Workflow: Entering a Multiple Entity Customer and Policy

Multiple Entity customers and policies provide a means of grouping and billing customers who are insured by one policy. Examples of these types of customers are condominium associations where owners are covered by one policy and each shares a cost of that policy. Another example is a franchise where one policy covers multiple locations and each location is responsible for a portion of the billed premium.

 

You cannot change a Master Customer to a Standard Customer once you add a sub-customer and enter a policy.

To create a multiple entity customer and policy do the following in the order listed:

Enter information for the master customer using the same procedure as a standard customer, with one addition. In the Multiple Entity Account Information section of the Customer Information data entry form do the following:

  1. Select Master/Multiple Entities from the Customer Type list.
  2. Choose the Track Receivables option that applies. The choices are:
OptionWhat does this mean?

At Sub-customer Level

Choose this option if you need to bill each sub-customer separately.

With this option, invoicing, payments, and accounts receivable are entered and tracked for each sub-customer.

At Master Customer Level

Choose this option if you need to bill only the master customer.

With this option, invoicing, payments, and accounts receivable are entered and tracked only for the master customer.

  1. Click Add New Sub-customer. The Customer Information data entry form appears for you to enter the sub-customer name and other information. To make data entry easier the key fields that must match the master customer pre-fill, and the link to the master customer is completed for you.
  2. When you have finished entering information for the sub-customer, click Save & Close. The Master Customer data entry form appears so you can enter another sub-Customer, if applicable.
  3. When you finish entering, saving and closing the Sub-customer data entry forms, click Save & Close on the Master Customer data entry form.
  4. Continue by entering the policy information to the master customer. For more information on this process, see the next section of this topic, Enter the Policy Detail.

The following instructions summarize the standard policy information and highlight the steps specifically for multiple entity policy data entry:

  1. From the Customer Center, with the master customer open, choose Actions > New - Policy from the sidebar menu. The Create New Policy data entry form appears. More...
  2. Enter the information about the policy.  
  3. In the Billing/Payment Information area of the form, select the Multiple Entity Policy check box.

    When you select the Multiple Entity Policy check box, you get a message indicating that multiple entity policies must be "Agency Bill". Click OK. The Bill Method fills with "Agency Bill" and cannot be changed.
  4. Click OK on the Create New Policy data entry form. You receive a message stating that you are about to create a multiple entity policy on a master customer.  Click Yes. The Policy data entry form appears.
  5. In the Multiple Entity sub-section of Basic Policy Information click Get Sub-customers. The Get Sub-customers data entry form appears.
  6. Select the sub-customers that you want to include on this policy. You can also choose to add each sub-customer on the policy as an additional named insured, if appropriate. More...

    The sub-customers are automatically selected when you choose the Split Premium link in the Transaction Premiums and/or the Transaction Fees, Taxes, Finance, & Down Payments sub-sections.
  7. Enter the remaining policy information as you would for a standard policy. See the next section of this topic, Enter the Policy Premium, for information on creating the premiums to bill each sub-customer.

When you have entered the policy detail and are ready to enter premiums/fees, taxes, and other billing information use the following steps:

What's Next?

For more information on billing and tracking receivables for multiple entity customers and policies, see Workflow: Bill a Multiple Entity Policy and Track Receivables.