Invoices to Clients Page

Use the Invoices to Clients page to enter the billing data for a client's insurance coverage.

You must complete the Invoices to Clients page if you are creating either an agency-billed or company-billed policy invoice. You must also complete the Invoices to Clients page if you are creating an agency-billed invoice for the client that is not associated with any of the client’s policies. See Invoicing a Client for Non-Policy Related Charges. The process for completing agency-billed and company-billed invoices is very similar. There are a few differences. For example, you cannot access the Finance or A/R tabs for company-billed policies.

The Invoices to Clients page is an electronic version of the invoice. Because much of the information on this page pre-fills to the invoice, you should take care to enter information carefully and review it to ensure it is correct.

From this page you can:

  • Change premium and commission information for an invoice.

  • Set up an invoice with multiple bill-to clients or producers.

  • Set up an invoice on installments.

  • Set up premium financing for a policy.

  • Apply open credits to invoices while you are invoicing.

How to access this page

To access the Invoices to Clients page:

  1. Access the Policy Detail Page for the policy you are invoicing.

  2. Click the Invoice option at the top of the page.

Using the Invoices to Clients Page Wizard

The Invoices to Clients page is in a wizard format, containing six tabs. The tab names are:

  • Data
  • Multi
  • Installment
  • Finance
  • A/R
  • Invoice

You must complete the first tab, Data, before you can continue to any other tab.

The wizard format is a utility that guides you through each step of the invoicing process, based upon your particular requirements.

For example, you may need to invoice a policy that includes an installment schedule and outside financing. Using this example, you would need to complete the following tabs on the Invoices to Clients page.

  • Data
  • Installment
  • Finance
  • Invoice

In this example, you would bypass the Multi and A/R tabs because they are not needed to complete the invoice.

Within each tab, there are one or more display-only data grids. The following buttons appear at the top of grids Note that each grid may not contain all buttons. For example, the Insert button appears only on the Installment and Invoice tabs data grids, and the Delete All button appears only on the Installment tab data grids.

Click

To

Add

add a new line of data to the grid. For additional information about completing line items, refer to Working with Grids.

Insert

insert a new line in an existing data grid. This option is available only on the Invoices to Clients Page - Installment Tab and Invoices to Clients Page - Invoice Tab.

Delete

remove the highlighted line from the grid.

Delete All

delete all existing lines from the grid.

Edit

change the data on the highlighted line.

Print

print a schedule of installments. This option is available on the Invoices to Clients Page - Installment Tab only.

Print Schedule

print a copy of the data grid. The Windows Print dialog box appears. From the Windows Print dialog box, you may select a landscape or portrait orientation for printing.

Invoices to Clients Page Navigation

You can navigate among tabs in one of two ways. You can:

  • Click on any tab at the top of the Invoices to Clients page, or

  • Click the navigation buttons that appear on each tab. The navigation buttons are:

Click

To

Back

Return to the previous tab.

The Back button does not appear on the Data tab.

Next

Go to the next tab.

The Next button does not appear on the Invoice tab.

Finish

Go to the Invoice tab and complete the invoice process.

The Finish button does not appear on the Invoice tab.

Quit

Return to the Policy Detail page without processing the invoice.

As you move from one tab to another, the prompt, Save your changes to Invoices to Clients, appears whenever you change data on a tab.

Click

To

Yes

save your data, and go to the next tab.

No

go to the next tab without saving data on the current tab.

Cancel

remain on the current tab.

About the tabs on this page

The Invoices to Clients page contains six tabs (sections). They are:

  • Data - Use the Data tab to enter the basic invoice information, including the policy premium and commission.

You must complete the Data tab before you can enter information on any other tab on this page.

  • Multi - Use the Multi tab to enter invoice data for multiple Bill-Tos, Insurers, Payees, or Producers, or additional non-policy transactions. The Multi tab includes these three data grid lists.

  • Multiple BillTo/Insurer/Payee - use this section if more than one person or entity (Multiple Bill-To) is responsible for payment of the premium for the client. You can also add information about more than one insurer, or about more than one payee (Multiple Payees) receiving premium payment.

  • Multiple Producer Lines- use this section to "split" the producer commission amount among two or more producers.

  • Additional Transaction - use this section if most of the invoices on the policy contain additional non-premium transactions (for example, state taxes, surcharges, and fees).

  • Installment - Use the Installment tab to set up a schedule of installment payments for an insured who makes a series of partial payments on the policy premium.

  • Finance - Use the Finance tab to add invoice information about the outside company or the carrier that is financing the agency-billed policy premium.

The Finance tab is available for agency-billed policies only. The Finance tab does not appear if you are invoicing a company (direct) billed policy. Note also that the Finance tab may not appear for agency-billed policies, depending upon your agency personalization settings on the Invoice Flags Maintenance Page.

  • A/R - Use the A/R tab to apply the client's open accounts receivable items to the policy invoice.

The A/R tab is available for agency-billed policies only. The A/R tab does not appear if you are invoicing a company (direct) billed policy. Note also that the A/R tab may not appear for agency-billed policies, depending upon your agency personalization settings on the Invoice Flags Maintenance Page.

  • Invoice - Use the Invoice tab to display all data from all the other tabs on this page. From the Invoice tab, you print the invoice and post it to the general ledger.

Buttons - Top of Page

Click

To

Quit

Cancel any changes made to the Invoices to Clients page.

Delete

Remove the Installment schedule.

You can use the Delete option only if there is an existing installment schedule.

Update

Make changes to any unposted installments.

The Update option appears only if there is an existing installment schedule when you access the Invoices to Clients Page - Invoice Tab.

Buttons - Agency-Billed Policies

Click

To

Save

Process the invoice. The Print Options bar appears. Refer to the Print Options bar topic for additional information.

If the invoice status is Held, the system updates the invoice record, but does not Print and Post the invoice.

Quit

batch print invoices for Multiple Bill-Tos. The Print Options bar appears. Refer to the Print Options bar topic for additional information.

Post

Prompts you for the posting date. Enter the date, and click OK.

The system prompts you to print Unprinted Installments. Click Yes or No.

If you select Yes, the system will post invoices within the installment schedule, based upon the effective date entered.

The Print Options bar appears. Refer to the Print Options bar topic for additional information.

Buttons - Company-Billed Policies

Click

To

Save

save the invoice.

If you created multiple company bill invoices for the policy that contains Installments or Multi Bill-Tos, the system updates each invoice.

Save&Print

save the invoice.

If you created multiple company bill invoices for the policy that contains Installments or Multi BillTos, the system updates each invoice. The Print Options bar appears. Refer to the Print Options bar topic for additional information.