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Download Statement Utility
The purpose of the Download Statement Utility is to convert previously Downloaded Direct Bill Company Statements into a Direct Bill Entry Statement (DBE). The utility allows you to pick which statements you want to convert.
Prior to conversion, warnings appear for any downloaded items that have previously appeared on other Direct Bill Commission or Direct Bill Entry statements, possibly creating duplicate postings. If you get these warnings:
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Make note of the statement date you are converting. Open and evaluate any unposted Direct Bill Commission statements with that same date. Based on the knowledge of your direct bill business and how you bill it, this statement is probably eligible for deletion. Then, continue with the conversion process of your Direct Bill Company Statement. Find and post the resulting Direct Bill Entry statement.
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For those items that are already billed, be sure to delete these off of the Direct Bill Entry statement before posting. This is not the norm.
To access the Download Statement Utility select System Administration > Utilities > Download Statement Utility from the Toolbox menu where available.
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Item
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What is this?
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Company
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Select the Company that has one or more downloaded direct bill company statements you want to convert to a Direct Bill Entry statement.
The Company list is filtered to those companies that actually have downloaded direct bill company statement transactions with a designation other than DBE, and are assigned to a division you have security rights to.
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Clear
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Click Clearto clear information selected for all fields in the form.
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List Statements Received After Date
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Enter or select the date you want to see the downloaded statements on or after.
This field is not required and defaults to the first day of the prior month.
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Select Statement
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Select Statement fills with all statements for the chosen company that are on or after the selected date.
The statement selected in this field displays the statement date, division, and the gross premium and commission.
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Create Direct Bill Entry Statement
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The Create Direct Bill Entry Statement button launches the conversion process. After the process is launched, the statement controls are made inactive until the process is complete.
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The Exceptions section is an area that list items from the downloaded statement that did not process to the Direct Bill Entry statement. The grid can be copied for ease of handling.
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Types of Error
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Message in Grid
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No Errors
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No processing exceptions.
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No Items Converted
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A direct bill entry statement was not created because none of the detail from the [company short name] [division name] [statement date] statement converted.
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Suspended Billing
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Could not create direct bill detail entry for customer [customer name] on Policy/TranEffDate [policy number and transaction effective date] because the policy has a suspended billing.
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If the Direct Bill Entry statement form is open you cannot open the Download Statement Utility. Conversely, if the utility is open, you cannot open the Direct Bill Entry statement.
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Only one Direct Bill Entry statement can be open at one time.
As download is currently processed, received data is separated by division. Therefore, any statement selected for conversion contains data for only one division.
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Any previously downloaded Direct Bill Company Statement can be converted, including those that have already been run through the utility.
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When a Direct Bill Company Statement is created. All items on that statement convert, no matter what the "How Billed" settings are in Policy.
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You are given a warning message before the downloaded statement is processed, if any of the items on that statement have previously been associated with a Direct Bill Commission Statement. Click OK to continue processing or Cancel to stop the processing.
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You are given a warning message before the downloaded statement is processed, if any of the items on that statement have previously been associated with a Direct Bill Entry statement. Click OK to continue processing or Cancel to stop the processing.
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Both of the warning messages above are given if both conditions exist.
If a Direct Bill Entry statement was created in error, you must open the statement and delete it manually by clicking the large X or selecting File > Delete. Deleting the statement does not prevent the statement from being created again, or affect the downloaded data.
What's Next?
It's now time to work your processed Direct Bill Entry statement. For additional information on how to process a direct bill entry statement, see Workflow: Create a Direct Bill Entry Statement.
