Customer

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Customer Setup

Use the Customer data entry form to collect basic information about your customer. This information flows to many AMS360 data entry forms, applications, and printed forms. Save time by entering as much information here as you possibly can. For more information on a section click the name below:

Name & Address

Field

What is this?

(Personal Accounts Only)

Option/Field	What is this?
Individual	Choose this option to enter a first, middle, and last name for an individual.
Family	Choose this option to enter multiple first names, no middle name, and a last name.
First	Enter the customer's name as you want it to appear on forms and correspondence, including capitalization and punctuation. Enter one first name if this is an Individual account name. Enter multiple first names if this is a Family account name. Enter no middle name if this is a Family account name. Enter the last name as normal forIndividualandFamilyaccount names. For additional information, see Entering Different Types of Customer Names.
Middle
Last

You can enter both personal and commercial information for the same customer. The appropriate name pre-fills to the policy based on the line of business you select on the application.

Firm Name

Commercial Accounts Only

Enter the name as you want it to appear on forms and correspondence, including capitalization and punctuation. This information defaults to the First Name Insured on the Policy data entry form. Firm Name is the primary search criteria for commercial accounts.

Consistency is important when entering commercial account names so your staff can find customers easily. For additional information, see Entering Different Types of Customer Names.

DBA

Commercial Accounts Only

Enter the DBA (Doing Business As) name, if applicable. This name appears in the Customer View.

ADBA name can be used in the Advanced Search Options section of Customer Search to locate customer accounts.

The DBA you enter for a customer flows to Supplemental Names on the Policy data entry form and appears as an additional named insured on the application.

Salutation

Group/Field	What is this?
Formal	Enter customer's formal name, including proper salutation (e.g., Dr., Mr., Ms., Mrs.).
Informal	Enter your customer's preferred informal address, such as a diminutive name or nickname.

Address
City
State
Zip
County

Enter the information as you want it to appear on forms and correspondence, including capitalization and punctuation.

Field

What is this?

Latitude

The Latitude and Longitude are for display only and are calculated based on the street address entered. These fields are blank if the address is invalid.

If needed, correct the address and click the checkmark to recalculate the latitude and longitude.

A valid Latitude and Longitude determine whether Customer Map View (MapPoint© ) is available for a customer in the Customer Center View. If the map view is available, its icon and link appear under the Notation Information.

Longitude

Web Address

Enter the URL for the customer's web site, if applicable. Be sure to preface the web address with http://.

AMS360 does not check the validity of the web address you enter.

Phone Numbers and Email

Group/Field	What is this?
Residence/Ext	Enter the information as you want it to appear on forms and correspondence, including capitalization and punctuation.
Business/Ext
Fax/Ext
Cell/Ext
Pager/Ext
Email

If entered here this information is available in Contacts where you can initiate an email message using the customer's email address.

Type

Select the Type of customer:

(Customer Qualifiers)

Select all of the checkboxes that apply to this customer.

Group/Field	What is this?
Broker's Customer	A customer brought to your agency by an outside agency or broker. Receivables for broker's customers are billed to the broker, rather than directly to the customer.
Inactive	Check this box to inactivate this customer, prospect, or suspect. Inactive customers can be excluded from your search criteria. See Customer Search for more information.
Exclude from Target List	Check this box if the customer is a non-policy customer that you do not want to be a part of your target lists. Example Clients of an affiliated business or organization
Employee Access Secured	Check this box to activate the Assign Employees link. Clicking this link opens the Employee Assignment form where you can assign employees security access to this customer.

Exec
Rep
Broker

Exec and Rep are required fields. If this is a Broker's Customer, a Broker is also required. These fields represent the default primary service team.

The Executive and Representative in this service group only pull to the policy if the policy's Type of Business does NOT match any of the Service Groups, setup by type of business.

In other words, the personnel setup by Type of Business in the Service Groupssub-section. take precedence over the personnel setup in this section, if a match is found.

Business Unit

AMS360 comes with default Business Units, Division and Department. If your agency requires more business unit levels, you can turn on Branch and/or Group in Agency Setup > Accounting Options.

Business Unit	What is this?
Division	Division is the primary business unit within an agency. An agency can have one or more divisions. Select the Division that applies to this customer.
Branch	If turned on,Branch can be the second level of business unit in an agency. Each division can have one or more branches. Select the Branch that applies to this customer, if applicable.
Department	Departments are used to further subdivide the agency structure. Each branch can have one or more departments. Select the Department that applies to this customer.
Group	If turned on,Group is the smallest level of business unit structure. Each department can have one or more groups. Select the Group that applies to this customer, if applicable.

Business With Agency

Types of Business & Additional Options

What is this?

Personal
Commercial
Life
Benefits
Health
Non P & C
Financial Services

Check all of the types of business that apply to this customer.

Options

Group/Field

What is this?

Automatically check based on active policies

Check this option to have AMS360 use the Policy, Line of Business information to automatically update the Business with Agency checkboxes, each time the Customer form is opened.

In other words, if you use this option, customer information reflects the exact types of business the current customer has with your agency.

Update

Click to have AMS360 use existing policy information to update the Business with Agency checkboxes immediately.

Known by Agent/Broker Since

Enter the year the agency or broker has known this customer, if the information is available.

Enter the last two digits of the year and AMS360 automatically converts it to a four-digit format.

Notation

If needed, select a Notation. This notation appears in the Customer Center when viewing the customer. It is designed to alert your staff of special conditions about the account.

For more information about adding notations to the list, see Notation Setup.

Service Groups

In the Service Group section, you can set up an Executive and Representative based on Type of Business. The Exec and Rep entered in this section take precedence over the default primary service personnel set up in Customer Setup > Name & Address.

The Types of Business options available in the Service Group setup include:

All
Benefits
Commercial Lines
Financial Services
Health
Life
Non-Property & Casualty
Personal Lines

Here are some reasons why you may want to set up your personnel by Type of Business in the Service Groups area.

You want personnel to pull to policies based on the policy type of business.
You want your employees to become experts on certain types of business.
The receptionist always knows who to send phone, fax, or mail documents to.
You can secure a customer by service group.

If you want to add non-primary additional personnel that are part of the default Service Group found in the Customer Setup > Name & Address section, add them here as a service group with the Type of Business = All.

Field	What is this?
Type	Select Exec, Rep or Sales Center Rep.
Name	Select the name of the employee from the list.
Type of Business	Select the Type of Business that this person services for the customer.
Primary	Checking this box designates the service person as part of the Primary Service Group for the selected Type of Business. One Exec, one Rep and one Sales Center Rep can be checked as Primary per Type of Business.

General Information

Personal and Commercial Accounts

The information entered in these fields generally apply to personal accounts, but can be used for commercial accounts as well.

Field	What is this?
SSN	Enter the primary account holder's social security number and AMS360 formats it for you.
Marital Status	Enter your primary account holder's marital status, if known. Divorced Married Separated Single Widowed This field can be used as selection criteria in a Target List in the Sales Center.
Date of Birth	If known, enter the primary account holder's birth date or use the Date Picker to select the date. This field can be used as selection criteria in a Target List in the Sales Center.
Occupation	If desired, type the primary account holder's Occupation.
Year Employed	If desired, type the primary account holder's Year Employed.

Commercial Accounts

The information entered in these fields apply only to commercial accounts.

Field	What is this?
Business Entity	Select the appropriate type of Business Entity from the list. Example: Corporation, Partnership, or Sole Proprietor.
In Business Since	Enter the year the customer started the business you are insuring.
NAICS #	NAICS codes are used to categorize businesses by type, grouping them into descriptive categories that correspond to five or six digit codes. Enter the appropriate classification number.
Federal ID #	Enter the customer's Federal ID #, if known.
DUNS #	Enter the customer's Dun & Bradstreet(DUNS) number. This is a nine-digit identification number unique to each business that links corporate family structures together.

Billing Address

Use this section when all billings are to be mailed to a name and/or address other than the one entered in the Name and Address section.

Example CPA's office

Field	What is this?
Name	The default is Same as Customer Name. To enter another name, select Alternate Billing Name and type the name.
Address	The default is Same as Primary Customer Address. To enter another address, select Alternate Billing Address and type the address.

Occasionally, a billing needs to be mailed to an alternate address (For example, a vacation residence). When this happens, change the Bill To information when invoicing.

Contacts

Contact Names are generally used for commercial accounts. These names are then available in Contacts and, depending on the contact's Responsibilities, the name pre-fills to the policy data entry form. Add as many names as necessary.

Field

What is this?

Name

Type the name as you want it to appear on forms, correspondence, and reports, including capitalization and punctuation.

Title

Enter contact's professional title, if applicable.

Officer

Is this Contact an Officer or Director? Check the appropriate box.

Director

Salutation

Group/Field	What is this?
Formal	Enter contact's formal name, including proper salutation (e.g., Dr., Mr., Ms., Mrs., etc.)
Informal	Enter contact's preferred informal address, such as a diminutive name or nickname.

Address
Information

Enter the Contact's address.

Option/Field	What is this?
Address City State Zip County	Enter this information as you want it to appear on the application and other forms.

Phone Numbers and Email

Enter Contact's phone and email contact information:

Residence
Business
Fax
Cell
Pager
Email

Display in Customer Center

Selected by default.

If unchecked, this contact will not display in the Customer Center under Contacts.

Display Order

Enter a display order to sequentially order the names displayed in the Customer Center under Contacts.

Responsibilities

Dependents

This section applies to personal accounts. Names entered here are available in Contacts and, depending on the relationship, are available in the Policy data entry form and certain line of business data entry forms. Add as many names as needed.

List members of the household even if they are not current drivers.

Field	What is this?
Name Phone Numbers & Email	Type the name (first, middle, last), phone numbers and email address as you want it to appear on forms, correspondence, and reports, including capitalization and punctuation. The information flows to the Driver section of policy data entry.
Relation to Applicant	Type a relationship or select one from the list. If the relationship is Spouse the information flows to the Co-Insureds and Driver sections of policy data entry.
SSN	Enter the numbers and AMS360 formats the social security number for you. The information flows to the Driver section of policy data entry.
Marital Status	Select a marital status from the list. The information flows to the Driver section of policy data entry.
Date of Birth	Type the birth date or use the Date Picker to select the date. This field can be used as selection criteria in a Target List in the Sales Center.
Occupation	If desired, enter the Occupation. The information flows to the Driver section of policy data entry.
Year Employed	If desired, enter the Year Employed.

Loss History

Use this section to enter claims information for losses that occurred before your agency insured the customer, or claims that have not previously been entered in AMS360. This information can be pulled to the policy data entry form and can be included in the Claims Management Report.

Field	What is this?
Company	Type in or select the company covering the loss. Companies you represent and have set up are available in the list.
Policy	Enter the policy number under which the loss occurred, if known.
Kind of Loss	Select a type of loss from the list (burglary, collision).
Line of Business	Select the line of business covering the loss. This field can be used as selection criteria in the Claims Management Report.
Effective and Expiration Dates	Enter the Effective DateandExpiration Dateof the policy covering the loss, if known.
Employee Name	Use to identify the person entering the loss information. Select the employee from the list.
Claim #	Enter the claim number, if known.
Date of Loss	Enter the date of the loss, the date it was reported, the amount paid to date, the claims status (closed, open), the date the loss was closed (if the claim is closed), and the loss description, if known. These fields can be used as selection criteria in the Claims Management Report.
Date Reported
Amount Paid To Date
Claim Status
Closed Date
Description of Loss

X-Dates

Enter expiration dates for the customer's business/policies that you currently do not write. Using these X-Dates in the Sales Center allows you to cross-sell.

Field	What is this?
Line of Business	Select the policy's line of business from the list. This field can be used as selection criteria in a Target List in the Sales Center.
Policy #	Enter the policy number, if known.
Expiration Date	Enter the expiration date of the policy or select it from the Date Picker. This is a required field. This field can be used as selection criteria in a Target List in the Sales Center.
Company	Enter the name of the company handling the policy, if known. If it is a company you represent, select it from the list.
Agent Name	Enter the agent's name on the policy, if known.
Premium	Enter the current premium, the account size (large, small), and the interest level (high, low), if known. These fields can be used as selection criteria in a Target List in the Sales Center.
Account Size
Interest Level
Remarks	Free-form field for adding information that helps you write this business.

X-References

Use this section to enter cross-references (X-Reference) for your customer. When adding cross references keep the following in mind:

X-References enhance general search capabilities. Example A customer's nickname, an old account number from a previous automation system, or property managers working for your customer.
X-Referencing related business gives you more information when servicing the account. Example Other accounts (customers) with the agency that have a relationship with this customer (parents/adult children).
Only the latest entered X-Referenceappears in theCustomer View.

Field

What is this?

Type

Select the TypeofX-Reference from the list. To add additional Types see X-Reference Type Setup.

Cross Reference

Enter the appropriate cross-reference information.

This field can be used as selection criteria in a customer search.

Profiles

Use this section to track additional information about your customers that are not entered anywhere else in AMS 360. This information can then be used to create target lists in the Sales Center, or as merge fields in Form Letters.

The profile questions that appear in this section pre-fill based on what is entered in Profile Question Setup.

Field	What is this?
Question	Pre-fills based on what is entered in Profile Question Setup . Cannot be edited here.
Answer	Type the information. The format for the answers vary based on how the Profile Question is set up.

Options

Field

What is this?

Apply Late Charge

When entering a new customer this checkbox defaults from the Late Charge Options setting in the Accounting Options section of Agency Setup. This can be changed on a customer specific basis.

Example If your agency selects to apply late charges in Agency Setup, this box is checked. You can then remove the option (do not apply late charges) by unchecking the box for this customer.

Changing the setting in Agency Setup applies to new customers entered after the setting was changed. To change this setting for all customers contact the Custom Group at 1-800-243-6205 ext. 6555.

Include in Aged A/R list for Collection Letter

When entering a new customer this checkbox automatically defaults as checked. If you do not want to include this customer in an Aged A/R list for a collection letter, uncheck the box.

Auto Apply Receipt Options

This option is available as an agency-wide option set in Agency Setup > Accounting Options. If you want to change the option for an individual customer, change it here. See the following chart for an explanation of the options:

This option is explained in detail, including examples, in Agency Setup > Accounting Options > Automatically Apply Receipts to Oldest Invoices.

Option	What is this?
Automatically apply receipts to oldest invoice	After entering an amount for a cash receipt and tabbing out of the field, AMS360 automatically applies the amount to open invoices starting with the oldest ones. You can change these amounts.
Do not automatically apply receipts to oldest invoice	AMS360 does not automatically apply a cash receipt for you. You must enter the amount for each invoice to which the receipt applies.
Use Agency default	Will use the setting chosen in Agency Setup > Accounting Options.

Statement Options

Field	What is this?
Print Statement	If checked, a statement prints for this customer. If you do not want to print a statement for the customer, remove the check. By default, this box is checked for all customers.
Statement Print Group	If desired, assign this customer to a Statement Print Group that is other than the default. New customers are automatically assigned to the Main group, which comes with AMS360, but can be changed. These groups are set up in the Customer Statement Print Groups sub-section of the Name, Address, and Phone Numbers section in Agency Setup.
Receivables Reporting Option	Select the Receivable Reporting Option for your customer. Your choices are: Balance Brought Forward Open Invoice Detail This option can be changed at any time. It can be helpful for a customer to see only a balance forward versus invoice detail and vice versa.

Invoice Options

These checkboxes default based on the selections made in Agency Setup.

For more information on these options, see the Customer Default Settings group of the Invoice/Customer Statement - Agency Form Customization sub-section of the Name, Address, and Phone Numbers section in the Agency Setup topic.

Field	What is this?
Print Invoices for Agency Bill Business	When checked agency bill invoices print for the customer. This checkbox defaults from Agency Setup, but can be changed.
Print Invoices for Direct Bill Business	When checked direct bill invoices print for the customer. This checkbox defaults from Agency Setup, but can be changed.
Premium/ Non-Premium Option	This setting determines how premium and non-premium items appear on invoices. The default is Use agency default. If not changed, the option selected in Premium and Non-premium GroupinginAgency Setup is used when printing invoices for this customer.
Grouping Option	This setting determines how invoice items are grouped on the invoice form. The default is Use agency default. If not changed, the option selected in Policy and Invoice Number Grouping > Agency Setup is used when printing invoices for this customer.

Multiple Entity Account Information

Use this section to identify Master and Sub-customers in a Multiple Entity relationship. Multiple Entity customers share policy coverage with the policy detail entered and tracked via the Master customer.

Field

What is this?

Customer Type

Choose the appropriate type of customer from the list.

Options

What is this?

Standard

This is the default customer type, which is not associated with a multiple entity relationship.

Master/Multiple Entities

Select Master/Multiple Entities if this is the primary customer in a multiple entity relationship.

You cannot change a Master Customer to a Standard Customer once you add a Sub-Customer and enter a policy.

Then, select how to track the accounts receivable:

Option	What is this?
At Sub-customer Level	Choose this option to report the accounts receivable activity by each sub-customer.
At Master Customer Level	Choose this option to report the accounts receivable activity at the master customer level only.
Add New Sub-customer	After adding the new Master Customer, click the Add New Sub-customer link. This opens the New Customer form so you can add a sub-customer to the Master/Sub relationship. When the new Sub-customer is complete, click Save and Close. This returns you to the Customer form for the master customer. Click theAdd New Sub-customerlink again to add another sub-customer, or clickSave and Closeif you have setup all master and sub-customers.

Sub-customer/Multiple Entities

Select Sub-customer/Multiple Entitiesif this is a sub-customer dependent upon or attached to a master customer.

Then, select the Master Customerfor this sub-customer.Track Receivablesis not available as it can only be set at the master customer level.

Benefits Information

Field	What is this?
No. of Employees	Enter the total number of your customer's employees.
No. of Eligible Employees	Enter the number of your customer's employees that are eligible for benefits.
No. of Dependant Units	Enter the number of your customer's employee's dependants that are eligible for benefits (e.g. spouse, children, etc.).
Lead Source	Enter the lead source for this customer (e.g., a lead list, newspaper advertisement, referral, etc.).
Estimated Revenue	Calculate and enter the estimated agency commission to be earned from this customer at the time of new business or renewal.
Sale Probability	Enter a percentage of probable sale, e.g. an active customer would be 100%, a prospect could be 50% or 30%.
Business Type	Select your customer's business type from the list (e.g., C-Corporation, Educational, Family Owned, etc).
Business Description	Enter a description of your customer's type of business (e.g., producer of widgets).
Industry	Enter your customer's industry (e.g. manufacturing).

What's Next

See Viewing a Customer to learn about the types of information available for customers.

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© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 10:58 PM