Field/Group Name

What is this?

Policy #

The number assigned to the policy by the insurance company. This number was initially entered on the Create New Policy data entry form when you entered basic information about the policy.

For information on changing the policy number see Changing Basic Policy Information.

It is important to set agency formatting standards for entering policy numbers.

Example The system sees HO 37959602 and HO379596-02 as two different numbers on reports due to the use of spaces and dashes. Downloaded policy numbers do not have spaces or dashes.

Eff/Exp Date

The policy period (effective/expiration) that was entered on the Create New Policy data entry form.

If you need to change these dates, click theChangelink adjacent to theExpiration Datefield.

Change

Use this link to change the Effective Date and Expiration dates of the policy. See the Change Policy Effective Date topic for more details on this process.

You can only change the effective date for policies you have entered manually into AMS360. This feature is not available for downloaded policies.

Continuous

Check this option if the policy has no expiration date. For example, a life policy. This can be set on the Create New Policy data entry form when you create the policy.

Type of Business

Select the type of business from the list. The options are:

• Benefits

• Commercial Lines

• Financial Services

• Health

• Life

• Non-Property & Casualty

• Personal Lines

This selection works with the Filter Based on Type of Business checkbox to limit the sections of the policy that appear for data entry as well as the lines of business available to select on the policy.

If Filter Based on Type of Business is checked, only those lines of business you have set up and linked to the type of business, display in the Line of Business section for the policy.

For more information on setting up lines of business see Line of Business Setup.

Filter data entry and lines of business by Type of Business

Use this checkbox to control the sections that display in the Policy form. If checked, certain form sections display based on the Type of Business you selected.

Example:

1. Check Filter Based on Type of Business and select Personal Lines as the Type of Business. The Personal Co-Insured section appears on the policy data entry form.

2. Check Filter Based on Type of Business and select Commercial Lines as the Type of Business. The Personal Co-Insured section does not display; instead the Commercial Supplemental Names section appears.

In addition, when this option is checked, the Line of Business section filters and displays only those lines of business associated with the Type of Business you select.

Defaults as checked. If unchecked, all possible Policy form sections display. When Benefits is the selected Type of Business the box is disabled and cannot be unchecked.

Business New to Agency

If this policy represents business new to your agency, check this box.

Premium Financed

Check this option if the policy is premium financed. If checked, the information appears in the Dec Page view and defaults to certain applications and forms.

Policy Type

Select the type of policy from the list. The options are:

• BOP

• Monoline

• Package

The Policy Type can be used as a selection for Target Lists in the Sales Center.

Status

Select the current status of the policy. This selection appears in the status column on the Policies tab when viewing a customer in the Customer Center. The available statuses are as follows:

• Active

• Canceled

• Expired

• Non-Renewed

• Not Taken

• Renewed

• Rewritten

Prior Policy

Enter the prior policy number or select from a list of the customer's policies. You can leave the field blank if no prior policy exists or you do not have the number.

When a policy is renewed on AMS360, this field pre-fills for you with the prior term's Policy #.

Renewal List

Choose when you want the policy to appear on an Expiration/Renewal List. The options are:

Notation

Select a notation for this policy, if applicable. When selected, the notation displays in the Notations column of the Policies tab while viewing a customer in the Customer Center.

To add a notation to the list, see Notation Setup.

Description

Enter a description of the policy.

Origin

Identifies how the policy was entered in AMS360. This field is informational only and cannot be changed. Origins include:

Auditable?

Check this option if the policy is audited. If checked, select the frequency (how often) the policy is audited. The information appears in the Dec Page view and defaults to certain applications and forms.

Frequency

Signature on App

The signature that you want to appear on the application, if appropriate. The list includes all licensed employees of the agency. For more information, see the General section of Employee Setup.

The typed name and signature appear on the application if:

• The selected employee has a signature set up in Employee Setup.

• The logged in user is authorized to use the signature. For more information, see the Signature section of Employee Setup.

Company

Primary Service Group

The Primary Service Group pulls to the policy as follows:

• The Executive and Representative belonging to the Customer data entry form's Service Group with the same Type of Business as the Policy, pull to these fields.

• If the Type of Business on the Policy does not match any of the Customer data entry form Service Groups setup by Type of Business, then the default Executive and Representative found in the Name & Address section of the Customer data entry form pull to these fields

• The Broker, if applicable, pulls from the Broker field in the Name & Address section of the Customer data entry form.

• The Primary Service Group found in this section also appears in the Basic Policy Information > Personnel section of the Policy data entry form.

Business Unit

Once an accounting transaction exists on a policy you cannot change the Business Unit. These fields are no longer accessible at the policy level. If a change of assignment is required due to adding an additional department or activating Branch or Group after initial system setup, see the possible work flow options below:

    No Point in Time Cut Off

    Point in Time Cut Off

Billing/Payment

Exclude from Purge

Check this option only if you do not want this policy (when it becomes inactive) to be deleted during a purge of inactive policies.

Example Check this box if business was lost to the competition and your agency plans to solicit it again in the future

Policy Premium Totals

Field

What is this?

Update from Customer

Click to pull the current data entered in Customer information into these fields.

First Name

These fields pull from Customer information, but can be changed.

Middle Name

Last Name

Firm Name

This field pulls from Customer information, but can be changed.

Entity Type

Some companies require that you specify the type of business, group, or individual, named as the First Named Insured on the policy.

Select the appropriate entity type for the First Named Insured.

No. of Members and Managers

For Limited Liability Corporations (LLC) enter the number of members and managers. This field integrates with AMS Producer Plus.

Declaration Name

The Declaration Name field pulls from the Customer form > Name & Address section > Firm Name field. This information can be added to or changed.

Enter the name of the person(s) or business(es) who are to be named first in the policy declaration. You can enter up to 510 characters in this field. This information flows to many applications and forms.

The First Named Insured is given certain rights and responsibilities by policy contract language. Enter names in this section according to your agency's procedures.

Mailing Address & Phone Numbers

Field

What is this?

First Name*Middle Name*Last Name*

Enter the names of all co-insureds on the policy.

Pre-fills from the Dependent entered in Customer information.

Phone Numbers and Email*

General Information*

Employer Information

Field

What is this?

Get Sub-customers

Click to open the Get Sub-customers data entry form. Use to identify the sub-customers that should be included in the Commercial Supplement Names section as Additional Named Insureds.

To add, check the Add as Additional Named Insured checkbox for each sub-customer you want listed in the Commercial Supplemental Names section of the policy.

Name

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

Type

Select the type (aka, beneficiary, additional insured) of insured you are entering.

Entity Type

Some companies require that you specify the type of business, group, or individual named as a Supplemental Name on the policy. Select the appropriate Entity Type for the Supplemental Name you are entering.

E-mail

Enter this insured's email address as you want it to appear on applications and forms.

Phone Numbers

Field

What is this?

Name

Select a name from the list (contacts entered in Customer information) or 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.

If you selected a name from the list, default data flows from the Contacts section of the Customer Setup data entry form.

Responsibility

Select a responsibility for the contact.

Contacts not listed on the application will print on overflow pages.

Salutation

If you selected a name from the list, default data flows from the Contacts section of the Customer Setup data entry form.

Address Information

If you selected a name from the list, default data flows from the Contacts section of the Customer Setup data entry form.

Phone Numbers and Email

Enter Contact's phone and email contact information:

• Residence

• Business

• Fax

• Cell

• Pager

• Email

If you selected a name from the list, default data flows from the Contacts section of the Customer Setup data entry form.

Field

What is this?

Business Information

Nature of Business

Enter a description of the customer's business operations. This information defaults to the appropriate field on applications and forms.

Field

What is this?

Copy Line of Business

Use Copy Line of Business if another policy exists that has the line of business detail that you need for this policy. See the Copy Line of Business topic for more information.

Line of Business

Select the line of business you are adding to the policy. For information on adding a line of business to the list, see Line of Business Setup.

If you check Filter Based on Type of Business in the Basic Policy section, then only the lines of business associated with the Type of Business you selected appear in the list for you to choose from.

Application

Choose the form to use when creating the application for this line of business in eForms Manager. Certain permanent lines of business default to a specific application.

Example The general liability line of business defaults to the ACORD 126-Commercial General Liability. Some lines of business do not have a default application. You can select an application from the list. If no listed form is appropriate, leave this field blank.

The Business Auto and Truckers lines of business require that you select your state-specific ACORD 137 Commercial Auto form. This ensures that the proper overflow forms are created later, when you create the eForms for this line of business.

Example You select Line of Business > Business Auto, and then select your state-specific ACORD 137 form under Application. Later, when you create the eForms for this line of business, the ACORD 127 Business Auto form is produced, along with the state-specific ACORD 137 form.

Use Line of Business Setup to change default application assignments.

System Data Entry

You can use a system data entry form to enter detail that is different from the application you want to create in eForms Manager. Choosing a system data entry form allows you to enter and track line of business detail.

If you do not select a system data entry form, you will not be able to enter detail for the line of business.

Use the Line of Business Remarks to enter information about a line of business that does not fit one of the other types of system data entry forms. The line of business Remarks is a free-form area that you can use to enter and track information on the policy. The information does not flow to specific fields on a form, but will print on overflow pages in eForms Manager.

Company Plan

Select a plan, if applicable. If a company-specific plan is associated with the selected line of business, and has been set up, then it appears in this list.

For more information on setting up plans, see Company Plan Setup. For information on attaching plans to a specific company, see Company Setup.

Description

Enter information that distinguishes this line of business from the others.

Example For multiple homeowners applications you may want to enter the property address or another identifier such as primary residence or vacation home.

Application Version

The edition date of the ACORD application pre-fills here. If multiple versions of the application are available you can choose the version you want to use.

Writing Company

Defaults based on the selection made in the Basic Policy Information section but can be changed, if necessary.

State Plan

Enter the state-sponsored insurance plan code associated with the line of business, if any.

Sort Order #

Displays the order in which the lines of business were added. You can use this field to rearrange the order that these lines of business appear in the grid and on applications and forms.

Totals

What is this?

Premium

The total of all premiums entered in the Premium grid column for all lines of business for this transaction.

Does not include rows with Don't Include in Premium Totals selected in Premium Display Options.

Billed Premium

The total of all billed premiums displayed in the Billed grid column for all lines of business for this transaction.

Does not include rows with Don't Include in Premium Totals selected in Premium Display Options.

Unbilled Premium

Premium minus Billed Premium. This amount is not yet invoiced or posted on a direct bill statement.

Fees & Taxes

The total of all fees and taxes entered in the Amount grid column for all lines of business for this transaction.

Does not include rows with Don't Include in Premium Totals selected in Premium Display Options.

Billed Fees & Taxes

The total of all fees and taxes displayed in the Billed grid column for all lines of business for this transaction.

Does not include rows with Don't Include in Premium Totals selected in Premium Display Options.

Unbilled Fees & Taxes

Fees & Taxes minus Billed Fees & Taxes. This amount is not yet invoiced or posted on a direct bill statement.

Business Unit Split

se this feature to split revenue and expenses across multiple business units on an invoice.

Business Unit Split is not available for Multiple Entity or Subscription policies.

To Add a Business Unit Split from a Template

1. Select a Business Unit Split Template from the list.

2. Click Apply Split icon to refresh. The following message appears.
   
   

To Create a Unique Business Unit Split for this Policy

3. Click Create/Edit Policy Specific Split to set up a new Business Unit Split for this policy.

If a suspended billing exists on the policy when you apply a business unit split, you will receive a message that the billing must be posted or deleted before you can continue.

4. Select the business units involved in the split and enter percentages or commission amounts.

5. Click Apply and Close.

6. You will receive a message saying you have chosen to change the Business Unit Split for this policy... Click Ok.

Security Requirements for Business Unit Split

• To use this feature Business Unit Split must be turned on in Agency Setup.

• User requires Security Group Full Access to:

• • Link - Create Invoice to use Business Unit Split on a policy.

  • Policy Specific Split Template to use Policy Specific Split.

Filter Group to Invoice under Secured Task List in Security Group Setup to see all security items related to Invoicing.

To see how to apply a Business Unit Split to a policy that has already been billed, see Workflow: Setting Up and Using Business Unit Split Commissions.

View Sub-customer Premiums

Click View Sub-customer Premiums to view the premiums and non-premiums entered/billed for the sub-customers on the policy.

This link is only available on a Multi-Entity policy.

Option/Link

What is this?

Any losses, whether or not paid by insurance, during the last 3 years?

Select YesorNoas to whether this insured has had any losses in the last 3 years.

Get Loss History

Click the Get Loss History link to pull claim or loss history information previously entered in AMS360.

See the Get Loss History topic for more information.

Field

What is this?

Copy Prior Carrier Information

Opens the Copy Prior Carrier form where you can select and copy prior carrier information, already entered, to this policy.

Line of Business

Select the line of business written in the prior policy. Your choices are:

• General Liability

• Business Auto Liability

• Property

• Personal/Other Line

Print With

Choose how the prior carrier information should print by selecting one of the following options:

• Policy - causes the information to print on the Applicant Information form, ACORD 125.

• Line of Business - use for Worker's Comp policies to have the information print on the ACORD 130.

The Policyoption is the default.

Policy #

Enter the policy number of the prior policy.

Effective Date

Enter the effective and expiration dates for the prior policy.

Expiration Date

Company Info

Producer

Enter the name of the agency or agent/broker who wrote the prior policy.

Additional Information

If you choose one of the following lines of business while entering Prior Carrier information, additional fields appear. Select the line of business below to see the additional information you can enter.

    General Liability

    Business Auto Liability

    Property

    Personal/Other Line

Field

What is this?

Policy #

Select from the list, or enter the policy number of the customer's other insurance policy.

Effective Date

Enter the effective and expiration dates for the other insurance policy.

Expiration Date

Line of Business

Select the line of business written in the other insurance policy.

Company

Select from the list or enter the company that is providing coverage for the other insurance policy.

NAIC Code

Enter the NAIC code for the insurance company. It defaults if you also have this particular company setup in your system and the code is entered in Company Setup.

Company Plan

If you know the Company Plan for the other insurance policy, enter or select it from the list.

State Plan

Enter the state-sponsored insurance plan code associated with the line of business, if any.

Field

What is this?

Coverage

The Coverages that appear in this list are coverages marked as Policy Level Coverage in Coverage Setup.

Limit 1
Limit 2

Enter the limits that apply to the coverage.

Entries in both fields indicate split limits.

Premium

Enter the cost of the coverage, if known.

Ded Type

Choose the type of deductible.

Ded

Enter the deductible amount.

Number of

Enter the number to use for rating purposes.

Rate

Enter the rate, if appropriate.

Miscellaneous Information

Enter additional information you want to include about this coverage.

Sort Order #

Use this field to indicate the order in which these coverages should appear in the grid and on applications and forms.

Field

What is this?

Form Number

Enter the number of the form, if known.

Edition Date

Enter the month and year of the form.

Form Name

Enter the name of the form as you want it to appear on the application and forms.

Description

Enter any additional information about the form.

Field

What is this?

Copy Other Interests

Use Copy Other Interests to quickly copy additional interests to a the policy.

Type-in Grid

Add information to a type-in grid by entering directly in each field on the grid. You can also use the actions, New, Edit, Delete on the section menu to work with the data in the type-in grid. The New and Edit actions open the data entry fields in the extended format. The Type-in Grid is then disabled.

See Data Entry Forms - Grids, Type-in Grids, and Tables topic for more information on how to use this feature.

Type

Select the term that best describes the nature of the insurable interest in the policy item. Selections in this list are maintained in List Setup.

Name

Type an additional interest or choose an interest from the list. Names are added to this list through Additional Interest Setup.

Enter the name exactly as the AI requires it to appear on the Evidence of Property, Binder, or Certificate.

Contact

If the interest is a business, enter the name of the contact person here.

Address
City
State
Zip

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

Phone Numbers and Email

Write Additional Interest to Setup

Check this box to save the contact information to the Additional Interest Setup. Once you click save, this Additional Interest can be selected from the Filter lists for any Line of Business.

Interest

Certificate

Policy

Loan Information

Item

Desc of Ops/Special Conditions

Complete the following fields for Additional Interests requiring Certificates of Insurance or Evidence of  Insurance.

Additional Information

Field

What is this?

Remark

Enter the text of the remark.

Save remark with policy received in download

Check to have the remark copied to a newly downloaded policy image. Use for information that is not included or would be overwritten in download.

If checked, remarks sent by the company in download are added to any existing remark.

If not checked, any remarks sent by the company in download will overwrite the existing remark.

Include remark in export

Check to export the remark to rating, upload, or other vendor integration. Remarks are only included in export if this box is checked. However, some vendors may not map remarks. Therefore, the remark may not appear in your exported data even though this box is checked.

Field

What is this?

Line of Business

Select the line of business to which the rate date applies.

State

Select the state to which the rate date applies, if applicable.

Rate Date

Select the date the rate was assigned.