Rebate Claims Process

Overview

• In this article we’ll describe how to Generate and Submit Rebate Claims.

Configure Rebate Claims

1. Open the Main Menu and scroll down to Claims.
2. Click Rebate Settings.
3. Add the following details:
   • Dealer Name
   • State
   • SAP Number (if known)
   • Contact Person
   • Contact Email (this email will receive a copy of submitted claims)
   • Contact Number
4. If Enterprise App is enabled:
   • Solahart Customer (this will be the billing customer for Rebate Claim invoices)
   • Promo Claim GL Account
   • ZIP Claim GL Account
   • Refer a Friend Claim GL Account

Generate Claims

1. Open the Main Menu and scroll down to Claims.
2. Click Rebate Claims.
3. Click Generate Data and fill out the following:
   • Submission Month
   • Submission Year
4. Click OK
5. The system will find all Rebate Claims where the Sales Date OR Installation Date is within the selected Submission Month/Year (this process may take a while).

Submit a Claim

1. Open the Main Menu and scroll down to Claims.
2. Click Rebate Claims.
3. Open a Claim.
4. Review the Claim Lines. If a line has already been claimed, select the line and click “Delete”. If the line is not ready to be claimed, click the “Exclude from Submission” tickbox. This will move this line to the next Generated Claim (the next time Generate Claims is run).
5. If all of the lines have been Deleted or Excluded, click the Close Claim button (as a submission is not required).
6. If the Claim Type is Promo or Refer a Friend, an Invoice PDF is required against each Claim Line (you can also use the Gather Invoices button if using Enterprise App). For Refer a Friend lines, a Gift Card Number and PDF Upload are also required.
7. If the Claim Type is ZIP, the ZIP Disbursement CSV is required in the Claim Header.
8. After the Claim has been reviewed, a Claim Invoice PDF is required for the Total Claim Value. If using Enterprise App you can simply click the Generate Claim Invoice button, then close the Invoice Page and click the Download Claim Invoice button.
9. When the Claim is ready for submission, click the Submit Claim button.
10. The Claim will be emailed to Solahart Head Office and a copy will be sent to the dealer.