Business Unit Setup - Division

AMS360 offers the ability to separate your accounting information into distinct sets of accounting books by setting up multiple divisions. Using multiple divisions allows you to separate or consolidate your Balance Sheet by division. An example of an operation using multiple divisions is diagrammed in the PDF document below:

Multiple Divisions Example

Each agency must have at least one division. AMS360 comes with a default division named, Division One, as each customer and policy entered in the system must be assigned to a division. In addition, security can be established at the user level to control access to records by division.

To create a new, or edit an existing division in the Division section:

Click New (or Edit) o the Division section bar, and then enter the following information. When finished, click Add (or Update). The updated information appears in the associated grid. To add multiple entries, repeat this procedure.

Name, Short Name

Type a Name and a Short Name for the division. This name appears in lists throughout AMS360.

Inactive

Select the Inactive check box if this division is no longer active in your agency. An inactive division name no longer appears in lists throughout AMS360. This check box defaults to cleared.

Division Beginning Month

Select the desired fiscal year beginning month for this division from the list.

This field is only available if the Use Different Years by Division option is selected in Agency Setup/Accounting Options/Divisional Control.

Use Agency Name

For each division you have the option to use the Agency Name or to enter a unique Division Name.

To use the agency name for this division, select the Use Agency Name check box. This name field is disabled.
To enter a unique division name, clear the Use Agency Name check box, and type a division name into the Name field.

Use Agency Address

For each division you have the option to use the Agency Address/Phone Numbers and Email or to enter unique ones for the division.

To use the agency address/phone numbers and email for the division, select the Use Agency Address check box. The address/phone numbers and email fields are disabled.
To enter unique division address/phone numbers and email, clear the Use Agency Address check box, and then type unique ones into the Address/Phone Numbers and Email fields.

Form Letters/Schedules Logo

From the list, select the logo you would like to print with form letters and schedules associated with this division. If you would like to add a new logo or edit an existing one, click Logo Setup to launch the Logo Setup form.

Invoice/Customer Statement - Division Forms Customization

This section of Business Unit/Division Setup further defines the formatting of invoices and statements by division.

Same as Agency	When the Same as Agency check box is selected, it means that the Invoice/Customer Statement Default Settings are the same as defined in the Name, Address and Phone Numbers section, Invoice/Customer Statement - Agency Forms Customization sub-section, Invoice Default Settings group. Clear the check box if different settings are required for this division.
Above Perforation	You may print either a name and address or a Logo on invoices, but not both. The following options are tri-state radio buttons. Make sure to set these options to off (no options selected) when using the paper selection, Pre-Printed Forms. Print Address: Select this option if you want AMS360 to print the division name & address on the invoices. Print Logo: Select this option to print a logo, created in Logo Setup, on invoices. Select the Logo. If the logo is not yet created, click Logo Setup to define and save the image. Then, select the Logo. Paper selection options are set at the agency level. See the Name, Address and Phone Numbers section, Invoice/Customer Statement - Agency Forms Customization sub- section.
Print Address on Footer	This option is selected by default, which means the division name & address prints in an area on the bottom left-hand side of the invoice. This helps the client identify the source of the invoice after they return the top portion with payment.
Show Future Installments	If the policies included on the invoice were billed on AMS360 with an installment plan, any remaining future installments print in the box above the footer. This check box defaults as selected. Clear the check box if you prefer that future installments not print on invoices.
Color Settings	Allows you to select a color for the header background and text, if printing on a color printer. The Header Background includes all shaded areas of the invoice form. The Header Text refers to the text within the header background areas. The default header background color is silver and the default header text is black. When using Pre-Printed Forms, color settings apply when Viewing and E-Mailing invoices. These settings are ignored when Printing the invoice. Paper selection options are set at the agency level. See the Name, Address and Phone Numbers section, Invoice/Customer Statement - Agency Forms Customization sub- section.

You can set up Late Charges by Division. See Agency Setup > Accounting options for more information. if you choose to set up late charges by division the following section in Division Setup appears.

Late Charge Options

The system assesses late charges during Daily Process on the last day of the fiscal period. The default option is Do Not Generate Late Charges. The available options are as follows:

Use Agency Late Charge Options: Matches the Late Charge options set up in Agency Setup.
Do Not Generate Late Charges: Daily process does not generate late charges to customer accounts receivable.
Generate Late Charges on a Percentage Basis: Use this option if you wish to calculate your customer late charges based on an annual percentage rate.

Type the Number of Days Before First Late Charge is assessed. Based on the invoice date, a late charge is assessed when the age of the invoice is at least one day greater than the number of days entered in this field.
Type the Annual Percentage Rate you wish to charge your customers. When late charges are applied, this percentage rate is divided by 365, times the number of days old.
Type the Minimum Late Charge Threshold. A late charge is not assessed if it's calculated balance is equal to or less than the dollar amount entered.

Generate Late Charges on a Flat Rate Basis: Use this option if you wish to apply a flat dollar amount to your customer's invoice balance when they are greater than the Overdue Amount Threshold.

Type the Periodic Flat Rate. This is the flat dollar amount applied to the customer's invoice balance, when it is greater than the amount entered into the Overdue Amount Threshold.
Type the Overdue Amount Threshold. When the customer's invoice balance is more than the amount entered, the Periodic Flat Rate is assessed.

Number of Days Before First Late Charge: Fill in the number of days old you want an invoice balance to be before you charge the first late charge.

This field is disabled if the Do Not Generate Late Charges option is selected. If not selected then the number of days default is 30.

Late Charge Message on Statements: The message typed in this field appears on All Customer Statements (Ex: A late charge will be assessed on all balances over 60 days).

Late charges are applied on the last day of the month.

What's Next?

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