S R | This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package. |
S R After an invoice is posted, you may discover errors requiring correction. Certain types of corrections can be accomplished by the use of the Invoice Correction feature in AMS360.
Corrections of the Invoice Effective Date, the Company or the policy Personnel are available in the Change Policy Effective Date, Change Company and Replace Personnel forms.
Accessing the Invoice Corrections Form
You can access the Correction form from several locations, as follows:
Open the Customer and Policy needing correction.
Expand the Invoicing section of the policy.
Click the View Invoices link.
The Invoice Detail section grid displays all invoices for the policy. Locate the desired invoice in the grid and click the Correct link. The CorrectionPolicy form displays.
See also Change Personnel Commissions for information on invoice corrections available as part of the Change Personnel process.
Open the desired Customer in the Customer Center.
Open the Register Viewtab.
Locate the policy containing the invoice requiring correction and expand the row by clicking the arrow to the left of the policy number. You can also click Expand All and scroll down to locate the invoice.
Click the Invoice Correction button. The CorrectionPolicy form displays.
Open an 'In Progress' Pay Account Current Statement from the Company Center or the Financial Center.
Click the invoice row requiring correction to select it.
Click the Correct Invoices link. The Change Commission form displays.
Open an 'In Progress' Pay Commissions Statement from the Employee Center, Broker Center or Financial Center.
Click the invoice row requiring correction to select it.
Click the Correct Invoices link. The Change Commission form displays.
Open an 'In Progress' Direct Bill Commission Statement from the Company Center or the Financial Center.
Scroll through the invoices in the Customer Center Billed Transactions section. Click the invoice row requiring correction to select it.
Click the Correct Invoices link. The Change Commission form displays.
Form Sections & Corrections Allowed
When the correction form displays, some or all of the following sections may be available depending on where you accessed the form. Review the sections below for information regarding fields that can be changed/corrected.
For a complete discussion of these sections and their fields, see Creating an Invoice.
If Corrections are accessed from the:
Policy form, the All Policy Transactions section includes all invoices billed for all policy transactions, and is expanded when the correction form opens. Use the left and right arrow buttons to scroll through the invoices/installments.
Selecting a different installment saves the changes made on installments already selected and updated.
Customer Register, Account Current Statement form, Commission Statement form, or the Direct Bill Statement form, the display contains only the rows for the single invoice selected.
|
Field |
What is this? |
|
Invoice Date |
Select the Invoice Datefor your correction. This field defaults to the current system date. |
The Bill To section determines who is billed and where that bill is sent. It is not automatically expanded upon opening the correction form, but you can expand it to make changes.
All fields and options are available for correction. Please see the Invoice Form Sections/Bill To section of the Creating an Invoice topic for additional information.
The Invoice Transactions section includes only the invoice selected in the All Policy Transactionssection. Click Edit on the section menu to open the Invoice Transactions section. The following fields are available for editing:
|
Group/Field |
Things to know... |
|
Description |
The line of business and policy transaction assigned to the invoice defaults to the Descriptionfield. This can be changed if desired. |
|
Invoice Effective Date |
You are allowed to change the Invoice Effective Date on all invoices, including future invoices. You will get a message advising that this may change the number of installments. Click OK. Billed Transactions With an Invoice NumberThe correct action reverses the original invoice with the old invoice effective date, using the original invoice number. It is then re-billed for the new invoice effective date, using a new invoice number. Future InvoicesThe correct action changes the invoice effective date. |
If an invoice was billed with an incorrect, or missing, premium or non-premium amount you have the following options for correction:
Bill the difference: Add or change the amounts in the Premiums/Fees, Taxes section of the policy form, to the amount that should have been billed, and invoiced. A new invoice number is assigned reflecting the difference.
Void the original invoice: Then add or change the amounts in the Premiums/Fees, Taxes section of the policy and re-bill the premium with the correct amount.
Once you click Edit to open the Invoice Transactions section, the Commissions subsection is also available for corrections. To access the fields you can either highlight the row and click Edit on the section menu or type the correcting information directly into the Commissions grid.
Click the New Split Agency Comm option on the section menu to add rows of agency commission to accommodate split commissions. Change the premium/non-premium amount and commission rate as appropriate for each row.
If you click Edit to expand the row, you need to click Update for the changes to be accepted.
|
Group/Field |
Things to know... |
|
Percent |
Typing in a new commission percentage automatically updates the Comm Amt(commission dollar amount) field. |
|
Comm Amount |
Changing the Comm Amt(commission dollar amount) automatically updates the Percent(commission percent) field. |
|
Method |
This choice determines how the commission is calculated. Select the appropriate method. Agency Commission
Exec/Rep Commission
|
|
Status |
This is the type of commission. Click the drop-down arrow to see available choices. |
Existing messages display and are available for correction. If a message did not exist on the invoice being corrected, one can be added here.
Click the Print on Statement option checkbox if you want this message to appear immediately after the invoice on the customer statement.
The Invoice Installment Summary grid is display only. Grid rows are updated as the installment sections of the correction form are changed.
Reprinting Invoices After Correction
Invoice corrections are automated back out and re-entry transactions and invoice numbers are reused wherever possible based on the invoice grouping options selected in the Invoice/Customer Statement - Agency Forms Customization section of Agency Setup.
Certain types of corrections, such as broker corrections, correcting effective dates or bill methods require the system to back out the incorrect invoice using the original invoice number and then issue a new invoice with a new number.
Reprinting of invoices after a correction is made may require entering the specific invoice number as part of the invoice report selection.
Complete the sections of the Correct Invoice form, then click the File menu at the top of the form and select one of the following actions (or click the corresponding icon):
|
Menu Option |
Icon |
Uses |
|
Post |
|
Use to post invoice transactions, and close the form when posting complete. Selecting Post displays the Correction Note form. |
|
Suspend |
|
Holds all invoice records in an unposted state to allow for review and later posting. See Workflow: Suspend an Invoice for more information. |
|
Cancel |
|
Cancels all invoice actions and invokes the Invoice Form Closing window. |
Taking action to close an invoice form without doing a Post or Suspend causes the Invoice Form Closing window to display. The text in this window warns that the invoice has not been saved. Your choices for action are:
|
Action Option |
What Happens |
|
Suspend & Close |
Holds all invoice records in an unposted state to allow for review and later posting and returns you to the View Invoice Detailform. See Suspending an Invoice for more information. |
|
Cancel & Close |
Cancels all invoice actions and returns you to your point of origin. |
|
Return to Invoices |
Returns you to the invoice form you were working on prior to initiating the Close action; Allows you another opportunity to take the appropriate invoice action. Use this option if you reached this form in error. |
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