Agency Setup - Name, Address and Phone Numbers

You can enter the agency contact information in the Name, Address and Phone Numbers section in the Agency Setup form.

To enter the contact information for your agency in the Agency Setup form:

  1. Open the Agency Setup form as described in Agency Setup.
  2. Expand the Name, Address and Phone Numbers section, and then enter the following information.

Agency #

Defaults to your Vertafore Agency Number and cannot be changed.

Name, Address, City, State, Zip

Type your agency name and address as you want them to appear on all forms, applications and form letter defaults.

If your state insurance department requires the printing of the agency's license number on forms issued by the agency, include it on one of the address lines in this section.

Latitude, Longitude

These fields are read-only and filled if the mapping feature can determine the mapping coordinates for the agency address. Click the check mark icon to update these fields when you enter a new address.

Phone Numbers and Email

Type your agency phone numbers and email address as applicable.

This section of Agency Setup controls the formatting of invoices and statements you print. After you make your selections in this section, the next steps are to:

  • Setup the Business Units, their addresses and phone numbers, and the invoice and statement formatting options in the Accounting Options section.
  • Use the Forms Name/Address/Phone Numbers section to further define how these addresses will default into the various forms in AMS360.

Customer Default Settings

The following invoice options are initially setup in the Agency Setup form, but can be set differently for individual customers. Use the Options section of the Customer setup form for settings that override the agency options.

  • Print Invoices for Agency Billed Business/Print Invoices for Direct Billed Business: Select the check box to print invoices for Agency Billed and/or Direct Billed business.
  • Premium and Non-Premium Grouping:

Print premium by LOB and tran; non-premium by Charge Type. Summarize installments by LOB and charge typeClosed: Prints only one line on an installment invoice per line of business (LOB) even when premium for endorsements is spread out among remaining installments. This is the default setting.

Print premium by LOB and tran; non-premium by charge type. Do not summarize installmentsClosed: Prints one line per line of business for each installment for the original premium AND prints a separate line for each line of business for each endorsement premium, when endorsement premium is billed out over the remaining installments.

Summarize premium and non-premium togetherClosed: Prints a one-line total on the invoice that includes the total premium and all non-premium line items.

Summarize premium into one line and print non-premium by charge typeClosed: Prints only one line on an invoice for the total premium (even if premium has been entered by individual lines of business) and one line for each non-premium charge type.

  • Policy and Invoice Number Grouping: The following policy/invoice number grouping options are available:

Print all invoice numbers (multiple policies) on the same invoice form.

 

When selecting this option and also choosing to print the Exec and Rep on the invoice, the Exec and Rep from the Customer record prints on the invoice, not the Exec and Rep from the policies. This occurs even if the Exec and Rep are the same for all of the policies printed on the same invoice.

Print each invoice number on a separate invoice form. This is the default setting.

Print invoice numbers for the same policy on the same invoice form.

Customer Service Option, Invoices and Customer Statements

  • Print Account Exec's Name/Print Account Rep's Name: Selecting one or both of these check boxes, prints the name(s) of the executive and/or representative in a box on the invoice/statement form labeled "Customer Service." If neither check box is selected, the agency telephone number prints in the Customer Service box.
  • Print Due Date on Invoice: Select this check box to have a due date print on invoices. The selections you make in Due Date Basis and Days Added to Due Date Basis  determine the Invoice Due Date. It prints as an additional line of text immediately below the invoice description and is displayed in the format: Due Date: mm/dd/yyyy.
 

The Customer Aged Accounts Receivable Report includes the Due Date and ages invoices using this date.

  • Due Date Basis: If you choose to print a Due Date on your invoices you can select the basis by which the Due Date is calculated. Your options are:

This selection is used in conjunction with the following option: Days Added to Due Date Basis.

  • Days Added to Due Date Basis: AMS360 uses the number of days you enter in this field to add to the Effective or Invoice date selection you made in the previous step to calculate the date due for the customer.

Invoice Default Settings

  • Paper Selection:

Plain Paper Without Perforation: Plain 8 1/2" by 11" paper, no perforations. No separate printer paper tray or isolated print time required.

Plain Perforated Paper: 8 1/2" x 11" paper with a perforation allowing the top section to be torn off for return with client's payment. Requires a separate printer paper tray or isolated printing time.

Pre-Printed Form: Special form with pre-printed agency name & address information and color shadings. Requires a separate printer paper tray or isolated printing time.

  • Above Perforation: The following Above Perforation options are tri-state radio buttons. Make sure to set these options to off (no radio button selected) when using Pre-Printed Forms.

Print Address: Select this option if you want AMS360 to print the agency name and address on the invoices.

This section allows you to create custom groups to assign customers to for printing customer statements. The permanent (default) statement print group is Main. All customers in the system default to Statement Print Group = Main.

Once a custom statement print group is added, customers must be set individually to be a part of the group. Use the Options section of the Customer Setup form to set the Statement Print Group for each customer in the group.

To add Customer Statement Print Groups, do the following:

  1. Click New on the Customer Statement Print Groups section menu.
  2. Type in the desired Group Name.
  3. Click Add.

Example of Uses:

Set up statement print groups for each remote office. Then each office can print and verify statements for their customers.

Once client balances have been turned over to an outside collection agency you may want to suppress printing of these customer statements. Create a statement print group called Collections and assign the customers to this group.

What's Next?

Do you want to enter additional information in the Agency Setup  form? See Agency Setup for more information.

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