claim submission manual - ford fleet care program … operating hours field is not used for...

Ford

Authorized

Distributor

and

Bulk Oil

Distributor

Claim Submission Manual

The information contained in this program manual

provides information about how to submit Ford Fleet Care

claims in the One Warranty Solution (OWS) System.

F o r d F l e e t C a r e P r o g r a m

F o r d M o t o r C o m p a n y

E m a i l : f f c a d m i n @ f o r d . c o m

P h o n e : 1 - 8 0 0 - 3 6 7 - 3 2 2 1

F a x : 1 - 3 1 3 - 3 9 0 - 3 5 5 5 o r 1 - 3 1 3 - 3 9 0 - 7 2 2 7

0 2 / 1 5 / 2 0 1 7

February 2017 Page 1 FAD – BOD Submitting a Claim

Table of Contents

General Overview 2

Preparing the order write-up is a simple three-step process 2

How to Access OWS 3

Submitting a Bulk Fluid Claim 6

Submitting a FAD Parts Claim 12

Paid Claims – Daily/Monthly Posting Statements 18


General Overview

All accounts utilizing the Ford Fleet Care Parts Billing program for Ford, Motorcraft, and Omnicraft purchases are issued a membership card. This card (sample below) is a confirmation of a customer's enrollment. To ensure the customer is still an active member of the Ford Fleet Care Parts Billing program, please verify the status of billing privileges at www.fleetcare.ford.com

FRONT OF CARD BACK OF CARD

Competitor parts and fluids are not eligible for the program unless they are specifically authorized by Ford Fleet Program Headquarters through [email protected]. Ford Authorized Distributors of Motorcraft and Distributors of Omnicraft are able to invoice sales of these product(s) without merchant fess the through the Ford Fleet Care Program. Invoicing is done through Ford’s One Warranty Solutions (OWS) claiming platform with a dedicated claim type of 61-Fleet.

Preparing the order write-up is a simple three-step process:

Step One - Verify Billing Account Status

• Access the Ford Fleet Care website at: http://www.fleetcare.ford.com • Select the tab labeled: "NFPP/Parts Billing" • Select the link labeled: "Consolidated Billing Account Enrolled Fleets" • View the Enrolled Fleets spreadsheet to verify the customer is still an active participant

Step Two - Obtain Customer Approval and Billing Account Number

• All claim entries require fleet purchase order number to be obtained from the fleet account • Contact the Fleet Administrator at the telephone number located on the back of the card with the total

cost (including applicable tax, freight, handling and core charge if any) of the parts being purchased and obtain the 11 digit Billing Account Number

IMPORTANT! If the fleet is not listed, contact Ford Fleet Care Program Headquarters:

Phone: 1-800-367-3221 Email: [email protected]

http://www.fleetcare.ford.com/

mailto:[email protected]



Preparing the order write-up is a simple three-step process (cont.)

Step Three - Bill Purchases using OWS

• Be sure to note in the Step by Step Entry Instructions on page 8 how to enter Freight and Tax

How to Access OWS

• Logon to http://www.fmcdealer.dealerconnection.com • Under Navigate bar on the left side of the screen click the “Employee Links” in the left navigation bar,

click the “MCDistributor”

• Click the “MCDistributor” under the Employee Links on the left side of the screen

IMPORTANT! Tax should be billed as required on a wholesale part sale, unless the customer is

tax exempt as advised by the customer. If verified as tax exempt, the tax exemption number

should be noted on the purchase order write-up. Purchases submitted through OWS for

payment without a tax entry of 0.00 for tax exempt or actual tax amount will be returned.

http://www.fmcdealer.dealerconnection.com/


How to Access OWS (cont.)

• Select the Application Bar Tab

• Select from the Available list “OWS” and click the “Add” button

• Click the “Save Changes” button

• Click the “click here” to return to the MCDistributor home page

• Click the “OWS” button on the right side of the screen


How to Access OWS (cont.)

• Click the “OWS” link to launch the application

• The OWS program home page appears

• Click the “Enter a Claim” link to start the claim


Submitting a Bulk Fluid Claim

Step 1: After clicking the “Enter a Claim” button on the Home Page, start entering the below

information and click the “Create” button to continue entering the claim.

1. VIN field enter the 11 digit Billing Account number provided by the fleet customer.

2. Vehicle field is NOT used for “QFCP” claims.

3. Service Advisor field enter 000001235 (MUST be 9 characters long).

4. Repair Order Number field enter the parts invoice number of the sale/delivery document in the

Repair Order Number field to ensure proper sales reporting and incentive eligibility (Keep track of

this number - it is required to retrieve the claim for future review and/or payment verification).

5. Repair Order Open Date field enter the sale date.

6. Odometer at Repair Order Open field enter the Mileage of 20 followed by M in the next field.

7. Special Use Vehicle Description field is NOT used for “QFCP” claims.

8. Engine Operating Hours field is NOT used for “QFCP” claims.

9. License Location field is the State in which the delivery is located.

The billing account format is “Q###FC#####” for example “Q000FC99999”. Use zero, not the letter O.

2. 1. 3.

4. 5. 6.

7. 8. 9.


Submitting a Bulk Fluid Claim (cont.)

Step 2: Enter the additional information in the Repair Information section.

10. Repair Line Number field enter a repair line number. If you are submitting multiple claims under the

same Repair Order Number field (sale/delivery document number) use a sequential line number. For

example if you use 1, and need to add additional lines, use 2, 3 etc.

11. Claim Type field click the drop down and choose 61 – FLEET.

12. Sub Code field enter “QFCP”.

13. Repair Line Completion Date field enter the date the delivery was made.

14. Odometer at Repair Completion field enter the Mileage of 20 followed by M in the next field.

15. Customer Concern Code field enter “A99”.

16. Approval Code field is ONLY used if the claim date exceeds 30 day submission limit, enter DDET.

17. Approval Code field is ONLY used if a mileage error Mileage is less than previous visit appears, enter

DDME.

18. Pre-Defined Repair Code field is NOT used for “QFCP” claims.

19. Condition Code field enter “82”.

20. Engine Operating Hours at Repair Completion field is NOT used for “QFCP” claims.

21. Manual Review Required Indicator field is NOT used for “QFCP” claims.

22. Dealer Participation field is NOT used for “QFCP” claims.

23. License Number field enter “XXX”.

24. Driver Name field use the name of the person at the fleet that put in the order or signed for the

delivery.

25. Driver ID field is ONLY used instead of a name otherwise not required.

26. Fleet Company Name field enter the Fleet Company's name.

27. Fleet Approval Amount field is the amount the Fleet has agreed to pay for this claim

28. Fleet Purchase Order Number field is the Purchase Order (PO) Number provided by the Fleet

Customer prior to the actual purchase. Failure to obtain a valid PO Number will cause the claim to be

returned as unpaid.

10. 11. 12. 13. 14. 15. 16. 17. 18.

19. 20. 21.

22. 23. 24. 25. 26. 27. 28.



Step 3: Scroll down to the Comments section of the claim and enter the Customer and Technicians Comments.

29. Customer Comments field enter "REQUEST DELIVERY". 30. Technician Comments field enter the address of the Fleet Company the delivery was made to. If the

customer is tax exempt enter "TAX EXEMPT" at the end of the description.

29.

30.



Step 4: Add the parts used in the Parts Information section.

Note: Causal Part must be PARTSALE with the total quantity and total amount of all parts used including mark up. Add another part line using the Ford base part number with zero quantity and zero in the amount for each additional part used.

31. Causal Part field click the circle (only one causal part needed per claim).

32. Part Number field enter "PARTSALE" with no space between the words.

33. Description field will automatically fill in based on the part number used.

34. Quantity field enter “0”.

35. Unit Price field is NOT used for “QFCP” claims.

36. Invoice Number field is NOT used for “QFCP” claims. The FAD/BOD invoice number is entered as

“Repair Order Number” in Step 1 under # 4 (page 6).

37. Markup field is NOT used for “QFCP” claims.

38. Amount field enter “0.00”.

39. Click the plus “+” symbol to add another Part line.

40. Part Number field enter the Motorcraft or Omnicraft part number for the item being sold.


42. Quantity field enter the number of units being sold (12 quart case counts as 1).





46. Amount field enter total amount of the line item.

If you have additional purchased items, repeat process 39 thru 46 above until all items are listed on the claim.

32. 33. 34. 35. 36. 38.

40. 41. 43. 44. 46. 42.

31. 37.

39.

45.

Note: Pricing based on date of sale as posted at the MC Distributor website.



Step 5: Do not enter a labor code or labor amount for a Parts purchase claim.

Step 6: Scroll down the webpage to the Miscellaneous Information section, add any Misc, Other and Tax into

this section. A tax line is required for every claim. If the customer is tax exempt, or if tax is not applicable,

enter amount as $0.00.

47. Miscellaneous Expense Code field enter TAX.

48. Description field will automatically populate when TAX is entered.

49. Num of Days field is not used for “QFCP” claims. 50. Hours field is not used for “QFCP” claims.

51. Invoice Number field is not used for “QFCP” claims. The FAD/BOD invoice number is entered as


52. Amount field enter the amount of Tax being requested or enter 0.00 if tax is not required or the Fleet

is tax exempt.

53. Click the plus “+” symbol to add another Miscellaneous Expense line.

54. Miscellaneous Expense Code field enter "FRGHT" for the delivery fee for this claim.

55. Description field will automatically populate when FRGHT is entered.

56. Num of Days field is not used for “QFCP” claims. 57. Hours field is not used for “QFCP” claims.

58. Invoice Number field is not used for “QFCP” claims.

59. Amount field enter the total amount of the delivery fee being requested.

47. 48. 49. 50. 51. 52.

54. 55. 56. 57. 58. 59.

53.

Note: Delivery fee is to be entered a 1.00 per gallon for Distributors participating in Motorcraft National Bulk Fluids program.

All claims require a tax line entry even if there is no tax being charged. Enter 0.00 if the Fleet is tax exempt.

Labor fields are not used for “QFCP” claims.



Step 7: The Parts and Miscellaneous will total up in the Repair Line Sub Total automatically.

Step 8: Once all claim information has been entered scroll to the bottom of the page and click the Pre Validate

button. The system will go through and check the claim for errors. Any errors will appear in the upper left

corner. Red color Flag errors must be corrected prior to claim submission. Yellow color messages are just

giving you a chance to verify the claim information is correct. Once the errors have been corrected or if there

were no errors you will receive the message "The claim has been successfully pre validated".

Step 9: Scroll to the bottom of the page and click the Submit button. You will receive the message "The claim

has been submitted". The claim will be processed through the OWS system.

Contact Ford Fleet Program Headquarters:

Phone: 1-800-367-3221 Email [email protected] Mail to Ford Fleet Program Headquarters, 19855 W. Outer Drive, GPE #500, Dearborn, MI 48124

Fax to 1-313-390-3555



Submitting a FAD Parts Claim

Step 1: After clicking the “Enter a Claim” button on the Home Page, start entering the below

information and click the “Create” button to continue entering the claim.

1. VIN field enter the 11 digit Billing Account number provided by the fleet customer.

2. Vehicle field is NOT used.

3. Service Advisor field enter 000001235 (MUST be 9 characters long).

4. Repair Order Number field enter the parts invoice number of the sale/delivery document in

the Repair Order Number field to ensure proper sales reporting and incentive eligibility (Keep

track of this number - it is required to retrieve the claim for future review and/or payment

verification).

5. Repair Order Open Date field enter the sale date.

6. Odometer at Repair Order Open field enter the Mileage of 20 followed by M in the next field.

7. Special Use Vehicle Description field is NOT used.

8. Engine Operating Hours field is NOT used.

9. License Location field is the State in which the delivery took place.

The billing account format is “Q###FC#####” for example “Q000FC99999”. Use zero, not the letter O.

2. 1. 3.

4. 5. 6.

7. 8. 9.


Submitting a FAD Parts Claim (cont.)

Step 2: Enter the additional information in the Repair Information section.

10. Repair Line Number field enter a repair line number. If you are submitting multiple claims under

the same Repair Order Number field (sale/delivery document number) use a sequential line

number. For example if you use 1, and need to add additional lines, use 2, 3 etc.

11. Claim Type field click the drop down and choose 61 – FLEET.

12. Sub Code field enter “QFCP”.

13. Repair Line Completion Date field enter the date the delivery was made.

14. Odometer at Repair Completion field enter the Mileage of 20 followed by M in the next field.

15. Customer Concern Code field enter “A99”.

16. Approval Code field is ONLY used if the claim date exceeds 30 day submission limit, enter

“DDET”.

17. Approval Code field is NOT used for “QFCP” claims.

18. Pre-Defined Repair Code field is NOT used for “QFCP” claims.

19. Condition Code field enter “82”.

20. Engine Operating Hours at Repair Completion field is NOT used for “QFCP” claims.

21. Manual Review Required Indicator field is NOT used for “QFCP” claims.

22. Dealer Participation field is NOT used for “QFCP” claims.

23. License Number field enter “XXX”.

24. Driver Name field use the name of the person at the fleet that put in the order or signed for the

delivery.

25. Driver ID field is not required.

26. Fleet Company Name field enter the Fleet Company's name.

27. Fleet Approval Amount field is the amount the Fleet Purchase Order (PO) was issued for.

28. Fleet Purchase Order Number field is the PO Number provided by the Fleet Customer. Failure to

obtain and enter a valid PO Number will cause the claim to be returned as unpaid.

10. 11. 12. 13. 14. 15. 16. 17. 18.

19. 20. 21.

22. 23. 24. 25. 26. 27. 28.



Step 3: Scroll down to the Comments section of the claim and enter the Customer and Technicians Comments.

29. Customer Comments field enter "REQUEST DELIVERY". 30. Technician Comments field enter the address of the Fleet Company the delivery was made to. If

the customer is tax exempt enter "TAX EXEMPT" at the end of the description.

29.

30.



Step 4: Add the parts used in the Parts Information section.

Note: Causal Part must be PARTSALE with the total quantity and total amount of all parts used including mark up. Add another part line using the Ford base part number with zero quantity and zero in the amount for each additional part used.

31. Causal Part field click the circle (only one causal part needed per claim).

32. Part Number field enter "PARTSALE" with no space between the words.


34. Quantity field enter “0”.





38. Amount field enter “0.00”.

39. Click the plus “+” symbol to add another Part line.

40. Part Number field enter the Motorcraft or Omnicraft part number for the item being sold.


42. Quantity field enter the number of units being sold (12 quart case counts as 1).



“Repair Order Number” in Step 1 under #4 (page 12).


46. Amount field enter total amount of the line item.

If you have additional purchased items, repeat process 39 thru 46 above until all items are listed on the claim.

32. 33. 34. 35. 36. 38.

40. 41. 43. 44. 46. 42.

31. 37.

39.

45.

Note: Pricing based on date of sale as posted at the MC Distributor website.



Step 5: Do not enter a labor code or labor amount for a Parts purchase claim.

• NOTE: Labor field is not used for “QFCP” claims.

Step 6: Scroll down the webpage to the Miscellaneous Information section, add any Misc, Other and Tax into

this section. A tax line is required for every claim. If the customer is tax exempt, or if tax is not applicable,

enter amount as $0.00.

47. Miscellaneous Expense Code field enter TAX.

48. Description field will automatically populate when TAX is entered.

49. Num of Days field is not used for “QFCP” claims.

50. Hours field is not used for “QFCP” claims.

51. Invoice Number field is not used for “QFCP” claims. The FAD/BOD invoice number is entered as


52. Amount field enter the amount of Tax being requested or enter 0.00 if tax is not required or the

Fleet is tax exempt.

53. Click the plus “+” symbol to add another Miscellaneous Expense line.

47. 48. 49. 50. 51. 52.

53.

All claims require a tax line entry even if there is no tax being charged.

Enter 0.00 if the Fleet is tax exempt.



Step 7: The Parts and Miscellaneous will total up in the Repair Line Sub Total automatically.

Step 8: Once all claim information has been entered scroll to the bottom of the page and click the Pre Validate

button. The system will go through and check the claim for errors. Any errors will appear in the upper left

corner. Red color Flag errors must be corrected prior to claim submission. Yellow color messages are just

giving you a chance to verify the claim information is correct. Once the errors have been corrected or if there

were no errors you will receive the message "The claim has been successfully pre validated".

Step 9: Scroll to the bottom of the page and click the Submit button. You will receive the message "The claim

has been submitted". The claim will be processed through the OWS system.

Contact Ford Fleet Program Headquarters:

Phone: 1-800-367-3221 Email [email protected] Mail to Ford Fleet Program Headquarters, 19855 W. Outer Drive, GPE #500, Dearborn, MI 48124

Fax to 1-313-390-3555



Paid Claims – Daily/Monthly Posting Statements

Paid claims are credited to the Ford Parts Statement. Access to the Daily/Monthly Posting Statements to reconcile paid claims with invoicing may require a request through the OWS system. Once OWS is started and you are logged in, click the “View Daily/Monthly Posting Statements”.

Your Information will be pre-populated in the fields below. Select either the Daily Posting Statement or Monthly Posting Statement radial button. Then click the calendar icon in the date field and select the day or the date range and finally click the “Submit” button.

If further assistance is needed call the Warranty Assistance Team at 800-423-8851.

Any paid repairs will display on the screen on the day or date range previously selected.

claim submission manual - ford fleet care program … operating hours field is not used for...

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