Menu Item

What is this?

Find Broker

Clicking Find Broker from the Actions menu opens Broker Search. Use this option to change the broker that is being currently viewed.

Example:

You've just finished processing the monthly commission statement for Broker ABC. Now, click Actions>Find Broker to load the next broker for which you have a statement to process.

New Broker

Clicking New Broker from the Actions menu launches the Broker setup form. Use this option when adding a series of brokers, as in new system setup. After saving each broker's information, just select New broker in the Actions menu to continue adding additional brokers.

New Receipt

Clicking New Receipt from the Actions menu launches the Receipts form with information for the selected broker defaulted.

Receipts entered in the Broker Center most often consist of payments received from brokers for broker accounts receivable.

New Check

Clicking New Check from the Actions menu launches the Checks form to allow entry of a check to the selected broker.

Use to issue refund checks to brokers on their accounts receivables.

New Journal Entry

Clicking New Journal Entry from the Actions menu launches the Journal Entries form.

Use to make adjustments to the broker accounts receivable.

Pay Commissions

Clicking Pay Commissions from the Actions menu launches the Pay Commissions Statement Modifiers form, where you can create commission statements for gross brokers.

Delete Broker

Clicking Delete Broker from the Actions menu opens one of two messages indicating whether or not the deletion is allowed.

You can also initiate a deletion from the Broker Setup form. The same restriction applies.

Quick Reports

What is this?

Activity List

Clicking Activity List from the Quick Reports menu launches the Report - Activity List selection form, where you can define the scope of your report.

Broker List

Clicking Broker List from the Quick Reports menu launches the Broker List report. There is no selection form for this report.

Notes

Clicking Notes from the Quick Reports menu launches the Report - Notes selection form, where you can define the scope of your report.

Scheduled Report Recipients/Approvers

Click Scheduled Report Recipients/Approvers to launch the Scheduled Report Recipients/Approvers report. There is no selection form for this report.

Suspense

Clicking Suspense from the Quick Reports menu launches the Suspense report. The report defaults to all open suspense for the selected broker with a due date less than 30 days from the current date.

Accounts Receivable Activity

Clicking Accounts Receivable Activity from the Quick Reports menu launches the Report - Broker Receivable Activity selection form for the currently displayed broker. Make your selections and run the report.

Aged Accounts Receivable

Clicking Aged Accounts Receivable from the Quick Reports menu launches the Report - Broker Aged Accounts Receivable selection form for the currently displayed broker. Make your selections and run the report.

Broker 1099

Clicking Broker 1099 from the Quick Reports menu launches the Report - 1099 selection form for the currently displayed broker. Make your selections and run the report.

Commission Payable Statement

Clicking Commission Payable Statement from the Quick Reports menu launches the Report - Commission Payable Statement selection form for the currently displayed broker. Make your selections and run the report.

Producer/Broker Report

Clicking Producer/Broker Report from the Quick Reports menu launches the Report - Producer/Broker selection form for the currently displayed broker. Make your selections and run the report.

Statement

Clicking Statement from the Quick Reports menu launches the Report - Broker Statements selection form for the currently displayed broker. Make your selections and run the report.

Activity Tab Columns

What is this?

Paper Clip

If an Activity has an attachment, a paper clip icon displays in the first column of the appropriate row.

If you do not have security rights to see restricted (hidden) documents, the paper clip will not display if the attachment is restricted. Therefore, you will not be able to view the attached document.

Date

Clicking the Date link opens the Activity form for the specified activity.

This column can be sorted in ascending or descending order.

By

The short name of the person who created the activity (e.g., the person logged into AMS360 when the activity was created).

This column can be sorted in ascending or descending order.

Actions

The selected Action being taken when the Activity was created.

This column can be sorted in ascending or descending order.

Description

The Description entered when the Activity was created.

Activity View Options

What is this?

Activity up to ___ days old

Select this option to see Activities from a date in the past equal to the selected number of days old, up to the current system date. The default number of days is 30. Valid entries are those from 0 - 999.

If you use this activity date option, then all other date fields are cleared.

Date Range From _____ To _____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this activity date option, then all other date fields are cleared.

• If a From date is entered, then return all activities where the activity transaction date is equal to or greater than the date entered.

• If a To date is entered, then return all activities where the activity transaction date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date, or system low date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

• If a date range is entered, and the Save As Agency Default VieworSave as User Default Viewoption is selected, clear the date range fields and save the other options as appropriate.

Action

This option filters the Activities returned to the Activity tab by the specific Action selected. The default Action is All.

Include Only Activity with Attachments

If this box is checked, then display only those activities that have attachments. The default condition is unchecked.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Activity view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

Customer Header Rows

What is this?

Customer Name

This is a link that takes you to the Customer Center's - Register View for the selected customer. Activity is available by policy.

An "On Account" header row represents on account transactions posted at the broker on account level.

Customer Number

The account number assigned to the customer.

Customer Balance

The balance for each customer belonging to the broker.

Policy Detail Rows

What is this?

Policy #

The Policy Number for each policy, on the selected customer, belonging to the broker.

An "On Account" policy row represents on account transactions posted at the broker's customer on account level.

Term

The policy effective and expiration dates.

Description

Description on the policy.

Business Units

There is a column for each business unit setup by your agency (e.g., division, branch, department, group). Each policy displays the business unit short name assigned to the policy.

Company

The parent company short name on the policy.

Amount

The Amount for each policy, on the selected customer, belonging to the broker.

A/R Activity View Options

What is This?

Date Range

The Date Range list is a pre-defined list of date ranges available for selection. When a date range is selected, the actual dates plug to the Date Range From/To date fields. The default date range is "Current & Prior Month".

Date Range From/To

Can be set by making a selection from the Date Range list box, or by typing the desired dates in the From/To fields. These dates define the scope of the items returned to the view.

Manually selecting a date range by using the date picker or typing in the From/To fields defaults the Date Range option to "user-defined".Only the pre-defined date ranges can be saved. An error message displays if you attempt to save a "user-defined" date range as the default view.

Customer

Type in all or part of a customer last name or firm name to limit the list of customers returned when applying view options.

Save as Agency Default View

Use to save the view options you have selected as the agency default for all users when you click Apply.

This option appears only if you have proper authorization.

Save as User Default View

Use to save the view options you have selected as your user default when you click Apply.

Apply

Applies any new view option.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Charts View Options

Options/Considerations

Type

There are 3 types of charts available:

• LOB (Line of Business) by Premium Volume

• Personal/Commercial & Non P&C by Premium Volume

• Top 10 Companies by Premium Volume

Each type can be used more than once to create up to six combinations of view options. For example, a set of three charts for the current period and a set of the same three charts for an alternate date range.

Date Range

Select a Date Range for each chart from the list of pre-defined date ranges available for selection. The default date range is "Current Quarter".

View Size

Select a View Size for each chart. The options are small, medium and large.  Medium is the default size.

Generated

Select when each chart is generated.Once per day is the default. Real-time generates the charts at the point you select the tab.

Save as Agency Default View

Use to save the view options you have selected as the agency default for all users when you click Apply.

This option appears only if you have proper authorization.

Save as User Default View

Applies any new view options as the user default when the Apply button is clicked.

Apply

Applies any new view options to the view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Custom Chart Options

This feature allows you to select custom option combinations and then open the resulting view in a separate window by clicking the View Chart link. This allows greater flexibility for analyzing data in side by side comparisons.

Button

What is This?

Activity

Launches the Activity data entry form with the selected file attached.

You must select a file first by checking the Select box next to the file to attach. (You cannot Select documents that are managed through a third-party imaging vendor.)

Notes

Launches the Notes data entry form with the selected file attached.

You must select a file first by checking the Select box next to the file to attach. (You cannot Select documents that are managed through a third-party imaging vendor.)

Email

Launches the Contacts selection form, from which you can assign recipients of an email message with the document attached.

You must select a file first by checking the Select box next to the file to send. (You cannot Select documents that are managed through a third-party imaging vendor.)

Copy to Clipboard

Creates a copy of the selected file which you can paste into Attachments or other Doc360 form; you can also paste the file into a network location outside the system.

You must select a file first by checking the Select box next to the file to copy. (You cannot Select documents that are managed through a third-party imaging vendor.)

Change Index

Launches the Change Index Information data entry form for the selected document.

You must select a file first by checking the Select box next to the file for which you would like to view the form. (You cannot Select documents that are managed through a third-party imaging vendor.)

Document Columns

What is This?

Select

Check the Select box to include this document file in the action that you take next.

Example:

Check the Select box next to an image file related to a claim. Then click the  Activity button to open a claim Activity. The selected image file is automatically attached.

If your agency has enabled Doc360 features for third-party vendor imaging, then the Select checkbox is disabled for those documents managed using the third-party vendor. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Info

Click the Info icon to view the file's Document Information form. Through Document Information, you can access the Change Index Information data entry form as well as view the Attachment Locations.

If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated by a unique icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Actions

The icons that you see in this column depend on your security access to the specific document,as well as whether you (or another user) currently has the document "checked out" of the system.

• View: Click to open and view the document in an application compatible with the documents' file extension.

If your agency has enabled Doc360 features for third-party vendor imaging, then View is the only Action available for those documents managed using the third-party vendor. Click to open the document using the third-party imaging application. (To enable this feature, see Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.)

• Edit: Click to open and edit the document in an application compatible with the document's file extension. Edit "checks out" the document from the system, so that only one user can make changes at a time. You can revise the document, save, and close the outside application; then you can save the revised version of the document to the system by clicking the Save icon.

• Save: The Save icon appears only when you have the document checked out for editing. Click Save when you are ready to "check in" your revised version of the document.

• Open: The Open icon appears only when you have the document checked out for editing. Opening the file re-launches the document in the outside application; use it if you have closed the outside application, but you are not ready to save the revised document back to the system.

File Name

The name of the document in the system, as entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

If your agency has enabled Doc360 features for third-party vendor imaging, then the default File Name is Third-party Document. You can modify this using the Change Index Information data entry form.

Doc Type

Describes the document's type of correspondence in relation to its applicable business transaction.

Description

The document description, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Ref #

The unique system-assigned reference number. The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day.

Example:

You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.

Index 1
Index 2

Index word or number, based on your agency-defined indexing method. Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Received

The date that the document was imported into the system.

History

If you have the proper security rights, you can click the Document History icon to view the History form, which displays all the actions that have been taken on the document file within the system.

Documents View Options

What is this?

Files up to ___ days old

Select this option to see Documents from a date in the past equal to the selected number of days old, up to the current system date. The default number of days is 90.

If you use this documents date option, then all other date fields are cleared.

Date Range From/To (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this document date option, then all other date fields are cleared.

• If a From date is entered, then return all documents where the received date is equal to or greater than the date entered.

• If a To date is entered, then return all documents where the received date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date, or system low date (SQL low date).

• If no To date is entered, then assume infinity, or the system high date (SQL high date).

Security Classification

To filter only those documents with a specific security classification, select the classification from the list.

With the exception of the Unrestricted classification, you must be authorized to view or edit specific document security classifications in Security Group Setup. Unless you have Full Access to Restricted (Hidden) documents, these are hidden from system view and won't appear on the tab.

Doc Type

To filter only those documents of a specific type, select it from the list. Doc Type describes the document's type of correspondence in relation to its applicable business transaction.

File Name

To filter your view to include a specific document, enter the file name of the document, as entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

You must enter the name exactly as appears in the system.

Ref #

To filter your view to include a specific document, enter its unique system-assigned reference number. You can also filter for the six-digit prefix.

Index 1
Index 2

To narrow view options by index entry, enter the first few letters or numbers of the index keyword. Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Description Keyword(s)

To narrow view options by description, you can enter a sequence of letters that appears in the Description of the document(s) you want to view.

A document's Description information is entered on the Document Distribution form, the Attachments form, or the Change Index Information form.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Documents view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

• This option is hidden unless you have Owner or System Administrator rights.

• The date range cannot be saved as a Default View.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

The date range cannot be saved as a Default View.

Notes Tab Columns

What is this?

If a Note has an attachment, a paper clip displays in the first column of the appropriate row.

If you do not have security rights to see restricted (hidden) documents, the paper clip will not display if the attachment is restricted. Therefore, you will not be able to view the attached document.

Date

Clicking the Date link opens the Notes form for the specified note.

This column can be sorted in ascending or descending order. Descending order is the default.

Note

The text entered when the Note was created.

Purge Date

When the note was created, this is the date the user chose to have the note purged. This is not a required field in the Notes form, so this field could be blank.

This column can be sorted in ascending or descending order.

Notes View Options

What is this?

Date Range From _____ To _____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this note date option, then all other date fields are cleared.

• If a From date is entered, then return all notes where the note Date is equal to or greater than the date entered.

• If a To date is entered, then return all notes where the notes Date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

• If a date range is entered, and the Save As Agency Default VieworSave as User Default Viewis checked, clear the date range fields and save the other options as appropriate.

Purge Date Range From ____ To ____ (mm/dd/yyyy).

Choose a date range by keying in the desired range into the Purge date range fields.

If you use this note date option, then all other date fields are cleared.

• If a From date is entered, then return all notes where the notes Purge On date is equal to or greater than the date entered.

• If a To date is entered, then return all notes where the notes Purge On date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

If a date range is entered, and theSave As Agency Default VieworSave as User Default Viewis checked, clear the date range fields and save the other options as appropriate.

Include Only Notes with Attachments

If this box is checked, then display only those notes that have attachments. The default condition is unchecked.

Maximum # of Records Returned

Select the maximum number of records returned:

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Notes view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.

Columns

What is this?

Actions

The Actions column on the register displays link buttons on rows where actions are available. Void and Copy actions may be available for checks, receipts and/or journal entries.

Voiding a check, receipt or journal entry that has a commission statement attached offers you the option of creating a copy of the statement with the statement status of "Ready to Pay".

GL Date

The date the item posted to the general ledger. The default sort order for items in the grid is GL Date.

• This column can be sorted in ascending or descending order.

• Commission statements with a status of In Progress or Ready to Pay do not carry a GL Date and sort to the top of the Register to facilitate easier locating.

Division

Defines the general ledger division assigned to the transaction.

This column can be sorted in ascending or descending order.

Type

Displays the Accounting Transaction Code for a check, receipt or journal entry. The code appears as a link to the respective check, receipt or journal entry. Click the link to display the item in view mode.

This column can be sorted in ascending or descending order.

Commission Statements

Check #

The number assigned to a check at the time of data entry (handwritten check) or printing (system-generated check). Should correspond to the number on the actual check document.

This column can be sorted in ascending or descending order.

Reference #

Internal number assigned to an accounting transaction to track it through the system.

This column can be sorted in ascending or descending order.

Description

Description/memo as entered in the source document; check, receipt or journal entry.

Amount

Total amount of the transaction.

This column can be sorted in ascending or descending order.

Register View Options

What is This?

Date Range

Choose a pre-defined Date Range by selecting from the list, or choosing the Date Range "User Defined", and keying in the desired range in the From/To date range fields.

The default date range is "Current & Prior Month".

1. All In Progress or Ready to Pay commission payable statements (gross brokers) display even if they exceed the 100 row limitation.

2. Based on the GL Date posted, if your Date Range is for one day, then all posted commission payable statements (gross brokers) and their accompanying general ledger activity, display even if they exceed the 100 row limitation.

3. Based on the GL Date posted, if your Date Range is for more than one day, then the 100 row limitation applies to the posted commission payable statements (gross brokers) and their accompanying general ledger activity. However, you do get a message that says, "More than 100 Commission Payable Statements found".

4. If you are looking for a specific Commission Payable Statement, then further limit your view options by reducing the Date Range.

Date Range From/To

Can be set by making a selection from the Date Range list box, or by typing the desired dates in the From/To fields. These dates define the scope of the items returned to the view.

Manually selecting a date range by using the date picker or typing in the From/To fields defaults the Date Range option to "user-defined".

Only the pre-defined date ranges can be saved. An error message displays if you attempt to save a "user-defined" date range as the default view.

Save as Agency Default View

Use to save the view options you have selected as the agency default for all users when you click Apply.

This option appears only if you have proper authorization.

Save as User Default View

Use to save the view options you have selected as your user default when you click Apply.

Apply Button

Applies any new view option.

Apply Default Button

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Suspense Tab Columns

What is this?

Due Date

Clicking the Date link opens the Activity/Suspense form for the specified suspense.

This column can be sorted in ascending or descending order.

Priority

The suspense Priority (e.g. low, normal, critical) is set when the Suspense is created.

This column can be sorted in ascending or descending order. The secondary sort is by Due Date, oldest to newest.

By

The short name of the person who created the suspense (e.g., the person logged into AMS360 when the suspense was logged).

To

The short name of the person assigned to the suspense (e.g., the person that must complete the suspense).

Action

This is the Action (e.g., application, appointment, binder; what must be completed) assigned to the suspense.

This column can be sorted in ascending or descending order. The secondary sort is by Due Date, oldest to newest.

Description

The description entered when the Suspense was created.

Complete

When a suspense item is finished, check the Complete checkbox and click Update.

Once a suspense item is marked Complete, the checkbox is grayed out and the status cannot be changed back to incomplete.

Update

Suspense View Options

What is this?

Due dates up to ___ days beyond the current date.

Select this option to see Suspense items that are equal to the current date and greater than the current date by the number of days specified.

The default number of days is 30.

If you use this suspense date option, then all other date fields are cleared.

Date Range From ____ To ____ (mm/dd/yyyy)

Choose a date range by keying in the desired range into the From/To date range fields.

If you use this suspense date option, then all other date fields are cleared.

• If a From date is entered, then return all suspense items where the suspense due date is equal to or greater than the date entered.

• If a To date is entered, then return all suspense items where the suspense due date is equal to or smaller than the date entered.

• If no From date is entered, then assume the beginning system date (sql low date).

• If no To date is entered, then assume infinity, or the system high date (sql high date).

• If a date range is entered, and the Save As Agency Default View or Save as User Default View is checked, clear the date range fields and save the other options as appropriate.

Status

This option filters the Suspense items returned to the Suspense tab by the specific Status selected. The default Status is Not Completed.

• All

• Completed

• Not Completed

Action

This option filters the Suspense items returned to the Suspense tab by the specific Action selected. The default Action is All.

Priority

This option filters the Suspense items returned to the Suspense tab by the specific Priority selected. The default Priority is All.

• All

• Critical

• Normal

• Low

Color Setup

Use these options to highlight suspense items due today or past due by changing their text and background colors:

Selecting either of these options take you to a color pallet.  Select your color and click Apply.

Maximum # of Records Returned

Select the maximum number of records returned to the center table.

• 100

• 500

• 1,000

• 1,500

• 2,000

• 5,000

• 10,000

• Unlimited

Apply

Applies any new view option to the Suspense view.

Apply Default

Applies the last saved user, or agency default view options.

• If both exist, the user default takes precedence.

• If neither exist, then the system defaults are applied.

Save as Agency Default View

Checking this checkbox applies any new view options as the Agency Default View when you click the Apply button.

This option is hidden unless you have Owner or System Administrator rights.

Save as User Default View

Checking this checkbox applies any new view options as the User Default View when you click the Apply button.