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Notes

Use Notes to enter additional information about a customer, policy, or claim, or attach to a bank, broker, company, employee, or vendor center. You can also enter a personal Note that appears in the User Center. Notescan also beSticky, which causes them to appear on top of every application on the assigned user's workstation.

The following sections include more specific information about Notes:

    ClosedAccessing Notes

You can access Notes from any center or data entry form where the menu includes Notes. Click Notes > New. Or, click the Notes icon where available.

    ClosedNotes Data Entry Form

When entering text for a Note, right-click in the text box to activate a shortcut menu with options to Undo, Cut, Copy, Paste, Delete, and Select All.

Field/ Option/ Group

What is this?

Type

Type of Note

What is this?

General

Center

What is this?

Bank Center

If you access the Note form via the Bank Center, Bank defaults to the Center field, but can be changed.

This is referred to as a Bank Center note.

Other Fields

What is this?

Name

The name of the Bank selected in the Bank Center defaults to this field, but can be changed.

Broker Center

If you access the Note form via the Broker Center, Broker defaults to the Center field, but can be changed.

This is referred to as a Broker Center note.

Other Fields

What is this?

Name

The name of the Brokerselected in theBroker Centerdefaults to this field, but can be changed.

Company Center

If you access the Note form via the Company Center, Company defaults to the Center field, but can be changed.

This is referred to as a Company Center note.

Other Fields

What is this?

Name

The name of the Companyselected in theCompany Centerdefaults to this field, but can be changed.

Customer Center

If you access the Note form via the Customer Center, Customer defaults to the Center field, but can be changed.

This is referred to as a Customer Center note.

Other Fields

What is this?

Name

The name of the Customerselected in theCustomer Centerdefaults to this field, but can be changed.

If you want to change the customer, click Search to bring up the Customer Search form and select another customer.

Policy

Select a policy from the Policy list, if desired. This is not a required field.

The policies are filtered by the customer selected above.

Claim

If you want to select a claim, click Search to open the Find Claim form and select a claim. This is not a required field.

The claims are filtered by the customer/policy selected above.

Employee Center

If you access the Note form via the Employee Center, Employee defaults to the Center field, but can be changed.

This is referred to as an Employee Center note.

Other Fields

What is this?

Name

The name of the Employee selected in the Employee Center defaults to this field, but can be changed.

Vendor Center

If you access the Note form via the Vendor Center, Vendor defaults to the Center field, but can be changed.

This is referred to as aVendor Centernote.

Group/Field

What is this?

Name

The name of the Vendor selected in the Vendor Center defaults to this field, but can be changed.

Financial Center

If you access the Note form via the Financial Center, the note defaults as a General Note, with the Center field blank.

Select a center, or make this note personal by selecting thePersonaloption.

Sales Center

If you access the Note form via the Sales Center, the note defaults as a General Note, with the Center field blank.

Select a center, or make this note personal by selecting thePersonaloption.

Personal

If you access the Note form from the User Center, the note defaults as a Personal Note.

Assign To

The Assigned To field defaults to the logged in user. You can select another user from the list if you want this note to appear on their personal Notes tab in the User Center..

Attachments

Click to open the Attachments data entry form where you can attach an electronic file to this note.

Create Activity

Click to open the Activity / Suspense data entry form to enter an Activity.

Date

The date the note was created. Today's Date defaults , but can be changed.

Purge On

Type in or use the date picker to select a date that this note will be purged from AMS 360.

Make Sticky

Choose this option if you want the Note to appear in the Sticky Note display. This display appears whenever you log onto AMS 360. For more information, see Sticky Notes.  

This checkbox is only available if you are creating a General note applied to the Customer Center, or a Personal note.

Print Note with Claim Loss Notice

If you select a Claim this option appears. Check the box if you want the Note to be printed as an overflow page when you print the ACORDLoss Notice.

Normal
Critical
Low

Choose the option for the priority of the Note.

If you make the Note Sticky, then the Notes are displayed in order of priority.

Calendar Button

Click to insert the current date into the Notetext box in MM/DD/YYYY format.

This button is only active when your cursor is in the Notetext box.

Time Button

Click to insert the current time into the Note text box in HH:MM AM/PM format.

This button is only active when your cursor is in the Notetext box.

User Button

Click to insert the Short name of the employee entering the Note.

This button is only active when your cursor is in the Notetext box.

Note Text

Enter the text of the note as you would in a simple text editor. You can copy and paste, use tabbing, and paragraphing. The text also word wraps.

    ClosedTypes of Notes

    ClosedBank

A Note attached to a bank. If you select Notes>New while viewing a bank in the Bank Center, the bank name pre-fills for you.

Bank Notes can be seen under the Notes tab when Viewing a Bank Account.

    ClosedBroker

A Note attached to a broker. If you select Notes>New while viewing a broker in the Broker Center, the broker name pre-fills for you.

Broker Notes can be seen under the Notes tab when Viewing a Broker.

    ClosedClaim

A Note entered with a claim selected. You can print this type of Note on an overflow page when you print the ACORDLoss Notice. If you access Notes from the Claim data entry form, the customer, policy number and claim number pre-fill for you.

Claim Notes can be seen under the Notes tab when Viewing a Customer

    ClosedCompany

A Note attached to a company. If you select Notes>New while viewing a company in the Company Center, the company name pre-fills for you.

Company Notes can be seen under the Notes tab when Viewing a Company.

    ClosedCustomer

A Note attached to a customer only. If you select Notes>New while viewing a customer in the Customer Center, the customer name and active policy pre-fill for you.

Customer Notes can be seen under the Notes tab when Viewing a Customer.

    ClosedEmployee

A Note attached to an Employee. If you select Notes>New while viewing an employee in the Employee Center, the employee name pre-fills for you.

Employee Notes can be seen under the Notes tab when Viewing an Employee.

    ClosedPersonal

A note that has the Personal option selected. View personal Notes in the User Center.

A personal note is only viewable by the person to whom it is assigned. Personal notes do not appear in the Employee Center.

    ClosedPolicy

A Note entered with a Customer and Policy selected. You can print this type of Note on an overflow page when you print the ACORD application.

  1. If you access Notes from the Customer View, the customer and active policy number pre-fill for you.

  2. If you access Notes from the Policy data entry form, the customer and policy number pre-fill for you.

When you select a Policy from the list on the Notes form, only the most recent transaction effective date displays for the Policy.

Policy Notes can be seen under the Notes tab when Viewing a Customer.

    ClosedSticky Notes

Any kind of note that has the Make Sticky checkbox check when the note is created. Choose this option if you want the Note to appear in the Sticky Note display whenever you log onto AMS360. For more information see Sticky Notes.

The Sticky Notedisplay appears on top of any application you open.

    ClosedVendor

A Note attached to a vendor. If you select Notes>New while viewing a vendor in the Vendor Center, the vendor name pre-fills for you.

Vendor Notes can be seen under the Notes tab when Viewing a Vendor.

    ClosedNotes vs. Activity

When considering whether to enter a Note or an Activity keep the following points in mind:

Notes

Activities

Can be entered, edited, or deleted at any time.

Cannot be changed or deleted after saving.

Can be printed automatically on overflow pages when printingACORDapplications or Loss Notices.

Are not printed automatically on overflow pages. Can select to print them manually.

Does not provide support for Errors and Omissions because of the ability to change and delete.

Does support Errors and Omissions because of the inability to change and delete.

See the Activity topic for more details on permanently recording information.

What's Next?

Do you need to see a Note? See Viewing a Note for more information.


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