Submitting Manual (Paper) Claims Using CollisionLink's Claim Creation Manager

KB Article #3277

Claim Creation Manager (CCM) allows you to calculate and submit OEM program reimbursements for eligible parts on the paper-based estimates you receive outside of CollisionLink.

Note: You will need to grant access to Claim Creation Manager to any salesperson who will be processing these claims. (Click here for more information.)

Be sure you have the following required information before you submit a claim:

• An electronic copy of the shop estimate. Paper faxes must be scanned/photographed and then saved to a folder on your computer or networked server.
• The VIN that collision parts were ordered for.  
• A part sales invoice number for the order you are submitting a claim against.
• Some OEMs require additional attachments like copy of invoice – please consult your OEM’s rules.

Important: VW AUDI Canada: Trading partner default settings must be set to “List – 25%” for reimbursements to display upon entering claim into Claim Creation Manager. A copy of estimate and copy of invoice must be attached to claim when submitting.

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Want to learn more? Watch our video!

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To submit a manual claim using Claim Creation Manager:

1. When you get an estimate directly from a shop, review it for aftermarket, remanufactured, and other non-OE parts that you can offer an alternative OE part for.
   
2. Obtain the part numbers for the OE alternatives and then access the CollisionLink Overview window to begin.
   
3. Click Claim Creation Manager from the CollisionLink Tools list on the left-hand side of the window.
   -or-
   Click create claim on the toolbar.
   
4. Using the Create New Manual Claim utility, start the claim:
   
   • Select a vehicle make if a Select an OEM drop-down displays.
   • Type in the OE part number in the Add part number field. (Optional)
   • Click Begin.
5. The Program Claim Detail window displays. If you began your claim by typing in a part number, the part will display in the Parts List section. A Description will display part information if the number entered is valid. (If no part was entered, this will be blank.)
   
6. To add additional parts:
   
   • Type a valid part number in the text box that displays below the previous part line.
   • Press the TAB key on your keyboard. Information about the part--including description and pricing--will display.
   • Repeat this process until all parts have been added.  
7. Once all parts have been added, complete the following actions for each part line:
   
   • If any of the parts qualify for automaker-sponsored program incentives, an icon () will display in the Program column. Click each icon to view program details.
   • Type the amount that you quoted for each part in the Shop Price field.
   • Other pricing fields, such as the Alternate List price, may need to be completed in order to calculate your reimbursement.
     
   • If the quantity requested for any part is greater than one, type the amount in the Qty field. Note: Quantity must equal a number from one to 20.
     
8. Once you have finalized the order with the shop, type the VIN and then press the TAB key on your keyboard. If valid, the vehicle year, make, and model will display.
   
9. Type a unique identifier, such as the shop name, in the optional Memo field.
   
10. You can store your claim information and return to it once you have invoiced the shop for the order. To store the claim:
    • Click Save.
    • The claim will display on the CollisionLink Overview window with a Status of Reviewing Order.
    • Double-click to open the claims detail when you are ready to submit it. Note: An invoice number and electronic image of the estimate is required to complete the submission.
11. Review the Shop Price you quoted the shop for each part in the Parts List. If you negotiated a different price for any of the parts, change the amount to the price you sold it for. Note: Depending on the automaker-sponsored program, the reimbursement amount in the Reimb field may also change if it is not a fixed amount.
12. If any of the parts listed were not fulfilled in the order, click the minus sign () to the right of the part line to remove it.
13. Type an Invoice # for each part in the fields provided. If they share one invoice, click the Invoice # column header, type the number, and click OK.
    
14. Click Browse to attach the electronic copy of the estimate. Use the Choose File to Upload window to locate the shop's estimate and double-click to select. Note: The image will be uploaded upon saving or submitting the claim.
    
15. Click Submit.
16. Type in your Counter Person ID (required) and review the information in the Submit Manual Claim window. Click Submit to finalize the submission process.
    
17. When complete, the claim will display on the CollisionLink Overview window with a Status of Submitted for Reimbursement.