Viewing a Company

Menu Item

What is this?

Menu Item Available by Company Type

Insurance/Brokerage

Finance

Fee

Find Company

Clicking Find Company from the Actions menu opens Company Search. Use this option to change companies from within an open company.

Example:

After posting the monthly direct bill commission statement for Company ABC, click Actions > Find Company from the Company Center to change companies for the next direct bill statement.

Yes

Yes

Yes

New Company

Clicking New Company from the Actions menu launches the Company form where you can setup a new company.

Yes

Yes

Yes

New Receipt

Clicking Actions > New Receipt launches the Receipt form for the selected company.

Receipts entered in the Company Center generally include direct bill commission checks, or company contingency (bonus) checks.

Yes

Yes

Yes

New Check

Clicking Actions > New Check launches the Check form for the selected company.

Checks written from the Company Centerinclude payments to the company for direct bill deposits made by your customers.

Yes

Yes

Yes

New Journal Entry

Clicking Actions > New Journal Entry launches the Journal Entry form for the selected company.

Journal entries written from the Company Centercould include adjustments to receivables or direct bill general ledger accounts.

Yes

Yes

Yes

New Direct Bill Entry

Clicking Actions > New Direct Bill Entry launches the Direct Bill Entry form for the selected company.

Yes

No

No

New Direct Bill Statement

Clicking Actions > New Direct Bill Statement launches the Direct Bill Statement Modifiers form for the selected company.

Yes

No

No

Pay Account Current

Clicking Actions > Pay Account Current launches the Pay Account Current Statement Modifiers form for the selected company.

Yes

No

Yes

Delete Company

Click Delete Company from the Actions menu to open one of two messages that indicate whether or not the deletion is allowed.

Deletion Allowed

Deleting this company will prevent it and all of its writing companies from displaying in any drop down lists. All information for this company and all of its writing companies will also be deleted. As an alternative, the company may be marked as Inactive by editing the company and checking the 'Inactive Company' checkbox.

Deletion Not Allowed

This company, or one of its writing companies, has been used in a transaction(s) and therefore cannot be deleted. You may mark it Inactive by editing the company and checking the 'Inactive Company' checkbox.

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

Yes

Yes

Yes

Menu Selection

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.

Company List

Clicking Company List from the Quick Reports menu launches the Company List report. This report lists all companies currently in the system. The report can be viewed on screen or printed to paper.

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 company with a due date less than 30 days from the current date.

Account Current Statement

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

Company Accounts Payable

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

Direct Bill Statement

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

Direct Bill Entry Statement

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

Download Direct Bill Statement

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

Open Invoices

Clicking Open Invoices from the Quick Reports menu launches the Report - Open Invoices by Company selection form, where you can define the scope of your 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. The default sort order is by Datein 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 Descriptionentered when theActivitywas 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 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 Viewis checked, 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.

Charts View Options

Options/Considerations

Type

There are 5 types of charts available:

• LOB by Premium Volume.

• Pers/Comm & Non P & C by Premium Volume.

• Top 10 Execs by Premium Volume

• Top 10 Reps by Premium Volume

• Top 10 Brokers by Premium Volume

Each type can be used more than once to create up to six combinations of view options.

Example:
If you do not do broker business select one of the other types with an alternate date range.

Date Range

The Date Range list is a pre-defined list of date ranges available for selection.

View Size

View Size options are Small, Medium and Large.  Medium is the default size.

Generated

Once Per Day is the default. Selecting Real-Time generates the charts at the point you select the Charts tab.

Save as Agency Default View

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

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?

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.)

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.)

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.)

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.)

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 it 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 aNotehas 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 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 Notesform, 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 those actions are available. Void and Copy  actions may be available for checks, receipts and/or journal entries.

When you void a check, receipt or journal entry that has an account current attached, the account current is returned to a Ready to Paystatus.

GL Date

Date the transaction posts to the general ledger.

• The default sort order for items in the grid are by GL Date.

• Since In Progress and Ready to Pay account current, and In Progress and Ready to Post direct bill commission statements and direct bill entry statements are not yet assigned a GL Date, they sort to the top of the grid, so they can be located easier.

Division

Defines the general ledger division assigned to the transaction.

Type

Displays the Accounting Transaction Code for a check, receipt or journal entry.

Account Current Statements:

Account current statements can have the following types:

• In Progress

• Ready to Pay

• Paid and Posted

• Voided

Direct Bill Commission Statements:

Direct bill commission statements can have the following types:

• Posted

• In Progress

• Ready to Post

• Partially Posted

• In Construction Statement

Direct Bill Entry Statements:

Direct bill entry statements can have the following types:

• In Progress

• Ready to Post

• Posted

Examples of Statement Types

This account current statement, dated 1/29/2003, can be modified (additions, corrections, and deletions).

This account current statement, dated 1/29/2003, is closed and can no longer be modified.

This account current statement, dated 3/4/2003, has been paid by a check, receipt, or journal entry, and posted to the general ledger.

This direct bill commission statement, dated 12/10/2002, is complete and posted to the general ledger.

Check #

This is the Check #that paid the adjacent company transaction.

Reference #

This is the transaction number,( receipt, or journal entry), that paid the adjacent company transaction.

Description

Description/memo as entered in the source transaction (check, receipt or journal entry, account current statement, direct bill commission statement, or direct bill entry statement).

Amount

Total amount of the transaction.

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/Post Account Current Statements, Direct Bill Commission Statements, and/or Direct Bill Entry Statements 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 Account Current Statements, Direct Bill Commission Statements, and/or Direct Bill Entry Statements 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 Account Current Statements, Direct Bill Commission Statements, and/or Direct Bill Entry Statements and their accompanying general ledger activity. However, you do get a message that says, "More than 100 Items found".

4. If you are looking for a specific Account Current Statement, Direct Bill Commission Statement, and/or Direct Bill Entry Statement then further limit your view options by reducing the Date Range.

Date Range From/To

The Date Range From/To dates can be set by selecting a date range from the Date Range drop-down list, typing the desired dates in the From/To fields, or using the Date Picker to select the dates.

When specific dates are selected, the Date Range field defaults 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

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.

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 theSuspenseis 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).

Customer

The customer for whom this suspense is about.

Action

This is the Action (e.g., application, appointment, binder) assigned to the suspense.

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

Policy  #

If the suspense is attached to a policy, the policy number appears here. You can sort suspense by policy by clicking the header. An arrow appears to indicate the suspense items are being sorted using this column.

The Policy # row can be sorted in ascending or descending order.

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 those items that are a specified number of days beyond the current date.

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 Suspensetab by the specificStatusselected. The defaultStatusisNot 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 PriorityisAll.

• 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.