Field/Group Name

What is this?

Statement Identification

Total Commission Received By Income Group

The totals in this group apply to the totals in the AgcyAmt column in the Direct Bill Detail grid. For each Premium transaction row, the Income Group is derived from the policy Line of Business. For more information, see Line of Business Setup.

For each Non-Premium (taxes/fees) row the Income Group is derived from the policy Charge Type. For more information see Billing Charges and Credits.

The Income Groups are:

• Financial Services

• Life and Health

• Other

• Property and Casualty

Recalculate Statement Totals

Occasionally, you may need to check the Recalculate Statement Totals checkbox. If the company totals do not match the agency totals and you are fairly sure you entered them correctly, check this box and Save the form.

Create Statement

This button is a default button. Press the [Enter] key, or click on the button which opens the Direct Bill Detail section to begin the direct bill entries.

Field/Group Name

Options/Considerations

No Adjustments

This option is not available for a Posted statement that doesn't include corrections to any of the invoices on the Direct Bill Entry statement.

Corrections to invoices originally posted on a Direct Bill Entrystatement must be corrected outside theDirect Bill Entryform.

If you open a statement where one or more invoices on the statement are corrected, No Adjustments now displays as: Adjustments - Prem/Fees/Taxes: [Amount] Agcy Amt: [Amount] and is an active link.

The link itself shows you the total of all changes/corrections to the statement. If you want to see the correction detail, click the link to open theAdjustments to Direct Bill Entryform.

Statement Status

When you are finished entering the detail for this statement and the premium and commission Differences in the Statement Identificationsection are 0.00, change the Statement Status from In ProgresstoReady to Post.

Find Policies from

How AMS360 Looks Up Commission Rates:

Whether you use the Policy System or the Prior Statement option, AMS360 does a lookup for any prior billing that matches the Customer, Policy #, Effective Date, and Tran Premium.

If a match is not found, the system does a lookup from setup.

Auto Refresh Commissions

The Auto Refresh Commission checkbox has no impact on the initial building of commissions for a transaction. This option only comes into play after commissions are initially set and a change/modification is made in one or more of the following fields:

• Effective Date

• Tran Premium

• Transaction

• Line of Business or Charge Type

• Plan

• Writing Company

When a change is made to one of the fields above, the system automatically updates commissions by first looking for a match from prior billings. If no match is found, it then looks for a match in setup.

The Auto Refresh Commissions checkbox does exactly the same thing as the Refresh Commissions button, only it does it automatically. If a modification is made you do not have to remember to click the Refresh Commissions button.

The Auto Refresh Commissionoption is held at the workstation level. The option then defaults from the last entry made on that workstation.

Name

Search for the desired customer. This list is filtered by the Division selected in the Statement Identification section.

You must Search(not type in) for a customer. Otherwise, you cannot select a policy.

The available customers are based on your division security.

Search

Click Search to find the customer. Typing the customer name in this field does not look up the customer automatically. You must click Search.

Try typing in a partial name and then clicking Search. This is a quicker way to Search for your customer.

Policy #

Enter or select the policy from the list. When entering a policy, it may become necessary to add a space to your policy number because as you type, the system is looking for a match.

Example:

You have an existing policy #OH123456A. On the current direct bill statement from the company, there is a line item where the policy is #OH123456 (no suffix "A").However, as you type in the new policy number, on the Direct Bill Entry statement, the system wants to match to policy #OH123456A.

To prevent AMS360 from selecting policy #OH123456A, type in policy #OH123456 and a space.

Find Policies From: Policy System

• The policy numbers in the list sort in descending order based on policy term.

• Upon posting the statement, the Policy # formats to all CAPS.

• The Eff/Exp Dates fill based on the policy effective/expiration date.

• AMS360 excludes Multi-Entity and Subscription policies, as you can only Agency Bill these policies.

• AMS360 excludes policies where the Bill Method = Agency Bill.

• You can find Benefit policies, but these policies have a limited transaction list:

• New Business (NBS)

• Non-Renewal Notified Agency (NRA)

• Policy Change (PCH)

• Reinstatement (REI)

• Reissue (RIX)

• Renew Policy (RWL)

• Cancellation Confirmation (XLC)

Find Policies From: Prior Statements

• You can select a policy from a prior Direct Bill Entry Statement by first selecting Prior Statements, from the Find Policies From option.

• Upon posting the statement, the Policy #'s are formatted to all CAPS.

Enter Accounting Only Policies

• You can enter an Accounting Only policy.

• When entering Accounting Only policies, the policy # must contain at least one alpha or one numeric character. No special character are allowed (%&^$)

• Upon posting the statement, the Policy #'sare formatted to all CAPS.

Effective Date

This is the policy transaction effective date. It is available when:

• The Find Policies from is equal to Policy System and you select the Policy # from the policy list.

• The Find Policies fromis equal toPrior Statementsand you select thePolicy #from the policy list.

TheEffective Datefield is not available when you enter in anAccounting Onlypolicy.

Tran Premium

Select the Tran Premium(transaction premium) from the list.

• If you found your policy through the Policy System and selected the appropriate Effective Date, the Tran Premium list is available to select from.

• If you found your policy through Prior Statements and selected the appropriate Effective Date, the Tran Premium list is available to select from.

This field is a TRIGGER point. When you are selecting policies as described above, and TAB out of this field, the system now has all the information it needs to complete the Direct Bill Detail section of this transaction and opens the Commissions section.

The Tran Premium field is not available when you are entering an Accounting Only policy.

How Billed

View-only field. The value that appears here is determined by either Company or Agency Setup:

• Company Setup: If company-specific Direct Bill billing options are selected in Company Setup > Billing Options for the parent company, then these options determine the How Billed value for this transaction, based on the following factors:

• If company-specific selections exist in Company Setup > Billing Options for this line of business (or if company-specific selections exist for All lines of business) then these options in Company Setup determine the How Billed value for this transaction.

• Is Use Download Premiums is selected for All or for this line of business, then How Billed displays Not Billable for any manually-entered transactions. Conversely, if Use Manual Premiums is selected, then How Billed displays Not Billable for any downloaded transactions.

• Agency Setup: If the company's billing options are in accordance with Agency Setup > Billing Options (i.e., no specific exceptions are selected in Company Setup), then Agency Setup options determine the How Billed value for this transaction.
  
  If Use Download Premiums is selected, then How Billed displays Not Billable for manually-entered transactions. Conversely, if Use Manual Premiums is selected, then How Billed displays Not Billable for downloaded transactions.

Agency Billing Options selections determine the How Billed value for all non-premium transactions.

The value in the How Billed field does not affect the posting of this Direct Bill Entry statement. Rather, the How Billed field merely indicates whether or not your system setups are in line with the current Direct Bill Entry workflow.

In other words, How Billed defines how your agency expects to bill this business, based on the current billing options set up for the parent company. If the How Billed value indicates a bill method other than Direct Bill Entry, AMS recommends you review your current Agency and/or Company setups and ensure that they are in accordance with how your agency bills business for this company.

Broker

This field defaults based on the Broker assigned to the customer, if any.

• If a policy is selected from the Policy System that has the same broker as the customer, the field fills with that broker, remains unchanged, grays out and becomes unavailable for further changes.

• If the policy broker is different than the customer's broker or the policy has no broker, the field changes appropriately (another broker or no broker), grays out and becomes unavailable for further changes.

• If a policy is selected from a Prior Statement, and that prior statement had a broker assigned to the customer/policy transaction, the appropriate broker fills the field, grays out and is unavailable for change.

• If you enter anAccounting-Onlypolicy theBrokerfield remains available for change, even if a broker defaults from the customer.

Transaction

The transaction pulls or must be entered on the statement under the following circumstances:

• If you select to Find Policies FromthePolicy System, theTransaction pulls from the policy as soon as the Effective Dateis selected.

• If you select to Find Policies From the Prior Statements the Transactionpulls from the prior activity as soon as theEffective Dateis selected.

• If you select to Find Policies From the Prior Statements and there is no prior statement activity for this customer/policy, key in the appropriate Accounting OnlyPolicy # and then enter the appropriate Transaction for this new Accounting Only policy.

Eff/Exp Date

The transaction effective/expiration dates pull or must be entered on the statement under the following circumstances:

• If you select to Find Policies From the Policy System, the Eff/Exp Date (effective/expiration dates) pull from the policy. The effective date can be changed but the expiration date cannot.

• If you select to Find Policies From the Prior Statements and there is prior statement activity for this customer/policy, then the prior transaction's Eff/Exp Dates (effective/expiration dates) pull to this transaction. The effective date can be changed but the expiration date cannot.

• If you select to Find Policies From the Prior Statements and there is no prior statement activity for this customer/policy, enter the appropriate Accounting OnlyPolicy #, select the appropriate Transaction, and Eff/Exp Dates (effective/expiration dates) for this new Accounting-Only policy.

Continuous

The Continuous checkbox is checked/unchecked and available/unavailable based on the following circumstances:

• If you select to Find Policies From the Policy System, and you select a continuous policy, the Continuous checkbox is automatically checked and unavailable for change. The Effective Date is prefilled and can be changed. The Expiration Date is blank and unavailable for change.

• If you select to Find Policies From the Prior Statements and there is prior statement activity for this customer/policy that is continuous, the Continuous checkbox is automatically checked and cannot be changed. The Effective Date is prefilled and can be changed. the Expiration Date is blank and unavailable for change.

• If you select to Find Policies From the  Prior Statement and there is no prior statement activity for this customer/policy create the Accounting-Only continuous policy by checking the Continuous checkbox and selecting the appropriate Effective Date. The Expiration Date is blank and unavailable for change.

Amount

The Amount field may or may not fill with an amount to bill based on the following circumstances:

• If you select to Find Policies From the Policy System and the transaction premium is entered on the policy, the premium pulls to the Amountfield, but can be changed, if needed.

• If you select to Find Policies From the Prior Statement and there is prior statement activity for this customer/policy, the premium pulls to the Amount field, but can be changed, if needed.

• If you select to Find Policies From the Prior Statements and there is no prior statement activity for this customer/policy, enter the appropriate premium in the Amount field for this Accounting Only policy.

Business Unit

View Only

Line of Business

The only time you need to select a Line of Business is if you are entering an Accounting Only policy. Select the appropriate line of business.

When you select a Line of Business, the Charge Type field becomes unavailable.

Charge Type

The only time you actually need to select a Charge Type is if you are entering an Accounting Only policy. Select the appropriate charge type for your transaction.

When you select a Charge Type, the Line of Business field becomes unavailable.

This field is a TRIGGER point. When you are entering non-premium, a writing company is not necessary because non-premium is attached at the Parent Company level.

Subsequently, the system now has all of the information it needs to complete the Direct Bill Detail section of this transaction and opens the Commission section.

Plan

The only time you actually need to select a Plan is if you are entering an Accounting Only policy. Select the appropriate plan for your transaction, if any. This field is not required.

Writing Company

The only time you actually need to select a Writing Company is if you are entering premium on an Accounting Only policy.

This field is a TRIGGER point. When you are entering premium,, as opposed to non-premium, after you select the appropriate Writing Company, the system has all it needs to complete the Direct Bill Detail section of this transaction and opens the Commission section.

Non-Premium transactions do not need a Writing Company because non-premium is attached at the parent company level.

Get Commissions Effective as of

The Refresh Commissions button has no impact on the initial building of commissions for a direct bill entry transaction. This option only comes into play after commissions are initially set and a change/modification is made in one or more of the following fields:

• Effective Date

• Tran Premium

• Transaction

• Line of Business or Charge Type

• Plan

• Writing Company

When a change is made to one or more of the fields above, select a date in the Get Commission Effective as of field and click Refresh Commission. The system updates commissions by first looking for a match from prior billings. If no match is found, it then looks for a match in setup.

The Refresh Commissions button does the same thing as the Auto Refresh Commissions checkbox, only the Auto Refresh Commissions checkbox updates the commissions automatically when a change is made.

Vertafore recommends using the Auto Refresh Commissions feature.

Refresh Commissions

Add

When in New mode, click the Add button to add the current transaction while keeping the Direct Bill Detail data entry fields open for the next entry.

This makes entering your direct bill transactions much easier and faster.

Previous/Next

When in Edit mode, the Add button is replaced by the Previous/Next buttons. These buttons advance you forward or move you backward through the transaction rows in the grid, while keeping the Direct Bill Detail data entry fields open.

This makes editing your direct bill transactions easy and fast.

When clicking thePreviousorNextbuttons to advance forward or go backward, the entry you are leaving is automatically saved.

Fields Available for Edit

Things to know...

View Tier Schedule

The conditions of the View Tier Schedulelink that appears at the top-left of the Commission grid are:

1. You have one or more Tiered Commission plans setup for the company specified in the Direct Bill Entry transaction.

2. The Policy in the Direct Bill Entry transaction is a Benefits policy.

3. The Benefits policy must have the Tiered option filled out completely in the Policy > Basic Policy Information > Additional Policy Information > Agency Negotiated Commissions group.

4. The Benefits policy must be found from the Policy System.

5. If the policy is entered in policy data entry, the commission defaults to 0.00. When the agency commission is entered from the statement, the Override Flag is set to Y.

6. If the policy is downloaded in policy data entry, the commission defaults to 0.00 but overlays with whatever commission amount is received in the downloaded transaction. As a result the Override Flag is set to Y.

5. If the policy transaction is entered into the Direct Bill Entry form, the agency commission defaults to 0.00. When the agency commission is entered from the statement, the Override Flagis set toY.

6. If the user refreshes the commission in the Direct Bill Entryform, by using theRefresh Commissionsbutton or theAuto Refresh Commissionscheckbox, the default agency commission defaults again to 0.00 and theOverride Flagis set toN.

To view the tier commission schedule, click View Tiered Schedule. This gives you the Tier Nameand theTier Schedule, which defines the tiers.

Classification

What type of commission is assigned to the commission row:

• Agency

• Executive

• Representative

• Sales Center Rep

Name

This is the Nameof the person/agency receiving the commission.

Premium/Non-Premium

This is the total gross premium or non-premium for the transaction.

Percent

This is the commission percentage rate.

Typing in a new rate automatically updates the commission dollar amount.

Comm Amt

Based on the commission percent and method, this is the commission amount.

Changing the commission dollar amount automatically updates the commission percent field.

Method

To change the commission method in the desired row, select the appropriate method from the drop-down list. The available options are:

Agency Commission

• % of premium/fees

• Flat rate

Exec/Rep Commissions

• % of agency

• % of premium/fees

• Flat rate

Status

To change the commission status in the desired row, select the appropriate status from the drop-down list. The available options are:

• Agency

• Regular

• Memo

• Net (broker business)

• Gross (broker business)

Override

This box becomes checked if the user changes the commission PercentorComm Amt(commission amount) that defaulted from setup or a previously posted entry.

Primary

This box is checked if the Exec or Rep is primary.