Great! You sold some Lexmark devices. Now you need to file for the associated rebates. How do you do that today? Fill out a spreadsheet, email it to someone at Lexmark and wait How do you know if they got? Have they processed it yet? What s the status of your rebate claim? When will you get the check for the rebates? What if you had a online system to process your rebates that provided you had better access to status of your claim? Introducing Lexmark s Rebate Claim Portal, which has been developed for you our valued partners. It is designed to improve the efficiency of the rebate claim process as well as provide you with visibility to the status of your claim in real time. Some of you may be using a Lexmark Portal to claim rebates today. You will be transitioning to the Portal discussed in this training module. Let s get stared to see how it works. 1
Before we get started, this course takes a different approach to your learning. Instead of just forcing you down a sequential path, we ve designed it to allow you to choose your own path and work at your own pace. As with previous modules, you must review all of the topics and pass the assessment to successfully complete the course. We suggest you complete the Getting Started section first. Once you have completed this section, select a topic that interests you most. We suggest you start with Working with Agreements, then move to Working with Claims and finish with Getting Help / Reviewing Reports. Once you have viewed all of the content, click on Course Assessment to complete the course. 2
First click on the link contained in your Welcome email or open a Web browser and type https://portal.lexmark.com/web/guest in the address bar. We recommend you bookmark this site for easy access in the future. Enter your user ID and Password. Select Partner Portal from the Guest link. You will be placed on the Portals Home Page. Check the Language box to ensure the Portal is in your native language. Once you make a selection it will remain until you change it. You will only be able to access your organization s agreements and claims. You will not be able to view information pertaining to other distributors or resellers in the portal. 3
There are several links at the top page Order Status, My Account, My Profile, etc. For the purposes of this training we focus on the tabs just below theses links. There are 9 tabs including the Rebate Portal Home Tab. 1) The Home Tab allows you to set your viewing language. 2) The Recent Agreement Tab displays the 5 latest special bid agreements offered to your organization. 3) The Recent Claims Tab displays the status of the 5 most recent claims you submitted. 4) The List Agreements Tab displays the entire list of eligible special bid agreements. 5) The Add Claim Tab allows you to manually create claims for a specific agreement. 6) The Upload Claims Tab allows you to upload claims using Excel for multiple material numbers and agreements. 7) The View Claims Tab shows the entire list of claims and the status of each. 8) The Help Tab lists the Support contact information and 9) The Reports Tab shows reports may be stored for you. We cover each tab in detail in this module. 4
The Recent Agreements tab displays the End User Name, the Start and End Date, and agreement number for the 5 most recent special bid agreements available to your organization. You can view the details of a specific special bid by clicking on the agreement number. (Any item in blue or underlined is a hyperlink) The Agreement Details include bid/agreement number, End-user customer name and country, agreement type and status, group/subgroup, currency, product line, start and end date and paid rebate amount. The Partner Details include Partner Name, Country, Account number and Ship & Debit indicator. Ship & Debit indicates that the distributor is claiming the rebates on behalf of the reseller. The partner also has the ability to claim a rebate from this screen by clicking on the Claim Rebate icon. Details associated with claiming will be covered later under the Add Claim tab details. Product Details & History provide the material level details of the special bid agreement including Lexmark part number, part name, eligible quantity, start date, end date and agreement price. Agreement price is your rebate amount for this part number. The Product Details and History menu bar can be used to sort or filter part numbers using different filter criteria. For instance, click on the arrow to the left of the part number, the list is resorted in descending order. Any column with the arrows can be used to sort the data. The Claims Portal also has Smart Filter capabilities. Simply start typing what you re looking for in a field and the data is filtered to show only those items that match. Use the Date Range to ensure that the part is eligible for a rebate for your claim date. Click on the Calendar icon to open the calendar, select the date you sold the product. Click filter. If the list returns empty, the item is not available for a rebate for the selected date. Repeat the process to select a different date. 5
The Recent Claims tab provides the status of the 5 most recent claims you have submitted. Claim date, claim number and status of the claim are provided. Claim status will be one of the following: Paid; Under Review; Ready for Payment, or Cancelled. By clicking on the claim number the details for that specific special bid claim will be provided. Claim Details include Claim ID number, Currency, Calculated rebate amount, claim status, claim entered, payment type, amount approved/paid, partner payment reference, partner P.O., submitted amount and any supporting documents. Partner Details include partner name, partner country, account number. If you did not include supporting documents when you created the claim, there will not be any documents listed under Documents. You an add supporting documents from this view by clicking on Choose File. Navigate to the directory where the document is stored. Select the associated document. Click Submit to upload and attach the supporting documentation for validation purposes. The name of the file will now be listed under Documents. 6
The List Agreements tab provides a overview of the agreements that are available to your organization. As mentioned earlier, the Rebate portal has an intelligent menu filter bar. You can search agreements by Reseller Name, Customer Name, Bid Number, Agreement number, Agreement Type, Product Lines, Agreement Status, Country, Start Date, End Date, Last Updated, Ship and Debit Indicator, Group or Sub Group. You can select agreements or claims and download the details in CSV or XLS file format. Save or Open the file. For the purposes of this training, we ll open the file. The download includes all agreement detail including Name, Lexmark Account Number, Participating Party Number, Participating Party Name, Lexmark Agreement Number, Agreement Status, Start date, and End date. There are several other fields also, but we re not going to list them here. 7
You have two methods to submit the claims. The first method is to select the Submit Claim Icon from the Add Claim Tab. This type of claim will go directly to the claiming system. It is recommended that if you have less than twenty lines of data that you use this method. The second method is to upload mass claims. This will be discussed in detail in another section of the training. If you are a reseller, you may see two different claiming options Submit Claim and Manage Fulfillment. As the name implies, you use the Submit Claim icon to claim rebates. The Manage Fulfillment Icon indicates those claims that a distributor will submit on your behalf. If you are a distributor you will only see agreements that you are eligible to claim. You also have two paths for adding a claim. First, you can select the agreement you want to make a claim on and then click on the Add Claim button. Second, you can click on the Submit Claim icon for the associated agreement. For the purposes of this training we ll select the Agreement Number. The required fields include Partner Claim Reference, Quantity, Material Number, Partner Invoice, Partner Invoice Date and Supplier Sourced from. By click on the Add Claim Line icon, the line will be added to the claim. Multiple lines can be claimed against the same agreement using this methodology. Once again we suggest using this method if you have a few line items to claim. Drop down boxes are provided to help with material number, sourced from and sourced to fields. When you ve entered all the data, click the Add Claim Line button. Repeat this process for all line items associated with this claim. If you don t have the supporting documentation at the time you re processing the claim, click on the Checkbox indicating you will submit claim documentation later. Otherwise click next to upload the supporting documentation. Upload the supporting document. Click Finish to continue. Repeat these steps to add all items for this claim. 8
The Upload Claims tab contains the download template. This template will allow you to create multiple claims against multiple agreements. While the Claim Upload template contains many columns, only a few are required for North America. They are shown in yellow. We ll discuss each column individually shortly. Column A is your Lexmark account number. Column B is the claim reference number you provide for your claim. Each unique reference number will provide a separate claim. If you want multiple lines to be part of the same claim, ensure this number is the same for all lines associated with the claim. For example, if you use the Excel Row Copy function, you could mistakenly create 500 individual claims instead of one 500-line claim. Column C is the Lexmark Agreement number that the claim is against. Column D is the Lexmark part number. Column E is the quantity of the part numbers. Column F is your invoice number for these part number sold to your ordering party. Column G is the date that the claimer invoiced the partner or end-user. Column K and L is the Supplier sourced from name and country. If you are a distributor you will put Lexmark here. If you are a reseller, enter the name of the distributor from whom you purchased the part number. Note: This is necessary for reseller claiming. You must input the name of the distributor. Column N and O is the ordering parting name and country. Note: This is necessary for distributors to enter the name of the reseller they sold to. Column Q & R are participating party name and country. This is the end-user name that acquired the Lexmark part number. Enter all the data for each claim. Save the file. IMPORTANT NOTE: The claim upload template must be filled out properly in order for the claim upload to be successful. It is highly recommended that you DO NOT use the Excel Copy Row function. It will increment many of the line item details making the file unusable. If you do, verify that each row has the correct data. This is especially important for column B. Column B is the claim reference number you provide for your claim. Each unique reference number will provide a separate claim. If you want multiple lines to be part of the same claim, ensure this number is the same for all lines associated with the claim. For example, if you use the Excel Row Copy function, you could mistakenly create 500 individual claims instead of one 500-line claim. Click the Choose File button to select a file to upload. Click Upload button to complete the upload. If you have successfully uploaded your file right below Claims File Upload near the top it will say you batch upload has been successfully added. However, it will take approximately 24 hours to show up in your recently added claims. You can also see the status of your upload in Claim Upload History If there is a data error in the file it will notify you. It will also indicate what row there is a problem. Correct the error and re-upload. As with Add Claim, if you don t have the supporting documentation at the type you submit the claim, check this box to upload it later. 9
The View Claim Status tab allows you to look at the claims that have been submitted in the past. As before, the claims status tab allows you to search and filter for claims. You can down load the claim into an Excel spreadsheet. Click the individual claims that you wish down load or select all by using the icons provided. This can be used to download several lines of claims. 10
The Help Tab provides country level support. You will find a telephone number and email address for your Lexmark Geo support representative as-well-as any supporting documentation. At the writing of this module, the North America Geo support representative had not been identified. This tab will be updated with the appropriate contact information when it becomes available. 11
The Reports Tab is used for special user reports. At this time there are no such reports. For more information contact your Lexmark Geo representative and support will be provided upon request. 12
In the upper left-hand corner of the page is a link to a series of Frequently Asked Questions (FAQ s). Some sample questions answered here are: What browsers are supported? What if I need assistance with a specific function? What do I do if a portal function is not working properly? When should I receive payments? And many more Check it out. 13
Another link in the upper right-hand corner is the Get Help link. On this page you will find a series of training tutorials that will guide you through the basic functions of the Lexmark Global Services Partner Portal. Each tutorial will cover a different Partner Portal page and walk you through the functionality available on that page. Access to tutorials is determined by your individual business needs and assigned role. Once you have viewed an entire video, you may go back at a later date to reference particular sections of the video through the table of contents, accessible in the bottom right corner of each video. This will allow you to skip to the section of the video that you need to view. 14
In summary, the Lexmark Rebate Claim Portal will reduce your time to file a claim and provide you with visibility to the status of your claims in real time. 15