Each week it is necessary to register all the AppleCare agreements for the AC purchases during the week.
1. Retrieve the stack from the in box of invoices with AppleCare sales. These are the original invoices which means when the registrations are complete they must be returned to the invoice completed box for later filing.
Start at the bottom of the pile or the oldest invoice.
Launch LightSpeed.
In the top menu click the PO button with the icon of the shopping cart.
Begin typing “Apple” in the Supplier field, then choose “Apple Service (GSX)” as the supplier.
Type the Product Code number from the customer invoice of the AppleCare version in the field below the “Purchases” tab. As the instructions indicate Double click the product from the result to add it to the PO.
Click “Save” in the lower right corner of the “Unsaved Purchase Order” window to actually generate a PO number. The PO number is then displayed at the top of the window.
Launch Safari and and navigate to the GSX website. Use the appropriate name and password to access the home page.
Enter the serial number of the CPU from the customer invoice. in the serial number field then click “Coverage Check.” Note: our system adds an “S” to the beginning of the product serial number on the customer invoice. Do not type the leading “S” in the GSX website. The resulting page should be representative of the computer that was purchased. Note: the Apple estimated purchase date on this screen.
On the resulting GSX product page click the AppleCare icon at the bottom of the page.
Type the information from the customer invoice to complete the form using the complete name, address, phone etc.
On the webpage form it is necessary to “Choose Ship-To Location” the AppleCare was purchased and to click the “Get Quote” before continuing.
Type the PO number for the product as generated by LightSpeed in step seven.
Ensure that all information is correct prior to actually clicking the submit button. Also verify the price on GSX is the same as on the PO. Note. When entering the PO use the full text such as PO-5553.
Click “Submit.”
The resulting page from GSX will give the agreement number. Using the computer copy and paste feature, copy the agreement number and paste it to the Lightspeed PO Printed Notes field, include the customer last name (or company name) and the original invoice number. The info should appear like this: 10:51:46 on 9/25/2008, Russ Fellows: AC for PPBH I-22328, 540000169180. Notice that it includes the date and time stamp including name of the individual doing the process.
On the GSX page click the option to create a printer friendly copy, and print the resulting page.
Write the PO number generated from LightSpeed on the front of agreement, and set aside.
Next, Link the PO to the original customer invoice. Do this by clicking the gear menu on the PO and selecting “Link this Document.” On the left side it lists the PO number, type the invoice number from the customer invoice, completely in the right side. For example, it should appear like “I-25263″ Then click “OK.”
It is necessary at this point to actually receive the product and create a Supplier Invoice. On the PO screen select the tab “Receiving.” In the “Qty Rcvd” column and row enter the number of AppleCare purchased, usually one, then click “Save.”
Click the “Invoice” button.
Save the resulting Supplier Invoice is then click “Print.”
Close the Supplier Invoice window, but leave the PO window open.
It is necessary to track the agreement number to the specific computer. On the PO window click the “Linked” tab, this will list the original invoice. Click the invoice number.
Within the invoice navigate to the notes field. If necessary return to the GSX page and copy the agreement number once again. Time, date and name stamp the printed notes field and paste the agreement number. The info should appear like this: 11:05:22 on 9/25/2008, Russ Fellows: AC 540000169180. Click “Save” and close the invoice.
Staple the agreement with the hand written PO number to the top of the supplier invoice and place face down in the Apple Parts receiving box.
Close all open LightSpeed windows returning to the browser.
In Safari return to the GSX home page.
Repeat steps one through twenty eight to register AppleCare for each client computer.
When complete return the original invoices to the invoice complete box for filing.
NOTE. Occasionally the unit being registered indicates a date in GSX that is several weeks or months prior to the actual purchase date on our invoice. Typically if the dates are within two weeks no action is necessary. If it is beyond the two weeks continue with the registration process for the AppleCare as normal. However, we will then need to initiate a GSX help form.
Launch Safari and and navigate to the GSX website. Use the appropriate name and password to access the home page.
Click the link on the GSX website under the “Account Management” section titled “GSX Help Form.” It is not possible to attach the original invoices on the Help Form to prove date of purchase.
Enter the appropriate “Sold-to-Account” number, 29351, and the ship to account for the appropriate location. Select “Problem Placing Order/Repair” under the “Issue Category” popup.
In the “Issue Description” write a quick description explaining the purchase date for the CPU as incorrect. Include the serial number of the CPU and the agreement number.
Click “Send Request.”
Apple will send a reply email requesting proof within a few days.
Reply to that email, and attach a PDF of the invoice as proof of the date of purchase.
Within a few days Apple will respond with the updated information.
Repeat steps one through seven for each out of range AppleCare.