Overview

In this tutorial, you will learn how to look up customer contracts by contract number, VIN, the customer's last name, or the transmittal number in CareGARDWarranty.com (CGW).


Looking Up Contracts

Using the Tools menu, you can quickly lookup customer contracts by contract number, VIN, the customer’s last name, or the transmittal number.


1. Select Tools > Contract Lookup from the left navigation menu.

Contract Lookup


2. In the Contract Lookup dialog, enter a value to search for a contract:

Contract Lookup


Item 
 Description
Contract Number
 Enter the customer contract number. A partial number search works. For example, if the contract number is 945212, you can enter 945 to bring up all contracts beginning with those numbers.
VIN
 Enter the customer’s Vehicle Identification Number (VIN).
Last Name
 Enter the customer’s last name.
Transmittal Number
 Enter the transmittal number that is tied to the contract. A transmittal is an invoice or a record of sale of an F&I product. When the bank funds a customer’s loan, you (the dealer) initiate the invoice process by creating a transmittal to pay the third-party administrator or product provider, such as CAREGARD, for any F&I products the customer purchased along with the vehicle.
Search Contract
 Click this button to execute the contract search.


2. After clicking the Search Contract button, CGW displays the contract search results, which contain these columns: 

Contract Search Results


Item 
 Description
Contract #
 The number associated with the contract
Dealer
 The dealer associated with the contract
Last Name
 The customer’s last name
Cobuyer Last Name
 The cobuyer’s last name (if there is a cobuyer on this contract)
Year
 The year of the car associated with the contract
Make
 The make of the car associated with the contract
Model
 The model of the car associated with the contract
Mileage
 The mileage of the car at the time the contract was purchased
Product Type
 The type of F&I product purchased
Product Desc.
 A description of the product type purchased
Sold For
 The amount the customer paid for the product
Dealer Cost
 The cost to the dealer for the product
Status
 Statuses include:
  • Delivered – a contract that has been delivered to the customer
  • Finalized – a contract that has been marked as finalized and therefore is removed from theRecent Deals dialog
  • Remitted – a contract that has been placed on a transmittal
  • Paid - the Third Party Administrator (TPA) has received the transmittal and a check covering the contract's dealer cost
  • Cancelled – a contract that has been cancelled by the customer resulting in either a full or pro-rated refund
  • Reinstated – a contract that was inadvertently cancelled and reinstated by a CGW administrator
  • Void – a contract that is associated with a deal that was unwound or fell through after being delivered
  • In Force - a contract that appears on a transmittal and has not been cancelled or voided
Actions
 Actions include:
  • Edit Contract – Select this action to access the Edit Contract dialog where you can make edits to the selected contract. For more information, see "Editing Contracts" below. This action is available to all user types on contracts that are in the Delivered and Finalized statuses, unless the contract has already been submitted.  Note: The Edit Contract action is not available on eSigned contracts. Please contact the contract administrator to make changes on eSigned contracts.   
  •  Reinstate – Select this action to reinstate a contract in CGW that has the status of Cancelled, Void, or Deal Unwound. This action is available to Administrator-level users.Note: This action places the contract in its previous status before it was cancelled, voided, or deal unwound.
  • Void – Select this action to mark the contract as void (no longer active) in CGW. This action is available to all user types on contracts that are in the Delivered and Finalized statuses, unless the contract has already been submitted.
  • Delete – Select this action to delete a contract record from CGW. This action is available to Administrator-level users only.
  • Price Breakdown – This action is only available to administrator-level users. It is only available for contracts that have dealer-created product types. In other words, administrators will only see this option when the product type is not ad-hoc. This action displays product price breakdown information that can be printed.
  • No Actions Available – If none of the above actions are visible to the user, then this is displayed. 
Transmitted #
 The contract transmittal number. A transmittal is an invoice or a record of sale of an F&I product.
Remitted?
 Indicates whether or not a contract has been remitted (placed on a transmittal)


Editing Contracts

Note: This topic is also covered in "Edit Contracts".


To edit the details of a contract:

1. Click the Actions button next to the desired contract and select Edit Contract from the drop-down list.

2. Make your edits in the Edit Contract dialog:

Edit Contract

Item 
 Description
Customer First Name
 Edit the customer’s first name.
Customer Last Name
 Edit the customer’s last name.
Address 1 and
Address 2
 Edit the customer’s street or mailing address.
City
 Edit the customer’s city of residence.
State
 Edit the customer’s state of residence.
Zip
 Edit the customer’s zip code.
Lender
 Change the customer’s lender associated with this contract.
Sold For
 Edit the amount of the “sold for” contract price.
Cancel
 Click this button to discard your changes.
Save Changes
 Click this button to save your changes.