The Payments import process retrieves payment files and correction data back from General Motors, and imports them into the Warranty Payments system, enabling the claim system to be updated. It works via dealer codes, not company numbers. If you have more than one dealer code on the system, you are prompted to choose the one for which you want to import. The Imported claims and values grid displays all companies for that dealer code.
You can process corrections and denials within the claims program. You can correct, and re-submit them to General Motors without the need to raise another claim, and a self-billing invoice (SBI) can be created. This enables the system to post payments automatically to the accounts, and to settle the outstanding claims on the Sales Ledger.
Orphan payments are payments that cannot be directly posted to their invoices because:
Payments cannot be located in the claim file in Warranty V2, or
The warranty invoice is not available in the Sales Ledger. This would be the case if it has been paid manually, or is from an old system/archived.
The system locates the orphan payments that do not exist in Warranty V2, and assigns them to the first company.
Note: Where sub-dealers exist in the European market or multiple companies exist using the same dealer code in the UK, the payment system uses the dealer code mapping file to determine which company should receive the payment. (See also: Dealer Codes.) The SBI is split between each dealer concerned, and each part of the SBI is suffixed with the company number. When the physical payment arrives, it must be split and the relevant amounts given to the individual companies. (For example, a file for cycle number 430 is split into SBIs 430-01, 430-02, and so on.)
Note: On first entry into the program, a Generic File Transfer record is created automatically. You can set up, or edit, File Transfer settings by selecting Generic File Transfers from the System Maintenance Menu within General Utilities.
To import the GM Warranty payments file into the Autoline Warranty Payments system:
Run the usual batch transfer process.
Note: This does not apply if you are using GM Exchange 1.1.
This picks up any claim return information. It also sends any new batches to General Motors.
A payment advice is sent to you in the returns file when a claim is accepted by General Motors. This contains the amounts to be paid for the claim on the current cycle.
From the GENERAL MOTORS OPERATIONS Menu, select the Warranty V2 option.
The SERVICE, REPAIR AND WARRANTY CLAIMS Menu is displayed.
Select the Import payments file option.
This loads the file into the Autoline system. The Select Main Dealer form is displayed.
Select the main dealer code for which you want to process incoming claim files.
Note: In the UK, all dealers are considered to be main dealers.
If only one dealer code is in use on the system, that dealer code is selected by default.
The Warranty Payments Import form is displayed. The form displays a list of all companies that belong to the Dealer code group selected. On entry, all the values in the Imported claims and values grid are empty (that is, they start at 0 zero until you click Import).
Click the Import 
toolbar button, or select the menu bar command, Tools > Run import process.
Note: Clicking Import locks the import process for all other users, in all companies, until it is complete. This prevents them from loading the same files.
The following message is displayed in the Progress box:
Initialising import system...Importing payment files...
The system searches the Autoline Manufacturer Systems transfer directory. If no files exist to process, the following message is displayed:
There are currently no payments files to process. OK
In that case, items in the Import stage group box (other than Initialisation), are marked with a red cross 
.
If there are files to process, payment files for your dealer code received from General Motors begin to be imported into the Warranty Payments system, and processed. You get the following results:
All the data in the General Motors payment return files is matched to the claims in the Autoline system. The claims are marked according to the data in the file, as follows:
Payment received, or
Rejected, or
Denied
The system processes all payments and corrections found in the file(s), and updates the Imported claims and values grid with the cumulative totals.
Corrections and denials are matched to the claim in the system. If the claim does not exist, the correction is ignored. All Corrections, Denials and Rejections, are listed in the lower grid.
All the paid claims are changed to Status 80: Payment received, and the total payments are added together to make an SBI. You can view the SBI in detail, and post it to accounts from the Warranty payments option on the Service, Repair and Warranty Claims Menu.
The system checks to see whether there is a previous payment for the same SBI already on the system, and combines the two values.
Note: This prevents later debits for the same claim from overwriting the original payment and causing a miscalculation of the SBI.
If a payment is received for a claim that does not exist, it is paid on-account. This means that the money is transferred to a special orphan account until the accountant can match it to the correct claim. This can happen frequently a few weeks after installation, because you can receive payments for claims that were created before the Claims system was installed.
Items in the Import stage group box are marked with a green tick 
to show that the system has undertaken the various processes.
Tip: A blue pointer 
indicates which process you are on at the time.
When the file is complete, the total amount is transferred to the Payment system and an SBI is created and numbered according to the cycle number for that week.
When all files have been processed, the following message is displayed in the Progress box:
Process complete.
The Print 
toolbar button and the Tools > Print corrections only and Tools > Print Corrections with payments menu bar commands become available. You can now print a list of payments, corrections or rejections.
Note: We recommend that you print the list. This facilitates attention to the rejections in the Warranty claims programs.
If you try to exit without printing, a Confirm Exit dialog box displays the following message:
You have not yet printed the list of corrections for the import.
Are you sure you want to exit without printing the list as you will not be able to re-print it later.
Press 'Cancel' to return to the application or 'Continue' to exit without printing the correction list.
To print, click the Print toolbar button and select Print Corrections with payments or Print corrections only from the displayed shortcut menu. Alternatively, select Tools > Print > Print corrections only or Tools > Print > Print Corrections with payments from the menu bar.
After a file has been imported, the status of every claim will have been updated to show the current condition of the claim.
Statuses are as follows:
40 Rejected: This claim must be corrected and re-submitted.
60 Denial without Reference: This is usually a duplicate claim, or a claim outside the normal warranty period. It cannot usually be re-submitted. (See also: Claim Denial.)
70 Denial with Reference: This repair has been claimed before. Usually, the original claim information including the claiming dealer is transmitted with the claim. This type of denial is not usually re-submitted. (See also: Claim Denial.)
80 Payment: A payment has been received for this claim.
You can view your rejected and denied claims, from the main Warranty claims system.
To view, or amend, rejected or denied claims:
Click the ![[...]](Ellipsis.gif){kind=small}
ellipsis on the Claim number field of the General Motors Warranty Claims form, to search for claims of a particular status.
The Claim search form is displayed.
In the Status field of the Claim search form, select the type of claim you want to view from the drop-down 
, then click Search.
The list of claims of the selected type is displayed.
Double click to select the claims in the Claim search form to make any required changes. For example, if you have a Rejected claim, you must open the claim to see what General Motors has said is wrong.
The General Motors Warranty Claim Form is displayed.
Edit the claim via the General Motors Warranty Claim Form, and re-submit the claim with the next batch.
This form is displayed when you select Warranty V2 option from the GENERAL MOTORS OPERATIONS Menu, select Import payments file, then select the appropriate dealer code. It retrieves any payment files from General Motors, imports them into the Warranty Payments system, and processes them.
Menu Bar and Toolbar:
| Menu | Button | Description |
|---|---|---|
| File > Exit |  |
Returns you to the Service, Repair and Warranty Claims Menu |
| Tools > Run import process | |
Starts the import to the Warranty Payments system, and the processing, of payment files received from General Motors. Populates the two grids and marks successful processing of items in the Import stage group box, with a green tick Note: Clicking Import locks the import process for all other users until it is complete. This prevents other users (in all companies) from using the import and potentially loading the same files. |
Tools > Print > Print Corrections with payments Tools > Print > Corrections only |
|
Sends the list of Corrections only or the Corrections with payments to the currently connected printer. Available when the import is completed. Note: The Print command prints the list of Payments, Corrections and Denials. We recommend that you print the list. This facilitates attention to the rejections in the Warranty claims programs. |
| Help > Help |  |
Displays this help topic in a web browser |
Provides an indication of the progress of the import process by displaying a a green tick next to each stage, to show that the system has undertaken the following processes.
Tip: A blue pointer indicates which process you are on at the time:
Initialisation: Initialisation of the import process has begun.
Import files: Files are imported and stored by dealer code or 6xxxs if no code exists.
Sort claims: Sorts into order for a particular company. The system decides which claims belong to which POS company, in lots.
Assignment: Assigned to company
Locate orphans: The system locates orphan payments that do not exist in Warranty V2, and assigns them to the first company.
Process lines: All data just processed is written to the files.
Remove files: Raw payment files deleted
IMPORTED CLAIMS & VALUES GRID:
Contains amounts paid by General Motors for each heading. A list of all payments and totals. On entry, all the values in the grid are at 0 (zero).
Co.: Number of the company
Claims: Number of claims for this company
Corrections: Number of corrections for this company
Denials: Number of denials for this company
Payments: Number of claims for this company that are payments
Labour: Total labour costs for claims for this company
Parts: Total parts costs for claims for this company
Net items: Total net items costs for claims for this company
Total: Total cost of claims for this company
Includes debits from the dealership by General Motors due to erroneous claims. Corrections and Denials are listed together in the grid. Corrections are claims with a query - such as claims containing the wrong amount of hours, or a part where there is a query over price. Denials are claims that will not be paid by General Motors, and the claim is returned to you.
Co.: Number of the company
Claim: Claim number together with the task identifier for the item to which the line relates - for example, 542876/02, where the six digits relate to the claim number and the 02 is the task identifier
Type: Category for the correction details shown in the line, which is assigned by the system based on a one-character status code provided by the manufacturer. Possible values are:
Denial
Out of Warranty
Correction
Comments: Populated from the Service, Repair and Warranty Claims Menu, Warranty file maintenance > Correction codes table. The manufacturer provides the three-character code classifying the reason for the details' being denied, corrected, or deemed to be out of warranty. The system populates the Comments text with the description for the code from the Correction codes table.
Progress:
Current state of the import process, together with a visual indication of the approximate proportion of the process completed
