Complete Admin Information and Vehicle Information for Total Loss Request

The majority of the claim information is carried over from the assignment and estimate. Complete vehicle and admin information. Any fields with a red asterisk are required and must be completed.

As you follow the instructions, refer to the Reference section below if you need more information.

  • Claim Information: Identifies the Claim-Suffix ID.

  • Admin Information: Provides information about the claim, the parties involved and their contact information, settlement offer date, and the vehicle inspection.

  • Vehicle ID: Vehicle attributes, vehicle location, registration date, and damage.

  • Vehicle Inspection: Optional section for prior damage, storing, towing, and tire wear. This section is not visible to all users.

How to

  1. Enter any additional information in the Admin Information and Vehicle ID sections. Use the reference section below for field descriptions.

  2. Enter the Settlement Offer Date in the Admin Information section for vehicles in California.

    Note: The Settlement Offer Date is a required field for vehicles in California. In California, comparable vehicles must be available for retail purchase by the general public in the local market area within 90 calendar days of the final settlement offer date.

  3. If you have a license for OEC Connect , do the following in the Vehicle ID section:

  • Enter the Registration Date in the Registration field.

  • Enter the Vehicle Location address information, and then click Validate.

    Note: The OEC Connect is an optional interface available in the United States that automatically calculates state specific Total Loss taxes and fees.

  1. Scroll Down to complete Vehicle Inspection Report Information (optional).

    Note: The Vehicle Inspection Report Information section is optional and may not be available to all users. Some users may not see this section in their instance of Mitchell Total Loss.

  2. Click Save and Continue.

Note: This section is optional and may not be available to all users. Some users may not see this section in their instance of Mitchell Total Loss.

  1. Click + to expand the section next to Vehicle Inspection Report Information.

  2. Enter the following information as needed:

  • Claim Unit: (Insurance company defined)
  • Loss Code: (Insurance company defined)
  • Vehicle Interior Color
  • Towing Amount
  • Storage Amount
  • Prior Damage: Select Yes or No
  • Tire wear percentages
  • Tire size
  • Tire manufacturer

  1. Click Save and Continue when complete.

Reference

Field Definition

Claim-Suffix ID *

In the text boxes, enter the Claim # and the Suffix ID of the claim associated with the new valuation request. The two fields are separated by a hyphen.

The part of the Claim Suffix-ID after the hyphen is referred to as the "suffix."  A different suffix can be used to identify each party in the claim, and to separate different types of damage. For example, the first party to the claim may be assigned the "01" suffix, the second party assigned the "02" suffix, and so on. Bodily injuries and property damage would be assigned different suffixes.  A suffix can be up to three characters long, and can include both letters and numbers.

Note: Depending on your company profile, you may see on-screen guidelines for creating a Claim-Suffix format specific to your company.

* Indicates a required field.

General Information

Field Description

Coverage Type of Loss *

Select the type of loss (e.g., collision or fire) from the list.

Source

Select a source to indicate how a valuation submission is sent to Mitchell, e.g., Phone, Fax, Online. Additional charges apply for valuation requests by Phone or Fax.

Policy Number *

Enter the policy number.
Insurer * Select an insurer from the list or select N/A (not applicable).

Deductible *

Enter the deductible associated with the policy if known. Indicate the status of the deductible from the deductible options list.

Available Options

  • Not Waived (default)
  • Waived
  • Unknown
  • None

The Deductible field changes to include an options list that has the same choices as Mitchell Cloud Estimating and WorkCenter Review. This change affects both the online and offline products. Beyond improved consistency, this change allows this field to be populated for Mitchell Cloud Estimating data files in the offline product or from Review for the online product.

Loss Date *

Enter the date the loss occurred, or click the Calendar and select the date.

Format: mm/dd/yyyy

Settlement Offer Date

Enter the date the settlement offer was made, or click the Calendar and select the date.

Reported Date

Enter the date the loss was reported, or click the Calendar and select the date.

Format: mm/dd/yyyy

Type of Request

Select a request type (Standard or Settlement Only) from the option list.

There are some occasions where the features of the Settlement Summary are desired, but it is not necessary to request an actual valuation. Some examples of this are if only non-valuation reports are being run, such as Vehicle License Fee, or if the broader WorkCenter workflow is used without needing a valuation.

On the valuation request page (Admin Information), you can choose ‘Settlement Only’ as your Type of Request. When this option is chosen, unnecessary fields are minimized and non-valuation reports can be requested. The result is a Settlement Summary that has all the normal functionality, including tasks and settlement actions. The ‘Settlement Only’ option is supported for specialty and standard valuation requests.

*Indicates a required field.

Contact Information

Field Description

Insured

Select this option to mark the insured as the point of contact for the vehicle. Your selection appears in the Work Queue under the Contact column.

Claimant

Select this option to mark the claimant as the point of contact for the vehicle. Your selection appears in the Work Queue under the Contact column.
Owner Select this option to mark the Owner as the point of contact for the vehicle. Your selection appears in the Work Queue under the Contact column.

First Name*

Enter the first name of the vehicle owner.

Last Name*

Enter the last name of the vehicle owner.

Address Line 1

Enter the street address of the vehicle owner.

Address Line 2

Use this field if more room is needed to enter the full street address.

City

Enter the city where the vehicle owner resides.

State/Province

Select the state or province where the vehicle owner resides.

Zip/Postal Code

Enter the ZIP or postal code of the vehicle owner.

Work Phone

Enter the area code and telephone number of the vehicle owner's place of employment.

Format: (999) 999-9999, (999)999-9999, 999-999-9999 or 99999999999

ext

If applicable, enter the extension.

Home Phone

Enter the area code and telephone number of the vehicle owner's home.

Format: (same as Work Phone)

Alternate Phone

If applicable, enter the area code and telephone number of the vehicle owner's alternate phone.

Format: (same as Work Phone)

ext

If applicable, enter the extension.

E-mail

Enter the e-mail address of the vehicle owner.

Fax

Enter the area code and fax number of the vehicle owner.

Format: (same as Work Phone)

Contact Preference

Select the contact method preferred by the vehicle owner from the following:

  • Work Phone, Home Phone, Alternate Phone, Fax, E-mail

Lien Holder

If applicable, enter the name of the party who holds the lien on the vehicle.
Leased Company If applicable, enter the name of the company leasing the vehicle.

1st Party/3rd Party

Select 1st/3rd Party as applies to the claim.

*Indicates a required field.

Inspection Information

Field Description

Inspector First Name *

Enter the first name of the vehicle inspector.

Inspector Last Name *

Enter the last name of the vehicle inspector.

Inspector Phone

Enter the area code and telephone number of the vehicle inspector.

Format: (same as Work Phone)

ext

If applicable, enter the extension.

Inspection Date

Enter the date the vehicle inspection took place, or click the Calendar and select the date.

Location Name

Enter the name of the facility where the vehicle inspection occurred.

Address Line 1

Enter the address of the facility where the vehicle inspection occurred.

Address Line 2

Use this field if more room is needed to enter the full street address of the vehicle inspection location.

City

Enter the city where the vehicle inspection occurred.

State/Province

Select the state or province where the vehicle inspection occurred.

Zip/Postal Code

Enter the ZIP or postal code of the facility where the vehicle inspection occurred.

Location Phone

Enter the area code and phone number of the inspection facility.

Format: (same as Work Phone)

*Indicates a required field.

Vehicle Information

Field Description

VIN *

If you have the Vehicle Identification Number (VIN), enter it in the spaces provided, and click Decode VIN.

Decode VIN

Click Decode VIN to decode the VIN and complete the vehicle description fields based on the Vehicle Identification Number.

VIN Decode also selects N.A.D.A. and Automobile Redbook equipment selections encompassing Sub-Model, Engine, Drive Train, Transmission, and "without" (W/OUT) configuration options

VIN Not Available

Select this option if you do not have the Vehicle Identification Number. Then, complete the description fields in order.

Custom Comments

Enter any custom comments related to this VIN.

Vehicle Type *

Select the type of vehicle from the list.

  • Car, Truck, Van, SUV

Year *

Select the year the vehicle was manufactured.

Make *

Select the manufacturer of the vehicle.

Model *

Select the model of the vehicle.

Sub-Model *

Select the sub-model of the vehicle.

Body Style *

Select the body style of the vehicle.

Engine *

Select the type of engine used in the vehicle.

Transmission *

Select the type of transmission used in the vehicle.

Drive Train*

Select the drive train used in the vehicle.

Mileage *

You must enter the current vehicle mileage or select the True Mileage Unknown option.

Note: If the mileage entered is outside the mileage threshold set in your company profile, you may see an anomalous mileage warning before proceeding with your valuation. If you see this warning, you can confirm or return to correct the mileage entered. Valuations submitted with anomalous conditions trigger audit task assignments.

True Mileage Unknown

Select this check box if you do not know the current vehicle mileage

Exterior Color

Select the color of the vehicle exterior.

License Plate

Enter the vehicle license plate number.

State

Select the state or province where the vehicle is registered.

License Expiration

 

Month

Select the month the vehicle registration will expire.

Year

Select the year the vehicle registration will expire.

Registration Date

Select the registration date of vehicle .

*Indicates a required field.

Damage

Field Description

Primary POI

Select the Primary Point Of Impact from the list.

Secondary POI(s)

Select the Secondary Point(s) Of Impact from the list if any. To select more than one Secondary POI from the list, press the Ctrl key on your computer keyboard while clicking the item.

Vehicle Location

Field Description

ZIP/Postal Code *

Enter the ZIP or postal code where the vehicle is located.

Address Line 1

Enter the street address where the vehicle is located.

City

Enter the city where the vehicle is located.

*Indicates a required field.

Command Buttons

Field Description

Validate

Click to validate the vehicle location information.

Additional Vehicle Identification

Field Description

PIN, NADA, US Red Book

Displays information about the vehicle that was found in the database, including PIN, PIN Typical Mileage, NADA, and US Red Book information.

Edit

If there were multiple matching vehicles found in the database, click Edit to select a different record.

Vehicle Inspection Report Information

Use these fields if your company has made prior arrangements with Mitchell to record and process this information as part of the Valuation Worksheet Request. 

Note: These fields do not appear in the print (PDF) or online version of the valuation and do not affect the final value.

PIN, NADA, US Red Book

Displays information about the vehicle that was found in the database, including PIN, PIN Typical Mileage, NADA, and US Red Book information.

Use this section if your company has made prior arrangements with Mitchell to record and process this information as part of the Valuation Worksheet Request. This section is visible to all users.

Note: Fields in this section do not appear in the print (PDF) or online version of the valuation and do not affect the final value.

Field/Control Description

Claim Unit

If applicable, provide the claim unit for the vehicle.

Loss Code

If applicable, provide the loss code for the vehicle.

Vehicle Interior Color

Name and/or describe the interior color of the vehicle.

Towing Amount

Provide the cost of the towing.

Storage Amount

Provide the cost of the storage.

Prior Damage

Select whether or not there is prior damage (Yes/No).

Prior Damage Estimate Written

Select whether or not a prior damage estimate was written (Yes/No).

Prior Damage Estimate Amount

Provide the estimated cost of the prior damage.

Tire Wear

Provide the percentage of wear for each tire including the spare tire.

Tire Size

Provide the size of the tire.

Tire Manufacturer

Provide the name of the tire manufacturer.

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