Direct Bill Statement (Statement Modifiers)

Use this form to define how items are gathered by the system for presentation on a direct bill commission statement.

Creating a new statement:
  1. Open the Company Center. Select the company you want to edit.
  2. On the Actions menu, click Direct Bill Statement.

Direct Bill Statements can also be created through the Financial Center where you can create a statement for more than one company at a time.

Restarting an interrupted statement:
  1. Open the Company Center and select the appropriate company.
  2. On the Views menu, click Register.
  3. If the statement creation process is interrupted (for example, Session Time Out), the statement is marked as In Construction. Click the date link in the Type column to open the modifiers form.

When you create a direct bill statement in AMS360 you use both premium and non-premium (taxes & fees) direct bill transactions entered into your system. The source of these transactions can be either:

Items that pull to the Customer Center Billed Transactions section when you build a direct bill statement through the Direct Bill Statement form are those where:

  1. Direct bill transactions flagged as Customer Center in the How Billed fields of the Transaction Premiums and/or the Transaction Fees, Taxes, Finance & Down Payments sections of the Policy form.
  2. Billed through the Invoicing section of the Policy form.
  3. Not previously marked as Reconciled on another direct bill statement and that have a commission balance expected.

This method generally provides the best reconciliation between company-issued data vs. commissions received. The Billing Transaction Code for this type of invoice is (DBI).

 

For more information on setting the defaults that pull to the How Billed fields in the Transaction Premium / Billing sections of the Policy form, see the Company Setup > Billing Options and the Agency Setup/Default Company Settings setup forms. Setting these defaults correctly can save a great amount of time.

Direct bill transactions that pull to the Direct Bill Statement Billed Transactions section of the Direct Bill Statement form, are those where:

  1. The direct bill transaction is flagged as Direct Bill Statement in the How Billed field of the Transaction Premiums and/or Transaction Fees, Taxes, Finance & Down Payments sections of the Policy form.
  2. Not previously marked as Reconciled on another direct bill statement.

Adjustments of premium/non-premium amounts and commissions are made within the Direct Bill Statement form, and invoicing and posting to the general ledger occur when the direct bill statement is posted. The Billing Transaction Code for these invoices is (CSI).

 

For more information on setting the defaults that pull to the How Billed fields in the Transaction Premiums / Billing sections of the Policy form, see the Company Setup > Billing Options and the Agency Setup/Default Company Settings setup forms. Setting these defaults correctly can save a great amount of time.
Field/Group Name Options/Considerations

Through Date

Enter the desired "Through" date.

Origin of Transaction What happens?

Customer Center Billed Transactions

AMS360 selects invoices where the later of the Invoice Date or the Invoice Effective Date is less than or equal to the Through Date.

Direct Bill Statement Billed Transactions

AMS360 pulls transactions to the statement based on whether the Policy Transaction Effective Date is less than or equal to the Through Date.

Statement Date

This date defaults from the Through Date but can be changed. Use this date to identify the statement. Make it meaningful.
From Date

Enter the desired "From" date. This is not a required field.

Origin of Transaction What happens?

Customer Center Billed Transactions

AMS360 selects invoices where the later of the Invoice Date or the Invoice Effective Date is between the "From" date and the "Through" date.

Direct Bill Statement Billed Transactions

AMS360 pulls transactions to the statement based on whether the Policy Transaction Effective Date is between the "From" date and the "Through" date.

Statement Description

Defaults to DB Statement - [Statement Date] but can be changed.

For Statements divided into two or more statements, 1 of 2; 2 of 2 and the beginning and ending Name, Policy, Line of Business, or Transaction Date (depending on your Sequence By selection) is added to the name.

Example:

You can modify the name such as: adding the type of business to the description, making it "Life DB Statement May '03" or "Pers & Comm DB Statement May '03". For multiple statements the range of items on the report is added to the name.

Number of Statements

Choose to divide the items into multiple statements. When choosing to create two or more statements you can also select to Sequence Transaction By. AMS360 divides the statement equally into the number of statements you have specified using the sequencing selection as the order in which the items appear on the statement.

When creating statements for all divisions and choosing 2 or more statements, the specified number of statements are created for each division. (If each division has equal numbers of customers, transactions, policies, or lines of business; based on the 'Sequence Transaction By' selection.

For example, if you choose two statements for your two divisions (A and B) and both divisions have an equal number of items, you receive two statements for division A and two for division B. If division A has 1000 items and division B has only 20 items, you may receive two statements for division A, but only one for division B.

Sequence Transactions by

Use this option in conjunction with the Number of Statements. AMS360 attempts to divide the statement equally. Choose to sort and divide the statement equally by:

  • Customer Name
  • Line of Business
  • Policy Number
  • Transaction Effective Date

Items for the same customer/LOB/policy/effective date will always appear on the same statement.

Auto Reconcile Customer Center Billed Transactions

Mark this box to mark Customer Center Billed transactions as Unavailable for Reconciliation as of the selected Through Date. If this box is marked the Create Statement link changes to Auto Reconcile.

This feature is generally used by agencies that do not reconcile on a regular basis or for agencies that wish to begin reconciling if they have not previously done reconciliation.

Company Statement

Allows you to select a specific statement downloaded by the company using the optional feature Direct Bill Commission Statement Download.

The Direct Bill Commission Statement is then built to include only those Direct Bill Statement Billed Transactions where the Customer and Policy match those on the downloaded company statement. The Through Date on the modifiers form is ignored when a statement is selected.

 

Only transactions not yet fully reconciled are available to pull to the statement.

Type of Business

At least one box must be marked. All boxes default as marked. Mark any that apply to the statement you are building:

  • Personal
  • Commercial
  • Non P & C
  • Life
  • Health
  • Financial Services
  • Benefits (only available if agency is licensed for Benefits)

If an invoice premium transaction meets at least one of the checked statement options listed above, it will be included on the commission statement.

Non-premium Billing Charges and Credits that meet the Through Date criteria, pull to the Direct Bill Statement regardless of the Type of Business selected.

Example:

This option is helpful if a company issues separate direct bill statements for personal vs. commercial lines business or personal and commercial lines vs. life business, etc.

Build Statement for All Divisions

To include invoices from All divisions (default), mark the Build Statement for All Divisions option.

If you want to include only those invoices belonging to one division, clear the Build Statement for All Divisions check box, and select the appropriate division.

Creating an Empty Statement

If, for any reason, you do not want the system to select items meeting specific selection criteria in building a statement, you can choose to create an empty statement by clearing the Build Statement for All Divisions option, selecting the appropriate division and marking the Create an Empty Statement option.

Selecting this option means you must use the Additional Invoices and/or Additional Transactions links to access the items you wish to pull to the statement.

All Customers

To include direct bill items for all customers (default) mark the All Customers check box.

To include invoices for one customer, clear the All Customers option and search for the appropriate customer.

Options
Check box What is this?

Create statement with transactions expected to bill on this statement

Selecting this option pulls transactions flagged as Direct Bill Statement, into the Direct Bill Statement Billed Transactions section of the Direct Bill Commission Statement form.

For the origin of these transactions, see the Customer Center Billed vs Direct Bill Statement Billed Transactions > Direct Bill Statement section of this topic.

Defaults as Unreconciled

Select this option if you want the reconcile flag unmarked for these types of transactions when building the statement.

Reconcile transactions previously billed through the Customer Center

Selecting this option pulls accounting transactions invoiced through the Customer Center to the Customer Center Billed Transactions section of the Direct Bill Commission Statement form.

For the origin of these transactions, see the Customer Center Billed vs Direct Bill Statement Billed Transactions > Customer Center Billed section of this topic.

Defaults as Unreconciled

Select this option if you want the reconcile flag unmarked for these types of transactions when building the statement.

Include comments from other statements.

Selecting this option pulls comments entered when processing previous Direct Bill Commission Statements to the newly created statement.

Default as Unreconciled

Selecting this option means that the Reconciled flag for the specified transactions defaults as unmarked.

This flag controls whether an item pulls to future direct bill statements. Unreconciled transactions appear on future statements.

Using this option allows  you to manually check the flag on items matching the company-prepared commission statement.

Create Statement

After making your selections for items to include on the statement, click this link to generate the statement.

What's Next?

After you create a direct bill commission statement, it is time to reconcile it.

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