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Retailer Document Requests

Retailer Edition

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Retailer Document Requests

The Document Management System is a web application that is used by SOA to request and manage all documents from the retailer. This application allows SOA to perform ad-hoc audits, and also maintains uploaded documents from the coupon redemption system and Address Verification process. The Document Management system is found on Subarunet underneath of Retailer Training and is currently used by CDS and Accounting. The Retailer can view all pending requests through the Retailer Document Requests link found on Subarunet underneath the Reports section.

When opening the link the retailer will see the screen below.

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Invalid Addresses These will be listed as Addr Verify on the Retailer Document Requests page.

Summary

The sales reporting system immediately checks the address entered during the Sales/Lease Registration process (a.k.a. RDR) on Subarunet against a database of valid addresses maintained by the US Postal Service. The person entering the sale is alerted if an address is invalid and asked whether or not to proceed with the sale. Maintaining the most accurate database of customer addresses is not only valuable in terms of Added Security contract delivery, OLP surveys, and future marketing efforts, but also it is our obligation in order to complete service campaigns and recalls. Email Notification All sales managers and retailer executives will receive an email every Thursday with a list of invalid addresses. Invalid Address Reporting Cycle:

1. An address will show up on the report as soon as it is labeled invalid. The retailer is warned an address is invalid when it is entered.

2. For each new failed address, the retailer has the remainder of the current 10-day

period plus one additional 10-day period to correct the address or to upload the customer signed contracts under Retailer Document Requests. If the failed address is not resolved by the end of that additional 10-day period, the retailer’s statement will be debited a one-time $100 charge for each failed VIN.

3. Once a penalty is charged, the retailer still has the remainder of the month in which the charge was debited to make corrections or submit the contract to SOA and have the charge reversed. After this time period ends, no further corrections are possible and the charge becomes permanent.

4. Corrected VINs will instantly be removed from the Invalid Address Report.

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Resolving Invalid Addresses Starting February 11th, 2013 retailers will no longer be faxing or emailing the customer contracts to SOA. All contracts must be uploaded through the Retailer Document Requests link under Reports on Subarunet.

To view invalid addresses, click on the Retailer Document Requests link. Once this link is opened all document requests for the retailership will be listed. Anything that is needed for address verification will be labeled Addr Verify. Ad-hoc requests for paper work will be labeled Ad-Hoc.

Viewing Invalid Addresses

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If an address is still being marked as invalid after an attempt to correct it has been made, the Customer Signed Contract should be uploaded through Retailer Document Requests on Subarunet.

Uploading Documents

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1. Click the Paper Clip ( ) link for the VIN that a contract is being uploaded for.

2. The screen below will be shown. Enter the required information in the spaces provided.

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3. If documents relating to this vehicle were already uploaded for coupons or an ad-hoc

request, the documents will show under the header “Documents Associated with this Request”. If that document meets the requests need, add a comment and click the Save button. Otherwise:

4. Click Browse to locate the contract that needs to be uploaded. Once the file is located

click Open.

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5. Once the file is chosen, click Upload.

6. The document will now be listed under List of Attachments, and the requested can be submitted by clicking Submit.

Note: More than one attachment can be uploaded to a single request.

When an address is marked as invalid, the retailer should first try to update the address through the Sales – Invalid Address Update link under Vehicles on Subarunet. This should be done before submitting documents to SOA.

Fixing Invalid Addresses

1. When clicking on the Sales – Invalid Address Update link the user will be asked to

enter the VIN in question. Enter the VIN that needs to be updated and click Submit

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2. Update the address on the screen below and click Submit.

3. If an address is marked as valid the below confirmation will be shown

4. If an address is still invalid the warning below will be shown, and the retailer should

submit contracts to SOA through the Retailer Document Requests link.

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Shown below are common mistakes that are made when entering an address. Common Mistakes

1. PO Boxes

*Correct

Example: 28 Subaru Way PO Box 123 Cherry Hill, NJ 08002

*Incorrect

2. Apartment Numbers

*It is important that the # sign is included in front of the apartment number.

*Correct

Example: 8 Impreza Rd., APT 2012 Cherry Hill, NJ 08002

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*Incorrect

3. Entire Address on a Single Line

*Correct *Incorrect

Example: 37 Trek St Cherry Hill, NJ 08002

4. Spelling Errors Please make sure you are checking for spelling errors when entering and reviewing addresses as well as making sure things are not abbreviated when they shouldn’t be. These are other common errors made and checking this will only help to prevent from any potential penalties being charged to the retailership.

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Ad-Hoc Requests Ad-Hoc requests are made by SOA Accounting and Customer Retailer Services (CDS) to request documentation from retailers for auditing purposes. These will be labeled as Adhoc on the Retailer Document Requests Page.

1. To review an ad-hoc request, Click the Paper Clip ( ) link for the VIN to be addressed. The following screen appears:

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If documents relating to this vehicle were already uploaded for coupons or an address request, the documents will show under the header “Documents Associated with this Request”. If that document meets the requests need, add a comment and click the Save button. Uploading a New Document

4. All documents listed in the “Document Type” list are required.

5. Click Browse to locate the contract that needs to be uploaded. Once the file is located click Open.

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6. Once the file is chosen, click Upload.

7. The document will now be listed under List of Attachments, and the requested can be submitted by clicking Submit.

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Note: More than one attachment can be uploaded to a single request. If the submitted documentation is accepted by SOA it will be marked as closed on the Retailer Document Requests list. * All requested documentation must be scanned and uploaded no later than the deadline provided on this report. All late submissions will be subject to applicable charges and penalties. **DEALERS WITH INCOMPLETE DOCUMENT REQUESTS PAST THE PENALTY DATE WILL BE PLACED ON HOLD IN ACCOUNTS PAYABLE, AND WILL NOT RECEIVE ACH OR WIRE TRANSFERS, AS WELL AS CHECKS, FROM SOA UNTIL REQUESTS ARE FULFILLED.