CCR Entry

CCR Entry Objectives

By the end of this module, you will be able to:

CCR Entry

Apply add charges

CCR Entry Grief

Inspection Reason Codes

Inspection Line Inquiry

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Business Context
Customer Customer Dealer Receives
Purchases Returns Worn Core from
Part from Dealer Part to Dealer Customer

Dealer Creates
CCR

Dealer Places Dealer Places Dealer Ships

Worn Cores into Cases in Worn Cores to
Cases Shipments Sub

➢ When a customer purchases a part, a core deposit is paid.

➢ Upon receipt of the part, the customer returns the worn core to the
dealer.

➢ The dealer receives the worn core from the customer.

➢ The dealer inspects the worn core and records the results on a
CCR.

➢ The dealer places the worn core in a case and ships the cores to a
Cat Authorized Inspection Facility or Corinth (depending on the
dealer’s location).

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Business Context
Core Return Process for CMIS 2

"WORN” COMMODITY UNIQUE

CORES “BUCKETS” CASES

CCR
Warranty
D100-Z812314
? 01-001

0R2000

CCR
01 ? 01-002

Exchange
0R2001 01-003
D100-RE012312
? ENTER
CASE #s
ENTER 0R2000 0R2001 0R2002
CCR 02 ? 02-001

CCR
Direct Purchase
D100-ZF812313

Mixed 01-001

SHIPMENT 01-002

01-003 ENTER
SHIPMENT

02-001

➢ The previously explained process is partially facilitated by CMIS 2.

The transactions between the end customer and the Cat
dealership are facilitated outside of CMIS 2.

➢ All transactions between Caterpillar and the dealer can be

f acilitated using CMIS 2.

➢ Af ter receiving the worn cores from the customer, the cores are
inspected according to Reman core acceptance criteria. The
results of the inspection are entered on a CCR in CMIS 2.

➢ CCRs are grouped into commodity buckets (there can only be one
type of commodity per CCR). The commodity determines the
inspection line the cores are inspected at when they arrive at the
inspection facility.

➢ The CCRs are placed in cases in CMIS 2. When possible cases

should consist of CCRs that are of the same commodity. This
eases the receiving and inspection process at the inspection
f acilities.

➢ Cases going to the same destination are placed in shipments in

CMIS 2. The shipments are sent in CMIS 2 as well.

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Business Context

• What is a CCR?
Core Credit Request is the document on which dealers record the condition
of worn cores. T here are four different types of CCRs.
Exchange: Request to have the core deposit paid returned (Entitlement
needed)
Direct Purchase: Request to have Reman purchase a core
No Credit: Cores returned when the part was replaced with "New" under
warranty. T here is not entitlement. No Credit Received

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New Business Concepts

• What is a Commodity?
A commodity is a part class (i.e. water pump, cylinder head).

• What is a CAF?
Core Acceptance Family - Grouping of parts with interchangeable
entitlements

• What is a Core?
A Core is a “ worn” part being returned

• What is an Add Charge?

Charge assessed for missing or defective parts on returned cores

• What is an Add Allowance?

An additional core credit allowance for specific cores based on a particular
marketing program/core acceptance criteria.

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CCR Entry

➢ Open the CCR Header window f rom the CMIS 2 Main Menu by
selecting CCR Entry. To edit an existing CCR, you can open the
CCR window from the Core Inquiry Results window also.

➢ The CCR Header window allows entry of CCR information such as

customer code, return type, Warranty Claim Number, etc, that is
f or the entire CCR.

*CCR Number This f ield is required and must be entered before a CCR can be
created. The f ield defaults to the four-digit customer code associated
with your logon ID. The field value can be edited. First four field
positions must be valid DLR Code within the homestore of the cust
code field. The 5 position must be a ‘-‘. Ex: D310-,D311-, etc.
To edit an existing CCR, enter the CCR number and click this button
to retrieve the existing CCR.
*Return Type This drop-down box allows you to select the type of return of the CCR
being created. There are f our return types.
Exchange The CCR is f or the Exchange Program. This is the
def ault value.
Direct The CCR is f or the Direct Purchase Program.
Purchase

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Core Bank The CCR is f or the Core Bank Program.

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CCR Entry (cont.)

*Return Type (cont.) No Credit The CCR is f or cores that are being returned without
requesting credit.
*Customer Code This f ield is required and must be filled in before a CCR can be
created. This is the Customer Code that receives credit. Defaults to
customer code of user for dealers.
*Destination Code Where the case is being shipped to. This must be valid for the
customer code of the CCR and the parts being shipped. You can valid
this inf ormation on the Shipping Leadtime Parameters of the Customer
Prof ile window.
Comments This f ield allows for any extraneous comments that need to be added
to the CCR. Click on link for separate pop-up window to enter
inf ormation.
*Case Number This f ield allows a case number to be assigned to the CCR for
shipment. The f irst two characters are required to be the inspection
line f or the part on the CCR and the destination code. You can find
this inf ormation on the Inspection Line Inquiry Window.
PRR This checkbox allows the core to be identified for a 'Part Return
Request'. This PRR is validated. Warranty Claims with PRRs will be
checked and allotted to the dealer.
Warranty Claim Number This f ield documents the warranty claim number if the returned core is
under warranty. This number is validated against the Warranty
System.
NOTE: If a warranty claim number is entered, check if the number must be validated for the customer
code entered. If it does the system checks the warranty system to see if the warranty claim number
exists for the specified dealer code.
If the warranty claim number exists, the warranty system then returns the prime product serial number.
If the warranty claim number doesn’t exist, the system informs the CCR creator at which point the CCR
creator can enter another warranty number or delete the warranty number entered.
If the warranty claim number is valid, the system uses the prime product serial number returned from
the warranty claim system, dealer code, and locally check to see if a parts returns request has been
issued for the claim. The dealer must verify that the part being returned is the part that actually had the
PRR issued against it by verifying in the Parts Return System.
Dlr Inspection Id This f ield documents the person who inspected the cores at the
dealership.
TEPS Code This f ield is used to enter the customer code of the TEPS dealer that
returned the core to the Cat dealer.
TEPS Inspector ID This f ield documents who inspected the core at the TEPS dealer.
NOTE: You can run Inspection Report Cards for your TEPS Dealers if the TEPS Code and TEPS
Inspector ID are supplied.

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OTR Code This f ield is used to record the customer code of the dealer who
originally sold the part to the customer, if the CCR is an Out of Territory
Return. The transf er of the entitlement must be completed prior the CCR
being entered.
Serialized Number (Rtnd) This f ield allows you to enter the serial number of the core being
returned.
Serial Number (Sold) This f ield allows you to enter the serial number of the part being sold to
the customer. Required if serialized part.
Hours on Prime Production This f ield allows you to enter the number of hours of the prime product
that the core was removed from. This field is required if the returned core
is a major component.
Prime Serial Number This f ield allows you to enter the serial number of the product from which
the core was removed. This field is required if the returned part is a
major component.
Removed Date This f ield allows you to enter the date that the major component was
removed from service. This field is required if the returned part is a major
component.
Detailed Insp. Report This check box allows you to request a detailed inspection report.
Ln Line item number for CCR. The system generates this number when a
line is inserted.
*Cust Code This f ield is populated with the customer code on the CCR and a TEPS
code if one was supplied on the CCR. The user can enter separate
inspection results for the TEPS code if they disagree with the dealers.
Otherwise entering just the dealers results the system will automatically
duplicate the dealers results as Teps results also.
*Part Number This f ield allows you to enter the part number that was sold for the core
that is being returned.
*Qty Shipped These f ields allow you to enter the quantity for the inspection results of
the part number being entered on a line item.
Resn Code This f ield allows you to enter the Inspection Reason code for any core.
This is required for partials.
Add Chrg This f ield allows you to enter add charges for a core by taking you to the
Add Charges window.
Ind Charge This f ield allows you to enter an industry code.
Reference Number This f ield allows you to enter a dealer reference number.

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Reman Core ID This f ield allows you to enter a Reman Core ID for the core in each row
of inspection results. NOTE: This is a future enhancement of CMIS 2
and has not been implemented yet.
Upgrd This f ield allows you to enter the part number for the core being returned.
The system will swap the entitlements for the one being returned to the
one sold.
Adds another blank row in which to enter details.

Deletes the row this button is on.

Submit CCR to evaluate whether there is any grief.

This button takes you to the CCR Grief window to allow you to see if any
CCRs entered have grief. Note: You must go to the CCR Grief
window to validate if the CCR has actually passed all edits and has
been accepted.

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Apply Add Charges

➢ The Apply Add Charges window displays the current list of add
charges/allowances, descriptions and unit costs for a part number
and allows you to enter/edit the quantity of assessed add
charges/allowances.

➢ The Apply Add Charges window is opened from the CCR Line
Item Entry window by selecting the Add Charges link.

CCR Header This section of read-only fields displays the information entered on the
CCR Header window. The read-only fields include CCR Number,
Return Type, Customer Code, Customer Name, and Version Number.
View Add Charges This section of read-only fields displays information about the line item
in which the add charges are being entered. The read -only fields
include Part Number, Part Description, Reman Core ID, Line Item, and
Dealer Ref No.
Add Charge This table displays all possible add charges/allowances for the
selected row’s part number including Part Number, Type, Description,
Unit Cost, and Currency.

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Apply Add Charges (cont.)

Qty This f ield in the fourth table column, allows you to enter the total number
of add charges to be applied to the line item.
Ex: If you have a quantity of one for the part on the line item and you
apply quantity of 2 for add charges, 2 add charges will be applied to the
one part.
If you have quantity of 6 on the line item, and you apply a quantity 4 add
charges, the system will apply a total of 4, not 4 charges per part.
Currency This drop-down menu lists currencies in which unit costs can be
displayed.

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CCR Entry Grief

➢ CCR’s that are entered on the CCR entry window are

processed in a batch mode. This program runs
continuously, so processing time should be minimal.
Some edits are preformed online when the CCR is being
entered but the rest of them are performed when the CCR
is processed through the batch program. This was done
to increase data entry performance.
➢ A CCR is not in the system until it has been processed
and passed all of the edits.
➢ If there are CCR’s that are waiting to process there is a
message at the top of the CCR Entry Grief window that
will display the number of CCR’s that a user has waiting.
➢ When you enter a CCR always check to see if it has
griefed before going any further.
➢ Note: CCR Entry Grief is only for those CCR’s
entered directly into CMIS2 through the CCR Entry
window.
➢ DBS grief will not appear in this window.

CCR Number Select CCR to edit any CCR header or line item information.

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Grief Message Describe CCR processing error (see grief list or contact Dealer
Service Representative).
Submit Click on box to select for re-processing CCR for those instances
where you do not need to change anything on the CCR to fix the
grief.
An example is:
A CCR griefs because there were not enough entitlements
because incorrectly entered to many on one CCR. You can fix
the incorrect quantity on the one CCR, and then just submit the
one that griefed without editing it.

Click All to re-process all CCRs.

This button will take you back to the previous window.

This button will refresh the CCR Grief window, so that you can
see if new CCR’s have processed.
This button will allow the user to filter the CCR’s on the grief
window and will only display the CCR’s entered by that user.

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Core Management Information System (CMIS) Core Credit Request (CCR) Direct
Entry & Mailbox Grief Messages
These error messages apply to information that is incorrect on the Header portion of the
CCR.

INVALID CCR NO The CCR number is blank. You must specify a

CCR number. A valid CCR number can be up
to 16 characters whereby the first five
characters are Caterpillar defined and the
remaining 11 characters are dealer defined.
The f irst five positions contain the dealer
customer code and a dash. For example:
D310-00W99999999; D311-01W12345678.
FIRST PART OF CCR NUMBER MUST BE The f irst 4 positions of the CCR number must
PART OF HOMESTORE be a valid customer code that is associated to
the Homestore customer code that is on the
CCR. For example, D310 is a homestore and
it has branch codes that are associated to it,
like D311, D312…etc.
INVALID CCR RETURN TYPE The CCR return type is not one of the valid
return programs (Exchange, Direct Purchase,
or No Credit).
INVALID PART RETURN TYPE The CCR return type is not valid for the part .
CUSTOMER CANNOT RETURN DIRECT The customer code on the CCR is not allowed
PURCHASE PART to return Direct Purchase parts.
INVALID CUST CD The customer code on the CCR is not a valid
customer code.
CUSTOMER NOT ACTIVE The customer code on the CCR is not an active
customer code.

NOT CONVERTED TO CMIS2 The customer code on the CCR has not been
converted to CMIS2 and cannot be processed.
NO INSPECTION LINE FOR CASE NO The f irst 2 positions of the case number does
not contain an inspection line. The case
number is an 8 character field. The f irst two
characters must be the inspection line for the
CAF Pref ix of the part numbers for the ship to
destination. The remaining 6 characters are
dealer def ined.
INVALID CASE LENGTH The case number is blank or is less than 2
characters.
FIRST 2 CHARACTERS OF CASE NUMBER The f irst 2 characters of the case number must
MUST BE INSPECTION LINE be the inspection line for the CAF Prefix of the
part numbers for the ship to destination
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INVALID CASE NUMBER FOR INSPECTION
LINE
INVALID CASE NO STATUS
PROBLEM CONNECTING TO WARRANTY
INTERFACE - RETRANSMIT LATER
NO DEFAULT SHIP CODE SET UP
CASE ALREADY SENT TO DIFFERENT
DESTINATION
INVALID FACILITY SHIP LOCATION
INVALID WARRANTY CLAIM NO
INVALID TEPS DEALER CODE
INVALID OTR DEALER CODE
INVALID PART SOLD SERIAL NO
INVALID PART RETURNED SERIAL NO
HAVING PROBLEM - HOLD OFF
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customer code.
The f irst 2 character of the case number must
be the inspection line for the CAF Prefix of the
part numbers for the ship to destination
customer code that the case is being shipped
to.
The case number on the CCR has been
received less than 45 days ago. Case
numbers can only be re-used after 45 days
af ter Caterpillar receives them. You must use a
dif ferent case number.
There is a system problem connecting to the
host warranty system to validate the warranty
claim number. Try resubmitting the CCR again
later.
There is no default shipping customer code set
on the Customer Profile for the customer code
that has been entered on the CCR. You will
have to contact the Dealer Service Rep at your
assigned inspection facility to have this
updated.
The case number specified has already been
assigned to a different destination on a another
CCR. The same case number cannot be used
f or two different destinations. Choose a
dif ferent case number.
The f acility ship to is not a valid customer code.
The destination customer code selected is not
valid f or the customer code/part numbers being
used on the CCR. Check the shipping lead
time parameters on your customer profile to
see where you should ship these parts.
The warranty claim number is not valid for the
customer code on the CCR.
The customer code in the TEPS field on the
CCR is not valid.
The customer code in the OTR f ield on the
CCR is not valid.
The serial number f or the part sold is not a
valid serial number.
The serial number f or the part returned is not a
valid serial number.
Mainly a direct entry grief message. Report
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INVALID PRR NUMBER
PRR's CANNOT GO TO CORINTH
INVALID CCR STATUS (CCR received &
processed, cannot update)
BOL HAS SHIPMENT IN TRANSIT
Line Item Messages
NO LINE ITEMS TO PROCESS FOR CCR
PART NO NOT AN EXCHANGE, CB, DIRECT
PURCHASE, OR NO CREDIT PART
INVALID INSPECTION REASON CODE
INVALID UPGRADE PART
PART DOES NOT HAVE A DEALER CAF
CODE
KIT - RETURN CONSIST ONLY
INVALID CAF FAMILY
INVALID PART ADD CHARGE
MUST HAVE A QUANTITY
NO ENTITLEMENTS FOR ONE OF THE
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this to your assigned Customer Service Rep.
PRR number is invalid or older than 12 months.
Parts that have had a PRR issued against
them cannot be shipped to Corinth. Check the
Parts Return Request or select from the CMIS
2 Customer Profile Customer Type Drop down
box Reman facilities or Suppliers. Otherwise
contact your assigned Customer Service Rep.
The CCR has been received and issued credit.
The user does not have permission to modify
the CCR. You must create a new CCR to enter
additional parts.
The Bill of Lading number on a CCR has been
used on a CCR that is in transit. Use a
dif ferent BOL.
The CCR does not have any line items.
The part number on the line item is not a valid
part number for the CCR return type.
The inspection reason code on the line item is
not valid.
An Upgrade Part program has not been
def ined for the part in question. The returning
part number that is put into the “upgrade part
f ield” cannot be applied against the entitlement
f or the upgrade part number, that is put into the
part number field.
The part number on the CCR does not have a
CAF Code assigned. This is a set-up problem
and should be corrected by the Customer
Service Rep.
The part number on the CCR is a kit part
number and the customer returning the part is
set up to return kit consists parts.
The part numbers on the CCR are not all in the
same CAF Prefix. Check all of the part
numbers on the line items of the CCR and
validate that all of them are within the same
CAF Pref ix.
The add charge that was applied to the part
number on the CCR is not valid for that part.
The line item entered must have a quantity
entered.
There are no entitlements for one of the parts
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PARTS LISTED.
Serial Numbers
INVALID SERIALIZED - PART RETURNED
SERIAL NO.
INVALID SERIALIZED - COMPONENT
SERIAL NO.
INVALID MAJOR COMPONENT – ONLY ONE
LINE ITEM ALLOWED PER CCR
INVALID MAJOR COMPONENT - PRIME
PROD
INVALID MAJOR COMPONENT - REMOVED
DATE
INVALID MAJOR COMPONENT - HOURS
INVALID SERIALIZED – ONLY ONE LINE
ITEM ALLOWED PER CCR
INVALID SERIALIZED – ONLY QUANTITY OF
ONE ALLOWED PER CCR
INVALID MAJOR COMPONENT – ONLY
QUANTITY OF ONE ALLOWED PER CCR
PART RETURNED SERIAL NUMBER
NEEDED FOR THIS CAF
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that you are trying to return.
The part being returned is a serialized part and
the serial number of the part being returned is
not valid.
The part being returned is a serialized part and
the component serial number is not valid.
The CCR is f or a major component and there is
more than one line item for the CCR.
The part being returned is a major component
and the prime product serial number is not
valid.
The part being returned is a major component
and the date removed from service is not valid.
The part being returned is a major component
and the hours is not valid.
The part being returned is a serialized part and
there is more than one line item for the CCR.
The part being returned is a serialized part and
the quantity on the line item is greater than
one.
The part on the CCR is a major component and
the quantity is greater than one. There is one
allowed on the CCR.
This serialized part requires that a returned
serial number be entered.
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Inspection Reason Codes

Reason Code A code that identifies a specific inspection discrepancy.

Description Description of inspection code.
Active Y = active or current inspection discrepancy codes that can be
applied to core inspections.

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Inspection Lines

Facility This is a drop-down box populated with a list of possible

inspection facilities.
CAF Prefix This will allow the user to search for the inspection line for the
CAF Prefix of the part being returned.
Part No This will allow the user to search for the inspection line for the
part number that is being returned.
Line No This will allow the user to list all CAF Prefix that belong to this
inspection line at this facility.
Results:
Line No This is the inspection line that the cores are sent down when the
reach the inspection facility. This is the number that should be
used as the first 2 characters of your case number.
Caf Prefix This is the CAF Prefix of the parts that are sent down the line at
the inspection facility. You can assign any parts that belong to
the CAF Prefix to the inspection line number shown.
Workstation No The inspection lines at the Reman facilities have multiple
workstations on them that are assigned to inspect certain parts.
This is for internal information only, and does not have to be used
by the dealer for anything.

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