Accessing Direct Bill Entry| This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package. |
Use the Direct Bill Entrymethod to enter your direct bill transactions using policies from your Policy System, policies entered previously on aDirect Bill Entrystatement orAccounting Onlypolicies that you enter directly into theDirect Bill Entrystatement.
If you Invoice your direct bill policies or use Direct Bill Commission Statement to bill and reconcile your direct bill items, then you should not use Direct Bill Entry to process your direct bill.
Accessing Direct Bill EntryTo access Direct Bill Entry do one of the following:
In the Company Center, select the company you want to do Direct Bill Entryfor. Then, selectActions>New Direct Bill Entry.
In the Financial Center, click Actions > New Direct Bill Entry.
To select an existing statement from the Company Center, select the appropriate company. Then, from the Register view, click the appropriate statement from the Type column.
To select an existing statement from the Financial Center, click the appropriate statement from the Type column on the Direct Billtab.
Go to theStatement Identificationsection of this topic to begin or continue creating your statement.
Statement Identification SectionKey in or select the Statement Date from the Date Picker.
When you tab out of the Statement Date field, the default Description is DBE Stmt - [Statement Date]. Accept the default or type in your own description. If you change the Descriptionmake it meaningful so you can find the statement later.
Select the Division for your statement.
If you navigate to the statement from the Company Center, the company selected in the Company Center prefills the Company information.
If you navigate to the statement from the Financial Center, select the type of Company, Insurance or Brokerage, and then select the company Name.
The list filters by the Type of Company selected.
Enter the Company Totals (premium Amount and Commission) from the company generated commission statement. These are the totals that the entries in the Direct Bill Detail reconcile to. Before posting your statement, the Company and Agency totals should be the same, with the Difference at $0.00.
Press the Create Statement button, or [Enter] on your keyboard, which will open the Direct Bill Detail section.
For the next steps go to the Direct Bill Detail section of this topic.
Direct Bill Detail SectionEntering the detail on yourDirect Bill Entrystatement involves using one or more of the policy selections below:
Find Policies From: Policy SystemWhen you Find Policies from: Policy System, you are searching for policies entered or downloaded to your policy system.
The Statement Status on all new Direct Bill Entry statements is In Progress.
Click New on the Direct Bill Detail section bar.
The Find Policies from defaults from the last entry. Change to Policy System, if necessary.
When the Auto Refresh Commissions checkbox is checked, the system automatically looks up commissions from setup, if you change the LOB,Transaction, orPlan.
Search and find the appropriate customer. This is a required step. Searching for the customer attaches the direct bill transaction to a customer in your customer database.
If you type in the customer Name, thePolicy #field remains unavailable for selection or data entry.
Select a Policy # from the list. The list of policies consists of policies from the Policy Systemfor the selected customer.
Select the transaction Effective Date from the list. The list consists of policy transactions from the Policy System for the selected customer/policy.
Select the Tran Premium from the list. This list consists of the transaction premiums from the Policy System for the selected Customer/Policy/Effective Date.
Since you selected to enter the direct bill transaction using the Policy System, after you tab out of the Tran Premium field (TRIGGER POINT) the system has all the information it needs to prefill the rest of the fields and open the Commission section.
Review/Change the commissions.
Click the Add... button. This adds your direct bill transaction to the Direct Bill Detail grid and leaves the section open for the next direct bill transaction.
When you finish entering all of the direct bill transactions, click Add on the section menu bar, or click Cancel to close the Direct Bill Detail data entry fields.
Make sure the Difference is $0.00. If not, and you know you are in balance, it may be necessary to check Recalculate Statement Totals and Save the statement.
Enter the GL Date if not already entered.
Change the statement status from In Progress to Ready to Post. Once the statement is Ready to Post you can:
Select Post and Close 
from the Filemenu to post and close the Direct Bill Entry Statement.
Select Save and Close 
from the Filemenu to save and close the Direct Bill Entry Statement for more data entry work later.
Click the Post icon to post the Direct Bill Entry Statement and leave the form open for further data entry.
Find Policies From: Prior StatementsWhen you Find Policies from: Prior Statements, you are searching for policies that have previously been entered on posted and unposted Direct Bill Entry statements.
The Statement Status on all new Direct Bill Entry statements is In Progress.
Click New on the Direct Bill Detail section bar.
The Find Policy from defaults from the last entry. Change to Prior Statements, if necessary.
The Auto Refresh Commissions checkbox is unchecked by default. This is correct because if you change the LOB, Transaction, or Plan you want the commissions to pull from the prior statement and not from setup.
Search and find the appropriate customer. This is a required step. Searching for the customer attaches the direct bill transaction to a customer in your customer database.
If you enter in the customer Name, thePolicy #field remains unavailable for selection or data entry.
Select a Policy # from the list. The list of policies consists of policies from Prior Statementsfor the selected customer.
Select the transaction Effective Date from the list. The list consists of policy transactions from the Prior Statement for the selected customer/policy.
Select the Tran Premium from the list. This list consists of the transaction premiums from the Prior Statements for the selected Customer/Policy/Effective Date.
Since you selected to enter the direct bill transaction using Prior Statements, after you tab out of the Tran Premium field (TRIGGER POINT) the system has all the information it needs to prefill the rest of the fields and open the Commission section.
Review/Change the commissions.
Click the Add... button. This adds your direct bill transaction to the Direct Bill Detail grid and leaves the section open for the next direct bill transaction.
When you have finished entering all of the direct bill transactions, click Add on the section menu bar, or click Cancel to close the Direct Bill Detail data entry fields.
Make sure the Difference is $0.00. If not, and you know you are in balance, it may be necessary to check Recalculate Statement Totals and Save the statement.
Enter the GL Date if not already entered.
Change the statement status from In Progress to Ready to Post. Once the statement is Ready to Post you can:
Select Post and Close from the Filemenu to post and close the Direct Bill Entry Statement.
Select Save and Close from the File menu to save and close the Direct Bill Entry Statement for more data entry work later.
Click the Post icon to post the Direct Bill Entry Statement and leave the form open for further data entry.
Accounting Only PoliciesWhen you enter Accounting Only Policies, you are entering transactions for policies that are not in your Policy System, nor have they been entered on a previous Direct Bill Entrystatement. These Accounting Only policies are being creating as you type them into the Policy # field.
These policy transactions do not write back to the policy system. They can only be found in the CustomerRegister for the appropriate customer. The policy has no link back to an actual Policy record in the Policy System.
The Statement Status on all new Direct Bill Entry statements are In Progress.
Click New on the Direct Bill Detail section bar.
The Find Policy from defaults from the last entry. Change to Prior Statements, if necessary.
Leave the Auto Refresh Commissions checkbox unchecked if you want to enter your own commissions, or check the box if you want commissions to pull from setup.
Search and find the appropriate customer. This is a required step. Searching for the customer attaches the direct bill transaction to a customer in your customer database.
Enter the Policy #.
Select a Broker for this transaction, if appropriate.
Select a Transaction from the list.
Select the Eff/Exp Date (effective/expiration date) for the transaction. After you select or enter the effective date and tab to the expiration date field, the date automatically advances 1 year. If this is not correct, enter or pick the new expiration date from the date picker.
If this is a Continuous policy, check the box. When Continuous is checked, the expiration date disappears and is unavailable for change.
Enter the amount of the premium or non-premium.
If this is a premium transaction do the following:
Select the Line of Businessfrom the list. Once theLine of Businessis selected, theCharge Typefield is unavailable.
Then, select a Plan, if applicable.
Select theWriting Company. This field is a TRIGGER. As soon as you tab out of this field, theCommissionsection opens.
If this is a non-premium transaction, do the following:
Select the Charge Type from the list.
Once you tab out of the Charge Type (TRIGGER) field, the Writing Company field prefills with the parent company and opens the Commission section. Non-premium is always billed at the parent company level.
Review/Change the commissions.
Click the Add... button. This adds your direct bill transaction to the Direct Bill Detail grid and leaves the section open for the next direct bill transaction.
When you finish entering all of the direct bill transactions, click Add on the section menu bar, or click Cancel to close the Direct Bill Detail data entry fields.
Make sure the Difference is $0.00. If not, and you know you are in balance, it may be necessary to check Recalculate Statement Totals and Save the statement.
Enter the GL Date if not already entered.
Change the statement status from In Progress to Ready to Post. Once the statement is Ready to Post you can:
Select Post and Close from the Filemenu to post and close the Direct Bill Entry Statement.
Select Save and Close from the File menu to save and close the Direct Bill Entry Statement for more data entry work later.
Click the Post icon to post the Direct Bill Entry Statement and leave the form open for further data entry.
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