Entering your Agency Information:
You should now be at the main menu. Before we start entering clients, let's set up your agency information and enter some companies. To do this,
- place the mouse cursor on 'file' and click the left mouse button (this is referred to as 'click on file').
- To enter your agency information, click on 'Agency Information'. This will bring you to the Agency Codes browse box which is now empty.
- Click on 'Insert'. The first field on the agency code update screen is Agency Code.
This field is a code for your agency. It is used to find and locate your agency name and address for letters and reports. If you have only one agency, then you will have only one code. If you have more than one agency, you may have a number of codes.
- You will now make up a three-letter code for your agency. Enter the code and press tab.
- Enter the agency name, address, city, state, zip and phone number, pressing tab after each entry. After filling in the agency information, click on Ok to accept it. You will again be at the browse box.
- Click on 'close when you have finished this process.
Entering Company Information:
Now let's enter some companies.
- Again click on 'File' and choose 'Company Information' by clicking on it. You will see the empty Company Code browse box.
- Click on 'Insert'. Because we do not want to enter a name such as Travelers Indemnity and Casualty every time we enter a policy, we will make up a code for every company. These codes must be alphabetic.
- In the 'Code' field, enter TRA as a code for Travelers Indemnity and Casualty and press tab. You will then enter information on the company and press tab after each field.
- When you are finished entering all the information for a company, click on 'Ok' and you will see the company you just entered displayed in the company code browse box.
Entering Client Information
The next thing you will want to do is enter data in your client files. To do this, place the mouse arrow on 'Clients' and click the left mouse button (This is referred to as 'click on clients').
You should now be at the Client Files Browse Box . The client files section will allow you to enter information regarding each policy in your office. From the client files you will be able to track, among other things: expiration dates, accounts receivable, accounts payable and commissions receivable. On this screen, the sorting order defaults to Account #. To change the sorting order, click on the option you desire. A listing of cancelled and expired policies can be seen by clicking on the 'Cancelled Policies' tab. Policies expiring today will be highlighted in red. Cancelled and expired policies will appear on the regular client browse box for 30 days after expiration. Also on this screen is a list of update screens with boxes in front of them. You will notice as you begin entering data that a check mark will appear next to each screen name in which you have entered data.
Amsoft can help you fill in information on each screen. When the cursor is on any given field, when available, a message will appear at the bottom of the screen describing what that particular entry field is for. Additional help is available by clicking on 'Help' from the main menu.
We will now insert a client. To do this, click on Insert. You should now be at the Update Client Record Screen. The cursor should be at the account number field. The account number field is used to find individual records, although you may also look up records by insured's name, policy number, expiration date, or company. For now, however, we must enter an account number. Every account must be different. Let's say we have an insured named John A. Robertson. We suggest that in making up the account number that you use the first 5 digits of the insured's last name plus the first 2 digits of his first name. You will want to use all capital letters to avoid problems in the future. In this case our account number will be ROBERJO. Remember, no two account numbers can be the same. If you try to enter a duplicate account number Amsoft will tell you that it is a duplicate. If, however, you need to enter two policies for John A. Robertson, enter the same account number for the second, but add a number behind it, for example ROBERJO2. You do not have to use the method we have just described, however your account number should be alphabetic. For now, let's enter ROBERJO and press tab.
You have now moved to the billing account number field. You will notice that the previous account number had to be unique. The billing account number does not have to be unique. The purpose of this number is to allow you to enter the same number for each policy of one client. For example, for this account we might enter ROBERJO, which is the same as the account number. The next policy we enter for this insured, we will enter the same billing account number. By doing this we will be able to produce an invoice for the insured and bill all of his policies at one time. If you do not normally have an insured with more than one policy, you will not have to worry about this field.
Press tab to move the cursor to the Insured area, which has a box drawn around it. There will be enough room here to enter the insureds' name, address, city, state and zip, as well as phone and fax numbers (use the format ###-###-####). Enter John A. Robertson and press tab. Tab through and enter data for the address and phone numbers.
The cursor should now be at the Bill To area. The name John A. Robertson will be displayed there. The bill to field tells Amsoft where to send the bill. For example, for auto policies, the bill is normally sent to the insured, but for homeowners it is normally sent to the mortgage company. In this case you will want to enter a loan number in the provided field, otherwise you can leave it blank. For an auto policy we would leave the name John A. Robertson there. If this were a homeowners policy we would enter the name of the mortgage company. Let's leave the insured's name here. There are four lines available for the insured and his address. This should allow you plenty of room for listing your corporate accounts. Press tab at each field to accept the insured's information (leave the loan # blank).
The cursor will now be located at the Agency Code field. The agency code field is a code for your agency. If you do not remember the agency code, click on the button next to this field and any codes you have entered will be displayed. Click on Select to select the highlighted agency.
The next field is the Company Code field. This field is used to indicate which company is issuing the policy. Click on the button next to this field and a list of all the companies to which you have entered coverage and commission information. We have already entered companies, however, you will notice that they do not show up here. That is because we have not entered a commission record. To enter a commission record, click on insert. Now click on the company code button. You should now be at the 'Browse Company Codes' browse box. The companies we already entered will be listed here. You can add a new company from here by clicking on 'insert'. For now, let's choose a company by highlighting it and clicking on 'select'. You will now be back at the commission record update screen. Press tab until you come to the coverage code field. This will hold a three letter code for the kind of coverage. For example: AUT for Auto , or HOM for Homeowners. The coverages field will allow you to enter all coverages written by this company. This field can be used to review the type of coverages written by a certain company. The commission field is the commission rate paid by the company. If the company pays different commissions on different types of policies, enter the commission you receive the most. To enter 15% commission, simply enter .15. Click on the 'Ok' button to accept the information. The record we entered will be highlighted in the browse box. Click on select. Every time we enter a new policy we simply need to choose company code. The full name will not appear on the screen, however, when we issue an invoice, the full name of the company will be printed.
We are now at the sub producer field. The purpose of this field is to track commissions for each sub producer. If you do not have sub producers you could simply press tab here to skip the field. For our purpose we will have a sub producer named Jim Smith, and we will give him a code of SMI. Click on sub producer button, the browse producer box appears. Click on insert and we will be asked for his code. Enter SMI and press tab. Next enter the name Jim Smith and press tab. Finally, enter the commission % the sub producer will receive. In this case enter .35 and press tab. Click on Ok. Now you will see the producer, his name & commission displayed. As you enter more producers they will displayed on this list. Place the cursor on the producer you desire and click on Select and press tab. Remember, you will only have to enter the name, code & split for each producer once.
The cursor is now at managing GA. The purpose of this field is to indicate the general agent through which you are purchasing the policy. If you are writing direct with this company, you will want to enter a managing GA with a code of none and everything else blank. For our case, let's assume that the general agent is Today Underwriters. Use the code TDY to indicate this company. Click on managing GA button. A browse box will appear and you click on insert to enter the general agent information. When you have entered that information, click on Ok, and from the browse box click on select to choose TDY. Press tab to continue.
The cursor has moved to the policy number field. Displayed is "NOT ISSUED." For now we will accept this by pressing tab. When we receive this policy we will change this to the correct Policy number.
The cursor is now at the Prospect field. This field is used as a marketing tool. The purpose of this field is to allow you to indicate what type of insurance for which this insured is a prospect. Say you are selling him an auto policy and feel he is a prospect for home owners. Then you would make up a code for home owners and enter it here. For now enter "home" a four-letter code for homeowners and press tab.
The cursor is now at the send renewal field. If you wish to send the insured a renewal notice enter a 'Y'. If you do not wish to send him a renewal (for example a direct bill policy) enter an 'N' and press tab.
The cursor is now at the coverage field. The coverage code you entered in the company field is displayed. For now we will want to accept the code that is displayed by pressing tab. We could have typed over this code to change it.
We will now enter the binder date, which has already defaulted to today's date. You may accept this date by pressing tab, or you may change it by typing over it.
Your cursor will now move to the expiration date field. The expiration date will default to one year from the binder date. You may change it by typing over it. To accept the date displayed, press tab.
History] for information on entering the Premium information.
Amsoft will indicate the date that it expects all invoices paid by. You may change this if you want to, or accept it by pressing tab.
You are now at the reason for billing fields. On the screen, these appear next to each other, but they print one below the other. Fill out these fields as you desire.
You are now at the Notes input area. This scrolling area will let you enter any information you desire. Enter your information click on tab to save.
To save everything click on Ok. This button may be clicked from anywhere on this screen & will save all entries made. After clicking Ok, you will be returned to the insured browse box & the insured you just entered will be listed.
Adding Additional Insureds
To add another insured from here you will click on Insert. To delete an insured from here, place the cursor on the insured you wish deleted and click on Delete. You will then be asked to confirm the deletion of the record. Click on Ok to delete the record or Cancel to cancel your request.
Entering Additional Policies for
Let's take a moment and discuss how to add another policy for the same insured. When adding another policy for the same insured, you do not want to reenter all the information, so we have added a short cut. While in the client browse box, which is where you should be now, place the bar cursor on the client you just entered. There should only be one policy on this screen now, but as we add more clients you will be able to move this bar up & down with your arrow keys.
You will notice at the bottom of the client browse box a copy button. Place the bar cursor on the record just added or the record you wish to duplicate. Click on the button.
You will now see all the information you have added displayed on the screen. You will note that at the top of the screen is displayed 'Adding Record'. The first thing you must do is change the account number - each policy must have an unique account number. You may change it simply by adding letters or numbers to the end. Since already displayed is ROBERJO, simply add -1 to the account number and press tab. If you do not change the account number you will get an error message at the top of the screen 'Creates Duplicate'. You may simply go down the screen & change any data that might need to be changed. For example, the name & address should be ok, but you may need to change the company & coverages. Please note that this copy process has copied only the first screen. You will need to enter the new premium history information. When you are done entering all new information click on Ok to save this new file. You will be returned to the client browse box with two policies for this insured listed.
Page - Premium History]