Alert Setup

The Alert feature in AMS360 is designed to allow you to define when and who is notified when a particular condition exists. For example, if a bank balance drops under a certain dollar amount, you can specify that your bookkeeper will be notified. Another example is to notify someone about policies that are expiring within the next ten days. To see a complete list of Alerts available, which center they are generated from and the frequency with which they are generated, see the Alerts Available section in this topic.

Use Alert Setup to identify the types of notifications or Alerts for incomplete tasks or extraordinary circumstances that you want your staff to receive.

Alerts Available

You can choose from the following Alerts. You can add the same Alert multiple times and customize the values for the amount, days, numbers, and the responsible persons.

The following chart lists the Alerts available, the center where it originates, the frequency at which it is generated, and a brief explanation of how the information is derived.

An automated process is run on a nightly basis that generates the Alerts that you have setup for your agency. If an Alert is marked complete, but the criteria still exists to generate the Alert, it will reappear for the primary and backup personnel responsible for it.

Alert	Originating Center	Frequency of Generation	What does it mean?
Account receivables >= # and over # days old	Financial	Available the morning after the event occurs	The Alert appears if the Accounts Receivable balance for one or more customers is greater than or equal to the amount and number of days old specified.
Bank Balance <= #	Bank	Immediately when event occurs	The Alert appears if the balance for the selected bank is less than or equal to the amount specified.
Bank Balance >= #	Bank	Immediately when event occurs	The Alert appears if the balance for the selected bank is greater than or equal to the amount specified.
Checks written with values >= #	Bank	Immediately when event occurs	The Alert appears if a check is written for the selected bank with an amount greater than or equal to the amount specified.
Deleted Documents Ready to be Purged	All Centers	Available the morning after the event occurs	The Alert appears for document files stored in a shared folder location that have been deleted from system access, but that have not yet been removed from the system via File Delete Utility.
Expired policies, over # days old	Customer	Available the morning after the event occurs	The Alert appears for policies that have an expiration date over the number of days old specified and also meets the following criteria: Is not a submission. The policy status is not Renewed, Rewritten, Expired, Cancelled, Non-renewed, or Not taken. If the policy is continuous and Annual is selected as the Renewal List option, then the yearly anniversary date is used as the expiration date for the policy. If the policy is an annual policy, then the expiration date used to generate the Alert is the actual date the policy expires. The policy transaction is NOT used as a criteria for generating this Alert.
Increased full term premium percentages >= # % on Renewal and Rewrite transactions in the last # days	Customer	Available the morning after the event occurs	The Alert appears if the percentage difference between the full term premium of the expiring and the full term premium of the renewal policy is greater than or equal to the amount specified and occurs in the number of days indicated.
Increased premium percentages >= # % on Renewal and Rewrite transactions in the last # days	Customer	Available the morning after the event occurs	The Alert appears if the percentage difference between the premium of the expiring and the premium of the renewed or rewritten policy is greater than or equal the amount specified and occurs within the number of days indicated. The premium used is the total entered in the Premium column across all policy transactions for the policy term, if the Premium Display Option is Include in Premium Totals. The total does not include the original binder transaction after it is replaced, but does include the binder transaction that replaced the original.
Increased written premium percentages >= # % on Renewal and Rewrite transactions in the last # days	Customer	Available the morning after the event occurs	The Alert appears if the percentage difference between the written premium of the expiring and the written premium of the renewal policy is greater than or equal the amount specified and occurs in the number of days indicated. The written premium used in this calculation is the total of all amounts entered in the Written Premium fields (in Policy > Transaction Premiums / Billing across all policy transactions.
Life & Health licenses expiring within the next # days	Employee	Available the morning after the event occurs	Using the current system date, the Alert appears if the expiration date entered for a Life & Health license in Employee Setup is within the number of days specified.
Open claims over # days old	Customer	Available the morning after the event occurs	The Alert appears if a claim is open over the number of days specified. This includes any type of open claim including: Open Open, hold for submission Open, in litigation Reopened
Open claims with reserves >= #	Customer	Available the morning after the event occurs	The Alert appears if an open claim has a reserve amount over the amount specified. This includes any type of open claim including: Open Open, hold for submission Open, in litigation Reopened
Policies canceled in the last # days	Customer	Available the morning after the event occurs	The Alert appears if the last transaction for a policy is Cancellation Confirmation or Cancellation, Customer Request and the effective date of the cancellation is within the number of days specified.
Policies expiring in the next # days	Customer	Available the morning after the event occurs	The Alert appears if a policy is expiring within the number of days specified and has not been Cancelled, Non-Renewed or Rewritten.
Property & Casualty licenses expiring within the next # days	Employee	Available the morning after the event occurs	Using the current system date, the Alert appears if the expiration date entered for a Property & Casualty license in Employee Setup is within the number of days specified.
Suspense items # days past due	Customer	Available the morning after the event occurs	Using the current system date, the Alert appears if the Suspense item is not marked complete or rescheduled and the number of days past due is equal or beyond the number specified.
Suspense items rescheduled # times	Customer	Available the morning after the event occurs	The Alert appears if the number of times the Suspense item has been rescheduled is equal to or greater than the number specified.
Unbilled policies, over # days old	Customer	Available the morning after the event occurs	The Alert appears if a policy has not been billed and is over the number of days specified.
Unposted deposits over # days old	Bank	Available the morning after the event occurs	The Alert appears if a deposit for the specific bank has not been posted and is over the specified number of days old.
Unprocessed documents over # days old	All Centers	Available the morning after the event occurs	The Alert appears for unprocessed documents that were imported into the system that are a specified number of days old. A document's system status is unprocessed if it is not attached to a Note, Activity, or Vendor Invoice.

Preparing to Use Alerts

It is critical before setting up certain types of Alerts that you verify what items can generate an Alert. When setting up an Alert the potential exists for old suspense items, expired policies, open claims, etc that have not been marked appropriately to appear as an Alert.

The following chart lists the Alerts that require attention before setting them up. For each type of Alert you will find a report to use to see the items that will appear as Alerts. The chart also includes the action to take to resolve an item so it will not appear as an Alert.

Alert	Report to print before setting up Alert	Action to resolve Alert
Account receivables >= # and over # days old	The Customer Aged Account Receivable Report with modifiers similar to the ones you are setting up for this alert.	Handle the receivable according to your agency's procedures.
Expired policies, over # days old	The Expiration/Renewal Report with modifiers similar to the ones you are setting up for this alert.	Set the Policy status to Expired (if valid). OR Renew the Policy if appropriate.
Open claims over # days old	The Claims Management Report with modifiers similar to the ones you are setting up for this alert.	Close old claims that should be closed.
Suspense items # days past due	The Suspense Report with modifiers similar to the ones you are setting up for this alert.	Work the suspense item or mark complete, as appropriate.
Suspense items rescheduled # times		Work the suspense item or mark complete, as appropriate.
Unbilled policies, over # days old	The Unbilled Policy Report with modifiers similar to the ones you are setting up for this alert.	Bill the policy if it should be billed. OR Mark the transaction as "Not Billable" in the How Billed field of the Transaction Premium section of the Transaction Premiums / Billings section of the Policy data entry form.
Unposted deposits over # days old	The Bank Deposit Report with modifiers set to report unposted deposits and a date range similar to the one you are setting up for this alert.	Post or delete the deposit as appropriate.

What's Next?

To see how Alerts appear for a user see Home Center.

Alert	From the list, select the Alert that you want to make available in AMS360.
Description	The default system Description appears in this field, but can be customized for your agency. The Description is what the person assigned responsibility for the Alert will see when it becomes active and needs attention.