Invoicing for Multiple or Split Payers (Invoicing for Multiple Bill-Tos)

You can invoice more than one individual or entity if more than one is responsible for payment of the premium. This practice is sometimes referred to as invoicing with multiple Bill-Tos.

Multiple Bill-Tos: Sample Situations

When you invoice a policy with multiple Bill-Tos, you can issue an invoice to each of the Bill-Tos for his or her portion of the premium. Some situations in which you might invoice multiple Bill-Tos include invoicing for:

  • Condominium associations, where individual members of the association are responsible for the payment of a portion of the association's premium;
  • Hotel or restaurant chains, where each hotel or restaurant is responsible for payment of a portion of the chain's premium.

Prerequisites

If you complete the Policy Multi-Bill To/Ins./Prod. page for the policy, the necessary information will pre-fill to all invoices for this policy.

To invoice a policy for multiple BillTos, you must have already entered:

You can add the Multi Bill-To information when you create the invoice, but it will not pre-fill to future invoices for that policy.

The procedure that follows assumes you have completed the Policy Multi-Bill To/Ins./Prod. page for the policy, have already started the invoicing procedure and that you are at the Invoices to Clients page. If you are not, select the appropriate invoicing procedure from the Help Table of Contents and begin there. For example, if you are invoicing an agency-billed new business policy, see Invoicing an Agency-Billed New Business Policy.

To invoice multiple Bill-Tos

This procedure assumes that you are at the Invoices to Client page.

  1. Complete the Data tab on the Invoices to Clients page and then access the Multi tab.
  2. Verify that the Use box has a check mark. If the Use box does not have a check mark, click on the box to add the check mark. The data from the Policy Multi-Bill To/Ins./Prod. page pre-fills to the data grid.

You can set the default for the Use box on the Invoice Flags Maintenance Page.

  1. If you need to modify the information, highlight the appropriate line, and select one of the following options; otherwise complete the remaining tabs on the Invoices to Clients page, as needed.

Click

To

Add

add a Bill-To to the policy invoice. The line item set information appears. The cursor rests at the Bill To field. Continue with the next section: To add an additional Bill-To.

Delete

delete the highlighted payee from the data grid. The system prompts you to confirm the deletion. Click Yes. The grid refreshes and the highlighted item is removed.

Edit

change the invoice data for the highlighted payee. The line item set information appears. The cursor rests at the Bill To field. Continue with the section: To change existing information for a multiple payee.

To add an additional Bill-To

When adding an additional Bill-To to an existing data grid, the Bill-To Code pre-fills from the previous line.

  1. Change the Bill-To field. You can use the Lookup icon to search for a valid BillTo code.
  2. In the % of Premium field, enter the percentage of the premium amount for which this payer is responsible, and tab off the field. The Premium Amount pre-fills to the page.

The sum of the % of Premium fields must equal 100%, otherwise the system displays an error message.

  1. Enter the Insurer code in the Insurer field and TAB off the field.
  2. Enter the Payee code associated with the insurer in the Payee field, and TAB off the field. You can also use this section to split the payable among multiple Payees.

    If

    Then

    you are splitting the payable

    enter the first Payee's percent in the % of Payee field.

    the payable for this BillTo is not split

    enter 100% in the % of Payee field.

  3. Enter the Agency Commission percentage in the Agency % field, and then TAB off the field. The agency commission amount pre-fills to the Agency Amount field.

  4. Click Save to return to the Multiple BillTo data grid.

Change existing information for a multiple Bill-To

  1. Highlight the line to be changed on the data grid.
  2. Click Edit.
  3. Make changes to any field (s). Refer to Invoices to Clients Page - Multi Tab if you need additional help.

Changes made to % fields will recalculate amount fields. Changes made to amount fields will recalculate % fields.

The sum of the % of Premium fields must equal 100%, otherwise the system displays an error message.