Commercial Support System
SPAR Request Training
Commercial Support System
SPAR Request Training
This training session focuses on requesting SPARs. The following entry rules apply:
· Only one setting can be selected at a time in all drop down boxes and radio button sections unless otherwise indicated.
· All fields marked with a red asterisk are required.
· If you have not entered any required information, a message box appears to remind to you to do so before you can proceed to the next page.
· The Reset pushbutton returns all fields on the window to their default or previous settings.
· The Cancel pushbutton allows you to exit the current window without saving the claim or claim changes.
· As you make your way through the transaction creation wizard, the information you added is saved as a draft version of your transaction. If you exit before submitting the transaction, the system saves the information you entered as of the last time you clicked on a Save or Save & Continue pushbutton. The information may be modified up until the transaction is submitted.
Note: This document is intended to provide the user with general step-by-step instructions for requesting SPARs. More detailed information about the data entry rules for each window in the system can be found on the Help system page attached to the window that is open. The Help system can be accessed by clicking on the Help link at the top of the window.
To begin the creation process for a SPAR request, click on the Transactions option at the top of the homepage. The Transaction Search window opens. Click on the Create link from the sub-menu at the left of the window. The General Transaction Data window opens.
Note: If you wish to report a conversion from an initial rental, you need to create a new transaction. Do NOT just modify the sales type of an existing transaction.
To modify an existing transaction to request a SPAR, click on the Transactions option at the top of the homepage. The Transaction Search window opens. Click on the Inbox link from the sub-menu at the left of the window. If the transaction you wish to modify appears in your Inbox, click on the Modify icon in the Action column in that row. You may also use the Modify icon in the Action column in the row of a transaction found on the Transaction Search Results or your Transactions Outbox window. The General Transaction Data window opens.
The General Transaction Data window is the first window displayed in the process of creating or modifying a transaction or requesting a SPAR. This process replaces the DTR, Claim and SPAR systems. The steps to request a SPAR are very similar to those to create or modify a transaction.
This window allows a user with the appropriate access to enter high-level information about the transaction and SPAR request.The window can be accessed either by clicking on Create from the sub-menu at the far left of the Transactions main menu or on General at any time during the transaction creation process.
Note: Some fields on this window are defaulted even for new transactions. The entry rules for changing these defaults are listed with the step containing that field's directions below.
Note: If a previously existing transaction's data is being used, data on this window may be pre-populated. If data from another transaction is being used to create a new transaction, all data may be modified.
Step 1
If possible, specify the serial number of the machine sold in the transaction by clicking on the Serial Number field. Enter the complete serial number (at least 8 characters). This field allows for 12 characters.
Note: To access the SCORED data available for the serial number you entered, click on the Get Related Data pushbutton. The fields on the create transaction windows are pre-populated with the data retrieved, but you may change the data if you wish to do so. If you SCORE the machine and try to submit a transaction on it the same day, the data may not appear. SCORE data is processed overnight. Wait 1 day and re-enter your transaction data. Clicking on the Get Related Data pushbutton does NOT save the data you have entered on the window. If you have not clicked on the Save or Save & Continue pushbutton at the bottom of the window, all data is erased.
Note: If your transaction is to be for a Sold Type of ‘Used/Other’, the data retrieved by the use of the Get Related Data is not complete. You may have to provide the missing data.
Step 2
If you are a Super User or a Claims Processor, specify the main store dealer code under in which the transaction occurred by clicking on the arrow to the right of the Dealer Code drop down box and selecting the appropriate main store dealer code from the options in the drop down box.
Note: If you are a Super User or a Claims Processor, this field is blank. If you are a Dealer, this field is defaulted to your main store dealer code.
Step 3
Specify the desired branch dealer store code by clicking on or tabbing to the Dealer Store field and entering the code of the branch store in which the transaction occurred. This field allows for 2 characters.
Step 4
Specify that the won status is Pending. If you wish to request a SPAR, Pending is the required won status.
Step 5
Specify the appropriate currency and exchange rate. If the correct entry for the Currency field is NOT USD, click on CAD.If you have selected CAD as the currency, tab to the Exchange Rate field and enter the exchange rate which applied at the time the sale occurred OR allow the system to supply the exchange rate according to the entry in the Trans Date field.
Note: If you select CAD as the currency, all prices in the transaction creation process must be entered in CAD. The Exchange Rate field is only enabled and required if the currency selected is CAD.
Step 6
If desired, specify the Machine Shipping Order (MSO) number by clicking on or tabbing to the MSO field.Enter the machine shipping order number. This field allows for 7 characters.
Step 7
If desired, specify the dealer stock ID number by clicking on or tabbing to the Dealer Stock ID field. Enter the dealer stock ID number. This field allows for 15 characters.
Step 8
Specify what type of sale the transaction was by clicking one of the following radio buttons in the Sold Type section of the window: New, Rental/Lease Conversion to Sale, Competitive, Used/Other. Only one radio button can be selected at a time.
If you selected New, you must also select a sale type. Click on one of the following radio buttons: 1-Sold, 2-Sold to Rental or Leasing Company, 3-Rental with Purchase Option, 4-Lease, 5-Rent-to-Rent.
Note: It is only possible to submit claims for transactions with a sale type of 1-Sold, 2-Sold to Rental or Leasing Company or 6-Rental/Lease Conversion to Sale without submitting Commercial Transaction Data when the program selected does not require that information. In most cases, the claim will not be paid until the data is supplied.
Note: If you select a sale type of 3-Rental with Purchase Option, 4-Lease or 5-Rent-to-Rent, the Rental Data window is enabled and required. These sales types do not require Commercial Transaction Data for submission. If you are reporting the conversion of a transaction from an initial rental, you need to submit a NEW transaction. Do not modify the sale type of a previously submitted rental transaction.
Step 9
If desired, specify the manufacturer name by clicking on the arrow to the right of the Manufacturer drop down box. Select the name of the machine manufacturer from the options in the drop down box.
Step 10
Specify the owner class by clicking on the arrow to the right of the Owner Class drop down box and selecting the appropriate owner class from the options in the drop down box.
Note: If you select National Government, State or Province, City or Township, Municipal Government, Special Authority, Military, All Governments or Conversion as the owner class, the Governmental Transaction Data window is enabled.
Step 11
Specify the model of the Caterpillar machine sold in the transaction by clicking on the arrow to the right of the Sales Model or Base Model drop down box. A separate window opens, displaying a list of possible sales or base models. Select the appropriate model from the options listed. One of these is required for SPAR requests.
Step 12
Specify the name of the customer in the transaction by clicking on or tabbing to the Customer field. Enter the name of the customer. This field allows for 50 characters.
Step 13
Specify the parent customer by clicking on the arrow to the right of the Parent Customer drop down box. A separate window opens, displaying a list of possible parent customers. Select the appropriate parent customer name from the options listed.
Note: This is a required field ONLY if the transaction involves a 'Corporate Accounts' or ‘VIP’ customer.
Step 14
If desired, specify the transaction date and the factory ship date by performing the following:
· Click on or tab to the Transaction Date field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar.
· Click on or tab to the Factory Ship Date field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar.
Note: If you plan to submit a claim AFTER the 60-day claim limit (more than 60 days have passed between the transaction date/score date and the claim submission date), an error message is displayed upon submission on the Transaction Summary/Submit window. DO NOT submit these types of claims until you have requested AND received an exception email from your District Manager.
Step 15
Specify the date of the purchase order from the dealer to the end customer by clicking on or tabbing to the Customer P.O. Date field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar. This date is required for SPARs.
Step 16
If desired, specify the date on which the Government Merchandising Program (GMP) bid was placed by clicking on or tabbing to the Bid Date field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar.
Step 17
If desired, specify the principal work code of the machine sold in the transaction by clicking on the arrow to the right of the Principle Work Code drop down box. A separate window opens, displaying a list of possible principal work codes.Select the appropriate principal work code from the options listed.
Step 18
If desired, specify the name of the sales person who handled the transaction by clicking on or tabbing to the Sales Person Name field and entering the name of the sales person. This field allows for 50 characters.
Step 19
If desired, specify the number of hours the equipment was used by clicking on or tabbing to the Equipment Hours field and enter the correct number of hours as a whole number. This field allows for 7 characters.
Step 20
If desired, enter any comments you may have about the transaction by clicking on or tabbing to the Comments field and entering your comments. This field allows for 1000 characters.
Note: Your comments are not used to validate or pay any claim.
Step 21
Save your transaction details and proceed to the next page by clicking on the Save & Continue pushbutton to save the transaction details you have entered.
Note: Once you click on the Save & Continue pushbutton, the data you entered on this window is saved.The Transaction Status field appears and contains the setting Active. A transaction ID number is generated and displayed at the top of all subsequent transaction creation windows.
The Select Eligible Programs window allows you to select the programs against which you wish to create a claim using the data in the transaction you have begun to enter into CSS.This window is accessed by clicking on the Select Programs option on the Create Transaction sub-menu or by completing the General Transaction Data window.
Note: Selecting programs will, in many cases, eliminate the need for a SPAR.
Only programs eligible for use with the model previously selected appear. Not all transactions have programs associated with them. The window displays a table of all of the programs eligible to be claimed against by the transaction you are creating.
Note: If you wish to see programs that are NOT valid for your transaction but that you still wish to submit a claim against for review, click on the Display Exception Programs pushbutton. The window title becomes 'Select Exception Programs' and important information is displayed in RED. The system displays all active programs together, regardless of eligibility. Claims submitted against an invalid program require manual review by the program author, resulting in longer processing time.
Note: If a machine was financed using a finance program, that program is automatically selected. If you intend to use a finance program, make sure that you select it here so that you are able to view the other programs associated with it.
Note: A claim is created against each of the program(s) you select when you click on either the Save or Save & Continue pushbutton. At this time, the system assigns a Claim ID and sets the claim's status to Draft.