Report: Policy Book of Business

The Policy Book of Business report provides details about the in-force book of business for agency business units, companies, employees, brokers and lines of business. The report includes both billed and unbilled policies. Reporting only includes one term of the policy. If the policy expires on the "In Force" date and the renewal for this policy does not exist, then the expiring policy is reported as in force. When the expiring policy has been renewed, the renewal policy will be reported as in force.

Reporting is not annualized. Premium/non-premium is reported only for the policy term in effect as of the selected Policy In-Force date.

Report Selections

What is this?

Policy In-Force Date

The 'point in time' by which policy records are evaluated for this report. The selected date must fall within the policy's effective and expiration dates for it to be included on the report.

Options	What is this?
Current Date	Select this option to run the report with today's date.
Select Date	Select this option to enter a date, or use the Date Picker to pick a date for the Select Date field.

Personnel

Fields	What is this?
Exec	The default is (All), or you can select one or multiple executives.
Rep	The default is (All), or you can select one or multiple representatives.
Broker	The default is (All), or you can select one or multiple brokers.

Business Unit

Click the link to open the Business Unit Selections form and choose the Business Unit combination for the report.

Include Policy Transactions with Premium not equal to 0.00

Choose this option to report policies with transaction Premium records that exist with Premium not equal to 0.00 and Premium Display Option equal to "Include in Premium Totals".

This option is checked by default.

Include Policy Transactions with Premium equal to 0.00

Choose this option to report policies with transaction Premium records that exist with Premium equal to 0.00 and Premium Display Option equal to "Include in Premium Totals".

This option is useful for converted policies that have transaction premium set to 0.00. AMS360 agencies can have policy transactions with 0.00 premium that can be billed on a Direct Bill Statement.

Include Policies with No Policy Transactions

Choose this option to report policies where there are no Policy Transaction Premium records.

This enables you to have all "In Force" policies reported, except those marked, “Don’t include in Premium Totals.”

You may have a workflow where policies with no transactions are billed on the Direct Bill Entry statement (policy transactions are not required since billing doesn't tie to policy transaction) or not billed at all (receipt commission directly to income).

Company

Fields

What is this?

Type

Defaults to All, or you may select Insurance or Brokerage.

Parent

Defaults to (All). Available Parent companies are subject to the Type of company selected above.

You can select One, Multiple or All parent companies.

Writing

Defaults to (All). Available Writing companies are subject to the Parent company(s) selected above.

You can select One, Multiple or All writing companies.

Line of Business

Fields

What is this?

Type

Defaults to (All). Or, you can select:

Benefits
Commercial Lines
Financial Services
Health
Life
Non-Property & Casualty
Personal Lines

LOB

Defaults to (All). The Line of Business list is subject to the Type selected above.

You can select One, Multiple or All lines of business (LOB's).

Continuous Policies

Continuous policies have Continuous checked in the Basic Policy Information section of the Policy and do not have an expiration date.

Options	What is this?
Exclude	This is the default option. If selected, continuous policies are not included in the report.
Include	If this option is selected, continuous policies are included in the report. Then, select a Begin Date for Continuous Policies. For policy transactions to be included on the report the continuous policy's: Effective Date must be equal to or less than the selected Policy In-Force Date. And it must have transactions that are equal to or greater than the selected Begin Date for Continuous Policies.
Report Only Continuous Policies	If this option is selected, only continuous policies are included in the report. Then, select a Begin Date for Continuous Policies. For policy transactions to be included on the report the continuous policy's: Effective Date must be equal to or less than the selected Policy In-Force Date. And it must have transactions that are equal to or greater than the selected Begin Date for Continuous Policies.
Begin Date for Continuous Policies	For a continuous policy to be considered for this report it must first have an Effective Date that is equal to or less than the Policy In-Force Date. Then the Begin Date for Continuous Policies further restricts activity to only those transactions that are equal to or greater than this date.

Full Term Selection

This report displays a column of results called Full Term Premium. Data to calculate these results is pulled from several user-defined fields as indicated in the table below.

Based on how your agency uses these fields to accumulate premium data, select from the list to indicate the desired calculation method.

None of these fields are updated automatically by system actions. The agency should decide how to complete these fields based on desired reporting results.

Options

What is this?

From Full Term Premium Entered for the Policy

Pulls from the Full Term Premium field in the Policy Premium Totals group of the Basic Policy Information section of the Policy form.

Exception:

Policy transactions flagged to be billed on DB Entry Statement will report as a single row and will only report Full Term Premium when the report selection is "From Full Term Premium Entered for the Policy".

Transaction Premiums

The following options refer to the Written Premium and Full Term Premium fields in the Premiums group of the Transaction Premiums section of the Policy form.

These fields can only be accessed by clicking Edit on the section menu.

From Full Term Premium Entered for the Transaction with the Greatest Effective Date.
From Sum of the Full Term Premiums Entered on the Policy Transactions.
From Sum of Written Premiums Entered on the Policy Transactions.
From Written Premium entered for the Transaction with the Greatest Effective Date.

Sort Option

The default sort option is by Representative, or you can choose another option from the list.

The number of Business Unit sort options depend on the business units you have turned on in Agency Setup > Accounting Options > Business Unit Setup

When the Sort Option is "LOB Type" and "Include Agency Fees" and "Include Company/Brokerage Fees" are checked, all non-premium will sort together as "Non-Premium Charge" along with the other LOB Type sorts. The report sorts in alpha order as follows:

Benefits
Commercial
Financial
Health
Life
Non Property Casualty
Non-Premium Charge (all non-premium charge types grouped together)
Personal

Include Agency Fees

Check this box to include Agency Fee amounts entered in the Transaction Premiums / Billing section of the Policy form. This option defaults as checked.

This includes amounts designated in Billing Charges and Credits Setup as:

Category = Non Premium

Charge Recipient = Agency

When running this report for the purpose of comparison to company-issued book of business reports, uncheck this box.

Include Company/Brokerage Fees

Check this box to include Company/Brokerage Fee amounts entered in the Transaction Premiums / Billing section of the Policy form. This option defaults as checked.

This includes amounts designated in Billing Charges and Credits Setup as:

Category = Non Premium
Charge Recipient = Insurance/Brokerage Company

Include Future Transactions

Select this box to include future transactions for the current term of selected in-force policies. This option defaults as marked.

This option allows you to include installments with effective dates into the future but that are still part of the current policy term.

Show Policy Totals for Not Renewed/Not Cancelled

If this box is checked a line is added to the Totals page of the report called Policies Not Renewed/Not Cancelled.

The data reported represents amounts on policies that meet the report selection criteria and are Active but Expired. Policies with a status of Cancelled, Non-Renewed, Not Taken, Renewed or Rewritten are not included in these totals.

These amounts may represent business that is pending renewal and, as such, should be taken into consideration as part of the book of business. The Expiration/Renewal report should be reviewed carefully for more details about these policies.

Report Totals Only

Check this box to report totals only, without customer/policy detail.

Description

Accept the default description, or enter a new one that describes the report you are requesting.

Print Cover Page

Allows you to include a cover page listing the selected options included in the report.

Since there are a large number of options available in this report, the Print Cover Page option defaults as checked. Having the listing of selected options available can help with analysis if unexpected results occur.

Report Fields

Description

Customer

Customer last name, first name or firm name, if one exists.

Policy

Policy number.

The policy number may be truncated to fit available space.

Parent/Writ

Parent/Writing company short names.

Exec

Executive short name.

Rep

Representative short name.

Broker

Broker short name.

An 'S' before the Div/Dept short names indicates the policy has a split for the revenue and expenses.

Div/Dept

Only the Division and Department short names appear on the printed report. If you need to see the full business unit split you can print the report sorted by the business unit or create a CSV file. The CSV file includes fields for the full business unit split.

LOB/Chg

The line of business short name for premium, and the billing charge or credit short name for non-premium.

Agency Comm

The Agency Comm column reports from:

Billing

Company commission setup and negotiated policy commission for transactions that are not billed. This commission is not confirmed. When some or all of the agency commission on a line is not confirmed, an asterisk (*) follows the commission entry.

The Agency Comm column is blank when:

A transaction is flagged as "Not Billable".
A transaction is billed and then voided.
A transaction flagged as Direct Bill Entry Statement and not billed.
The Agency Comm column reports the full Agency Fee amount. It is also reported in the Prem/NonPrem column.

An asterisk (*) next to the Agency Comm amount indicates that part or all of the agency commission is derived from setup because the policy LOB/Charge is not billed.

Full Term Prem

Reports amounts based on the option chosen in the Full Term Selections field of the report selection form. See the Report Selections section of this topic for more information.

Prem/NonPrem

Reporting is at the policy/LOB/Charge level. Each LOB is summed across multiple policy transaction and each non-premium charged is summed across multiple policy transactions.

Policy transaction premiums report when:

The premiums are not equal to 0.00.
The premiums are flagged as "Include in Premium Totals".
The policy effective date is less than or equal to (< or =) the In Force Date.
It is optional to include policy transactions that are effective after the In Force Date (future transactions) To include these transactions, mark the Include Future Transactions check box.
For a non-continuous policy, the policy expiration date is greater than or equal to (> or =) the In-Force Date.
For a continuous policy the transactions have an effective date greater than or equal to (> or =) the Begin Date for Continuous Policies.
The report selections for LOBs are used to get the policy transactions and then the fees are only reported for these policies when the report selection form has Include Company/Brokerage Fees and/or Include Agency Fees checked.

EXCEPTION

Direct Bill Entry Statement fees are always included whether or not the Include Company/Brokerage Fees is checked.
The Agency Fee amount reports both in the Agency Comm column and the Prem/NonPrem column.

Billed

Total billed amount.

If amounts are entered in Transaction Premiums and/or Transaction Fees, Taxes, Finance & Down Payments sections but no invoice is posted, this column shows a $0.00.

Totals Page

The report includes totals based on the sort option.

Example If you choose to sort the report by executive, then the totals for each executive appear at the end of the report.

For each sort entity, the totals include:

Column Heading	What is this?
# Cust	Number of customers.
# Policies	Number of policies.
Avg Ag Comm %	The Agency Commission Average created by taking the total sum of the Agency Commission amount divided by (/) the sum (+) of the [Premium + Non-Premium].
Agency Comm	Total of agency commission detail amounts.
*	An asterisk (*) next to the Agency Comm amount indicates that part or all of the agency commission is derived from setup because the policy LOB/Charge is not billed.
Full Term Prem	Total of Full Term Premium detail amounts.
Prem/NonPrem	Total of Prm/NonPrem detail amounts.
Billed	Total of Billed detail amounts.
Policies Not Renewed/Not Cancelled	Policies Not Review/Not Cancelled appear on the report under the following circumstances: If the option Show Policy Totals for Not Renewed/Not Cancelled is checked on the selection form. The policy expiration date for a policy must be one day prior to the "In-Force" date. Policy must be active (status not equal to (<>) Cancelled, Expired , Non-Renewed, Not Taken, Renewed) for the policy to be included. If this box is marked there is a total line for all columns on the report for all policies not renewed and not cancelled.

CSV Columns

CSV Columns	Description
InForceDate	Selected In-Force Date.
BegDateCont	Selected Begin Date for Continuous Policies.
DivShortName	Division short name.
DivisionName	Division name.
DeptShortName	Department short name.
DepartmentName	Department name.
Customer	Customer last name, first name or firm name, if one exists.
Policy	Policy number.
TermLength	This column reports the policy term in increments of 30 days. Minimum is 30 days, even if the policy is for one day. Examples: Term Length for an annual policy = 390 because you have some months that have more than 30 days (e.g. 31 days) in them. So, a 6 month policy = 210 and a 3 month policy = 120. A one month policy can show as 30 days or 60 days depending on whether the month has 30 or 31 days in it.
ExecShortName	Executive short name.
ExecName	Executive last name, first name.
RepShortName	Representative short name.
RepName	Representative last name, first name.
BrokerShortName	Broker short name.
BrokerName	Broker last name, first name or firm name if one exists.
ParentCoShortName	Parent company short name.
ParentCoName	Parent company name.
WritingCoShortName	Writing company short name.
WritingCoName	Writing company name.
LOBType	Line of Business type: Benefits Commercial Lines Financial Services Health Life Non Property & Casualty Personal Lines If blank, then the item is a billing charge or credit. See the LOBShortName and LineofBusiness columns for more information.
LOBShortName	Line of Business or Billing Charge and Credit short name.
LineofBusiness	Line of Business or Billing Charge and Credit description.
NonPremShortName	Non-Premium short name from Billing Charges and Credits Setup or Income Group short name for premium.
NonPremDescription	Non-Premium description from Billing Charges and Credits Setup.
AgencyCommRate	Agency commission percentage rate. If split agency commission exists, then display the word "Var". Definition of Var = Variable.
AgencyCommMethod	The agency commission method: Premium = % of premium Flat = Flat Rate
AgencyComm	Dollar amount of agency commission.
AgcyCmSetup	Is the agency commission derived from setup? Y = Yes, it is derived from setup. N = No, it is derived from the previous billing.
FullTermPremium	Full Term Premium. See Report Selections > Full Term Premium in this topic for details.
PrmNonPAgCm	Total of amounts in Transaction Premiums plus the agency income portion of fee amounts from the Transaction Fees, Taxes, Finance, & Down Payments section of the Policy data entry form. This includes amounts designated in Billing Charges and Credits Setup as: Category = Non Premium and Charge Recipient = Agency Category = Non Premium and Charge Recipient = Insurance/Brokerage Company and the agency receives income on the charge.
BilledPremium	Total billed amount.
ExecCommRate	Commission rate for the executive. If amounts are not billed this information pulls from Employee Setup.
ExecCommMethod	Commission method for the executive. Premium - % of Premium Agency Comm - % of Agency Commission Flat - Flat Rate If amounts are not billed this information pulls from Employee Setup.
ExecComm	Commission amount for the executive. If amounts are not billed this information pulls from Employee Setup.
ExecCmSetup	Is the executive's commission derived from setup? Y = Yes, it is derived from setup. N = No, it is derived from the previous billing.
RepCommRate	Commission rate for the representative. If amounts are not billed this information pulls from Employee Setup.
RepCommMethod	Commission method for the representative. Premium - % of Premium Agency Comm - % of Agency Commission Flat - Flat Rate If amounts are not billed this information pulls from Employee Setup.
RepComm	Commission amount for the representative. If amounts are not billed this information pulls from Employee Setup.
RepCmSetup	Is the representative's commission derived from setup? Y = Yes, it is derived from setup. N = No, it is derived from the previous billing.
BrokerCommRate	Commission rate for the broker. If amounts are not billed this information pulls from Broker Setup.
BrokerCommMethod	Commission method for the broker. Premium - % of Premium Agency Comm - % of Agency Commission Flat - Flat Rate If amounts are not billed this information pulls from Broker Setup.
BrokerComm	Commission amount for the broker. If amounts are not billed this information pulls from Broker Setup.
BrokCmSetup	Is the broker's commission derived from setup? Y = Yes, it is derived from setup. N = No, it is derived from the previous billing.
BranchShortName	Branch short name.
BranchName	Branch name.
GroupShortName	Group short name.
GroupName	Group name
Split	Y = Split Policy N = Non-Split Policy See Policy Specific Split Topic for additional information.
Customer Number	Customer account number