellation You must have a valid username and password to be able to log on to the website. Please consult your Regional or Area Manager or call The Warranty Group direct to ensure username(s) and password(s) are set up for your dealership. Then you will be able to use the website. Access to the website is via: https://www.motor.thewg.com IMPORTANT To use this system you will need to hand full details of the vehicle and the customer (including bank details on selected products), plus an understanding of the products available through The Warranty Group UK Limited. Page 3 of 28
Logging on to You should have already had instructions regarding your username and password through your dealer management. When you attempt to access the website the screen below will be displayed. Enter your username and password on this screen. If you input an incorrect username or password an error message will appear on the screen. Lost or forgotten your username or password? Having problems logging on? Email motorsales@thewarrantygroup.com with your username and/or dealer code. For any other queries Call the connection Helpdesk on: 0330 100 3411 NB: Always use the website menus and navigation buttons (next, back, cancel, continue..etc) to move within the website. Do NOT use the standard browser buttons. Page 4 of 28
The Welcome Page Once you have successfully logged on the Welcome page will be displayed as shown below. On the header bar you will see your username and dealer name displayed. The header bar appears on all system screens and will help you navigate the system. On the left side of the screen is the navigation menu. Click on: Home Sales Manager Amendment Acrobat Reader To return to the Welcome page. To activate the sales menu. For amendments or cancellations. To download this software which is required for printing document fulfilment. Page 5 of 28
Vehicle details input Upon selecting new sale the screen below will appear and you will be asked to input the following details of the vehicle: Vehicle Registration or VIN Number (only enter one) Current Mileage (of sold vehicle) Vehicle Sold Date (defaults to today s date, but can be overwritten) Vehicle Sold Price (On the road price of vehicle sold) Then click Get Data. The system will then search the database for the vehicle details (this may take a few seconds). Page 6 of 28
Vehicle details input If full details of the vehicle are found on the database the following screen, with full details of the vehicle, will appear, along with a list of all the eligible products which the system has identified for that vehicle. Confirm that all the vehicle details are correct and then select one (only one) of the eligible products your customer has bought. If your customer has purchased more than one product you will be returned to the eligible products list after inputting details of your first product. Then press Next to input the details of the first product you have selected. Page 7 of 28
Vehicle details input If no match or only a partial match is found on the database, the following screen will appear, and ask you to manually input the details of the vehicle. This screen asks you for the following information about the vehicle: Registration Date (this is the date of first registration). You should enter this information first. Manufacturer / Model / Trim / Engine Capacity / Fuel Type / Vehicle Description (eg 1.9 SRi 5 door, manual, diesel 150 bhp) / Transmission Please take great care with this information as it is used by the system to manage the flow of information for the remainder of the registration and fulfilment process. IMPORTANT: WAIT for each drop-down box to REFRESH before inputting details for the next box. If the specification isn t there, please email motorsales@thewarrantygroup.com to add the vehicle. This can take a couple of weeks. For a GAP policy, please put the plan on the nearest spec. For a warranty, please put it on a trim with the same/similar engine size. You will then need to request for the plans to be noted with the correct vehicle details. Click Next to proceed to a screen confirming the vehicle details and a list of available products. This will be the same screen you would have been directed to had the database enquiry found your vehicle. Select (tick) your first product (only one) from the list. Page 8 of 28
Product details input When you first enter this screen any attempt to change or update the information will fail as the input fields are not active and are greyed out. To the left of the product description is a white box. Tick this box and the input fields are activated except for the Next button. You can now either use the default settings or alter these, using the drop-down boxes, if other values are available. You may also backdate the purchase date, if necessary, within the limits applicable to your programme. Please note that depending on the product being registered, the options you see on your screen may differ from those shown below. If you have given the product away free of charge enter 0 in the Price box. If you have sold it enter the selling price in this box. Now hit the Check Price button. Page 9 of 28
Product details input (The system will only allow preset duration and start dates that conform with your particular warranty or product programmes.) The fields refresh and the Next button is activated. The Risk Start Date may now be altered, if necessary, within the limits specified by your programme, and obviously it must not be before the purchase date. Selecting Back at any time will take you to the previous screen, otherwise press Next to continue. Page 10 of 28
Adding extra product details input You will be returned to the screen confirming vehicle details. This screen will also show any other products available if the vehicle is eligible for additional products. If you need to add another product tick the box for this product, click Next and the chosen product screen re-appears. When you first enter this screen, as before, any attempt to change or update the information will fail as the input fields are not active and are greyed out. To the left of the product description is a white box. Tick this box and the product detail fields are activated except for the Next button. As before, you can now either use the default settings or alter these, using the drop-down boxes, if other values are available. You may also backdate the purchase date, if necessary, within the limits applicable to your programme. If you have given the product away free of charge enter 0 in the Price box. If you have sold it enter the selling price in this box. Now press the Check Price button. (The system will only allow preset duration and start dates that conform with your particular warranty or product programmes.) The fields refresh and the Next button is activated. The Risk Start Date may now be altered, if necessary, within the limits specified by your programme, and obviously it must not be before the purchase date. When you click Next you will be returned to the screen confirming vehicle details where you can add further products. If you have entered details of all the products bought by the customer press Continue which will move you to the next step. Page 11 of 28
Vehicle details input Most of the details on this screen will be filled with information from earlier screens. However, for vehicles not identified from the database manually entered details) the VIN No. will be blank and MUST be completed. All other vehicle description details will be visible, but protected. The fields for input will stand out and are as follows: Is this a UK spec vehicle? Referral type. All service information. Delivery Date. If you make a mistake completing this information simply overtype the input information. If any details are missed the system will prompt you for it when you hit the Next button. To progress click Next. Page 12 of 28
Customer details input Enter the customer s title and name (or the Company name), house number (or house name) and the full postcode. Click Find Address. The street, town and county fields will fill automatically if the address is stored in the database. If the address is not found or if you do not have the customer s postcode the address will need to be typed manually. The Home Tel field is mandatory unless the customer has no phone or is ex-directory, in which case you should select the appropriate answer from the drop-down box. Input other contact details as necessary and indicate whether the customer is VAT Registered by ticking the box. Finally ensure the customer s mail, telephone and e-mail suppression boxes (required by the Data Protection Act) are set as directed by the customer and click Next. Page 13 of 28
Edit or confirm details This screen shows all product, customer and vehicle details entered. Read them carefully and use the Edit button, if necessary, to amend the required screen. Clicking on Next on the amended screen will bring you back to this confirmation screen. Click Remove to remove a product completely. You may still add a product at this stage by clicking the Add Product button at the bottom of the page. Once satisfied that all details are correct confirm them by ticking the tick-box at the bottom of the page. Until you tick this box the Save button will remain inactive (greyed out). Press Save to continue. If you do not wish to proceed press Cancel and all details will be removed. Upper section of the page Page 14 of 28
and lower section of the page. Edit or confirm details Page 15 of 28
Your data is saved This screen tells you that your data has been saved on The Warranty Group s system. You can either print off the customer s fulfilment documents now by pressing Print or return to this information at a later date by using the Search Sales facility, found under Sales Manager on the navigation menu, and printing them at that time. Upper section of the page Page 16 of 28
and lower section of the page. Printing the customer fulfilment Click Print to complete document fulfilment for the customer. Page 17 of 28
Printing the customer fulfilment Upon clicking Print on the previous screen the document builder opens in a pop-up box (with the title Print Status ) and initially shows the fulfilment document(s) as Under Construction. There will be one name for every product you have registered. (You may need to enable pop-ups for this site if the Print Status window does not appear). Page 18 of 28
Printing the customer fulfilment Wait until you see the status turn to Document Ready and the document name turn into a hyperlink. If your document remains under construction, please email motorsales@thewarrantygroup.com with the plan number, or alternatively call the help desk on 0330 100 3411 Click the link for your first document and the PDF file opens for printing in a new window (you will need to have the free application Acrobat Reader installed). Page 19 of 28
Printing the customer fulfilment Remember! If you have sold more than one product there will be one hyperlink in the Print Status pop-up box per product. You must print these off one at a time. Click the print icon on the PDF toolbar to print the fulfilment documents for your customer. Repeat this process for each product for which there is a hyperlink. Press Close on the pop-up window when printing is complete. Page 20 of 28
Online search facility You can easily find any plan on the system by pressing Search Sale under the Sales Manager option on the navigation menu. Search for the sale by typing your search criteria into one of the available fields only one field at a time can be searched. You can search by typing the whole value you want to search for (e.g. Surname Smith or Veh Reg AB07123 ) or the first part of the value (e.g. Surname Sm or Veh Reg AB ). Once you have entered your search criteria click Search to view any matching records. Page 21 of 28
Online search facility The search results will be displayed after a few seconds. Place your cursor over any part of the plan you wish to view. To open the plan, click the screen when a hand symbol shows. The sale record will then appear. If you need to print it you can do so by pressing Print at the bottom of the page and following the instruction for printing the customer fulfilment. Page 22 of 28
Amendments and cancellations On the navigation menu click on Search Plan in the Amendment section. Page 23 of 28
Amendments and cancellations Search for the sale by typing your search criteria into one of the available fields only one field at a time can be searched. You can search by typing the whole value you want to search for (e.g. Surname Smith or Veh Reg AB07123 ) or the first part of the value (e.g. Surname Sm or Veh Reg AB ). Once you have entered your search criteria click Search to view any matching records. The search results will be displayed after a few seconds. Place your cursor over any part of the plan you wish to amend or cancel. To open the plan, click the screen when a hand symbol shows. Page 24 of 28
Amendments and cancellations The Cancellation and Amendment screen will be displayed, as shown below. To amend any section of the plan use the Edit button in the relevant section, make your amendment and press Save. To cancel the plan click on the Cancel Request button at the top of the page above Product Details. Page 25 of 28
Amendments and cancellations From the reason type drop down box select your reason for cancellation or amendment, add any notes in the box below and press either the Send Cancellation or Send Amendment button. If you are amending or cancelling more than one plan you will need to repeat this process for each plan being amended or cancelled. Page 26 of 28
Amendments and cancellations Use the My requests and Outstanding requests facility in the Amendment section to track the progress of your amendment or cancellation. The status of your request will be shown as below. Page 27 of 28
Amendments and cancellations The My Requests screen shows our two example policies (John Smith and the Golf) as having been accepted. Page 28 of 28