InterActive for Suppliers User Manual

Transcription

1 InterActive for Suppliers User Manual Updated 10/2015

2 Getting Started 1. Do you have the right browser? InterActive for Suppliers functions with: Internet Explorer 8 or lower, Google Chrome, Mozilla Firefox Enter in the Address field and click on Enter on your keyboard. Don t have a compatible version?: Google Chrome and Mozilla Firefox provide free updates and downloads online. Enter in the address window 2. You have arrived at the logon page for InterActive for Suppliers. Enter your login name and password. Press the Login button. How to Add a Bookmark: It s a good idea to add a bookmark at the logon page so that you can arrive here instantly, without going through all of the previous steps. To a add a bookmark, left mouse click on Favorites (appears on your browser s toolbar). You will be prompted to add a name to your bookmark. Enter a name and press the ok button. The page will now display on your favorites list. The next time you enter your browser, locate the page from your favorites list and left mouse double click. You will arrive directly on the InterActive login page. Left mouse click to add as favorite Lose or forget your login information? US Suppliers please call opt 3. Canadian Suppliers, please call Monday-Friday 9:00am-5:00pm EST

3 3. If you have more than one location, you must first select the applicable location by a left mouse click on the Select field at the far right hand side of the screen. Element assigns a unique supplier identification number to each location, so it is important to select the correct location. Tip: The status field tells you the current state of the repair order. Each time you login, you can sort the repair orders by status. Repair orders in: 1.Authorized status means the repairs are submitted for authorization but not submitted for payment. 2.Completed status means the repairs have successfully processed for payment. 3.Except status means the repairs have been submitted but have not been authorized or failed a system audit. Please call for assistance. 4.Pending status means the repair order has been submitted to Element for review. It has not been authorized. Element will contact you with a repair decision. 5.Open status have been entered but not authorized or submitted. 5.Released status means that repairs have been submitted and are pending payment, These will show in Completed status in the next 24 hours. 6.Void status means that repairs have been cancelled and will not be paid. Open any repair order by left mouse clicking on select, appearing in the far right column. Select a Location 4. You have arrived at the home page for InterActive for Suppliers, also known as the Start Repair Order page. You can navigate the entire site from this page. You can search for an existing repair order by entering authorization information. You can also search by entering a date range. To start a new repair, please enter the unit information. 5. Scroll down to the bottom of the page to view all of your transactions within the last 90 days. If you need to go back further, scroll up and enter a date range. You can sort the list by any of the column headings; click on the heading for the desired sort field. Sort Scroll

4 6. When viewing the current history of repairs, you are able to see payment information regarding each repair. You will be able to see the authorized amount, the date the invoice was paid, the net amount and the check or direct deposit (ACH) number. For paid invoices: the date, amount paid and check/ach number are shown 7. For invoices that are unpaid but in completed status, you are able to see what date the payment will be issued. The date and amount paid will be in red, showing that it has not been paid. A check or direct deposit number will not show until a payment is issued. For unpaid invoices: the date and amount will show in red

5 Submitting Repair Order 1. To begin a repair order, enter only one of the following selection criteria: Authorization Number (if you already have one), the VIN (full or last 8), the Element Fleet Card number, the vehicle s plate number with State, or the Element client and unit number) and left mouse click on the Search button. Note: Unit information is only available on Element branded service cards. A valid authorization number is required on all Element Partner brands. If you failed to obtain an authorization number or neglected to record it, contact the brand at the number provided on your instruction sheet(s). Element cannot process invoices without an authorization number. 2. InterActive for Suppliers will return unit information, including: VIN, Plate# & State, Year, Make & Model, Fleet Card Number, Element Fleet Card Limit, Element Client & Unit number. Please validate that your vehicle information matches InterActive for Supplier vehicle information. Choose one selection criteria. Left mouse click to search for your record Make sure the vehicle information matches the vehicle you re working on Service card limit

6 3. Scroll down the page to view any other repairs you ve performed on this vehicle for the last 90 days. Validate that there is no existing repair order for the repair at issue. If a repair order already exists, left mouse click on select to retrieve and view the existing repair order. If no repair order exists, left mouse click on Start New Repair Order. Scroll down the page to view your Repair Orders Left mouse click to start a new repair order Left mouse click to select an existing repair order 4. Enter your invoice number, the date of repair, your estimated total or invoice total (including taxes and shop supplies, if any), vehicle odometer & driver name. Left mouse click and enter your invoice number. Use the tab key on your keyboard to arrive at the next required field Fleet Card limit

7 5. Click on Add Repair Line and begin entering the line items from your estimate or invoice. Using the smart search feature, begin typing the repair in the repair component box. A list of repairs will display based on your search. Left mouse click on the appropriate repair component code. Begin typing and select appropriate Repair Component Add Repair Line Tip: Not sure which category or component to select? Use our Most Common Repair Items at the end of this document. 6. After selecting your repair component, the problem and repair type fields will populate with the most common problems and repairs. Left mouse click on the arrow down box for a display of all problems associated with the repair component you selected. Left mouse click on the appropriate problem. Left mouse click on the arrow down box to display the options

8 7. Tab down to the repair type. Left mouse click on the arrow down box for a display of repair types associated with the repair category & component you entered. Left mouse click on the appropriate repair type. You may be required to select the position of the item in question (example: tire position). Select the correct Repair Type If required, select Position 8. Enter the parts quantity, parts unit cost and labor amount. If this is a menu price, select Yes where asked and enter the menu price in Parts Price (per unit). To add another repair line, click Add Another Repair Line. When all repair lines are entered, click Done. Parts Quantity Menu Price Enter parts price per unit and labor Add Another Repair Line Done Total for repair line entered

9 9. The repair lines will appear with the pricing information entered. The unapplied amount will show below the invoice total. If you need to edit a repair line, left mouse click the pencil icon for that repair line. If you need to delete a repair line, left mouse click on the red X for that repair line. Unapplied Amount Edit or delete repair lines Note: InterActive for Suppliers will keep a running subtotal and will check to make sure the total invoice amount entered at the top of the page matches the total of the line items entered. 10. Enter taxes and hit the tab button on your keyboard. InterActive will total the repair lines entered along with any taxes. The total amount due at the bottom of the screen should be equal to the invoice total you entered. Once the totals match, left mouse click Submit for Authorization. Invoice Total Enter tax Total Amount Due Submit for payment once repairs are authorized and completed Click Submit for Authorization

10 11. InterActive for Suppliers will highlight any errors or omissions before an authorization can be issued. Click in the highlighted field and correct any errors or omissions. Note: Any field marked with * is required. Please complete all required fields. 12. Left mouse click Submit for Authorization after all errors and omissions are corrected. If more errors generate, you will need to correct the errors and click Submit for Authorization until all errors are corrected. Tip: Having trouble identifying an error message? Use the Error Resolution Guidelines located at the end of the User Manual

11 13. Once the work has been authorized by Element and the repairs are complete, left mouse click Submit for Payment. Click Submit for Payment Your repair has been successfully submitted to Element for payment. No faxing or mailing of the invoice is required. Click OK to return to the Start Repair Order screen to enter your next repair order! NEW! Learn how to submit over the card limit transactions for authorization without calling Element!

12 Submit repair for authorization over the Fleet Card limit Rather than call into Element for authorization, first take advantage of enhancements to InterActive for Suppliers to speed up the approval process and work with use electronically. Enter all estimates online and submit for authorization. The site may give immediate authorization. If authorization is not given, a Managed Maintenance technician will contact you by , fax or phone. 1. Start repair by doing the vehicle search, steps 1-3 in the Create Repair Order Section 2. Enter your invoice number, the date of repair, your estimated total (including taxes and shop supplies, if any), vehicle odometer & driver name. If tax and shop supplies are unknown, they can be entered when finalizing the invoice.

13 3. Click on Add Repair Line and begin entering the line items from your estimate. Using the smart search feature, begin typing the repair in the repair component box. A list of repairs will display based on your search. Left mouse click on the appropriate repair component code. To help make a repair decision, additional data components may be required before submitting for authorization. Enter repair component, problem and repair type Enter additional information to help make repair decision 4. Enter any additional information regarding the repair. For the tire example, please enter the pricing per tire along with the additional information requested. Some repair items may require warranty information. Enter parts and labor pricing per tire Enter replacement tire information Add any additional tire fees

14 5. Once all the repair information is entered, left mouse click Done. To add a repair line, left mouse click Add Repair Line. The repair lines will be broken out into individual lines for each tire. To edit a repair line click on the pencil. To delete a repair line, click the red X. Edit or delete repair lines 6. Enter any applicable taxes and hit the tab button on your keyboard. The total amount due at the bottom of the screen should be equal to the invoice total you entered. Once the totals match, left mouse click Submit for Authorization. Invoice Total Unapplied Amount Enter taxes Total Amount Due Click Submit for Authorization

15 7. If your repair requires further review by a Managed Maintenance technician before authorization can be given, this screen will appear. Fill out the information for Element to contact you. Left mouse click Send at the bottom the screen to forward the information to Element. There is no need to call Element. Element will contact you with a repair decision via fax or , depending on what you method choose. If there is additional information you would like Element to consider, please take this opportunity to send us a note. Enter fax number or for repair decision Enter contact information for contact, if there are questions Enter any additional notes that may assist with a repair decision 8. After receiving authorization from Element, you can finalize your invoice online and submit for payment without calling Element. Locate the repair order by scrolling below or searching for the authorization number in the Authorization Search. Enter your taxes, shop supplies, disposal fees, etc. and left mouse click on submit for payment. Left mouse click to display an existing repair order To add shop supplies or disposal fees, click Add Repair Line Note: When finalizing invoices, update the invoice total to include any shop supplies and taxes

16 What Else Can I Do On InterActive for Suppliers? 1. What s New? See what is new with Element Fleet Management by looking at the messages posted above the vehicle search. 2. Update your Shop Information: Want to update your business hours, contact information, labor rates, vehicles you can service or repair types? Left mouse click My Account to update your supplier information. To save click Save Changes at the bottom. To update address, name, tax ID or bank account information please call Element. Update shop profile, contact info, service/vehicle types and labor rates My Account Supplier information Update business hours Left mouse click Service Types to update service types, vehicle types and manufacturers Types. Select the types you would like to add and click add. To remove services on your profile, click on the service and click remove. Left mouse click Save Changes at the bottom of the screen to save. Note: The manufacturers and division are for dealers only. Please limit your selections to the brands for which your facility can perform factory warranty service.

17 Select Labor Rates to update your hourly labor rate. Double click in box you want to update and add your labor rate. Only update the labor rate for vehicles that your facility can service. Click Save Changes to save. 4. Toolbar Functions. Starting at the top left side of the home page is a toolbar. To use the toolbar, left mouse click on your selection. When you re finished and wish to exit the page and return to the home page, left mouse click on the "Logout at the top right corner of the page. Tip: Your password will expire every 90 days and you will be prompted to change it. If you haven t logged in for more than 90 days, your password will have expired and you will be locked out. For password reset call for US Suppliers. Canadian Suppliers please call and select the prompt for assistance with InterActive for Suppliers. Help is available Monday-Friday 9:00am-5:00pm EST. Left mouse click on Policies and Procedures to find out when payment will be issued on repair orders submitted for payment that day. Feel free to read about other Element policies and procedures. Left mouse click on Start Repair Order to return to the home page and begin a new repair order or search for an existing repair order. Left mouse click on Supplier Selection to select the location you wish to edit or submit a repair for. This will only be available if you have multiple locations. Left mouse click on Fleet Card Inquiry to verify the service card information for a particular vehicle. Left mouse click on My Account to update business hours, contact information, vehicle/service types and labor rates. If you have multiple locations, you must first select a location from Supplier Selection and then left mouse click on My Account. Left mouse click on Personalize to update change your password and updated password reset questions. Change your password by entering your current password, your new password, and your new password again for validation purposes. If you have multiple locations, you must first select a location from Supplier Selection and then left mouse click on Personalize. Left mouse click on User Manual in the top right of the toolbar to access the user manual.

18 Getting Help 1. The user manual in the top right of the toolbar provides step by step instructions for using InterActive for Suppliers. 2. NEW! Element has developed a series training videos to help with common questions and repairs. Please click on the links below. How to Self Enroll How to Start a Repair How To Search Previous Repairs How to Submit for Tire Authorization How to Submit for Brake Authorization How to Update Profile How to Finalize an Authorization Common Error Messages 3. If you need additional assistance, please call opt 3 for US Suppliers. Canadian Suppliers please call Assistance is available Monday-Friday 9:00am-5:00pm EST.

19 Most Common Repair Components Category Repair Component Category Repair Component Air Filter AIR FILTER ELEMENT Inspection INSPECTION VEH EMISSIONS TEST Air Filter MICRON / CABIN AIR FILTER Inspection INSPECTION ANNUAL OSHA/ANSI Alignment FRONT END ALIGNMENT Inspection INSPECTION PMS2 Alignment FOUR WHEEL ALIGNMENT Lamps/Bulbs BULB COMBINATION TURN SIGNAL Alternator ALTERNATOR ASSEMBLY Lamps/Bulbs BULB REAR TAIL LIGHT Ball Joint LOWER BALL JOINT Lamps/Bulbs HEADLAMPS / HEADLIGHTS Ball Joint UPPER BALL JOINT Lamps/Bulbs BULBS (NON-HEADLAMP) Battery BATTERY Lamps/Bulbs MARKER BULB Battery BATTERY CABLE END Lamps/Bulbs STROBE LIGHT ASSEMBLY Belts SERPENTINE BELT Lamps/Bulbs HALOGEN HEADLIGHTS Belts SERPENTINE BELT TENSIONER Lamps/Bulbs BEACON LIGHT Body/Cab LADDER RACK Lamps/Bulbs LICENSE PLATE LIGHT ASSY Body/Cab DOOR HINGES Lamps/Bulbs LIGHT TAIL Body/Cab DOOR LATCH Lamps/Bulbs SEALED BEAM HEADLIGHT Body/Cab REFLECTIVE TAPE Lamps/Bulbs BULB, TAG LIGHT Brakes FRONT BRAKE ROTOR Lamps/Bulbs COMPOSITE HEADLIGHT BULB Brakes FRONT BRAKE DISC PADS Lamps/Bulbs MARKER LIGHT Brakes REAR BRAKE DISC PADS Lamps/Bulbs BULB STOP LIGHT Brakes REAR BRAKE ROTOR Liftgate LIFTGATE ASSEMBLY Brakes BRAKE SYSTEM Oil Change LUBRICATE-CHANGE OIL & FILTER Brakes FRONT DISC BRAKE JOB Oil Change SYNTHETIC OIL CHANGE Brakes REAR WH DISC BRAKE Oil Change SEMI-SYNTHETIC OIL CHANGE Brakes REAR BRAKE CALIPER ASSEMBLY Oil Pan ENG OIL PAN DRAIN PLUG Brakes FRONT BRAKE CALIPER ASSEMBLY Pick-up and Delivery PICK-UP AND DELIVER VEHICLE Car Wash VEHICLE WASH PM PREVENT MAINTENANCE 'B' LEVEL Cranking System CRANKING SYSTEM PM PREVENT MAINT 'A' LEVEL Decal DECAL Radiator RADIATOR Diagnositc DTC ALERT CODE Rental Vehicle RENTAL VEHICLE Diesel DIESEL EXHAUST FLUID DEF Road Service ROAD SERVICE Differential REAR DIFFERENTIAL SERVICE Shocks SHOCK ABSORBER REAR Disposal/Environmental Fee DISPOSAL FEES Shocks SHOCK ABSORBER FRONT Electrical STARTER MOTOR ASSY - ELECTRIC Shop Supplies SHOP SUPPLIES Electrical FUSE ELECTRICAL Spark Plugs SPARK PLUGS Electrical DC/AC INVERTER Tires ROTATE TIRES Engine ENGINE ASSEMBLY Tires FLAT TIRE Equipment AUX EQUIPMENT Tires NEW TIRE ALL SEASON RADIAL Fluids CHECK AND FILL FLUID LEVELS Tires MOUNT TIRE Fuel Filter DIESEL PRIMARY FUEL FILTER ELE Tires BALANCE TIRES Fuel Filter GAS FUEL FILTER ELEMENT Tires SENSOR TIRE PRES MONITOR Fuel Filter DIESEL SECONDARY FUEL FILTER Tires NEW TIRE RADIAL STEEL BELTED Grease GREASE Tires TIRE STORAGE FEE Grease FRONT GREASE SEAL Tires RUBBER TIRE VALVE STEM Heating/AC A/C REFRIGERANT FREON Tires METAL TIRE VALVE STEM Heating/AC HEATER BLOWER MOTOR Tow TOW Heating/AC AIR CONDITIONING SYSTEM Transmission AUTOMATIC TRANSMISSION ASSY Heating/AC RESISTOR, BLOWER MOTOR Transmission SERVICE AUTO TRANSMISSION Heating/AC AIR CONDITIONING COMPRESSOR Vehicle Detail DETAILING VEHICLE INTERIOR Heating/AC AIR CONDITIONING DYE TEST Vehicle Detail DETAILING VEHICLE EXTERIOR Heating/AC COOLING SYSTEM Vehicle Keys VEHICLE KEYS Hydraulic Boom HYDRAULIC BOOM ASSEMBLY Wheel WHEEL LUG NUT Ignition IGNITION COIL Wheel WHEEL / RIM Inspection INSPECTION VEHICLE STATE Windshield WINDSHIELD Inspection INSPECTION PREVENT MAINTENANCE Windshield Wipers WIPER BLADE ASSY Inspection DOT INSPECTION Windshield Wipers WIPER BLADE REFILL Inspection INSPECTION SAFETY PMS1 Windshield Wipers WINDSHIELD WIPER & ACCESSORIES

20 Error Resolution Guidelines Error Message A duplicate Repair w as f ound on another Repair Order [AUTHORIZATION NUMBER] f or the same Date of Repair. A tax f ield contains an invalid money amount, do not input commas. Authorization Number is required. Client and Unit Number must be entered together. Customer Name is required. Date of Repair must be on or bef ore the date the invoice w as created. Driver ID is required. Invoice Number must be unique to a supplier. The invoice number entered is a duplicate of a previously submitted repair. Invoice Total contains an invalid number, do not input decimal points or commas. Labor contains an invalid money amount, do not input commas. No authorizations f ound, please try again in 24 hours. No units match criteria entered. No valid search criteria entered. Odometer contains an invalid number, do not input decimal points or commas. Odometer Reading is required. Parts Quantity contains an invalid number, do not input decimal points or commas. Plate and State must be entered together. Repair Category is required Repair Component is required. Repair Date is required. Repair Type is required. Repairs over the card limit must be approved by the driver's f leet manager. Please enter the f leet managers name or approval code. Service card not f ound. Call Re-enter the tax amount Resolution You must have an authorization number to enter a partner invoice. Enter the authorization number. If you don't have one, call the partner. Ente both the client & unit number Enter the customer's name Check the repair date. Change it to the correct repair date A driver ID is required f or partner invoices Check to make sure you haven't already submitted the repair. If not, change the invoice number by adding an "A" at the end. Re-enter the invoice number Re-enter the labor amount Element has not received authorization data f rom the partner. It typically takes 24 hours. Try again then. Your search produced no results, try a dif f erent selection Enter valid search criteria Re-enter the odometer reading Enter an odometer reading Re-enter the parts quantity Enter both the plate number & state Select a repair category Select a repair component Enter a repair date Select a repair type Obtain authorization f rom the drivers f leet manager and enter their name or authorization code. Enter a valid service card number or chose a dif f erent selection Sorry, you cannot access this unit, it's being review ed by Tw o people can't be in the RO at the same time. Try back later. Element, please call Supplier Invoice Number is required. Enter your invoice number The authorization number entered is invalid. Enter a valid authorization number The card number entered is invalid. Enter a valid card number or chose a dif f erent selection The Date or Repair you entered is older than 1 year. Check the repair date. Correct it if it's w rong. Call if the repair date is greater than 1 year The maximum number of Repair Orders f or a vehicle on this Date Call of Repair has been exceeded. The Odometer Reading you Entered is not in-line w ith previous reported readings because: [ODOM LOGIC CHECKING ERROR MESSAGE]. Please verif y the odometer reading. If the reading entered w as invalid, please re-enter the correct reading. Otherw ise, check the reading. The odometer reading you entered doesn't make sense based on the last reading reported. Check w hat you entered. If it's right, click on the override button. Otherw ise, change the reading.

21 Error Resolution Guidelines Continued Page Two Error Message The repair start date must be less than the end date. The repair start date must be no further than one year ago. The tax amount entered exceeds the allow able amount The total amount of the repairs submitted exceeds the [authorized service card] limit. Please call and reference Repair Order No. [AUTHORIZATION NUMBER]. This Repair Order has been updated since your last retrieval. Please select the refresh button. Unit Cost contains an invalid money amount, do not input commas. VIN is required and must be at least 8 letters and/or numbers. You cannot submit Repair Order for payment w ith a zero Invoice Total. You cannot submit Repair Order for payment w ith a zero subtotal. You cannot submit Repair Order for payment w ith an Invoice Total that does not equal the Total Amount Due. Resolution Re-enter a valid date range The maximum range is one year. Call for assistances Check the tax amount entered Call Press the refresh button to see the latest information Re-enter the parts dollar amount A vin is required for partner invoices Enter a $ amount Enter a $ amount Make sure the invoice total at the top matches your total at the bottom. If not, correct w hatever is w rong