This article will explain how to use GlasPacLX to send electronic (EDI) invoices to insurance networks.
The article assumes you have already notified GTS of your intent to use the EDI mechanism in GlasPacLX and GTS has your EDI account in place. If this is not the case please contact our support team.
In order for GlasPacLX to create EDI-ready invoices, the relevant Insurance profiles need to have values entered in the fields pertaining to the Partner information.
Trading Partner ID
The Drop-down will show which one is which. Lynx = 005. Safelite = 044, Harmon = 054, If it’s a Quest Partner it will have its own trading partner. Look for the partner.
EDI Assigned ID
Only used for Safelite. Again, the dropdown will show which Safelite partner is assigned to the ID you are viewing.
Dispatch Insurer ID
Lynx Only – this works with the Dispatch finder to assign Insurance ID from the dispatches.
Once these items are in place, any time an invoice is created using the Bill To ID of one of these Insurance Company profiles that invoice will also create an accompanying EDI document. This will be indicated by the EDI Required Fields pop-up when the workorder is saved or is invoiced.
Special Note regarding Safelite, Harmon Solutions, And Teleglass. In addition to the required fields shown above, the 'Ship To' or Install Address is also required. Not including this will result in a rejection.
EDI invoices still need to be deliberately sent by the user. This is done in 2 steps: Batching and Sending
Batch – From the EDI menu select Create New EDI Batch.
In the Create EDI Batch window select which invoices to batch or click the [Select All] button. *Note the dates – Make sure dates include the date in which all invoices concerned were created. Set the start date back farther if necessary.
Clicking [Make Batch] will assign the batch whatever the next sequence number is and the batch will then be ready to send.
Send – From the EDI menu select Send/Receive EDI
Any unsent batches will show here. Click [Begin] to send the batch.
The EDI server will receive responses from the partners and relay them back to the sender’s system. There are two ways within GlasPacLX a user can monitor the responses: EDI Mail and 360 EDI Reconciliation.
EDI Mail – Select Read EDI Mail from the EDI menu.
These EDI mail files will contain:
- Received notices
- Rejection notices – these will provide a reason for the rejection. It may still be necessary to contact the partner for clarification.
- Acceptance notices - Paid
- Audit Summaries EDI Communications Log
- GTS EDI Billing Statements.
EDI 360 Reconciliation – To access this tool select EDI 360 Reconciliation from the EDI menu.
There are six possible status values that an invoice can have.
Accepted = Partner is sending payment.
Rejected = Partner has received but cannot accept the invoice. It needs correction.
Sent = sent from GlaspacLX
Pending = Partner is likely dong a manual review.
Acknowledge Only = Receive by Partner, but no further information.
Not Sent = Invoice is flagged for EDI but has not been sent.
Because the GTS EDI server is dependent on external services for the feedback that it relays, there will be the occasional invoice or batch that does not receive it status update into the GlaspacLX database. Because of such cases it is best practice to make use of the Reviewed checkbox and the Last Action field.
Once the Reviewed box is checked on an invoice, the invoice will no longer show in the finder when the Reviewed Status criteria selection is set to ‘New’. The Last Action field is a way to mark what is already known about the invoice’s status.
Some rejection types can be corrected with an Edit of the invoice: Item descriptions, EDI required fields. Program ID, Referral ID, VIN. Most fields on the Customer (F6), Insurance (F7), and General (F8) tabs can be edited in this mode.
Others will need to be done with a Credit/Rebill. Anything that effects the pricing or who is paying the invoice will require a credit/rebill.
First of all, the items need to be authorized. Contact the Insurance Provider if necessary. Assuming this, there are 2 ways to prepare an EDI invoice for such parts.
EDI Sold Item Number – If the user is not tracking inventory and really just needs the part number they can use the EDI Sold Item Number field located in the Edit Line screen of the item in question as an override.
Step 1 – Select a similar part from the NAGS catalog.
Step 2 – Right-Click on the Item line and select Edit Line.
Step 3 – Type the correct part number in the EDI Sold Item Number field and click Save
Step 4 – Process the invoice as normal. The original part number continue to show on the screen but the correct part number will show on the printed invoice as well be sent by the EDI server.
If tracking inventory, add the part as a product in the Auto Miscellaneous Parts Finder.
Step 1 – Select Auto Miscellaneous Parts from the Products menu.
Step 2 – Click Create New Auto Miscellaneous Part and fill out required fields.
Step 3 – Place the part on the order in its appropriate location. Order is important:
- Labor (NAGS labor)
- Extra Labor (non-nags, like Auth-Misc-Labor)
In the description of the Parent Item (glass) add OEM to the end (including the space). This will flag the part as a parent item and assure the parts all go through the server in the correct order.
Special Note: Do not use the generic MISC item that comes pre-loaded in GlasPacLX. It has a Line Item Type of Generic.
We recommend creating a part in Auto Miscellaneous Parts like this one:
Additional Note: When working with Lynx, labor will on occasion be authorized as AUTH-MISC-LABOR. This will need to be added – if not already – to the Auto Labor items.
Whenever this is used, it needs to be placed last on the order and the description must be tagged at the end with NON-OEM (with a space in front). The EDI server will recognize it as a separate item and keep it on its own line. Example: