Automated Download Invoicing is a new feature that will give you the ability to invoice various transactions that you receive from the company's daily download. You will have full control of what the system will do. ADI will save you time and provide you with accurate, automatic invoicing that will match the company accounting records.
Automated Download Invoicing automatically invoices HOME and AUTO transactions that are received from a download of a company with which you interface.
When you process the data received from the company to update your policy and application details, this program creates a new file that is processed when you choose to initiate it. It creates an invoice for each transaction received that would normally be invoiced by a CSR. The program can invoice all transactions: Renewal, New Business, Endorsement, Reissue, etc. It can process Direct Bill and/or Agency Bill transactions.
You will have full control of what should be invoiced and what should not be invoiced. To do so, there is a setup that needs to be done before you start using this feature. The setup is explained further in this document.
Before you perform the setup, examine the different levels of options that are available to you.
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The first level of options tells the system how you want to have the ACORD transactions translated in TAM. For instance, if you receive an RWL transaction in a download, this is a Renewal transaction and you need to tell TAM what its equivalent transaction code will be. You are able to define up to nine different transaction codes.
There are also certain preclassifications that have already been defined. There are many transaction codes that the companies may send for various reasons, but for the agency and from an accounting point of view, they would be invoiced with only one transaction code in TAM.
There are many ACORD transaction codes that can be received, but not all of them should have an accounting impact. Here is the list of the transactions for which the creation of an invoice is being considered. In the program, you will have to assign a TAM transaction code that will be used in the invoice.
|NBS New Business||New Business code in TAM|
|RWL Renewal||Renewal code in TAM|
|REW Rewrite||Rewrite code in TAM|
|PCH Policy Change||Changed/Endorsed code in TAM. Usually two codes are used, such as +EN and -EN|
|RIX Reissue||Reissue Code in TAM|
|XLC Cancellation Confirmation||Cancellation code in TAM|
Follow the steps below for the initial setup and then complete the setup for each company for which you choose to create invoices.
This is where the associations between the ACORD transaction codes and the TAM codes are set.
To create an association, you must first select the transaction code in the Choose a Transaction Type (Accounting) dropdown list. This is the code that you want the system to generate. For example, to create the association for New. Business, click New.
Define the Status code that should be generated for this transaction when an invoice is created. In the Choose a Status Type (Billing Screen) dropdown list, select the policy status that should be associated when a new transaction is created.
Once this is done, click the New Business box; you will have the first ACORD group association completed.
You must define transaction and status types before you click the left box to choose the association. Once you click that box, it assigns the values that are in the Transaction field and the Status field.
The first three options (New Business, Renewal and Rewrite) must have a Policy status type.
For the Positive and Negative endorsements, normally you should not attach a Status type since you can have an Endorsement on a New business or on a Renewal.
On a custom setup, the only other transaction that should require a Policy status is "Reissue".
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You must select the companies for which you want the system to create an invoice. Therefore, you may decide to do this for some of your companies or for all of them. For each company, you must choose what will be invoiced.
First, you must make sure that in the Company File Interface setup, the option to Update Premiums on Billing Screens for these policy types is Unchecked.
In Utility Manager expand Company Interface, select Company File Interface Setup and open it with the arrow at the bottom.
In Company File Interface Setup, select a Company from the drop-down.
Go to the Download Options tab, and there you will see "Update premiums on billing screen for the chosen policy types". Make sure this is unchecked.
Important: If this is checked, then when an invoice is created by you or Automated Download Invoicing for an Endorsement, the change to the premium will be done twice.
For example, if you receive a PCH transaction for +50.00, with the option set to Yes, the premium would increase by 50.00. Then when you invoice it later, the premium will be increased again by $50.00.
Note: For a New Business, it is important to create the billing screen before it is automatically generated by the Interface module. This is to make sure that it contains the right data, like the producer code and department. Transactions cannot be added without a department selected on the policy detail screen.
Follow the steps below to set up the ADI program for your companies:
In the main screen of the ADI program, select Setup.
On the Invoice Setup screen, select the Company.
Once the company is highlighted, click Update to display the Company Setup screen.
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For each company, you have to decide if you want the system to create an invoice for Agency Bill transactions and/or Direct Bill transactions. You can choose to invoice for one type or for both. The system will invoice in the proper mode based on what is received from the company transaction. If the billing screen has, prior to the download, an Agency mode and the company is sending you a Direct Bill transaction, then the program will change it to Direct Bill mode. To select one mode or both, click the checkbox beside the option. It will then make the other options (Auto, Home) available to select.
Note: For the Direct Bill mode, the system will not print the invoice in the Close-Day procedure. If using Direct Bill Commission Download or Record Commissions is your Direct Bill Commission Reconciliation method, it is recommended that ADI not be used for Direct Bill items.
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For each company and billing mode, you must decide if you want the system to create an invoice for Auto and/or Home policies. You can choose to invoice one type or both. You then click the one you want to be set.
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For each company, you must choose the Transaction Types for which you want an invoice to be created. For example, do you want to invoice Renewal Transactions, New Business, Endorsement, Reissue, Cancellation? You can invoice all of them or only one type.
In the Transaction Type window on the left side of the screen, select the Transaction Type that you would like to have an invoice generated for automatically. If you are doing it for both billing modes, you have to do this for both Home and Auto in the Direct Bill option and in the Agency Bill option. If you don't select a type of transaction, then no invoice will be created for it, it will be rejected by the program, and an entry will be logged in G:\APPS\ADIDOWN.LOG (Rejected Log File).
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Once all your setups are complete, you have two more options on the main screen: Invoice and View Log.
Click the Invoice box to start processing the transactions received from the download.
The program first determines if you have received an ADI download. If you have, then the necessary information is extracted to be used later in creating the invoice in TAM. Once this is done, the program brings up the list of all of the transactions that are ready to be invoiced. If no new transactions were received since the last time the program was run, a message displays: "No New Download Received!"
Click OK to continue.
The next screen shows the suspense transactions, including all of the new transactions just received in the last download. You can view what will be sent to the WUT_DOWN program to create the invoice in TAM. As you can see, there is information that can help you to decide if you want the invoice created immediately or if, for some reason, you want it to be delayed until further investigation. The program lets you sort the list in any of the fields that you see on the screen. For example, if you click the Trans. column, the list sorts by Transaction type; you can see all of the REN transactions together.
Important Note: If you add a company to the automatic invoicing process, you must revise this company's setup before you start the invoicing process. In fact, when you click the Invoice button, the program filters all of the incoming transactions and rejects all of the transactions that do not meet all of the conditions. This means that all of the transactions for a particular company could be rejected and there would be no way to retrieve them.
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At the top of the screen, you have three other menus. The first menu is Option.
This menu gives you two functions: Purge and Print.
Purge: Removes transactions that have a value "P" in the State column, which means that an invoice has been created for those transactions. You should use the "Purge" function to clear the transactions that have been invoiced, so it will be easier to look at the list. The reason that the transactions are not purged automatically is to give Applied Systems a way to recover the transactions if, for some reason, something goes wrong during the process of creating the invoices. It also allows you to re-invoice a transaction if needed.
Print: Allows you to print the complete list of transactions that you see on the screen. It is better to print the report in Landscape mode, but not all fields can be printed because there are too many. This function is used to keep track of the transactions that have been put in suspense.
The second menu is State.
Here you have three choices: Remove, Skip and Invoice.
Remove: If you highlight a transaction and click State, then Remove, a letter "P" is added in the first column. This flags the transaction as Processed, exactly as if the invoice had been created for it by WUT_DOWN. This tells the program not to create the invoice. Later, when you purge the transactions, then it will be physically removed from the file with no possibility to recover it.
Skip: This tells the program to bypass this transaction and not create the invoice for that particular transaction. WUT_DOWN will ignore it and put a Blank in the State field when the transactions are processed. When you go back to see what is left to be invoiced, these transactions will look as if they have not been invoiced yet. If you do not want to invoice them the next time you start the process, you have to set their state to Skip again. The letter "S" in the State field means that the transaction will be skipped.
Invoice: This option inserts a Blank in the State field. So if a transaction was marked with an "S" or a "P," you can change it back to Blank to have an invoice created for it.
The third menu is Defaults.
There are two different modes to generate the invoices: Batch mode and Confirm mode.
Batch mode: By default, the program is set to Batch mode. This means that all of the transactions are processed at once, with no possibility to accept them one by one.
Confirm mode: Confirm mode lets you modify certain fields before the invoice is created: Description, Producer code, Producer Commission percentages, etc. Only certain fields can be modified. Once you have selected the Confirm mode, the words "Confirm Invoice" display in the top right corner of the View Suspense screen to remind you that you have selected this mode.
The Invoice All button starts creating the invoices. If you have selected the Confirm mode, the next screen lets you view and change some of the data before the invoice is created.
When you are done, click OK to bring up the next invoice.
Not all of the fields can be changed. The fields that are grayed out cannot be modified. You can also enter a description that will overwrite the default that has been defined in TAM for the Transaction Type (Trans Type) on the left side. If you deselect the Print checkbox, then no invoice will print in Close-Day.
If you click Cancel Transaction, you advance to the next transaction. The transaction that was skipped is not really deleted; it will come back in your next session. If your next session is processed in batch mode, then the invoice will be created. Once all the transactions are processed, a message displays to confirm completion.
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The View Log button displays the Rejection Log and the Success Log.
By default, when you click the View Log button, the Rejection Log displays. This log lists all of the transactions that have been rejected from the received download, with the reason for rejection. You can click the heading of each column to sort the list. You may need to investigate why a particular transaction was not invoiced. To switch to the Success Log, click the Option menu and select the desired log listing.
In both log screens, there are three more options available to you:
Print: You can print the complete list or only the selected transactions. To select transactions, click one and press [Shift] + the Up or Down arrow to select more than one transaction. Then click Print. If you don't select any particular transaction, the complete list prints.
Clear All: This deletes all of the transactions on the screen.
Clear Selected: This clears the transactions that you have selected. Follow the same process as the Print function to select more than one transaction.
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The main thing to remember is that there are no changes in the download workflow to incorporate ADI with your daily download. However, it must be noted that specific exceptions exist for this process to function as required.
If a problem occurs during the download, do not attempt another session. Log a Support call immediately. Ensure that a Pack is not turned on for that night in case Support is unable to contact you the same day. Any errors received on the screen (e.g., internal errors stopping download completely, red box messages indicating an error exists, etc.) require a Support call. Failure to do so may result in multiple/inaccurate invoicing when ADI is run.
ADI can be discontinued at any time by selecting the Disable Automatic Download checkbox on the main screen. Once checked, the download will continue to process, but no transactions will be created from the download.
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Last Revised: August 15, 2013