Billing Options Utility

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

The Default Company Settings section of the Agency Setup form and the Billing Options section of the Company Setup form contain setup information critical to successful policy billing in AMS360. Occasionally it becomes necessary to change these billing options based on the changing business environment.

Company Setup takes precedence over the Agency Setup billing options. If a transaction does not find a match in Company Setup it looks for a match in Agency Setup.

Vertafore recommends reviewing the following AMS360 Help topics prior to running this utility:

Accessing the Billing Options Utility Form

You can access the Billing Options Utility from any center or form that has a Toolbox menu. Select Toolbox > System Administration > Utilities > Billing Options Utility.

You must have proper authorization to access Billing Options Utility.

How to Run the Billing Options Utility

First, change the billing options in setup to what you want them to be.
Then, run the Billing Options Utility. This changes the "How Billed" field on existing unposted Policy transactions to what is defined in setup. This way, you avoid the necessity of opening each individual policy transaction to set the appropriate billing flags.
For more information on the fields in this utility, see the Fields in Billing Options Utility section below. The billing options are:
Customer Center
Direct Bill Entry
Direct Bill Statement
Not Billable
Receipt Check

Fields in Billing Options Utility

This utility updates policy transactions with the latest billing options as defined in Agency and Company Setup. All unposted transactions effective on or after the defined effective date are changed for the selected companies.

Field

What is this?

Update the Premium Display Option "Include in Premium"

Check this box to have the Premium Display Options in the Policy > Transaction Premiums / Billing section > Transaction Premiums sub-section, and the Transaction, Fees, Taxes, Finance, and Down Payments sub-section, changed to "Include in Premium Totals, if not already.

Include

Select to process Agency Bill, Direct Bill or both.

At least one box must be checked to run the utility.

Transaction Effective Date

Type in the desired Transaction Effective Date or use the Date Picker.

This date is used in determining the policy transactions for evaluation and processing. Only items with effective dates equal to or after the transaction effective date are eligible.

Check All

Click this button to place a checkmark in the Check column for all companies in the grid. Any company with a check is evaluated for changes to unposted transactions that are effective on or after the defined effective date.

Uncheck any rows that you do not want to change.

Uncheck All

Clears the checkmark in the Check column for all company grid rows.

Company Grid

Field	What is this?
Check	If checked, the company is included for evaluation and inclusion when you click OK. If not checked, the company is not included. At least one row must be checked in order for the utility to run.
Name	The company name appears as a link. Clicking the link opens the Company Setup form for the selected company. This allows you to review and make changes, if necessary, to the Billing Options section of the form before the utility is run. Close the Company Setup form to return to the Billing Options Utility form.
Type	Company type (Insurance or Brokerage).

OK Button

Click OK to start the Billing Options Utility. The system checks for the existence of any policy suspensions involving the selected companies. Such suspended items can include Suspended Billings from center billings, as well as In Progress billings included on a Direct Bill Commission Statement.

This suspension rule does not include policies included on a Direct Bill Entry Statement for the selected companies.

If suspended policies exist, the following message displays:

Processing of the utility is discontinued and cannot proceed until all suspended policies are cleared. See Workflow: Retrieve a Suspended Billing, and/or the Direct Bill Commission Statement topics for more information on clearing suspended policies. When clear, re-initiate the Billing Options Utility process.

Once the transactions are evaluated, a message displays showing the number of transactions located for the selected companies, based on the Transaction Effective Date. The purpose of this message is to give you one last opportunity to abort the utility if the number of transactions returned does not seem reasonable. If the number seems reasonable, click OK to continue the utility, if not, click Cancel to terminate processing.

On completion of processing, a message is returned if eligible policies were in use at the time the utility was running. The Customer Name, Policy Number and Policy Term of any such policy displays in the message. Note this information and review these policies to manually update the How Billed, and the Premium Display Options, or re-run the utility at a later time when there is less activity on the system.

If no exceptions are found, a message displays advising that, "The Billing Option Utility has completed successfully." Click OK on this message to exit the utility form.

Cancel Button

Click Cancel to terminate and close the Billing Options Utility.

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