Account Track Online (ATO) User Guide - ComfortSite

1 Account Track Online (ATO) user GuideLast update : August 17, 2011 PrefaceThis Account Track Online (ATO) user s Manual contains confidential information ofIngersoll Rand, and is intended solely for the use and support of persons who are registeredusers of the Trane ComfortSite System or American Standard Air DealerNet System. Ifyou are not a registered user , please call the Site Support at 800-430-5284, or apply for registration. Refrain from using the manual until youhave been authorized to do so. The use of this manual by registered users is subject to theterms and conditions of the System Access and Use Agreement between the registereduser or its employer, and Ingersoll Rand, which among other things: Expressly prohibits users from using, disclosing, displaying, copying,downloading, storing, reproducing, transmitting, distributing, reselling orotherwise commercially exploiting the Manual, or any of the other Resources andFunctionality relating to or otherwise available on or through the ComfortSite orASDealerNet System.

2 And Obligates such parties to use their best efforts and all diligence to safeguard andprotect the Manual, and all other Confidential Information of Ingersoll Rand, assuch term is defined you have any technical support issues or concerns that this manual does not address, youmay wish to contact the Site Support by phone at 1-800-430-5284 or by email RAND, IN PROVIDING THIS SYSTEM, ACCEPTS NO RESPONSIBILITY ORLIABILITY FOR THE SUITABILITY OF THE SYSTEM IN PROVIDING SPECIFICRESULTS. TRANE SHALL NOT BE LIABLE FOR ANY CLAIMS, CAUSES OF ACTION, ORDAMAGES ARISING OUT OF OR ALLEGED TO ARISE OUT OF THE USE OR INABILITYTO USE THE ComfortSite OR ASDEALERNET SYSTEM. UNDER NOCIRCUMSTANCES WILL INGERSOLL RAND BE LIABLE FOR ANY INCIDENTAL,CONSEQUENTIAL, OR SPECIAL DAMAGES, REGARDLESS OF THE LEGAL of ContentsAccount Track Online (ATO) .. 1 Getting Started .. 1 ATO Header .. 2 Account 2 Terms and Conditions (for residential accounts ONLY).

3 3 Statements (for residential accounts ONLY) .. 3 Tabs .. 3 Manage ATO Account Settings .. 4 Account Details .. 5 Add New 6 Sign up for Email Notifications .. 6 Opt-Out of Paper (for residential accounts ONLY) .. 8 Account Balance .. 9 Invoice Snapshot .. 9 Account Balance Payments From the Last 90 Days ..12 View Open Items ..13 Advanced Invoice Online ..17 Pay by Bank Draft ..17 Pay by Credit Card (for commercial and part accounts ONLY) ..23 Remit by Check (for residential accounts ONLY) ..29 FAQs ..37 Account Track Online (ATO) user Guide1 Account Track Online (ATO)The Account Track Online (ATO) application provides you with the ability to view accountbalance and invoice information as well as the ability to pay invoices Online . Account accessis available for residential equipment (TRS) accounts and commercial (TCS) accounts,including allows you to: Display Online payment and aging data for the selected (active) Account Manage accounts View statements (for residential accounts only) Load all open Account line items Search for invoices Make payments by bank draft Remit payments by check (for residential accounts only) Make payments by credit card (for commercial accounts only)Getting StartedTo access the Account Track Online application, first log on to the extranet.

4 SelectFinancial Centerand thenAccount Track Online . The ATO screen Track Online (ATO) user Guide2 ATO HeaderThe ATO Header displays tabs and provides navigation to features for Account selectionand ATO Header is divided into distinct areas: Account Number Terms and Conditions Information (for residential accounts only) Statements (for residential accounts only) Tabs Manage ATO Account SettingsAccount NumberThe Account Number field displays the Account that populates all data in the ATO viewarea. The Account displayed in the ATO view area is referred to as the active you have multiple ATO accounts, a drop-down menu containing a list of all availableaccounts is accessible. Click the down arrow to access the menu, and click to select theaccount. (The number of accounts listed is dependent on the number of accounts assignedto your company.) Any Account selected in the Account Number field becomes the Account that displays by default upon login is referred to as the primary Account .

5 See" Account Details" on page 5 for more :If you have multipleaccounts of the same type ( TRS accounts), an 'allaccounts' feature lets youaccess a combined view peraccount the feature at the bottom of the Account Number drop-down menu. Click 'All ' or 'All TCS ' to select. You must have multiple TRS or TCS accountsfor this feature to selection, you can see a combined Account balance, view all residential (TRS) orcommercial/parts (TCS) open items, search through all TRS or TCS invoices, pay by bankdraft (if TRS), pay by credit card (if TCS) or remit by check (if TRS). Account Track Online (ATO) user Guide3 Terms and Conditions (for residential accounts ONLY)The Terms and Conditions menu provides access to a PDF copy of the terms and conditionsof :These are the Terms and Conditions referenced on your invoices for access Terms and Conditions:ClickTerms And Conditions. A PDF copy of the information (for residential accounts ONLY)The Statements menu provides access to the most recent statements for all residential(TRS) accounts assigned to your company.

6 The statements are grouped by Account and areaccessible through links listed in MM/DD/YYYY view a statement:1. Select the needed Account from the statement drop-down Select the needed date from the predefined list. A separate browser window opensand displays the selected statement in PDF tabs ( Account Balance, View Open Items, Advanced Invoice Search and Pay Online )dictate the data seen the ATO view area. Click the tab to open the page for that include: Account Balance- Displays at-a-glance current and aging data regardinginvoices and payments View Open Items- Displays all open items Advanced Invoice Search- Allows you to search through invoices Pay Online - Allows you to pay invoices Online in a number of waysAccount Track Online (ATO) user Guide4 Manage ATO Account SettingsManage ATO Account Settings allows you to manage accounts and details, sign up foremail notifications and (for residential customers only) receive Online paperless invoices ATO Account Settings allows you to: Select display of Account details Add new accounts Sign up for email notifications Opt-out of paper invoices and statements (for residential accounts ONLY)To access management features, click the Manage ATO Account Settings button in theATO header.

7 The Manage Accounts screen Track Online (ATO) user Guide5 Account DetailsThe Account Details featuregives you the ability todesignate the default orprimary Account (the accountdisplayed upon login) andenter descriptive titles forindividual access the AccountDetails feature, click the Account Details tab on theManage Accounts :The type of Account will be reflected by TCS for commercial / parts accounts andTRS for residential customer set the default Account (for multiple Account situations):1. Navigate to the needed Account in the list Select the radio button to the left of the individual Click theSave Settingsbutton to save any changes. The Account will now displayby default upon set the Account nick name:1. Navigate to the needed Enter the name or descriptive text in the Nickname Click theSave Settingsbutton to save any :The nickname will appear in the Account Number field and (if applicable) AccountNumber drop-down menu next to the Account Track Online (ATO) user Guide6 Add New AccountsThe Add New Accountsfeature accesses a form thatallows you to add accounts fordisplay in access the Add NewAccounts feature, click the Add New Accounts tab on theManage Accounts :This request doesnotadd accounts into the extranet for ordering or other Add New Accounts feature adds accounts to ATO for Online viewing and add a new Account :1.

8 Enter information in to the Name, E-mail Address, and Additional Information fields. All fields marked with an asterisk are Enter Account number information in the table. Options include:Add more fields forentryClick theicon to the right of the lowest an accountnumber from therequestClick theicon to the right of that Account number3. Click theSave Settingsbutton to save any changes and submit the request(s).NOTE:Please allow 3 business days for the Account to be up for Email NotificationsThe Sign up for Email Notifications feature allows you to assign who receives emailnotifications for selected Track Online (ATO) user Guide7 This feature is a great way toensure you do not miss yourelectronic invoices (which aregenerated in one (1) businessday after the order) and toalways pay your invoices access the Sign up for Email Notifications feature, click the Sign up for EmailNotifications tab on the Manage Accounts :You may sign up for notifications for invoice generation and/or due date notification(issued five (5) days prior).

9 To assign email notifications:1. Click to select the notification checkbox(es) in the Invoice (for invoice generationnotification) and/or Due Date (for notification five (5) days before an item s duedate). Selection depends on your needs for the specific Enter the email address where you want the Account notifications sent in thetextboxes in the E-mail Address : You may enter multiple email addresses, separated by a semi-colon (no spaces).3. Click theSave Settingsbutton to save any Track Online (ATO) user Guide8 Opt-Out of Paper (for residential accounts ONLY)The Opt-Out of Paper featureallows residential (TRS)accounts to save paper andview invoices and statementsonline. This option replacesreceiving paper invoices andstatements through the are made peraccount in multiple access the Opt-Out of Paper feature, click the Opt-Out of Paper: Go Green! tab onthe Manage Accounts opt-out of paper:1. Select the needed 'Invoice' and/or 'Statements' checkbox and discontinue receivingpaper copies of invoices and/or statements for that Click on theSave Settingsbutton to save the changes made.

10 Confirm Track Online (ATO) user Guide9 Account BalanceThe Account Balance screen allows you to see at-a-glance information about the selectedaccount s statement and payment access the Account Balance page, click the Account Balance tab in the ATO tabsarea. The Account Balance page displays. This page displays by default upon Account Balance page is divided into three areas: Invoice Snapshot Account Balance Details Online Payments From the Last 90 DaysInvoice SnapshotThe Invoice Snapshot area displays icons in the calendar when an invoice was generatedand/or is area only shows the invoice information from the active Account . The accountselected/displaying in the Account Number field in the ATO header (top left of the screen) isthe active Track Online (ATO) user Guide10To filter invoice icon display data:1. In the top right of the Invoice Snapshot area, click to select the radio button to the leftof the appropriate option (detailed below).