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AgencyPro For Windows - Agency Software, Inc.

1. 102 amp Enter Document Title x Enter a Title or Description for the Document This dropdown selects a policy to link the image 9 HaydenMap jpg Create Link to this Document Only Policy optional rr T Checkbox E Cancel for creating link 8 7 If you want to link to the file rather than create a copy click the Create Link To This Document Only check box to mark it Note If you link a document make sure others in your office have access to that location or they won t be able to open the document in AgencyPro 8 If you want to attach a copy of the file leave the check box clear and AgencyPro will make a copy of that file so everyone that has access to AgencyPro will have access to that document 9 If you wish to link the image to an existing policy drop down the list and select the policy number This will allow the image to be viewed from the Policy tab Current User CONNIE R AGENCY SOFTWAREINC 0o Oo Clients Policies web view Client A R Ledger Acords Notes Reports Letters a oe 3 Click button _ CientName gt arai it Policy Type Coverage Class Depa U A i2 olicy comm General Liability omr 2Guvs BaRBER S tO VIEW image esas45001 Poi Comm G bility C 2 GUYS BARBER SHD 1234 00 Policy Business Auto Corner 2 GUYS BARBER SHOP 12341 234 00 Endorsement Business Auto Corner Lg 2 GUYS BARBER SHOP F1773904 Policy Business Auto Comrr 10
2. ccececceeeceeeeeeeees 216 PRINTER DOESN T PRINT FROM AGENCYPRO 0scecceeeeeeees 216 TEXT WONT FIT INTO LINES ON FORMG cceccecceeceeeeeeeeeens 216 INDEX a 218 12 COPYRIGHT NOTICE PAGE Copyright 1999 2012 by Agency Software Inc All Rights Reserved No part of this manual may be reproduced transmitted transcribed stored in a retrieval based system or translated into any language natural or automated in any form or by any means without the prior written consent and permission of an officer of Agency Software Inc The software described in this manual is protected by copyright laws outlined on the envelope containing the mentioned program CD ROM This manual could include technical inaccuracies or typographical errors Changes are periodically made to the information herein These changes may be incorporated in new additions of the manual AgencyPro for Windows Is a registered trademark of Agency Software Inc ACORD is a registered trademark of ACORD Corp Windows is a registered trademark of Microsoft Corp 13 WELCOME History of Agency Software Inc Agency Software Inc ASI established in 1988 has been the forerunner of property amp casualty insurance software since its inception date Founded by James M Carpenter and current President and CEO K Mitch MclInelly ASI has an existing insurance user group that exceeds 18 000 agencies With 70 000 insurance agents in the United
3. 4 Roof 7 f Amos aj YesNo Housekeeping Date Heat Sys elec al a Circuit rc Condition Last Srved Brkrs Exterior Paint Plumbing Con t S Known Leaks j Noe Knob amp Tube Yes esc cere or Alum Wire No Fuses T p Foundation i i i None Dwelling Location Occupancy Misc Oil Tank Location Sanaa l Open F Closed Within City Limits T Owner Deadbolt Indoors Outdoors Swimming Pook_ __ ove on I Within Fire District l Tenant Fire Ext T Masonry Above Ground Appvd E E Mot ithin Prot Subur Vacant Neighbors on Masonry Diving Board cena Windstorm Loss Mitigation Features Bldg Grade Code a Rating Occupied z Slide nGround nspecte Gass Daily f Wind Class Roof Material ok E l Spec T Nee I Resistive gi T SemiResisi Fe Tax Code Weeks Rented a I Other t of Roof Basement aj feet Rating Credits rSprinklery Eranjaces PSS Non Smoker IM OfPremThetExcl ip peebaces Gerage Sa feet Lightning Prot Other Eaa x Pre Fab Breezeway sq feet 7 Manned Sec artia Wood Stove p L IL Insert This is the Personal Property Detail form 18 at Commerical Property Detail SE x Subjects of Insurance Coins Valuation Cause Of Loss Inflation Guard Deductible Bikt Forms qi Additional Coverages Options Restrictions Endorsements and R
4. 4 Click the Do It button AgencyPro will ask if you really want to delete the certificate holder click Yes The cert holder is deleted from the open certificate Printing Certificates for Selected Cert Holders You can print a certificate for a single cert holder or for multiple cert holders but dont try to send more than 10 at a time to your printer To print certificates for cert holders 1 Inthe open certificate click the Cert Holders Menu button In the Cert Holders Menu select the Mark Holders To Print option and then click the Do It button The Mark Holders to Print dialog box appears shown below Click each cert holder name you want to print to highlight it Hold down the Ctrl key while you click to select more than one If you want to mark all the certificate holders with one click click the Mark Unmark All check box click the check box again to unmark all the cert holders 71 ang Mark Holders to Print X Click on the Cert Holders that you want to Print They will Print the Next time you Printthis Certificate Hold Ctrl Key Down to Select Multiple Address A tst State Bank 23 Main Street p American Corp 456 Main Street M Mark Unmark All Jf OK X Cancel 2 Click OK You will be asked if you want to start printing marked certificate holders now Click Yes 3 The Print dialog box for your printer appears you can print multiple copies of each certificate by entering the number of copies
5. Current User CONNIE R AGENCY SOFTWAREINC gi Click Tab Jom lac me a Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images Calendar TFile gi Claims History Company Hit parked Car 21345234545 00 Com 12123412341 3 1 2007 3 1 2007 12 000 PROGESSIVE INSURAN Fred Claims Options Add New Clair Edit Claim Delete Claim Dolt i Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 23 2012 2 55 36 mu L eo o ooo o OOOO E J Family Members Customer Demographics Age Group Birthday SSN a 40 50 10 25 1958 10 25 528 55 0276 Education Spouse 8 4 1957 8 4 512 44 7823 College Graduate Son 10 6 1987 10 6 684 88 6262 Z ation Barber Income Bracket 50 000 Marital Status M aried Number of Dependents W 4 Withholding M 0 gt n Gender Gender Name Edward NickName Ed CUM Male Relation sel gt pop 1072571958 as CF Smoking i No Birthday 10 25 SSN 528 55 0276 Marital Status Hobbies Occupation Status Ei Biking Date Drivers License Licensed nd Good Student Driver Training ja Student gt 100 Miles Accident Prev Course vv ET EI a EE Ea ES Ed eee Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 23 2012 2 50 25 PM Vehicles Notes Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Image
6. 12341234 00 33 If your AgencyPro Employee Password form does not have a Username or Password entered correctly you can enter your login name and password yourself and log in to the company web page 5 AgencyPro will try to find the selected client automatically in the company web page using the client s policy number selected in the AgencyPro Policies tab The Web View Toolbar a24h 94x42 20 3 oo G When you position the mouse over a specific button on the toolbar the name of that button appears in a tooltip The buttons left to right are Back Opens the previous web page ED Forward Opens the next web page you opened Stops loading the current page Home Opens the company website Home page Fy Search Opens the Google search page Favorites Opens the Favorites folder E mail Opens an AgencyPro e mail message addressed to the current client that uses your e mail program to send Open Outlook Folders Print Opens the Print dialog box so you can print the page to the printer you choose 34 Open a New Instance of Browser Opens a new browser window so you can open a different web page without leaving the page you have open in the Web View window the new browser window appears minimized in the lower left corner of your computer screen you Can open up to two more browser windows Help and Tutorial If the AgencyPro Tutorial CD is in your drive the tutorial for the Web Page window plays if
7. When you click on the icon it will print all checks marked TRUE to print The View Check window will show you a view of the current check you are highlighted on and any detail within it You may change here the Description or Address and scroll through to the other checks pending as well to edit as needed When you click the Printer icon it will offer a list of formats If this is the first time you have printed you may want to print various formats by printing to plain paper first and comparing If it is just a small difference the Auto Adjust feature on the View Check allows you to move the format up or down Any formatting changes will remain for the next check printing session Accounts Payable The Accounts Payable subledger in AgencyPro is designed to keep track of what you owe your companies producers or other various current liabilities This is an optional feature and may require some initialization on the part of the agency that has been running AgencyPro prior to the release of this new feature 205 12 1 2010 Showin From 4 4 2012 nial To 27 6 202 Unpaid 62 76 0 00 62 76 Policy Commission Due KMM CP58956642 24 KARAT NAILS 17 00 0 00 17 00 Policy Commission Due KMM CP58956642 24 KARAT NAILS 8 08 0 00 8 08 Policy Commission Due KMM CP58956642 24 KARAT NAILS 71 68 0 00 71 68 Checking 2204 Commissions Due KMM Mitch Mclnelly Select account to pay from Descripti
8. 2 625 00 1 12 2013 Open di t bill t 3 15 2012 68 Down Payment CP90087694 12 0 00 325 00 2 300 00 1 12 2013 Open irec l payl len S eee b 3 15 2012 CP90087694 12 0 00 800 00 1 500 00 1 12 2013 Open 4 Click OK ai 5 Click OK to information message the payment will Date of Payment 1 30 2012 spn Aroun ot Panon SHI post against a direct bill payable account specific to Apply to Which Policy CP90087694 12 the company in the 21 00 range koa 6 Invoice options a o Lovet Canoe Print as a receipt for your customer by clicking the printer icon Save to images by clicking the disk icon Close to continue procedure amp Client Payment Date the payment was received matches date of finance company credit 7 Check options Amount of payment will be the amount financed Yes will create a payment entry in the ledger of your choice for the amount of the payment received Make sure to choose the financed policy in question pay clearing out the direct bill payable account for this and a box will appear at the bottom of the payment g pay articular payment window reading Check here if payment is from td finance company check this box No will create a payable entry in the 2100 account for that company which you can pay at any time or Leave check and invoice number blank and click OK pay in a batch by creating a payment manually in You will be asked if the fina
9. Cancel 147 ae Make A R Adjustment This button on the Client Payment window allows you to make Account Adjustments Payment Reversals or enter Opening Balances for the current client Client A R Adjustment w o Type of Adjustment Opening Balance Adjustmen Payment Reversal Adjustme Finance Charges Adjustment Finance Company Adjustme NSF Charge Adjustment Return Prem to Finance Co Cancellation Refund Adjust General Account AdjustmentCancel Apply to Policy Date of Adjustment Amount of Adjustment Account Adjustments This is used to make an adjustment to the client s account receivable that may or may not involve a policy After entering the information on the Client A R Adjustment window you will be prompted to select a chart number to offset the adjustment The adjustment will affect the Client s Accounts Receivable but you will have to choose the chart number that will offset this adjustment For example if you wanted to add a finance charge you will choose the chart number for Other Income or Finance Charges Income in the Account Offset window Note This option can only be used if you are on one of the Accrual methods of accounting Payment Reversals This is used to refund over payments or return premiums to the client The client should have a credit balance on the Client A R window that needs refunded to that client In the Client A R Adjustment window choose Payment Reversal as th
10. Cannot Perform Operation on Open Dataset 215 Printer Doesn t Print from Agency Pro 216 Text Won t Fit into Lines on Forms 216 Unrecognized Tag in Mail User Can t Delete Clients oe r 215 216 User gets Key Violation when Logging In 215 TROUBLESHOOTING 128 215 U Users Setup ccccccccccvees 130 V Vehicle Database T3 Vehicle List Print 75 221 W Web View EOS a 33 Web View Toolbar 34 Web View Window 32 Window ACOrGS serierne aeia Aa 54 Agency Setup 120 Claims oara 98 CEEC AR otaua 45 COMO a 29 TINGGES aus aioe 99 B aa ule eee emer memes 4 e hol i aoa terete tear ear 92 NOLES tae Loo aan 83 Personal ronnan 97 Pohe eS otenn aG 35 REPOS iota ules 86 SUPV EV nokt naak 119 IE eee ESEESE 116 TICKI OF secuevaswiooueaie 111 Web View 32 Workstations Installing program 23 Mapping a drive 22 SEUD doian a 22
11. 1 Type your note in this window then click the Commit button Operation of the New Notes The new notes are stored in a database as one 1 note per record This allows the ability to categorize and print the notes per User and per date range Click on the Notes tab to view the New Notes window Current User CONNIE R Reed Insurance Oiek Tab Clients Policies Web View Client A R Ledger Acords Notes Reports Letters i Sort by Policy Date Created Policy Click to start new note ay To add a note click on the button The New Notes entry window opens 84 Schedule Tickler for this Note Type in Client Notes Review then Click Cammit to Permanently Add these Notes to the Client s Record E Cancel lf the note applies to a policy you can select it in the Re field Re Policv F1773904 Schedule Tickler for this Note Re Policy F 1773904 Disa Drop down list Te a al Spell Checker Tickler checkbox Type in Client Notes Review then Click Cammit to Commit Permanently Add these Notes to the Client s Record EJ Cancel Notes are automatically time and date stamped and your login user name is entered Click the Spell Checker button to correct spelling Check the Tickler checkbox to add a tickler for this note Type your note in the body of the note record Click the Commit button to permanently accept the record after reviewing your entries Note On either of
12. 1 10 2012 66 Down Payment 456789 0 00 500 00 750 00 Current 1 30 Days 31 60 Days 61 90 Days Over 90 Days Total Due 750 00 0 00 0 00 0 00 0 00 750 00 Current Client ALL WESTERN INDUSTRIAL Phone 208 772 4468 01 25 2012 3 14 Show Today Screen NOTE The amount entered in the Down Payment field on the Policy Detail screen has reduced the amount this client owes Do not enter an amount in the Down Payment field unless you have received the money because the system will post that money to your Cash account and reduce the Client A R You will notice that the items posted to the Client A R are recorded as of the effective date of the policy Everything on the Policy Detail screen is posted as of the effective date of the policy unless you have filled in a First Payment Date The First Payment Date will override the effective date and all accounting will post as of the First Payment Date if entered 142 Client A R Buttons a Generate Invoice This button will generate an invoice for the invoice number entered on the Client A R screen The system automatically assigns the invoice number on the Client A R window You can change the invoice number on the Client A R window to manipulate what line items you want on each invoice After clicking the Generate Invoice button and clicking OK on the Invoice Number window you will see a preview of the invoice On this window you can change everything If you dont like the
13. A Computer Network 4 m p File name Savings Files of type Accounts Cancel z i soins el Select the Appropriate Type for this New Account Account Types Current Asset ie Cash Checking Non Current Fixed Asset fie Equipment Current Liabilities ie A P Long Term Liabilities ie Mortgage Equity Common Stock etc Enter Chart Number a for this New Account A Password Optional Routing Number for Deposit Slip 0 Account Number for Deposit Slip a OK Cancel Account Type is already marked as an Asset but you can add a Ledger account for Credit Cards which would be a Current Liabilities so depending on what kind of account you are adding choose the appropriate Account Type In Chart Number click the magnifying glass to see the Chart of Accounts to find a number 49 that isn t already used Once you decide on a chart number that is not already being used click Cancel on the Chart of Accounts screen and enter that number in the Chart number field Password Is optional if you have someone that has Accounting Access so they have the Ledger tab but you dont want them to have access to this new Account you can enter a password then you will have to enter the password each time you select that Ledger account and then Click Ok and you will be in your new Ledger Account Calculator Click here to use the calculator a Find Transaction Find any transaction in th
14. AgencyPro or other Agency Software programs call 800 342 7327 or email support agencysoftware com We respond as quickly as possible considering the current call load usually within the same day often within the same hour If you are hiring outside tech support make an appointment in advance with one of our tech team to minimize your costs for outside support SECTION I INSTALLATION PROCEDURES 17 AgencyPro for Windows comes only on CD ROM A qualified tech person should do the installation following the directions below with attention given to the current operating system There are several possible installation procedures depending on whether or not you have a network and if so what type of network Scan the sections below and pick the one that suits your current network type Pre Installation Procedures Note If an AgencyPro Demo has been installed previously to the hard drive of any machine in the network that Apro folder must be deleted from any and all computers it was installed on prior to installing the _AgencyPro CD Standalone Installation no network involved Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation 1 Place the AgencyPro for Windows CD in the CD ROM After a few seconds you will be presented with the Installation window with the option to install AgencyPro for Windows Click the AgencyPro f
15. Alarm Only Alarm Pops up at a Certain Time Status Oper Closec Cc Appointment Specific Start Time End Time Do Not Attach to Client Task Due Time Only cal der AD CONCEPTS Set Pop Up larm Alarm Type Select All Yesi No PopUp ti For Repi s Alarm Popup Time 1 24 2012 at 10 00 00 AM Hold Ctrl Key Down for Multiple With Description Notes OK Cancel You can create ticklers for other users select the user name in the Set Tickler For Rep box and the tickler will go off when that user is logged in to AgencyPro You can also create a tickler that s attached to a client other than the client currently selected in the Clients window Select the client name you want in the Attached To Client box When atickler alarm goes off You can snooze the tickler to go off again later by clicking the Snooze button and setting a new time Or you can close the tickler permanently by clicking the Cancel Alarm button Click the Go To Clients button to close the tickler and open the AgencyPro Clients window When you click this button the tickler will reappear in a few seconds and keep reappearing every few seconds until you click Cancel Alarm or Snooze If you click Snooze and click Ok the Alarm will automatically be snoozed for 10 minutes or you can set the alarm for another time or day Your Tickler Alarm Has Been Activated Date 1 30 2012 Time 4 27 00 PM Rep CONNIE R Client Name 2 GUYS BAR
16. Claire Annette Reed Insurance Tickler View Cli c k Address 2656 S Musical Lane Calendar View O tion City State Zip Noteworthy IL 60124 67889 seen p otes View Phone 630 222 8787 C Old Notes desi red Fax 630 222 6569 New Notes Email careed reedin License C Both Save The Both option allows you to view Old Notes without editing ability and New Notes with editing ability So you can add notes in the New Note format but be able to view all the notes previously entered in the Old Note format Operation of Old Notes Click the Notes tab to view the Notes window 6 Current User CONNIE R Reed Insurance Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Pt 434 3 0 g 6 2 2005 7 40 10Q AM SUPER adfadfasdfa 6 2 2005 7 40 12 SUPER adfasdfadsf 6 2 2005 7 40 17 AK SUPER adffdadfadfasdf 6 2 2005 7 40 20A UPER adfadfasdfasdfasdfl Click to start new note To start a new note click the New Notes button 5 The New Notes window opens 83 a New Notes lt paN x maa A N Bl lal aa oal ae Schedule Tickler for this Note Type in Client Notes Review then Click Commit to Commit Permanently Add these Notes to the Client s Record E Cancel Notes are automatically time and date stamped and your login user name is entered You Il find buttons for formatting your note text as well as print cut copy and paste buttons on the toolbar
17. Click OK The file is linked or attached the title you typed appears in the Title pane and the image if its a BMP or JPG file appears in the Image Preview pane Adding Files with the Desktop Document Manager Icon To put the Document manager icon on your desktop open the network drive where AgencyPro is installed then open the Apro folder and double click the file named DMrglnst exe and click 103 Next Next and Finish and then the Doc Manager icon will be on your desktop After you install the Document Manager you Il find a new icon on your desktop You can attach or link a file to a client by dragging the file s icon onto the Document Manager icon Note You cannot run the Document Manager by double clicking the icon you can only drag and drop file icons onto it Apro Document Manager Drag the file icon and drop it on the Document Manager icon ats ka Si Search Address ra ie Go Names MRS PA Motes Calendar layout doc W Notes transcripts doc TTING WINDOWS ME doc E Trophy head Office JPG Mtwa guys welcome letter dor m User Manual doc pts doc Manager 1 You can drag the file s icon from the desktop or from a folder window When you drop the dragged icon the Document Importer window opens Note If you want to use the Document Manager icon to attach or link an e mail message you must first drag and drop the e mail message from your e mail program onto the desk
18. Enter the Number of Labels to Skip 0 29 if you are o using a Partially Used sheet of Labels Where do you want the Name line on the Label to Come from Get Name Line From Client Name Field FirstName LastName C LastName FirstName for File Folders Note If you filter your client list on the Clients window before you create mailing labels the labels will be created only for the names in the filtered client list Edit a Report Any report including the default reports that came with AgencyPro can be edited if you understand SQL If you dont understand SQL its easier to create a new report and delete the old one Permanently Delete a Report To permanently delete a report either default or custom select the report name in the Reports window and click the Permanently Remove Selected Report button above the blue reports list Note Once you delete a report its gone forever Agency Software technical support can replace default reports for you but this will also delete any custom reports you ve created So be very sure you want to delete a report permanently before you do it 91 The Letters Window Click on the Letters tab to open the Letters window This window has all the features of most modern word processors What s In the Letters Window There are more than 56 insurance specific letters included in AgencyPro These letters are ready for merging with your client data You can also ed
19. INSTALLATION 18 Internet access required 16 L Ledger Account Cash 48 Transaction Detail 48 Ledger buttons Access General Ledger 52 Account Transfer 51 Balance Account 52 Calculator enan 50 Delete Transaction 51 Find Transaction 50 New Account 008 49 Recalculate All 00 52 Receive Direct Bill Payment E A 50 View Chek ennek 50 Ledger Window 66 48 Letters Attach to client 94 Custom letters with merge MOMS so ceeteeacicetiess 93 Merge client data 92 Fil MIC WDC settee ee 92 Letters Window 0 92 ISOS CIN G Miresegsreiaa 24 M Mailing labels 90 Mapping a drive letter W2000 XP Non dedicated SCE VCE circa tecnica 20 WNT Non dedicated server See rte Mirren en trey 21 Workstations 22 N Notes Window 005 83 O Opening balances Chart of Accounts 134 Client A R 136 TOO GOP oraindino 137 SCUD siia 134 Trial balance 138 Opening Balances 127 P Personal Window 97 Policies 1 Rep Name 00 39 1 Rep of House 39 1 Rep Commission 40 2 Rep of House 39 2 Rep Commission 40 2 Rep Name 39 Add New Policy 37 Agency of Premium 39 Agency Inco
20. Inthe Transaction Detail window you can view any General Ledger account for any date range entered At the bottom of the window in the GL Account field choose any account from the dropdown list Then in the From and To fields enter the date range you would like to display The list is filtered to that General Ledger account s transactions for the date range entered Transaction Detail Buttons amp Print Report This button is used to print the Transaction Detail 150 La Make a Journal Entry This button is to adjust your General Ledger Accounts Normally you will not make Journal Entries most corrections can be done within the program depending on the correction needed If you re unsure call technical support for assistance Note You do not do Journal Entries to Client A R or to the Ledger tab accounts These are adjusted on the Client A R tab through the Client A R Account Adjustments button See Client A R Section and on the Ledger tab just enter the deposit or payment amount and allocate it to the correct General Ledger Account See Ledger Section Journal Entry Create orny fo z Date of Transaction 1 10 2012 Debit fo Credit 0 Description PO Offsetting Entries Chant Description Debit Credt_ Balance EJ Cancel E Modify Chart of Accounts This button is the same as the Chart of Accounts button on the Agency Setup window 151 Chart of Accounts anok Quick S
21. Non Premium item descriptions you can change them to whatever you want them to be or you can change the Description directly on the Client A R tab You can add additional line items so you can type additional information by clicking the plus button above Description The minus button will delete any line items you dont want to appear on the invoice To print click on the printer button in the upper left corner and this will take you to a preview of how the invoice will look with any changes you made then click the printer button at the top of that window to print A g Reed Insurance 1853 Portland Ave Invoice Hayden ID 83835 800 342 7327 Bill To ALL WESTERN INDUSTRIAL SUPPLY CO Due Date Spokane Industrial Park Bldg 10 pokane Industrial Par g 1 10 2012 Spokane WA 99202 Description Premium Comm Package 1 10 2012 456789 1 200 00 Policy Fee 456789 50 00 Down Payment 456789 500 00 Thank you for your business Total 750 00 143 You can save the changes you make on an invoice after clicking the printer icon in the top left from the preview screen Then you can click the Save icon lal and save the invoice wherever you would like To re open that invoice you will have to be on the same screen and click the open icon l and then find where you save the invoice to re open it Report Preview Title _ O E oj
22. Note You can only prefill the number of properties or buildings that the specific open form has spaces for 19 Print a Property List Report for a Client A property list report is a printable list of all properties associated with the current client To create it open the Property Database then click the Prepare Property Report option and click the Do It button Commerical Property Report For William Werts Prem Bldg Address Description Constr Type Fire District 1 1 701 Cordova Lane Shop ALUMINUM SIDING 23 Subject Amount Cause of Loss Deductible Forms amp Conditions Structure 55000 Fire 5000 1 2 701 Cordova Lane Office FRANE 2136 Subject Amount Cause of Loss Deductible Forms amp Conditions Structure 30000 Fire 3000 Emailing Forms You can use the AgencyPro E mail feature to send forms saved as PDF or JPG files directly from AgencyPro through your e mail provider What you need Your e mail service must be a POPS account web based e mail providers won t work and you need your Outgoing SMTP server name user name port number and password if one is required for outgoing mail You can get all this information from your Internet Service Provider ISP or by looking at your settings within Microsoft Outlook To set up e mail 1 Open any ACORD form and click File Email 2 The Email Form dialog box opens shown below with the saved file name in the Attachments box 80 fl Em ailForm ia x E
23. fields are already in place in these documents 2 Select the client s you wish to merge into the letter by clicking the Select Clients To Mail Merge button This brings up a box with a list of your clients in it Click to select the clients you want to include Select multiple clients by holding down the Ctrl key while clicking on the clients 3 Click the OK button Multiple identical documents are created each filled with the merged client data 4 Print the merged documents by clicking the Print button or click File then Print 5 After you print the documents click File then click Close to close the merged document without saving it Note Do not save the letter after you merge client data into it Doing so will overwrite the original letter containing merge fields and you wont be able to use that letter as a merge able file again Current User CONNIE R AGENCY SOFTWARE INC a File Edit Insert Format Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Persona Claims Images Calendar File Surveys Agency Setup fin e a B z uE Oe E SAVES SSIS Hsia a O O 28 4 C APRO Does Thank You For Commercial Referral rti a a r ee ee Merge Field Select Clients to Mail Merge ate Merge Fields Attachments a R for this Client l City State Zip Dear FEirstName t I just wanted to let you know how much apprec
24. 1 10 2012 66 Down Payment Current 1 30 Days 31 60 Days 61 90 Days Over 90 Days Amount Due s7s00 sooo soo soo sooo Thank you for your business 146 Generate All Statements This button will generate a statement for all customers that have an Accounts Receivable balance through the date indicated It will not print credit Statements or zero due Statements The Setup button is to direct the print job Start Printing All Customer Monthly Statements As Of 1410 2012 E Setup EJ Cancel Receive Customer Payment This button will apply a payment to a specific policy Make sure you have the correct policy number in the Apply to Which Policy field The Check Number and Invoice Number fields are optional you can leave them blank or in Check Number you can type whatever you would like and you can enter an Invoice Number to apply the payment to or leave it blank You can enter the invoice number on the Client A R tab later right in the Inv field The Invoice Number field and Description can be changed on the Client A R tab Note If applying a payment to a Direct Bill policy that payment will not show on the Client A R tab That payment will post to the Cash Account and the Direct Bill Payable for the company entered on that Direct Bill policy Gee Date of Payment 1425 2012 Amount of Payment 50 Apply to Which Policy 456789 X Check Number 9089 Invoice Number E
25. 4 P Commission Salary Chart Number 30 amp 50 000 00 2 To adda producer to the Employee database click the button and enter the information for that producer You must enter a Username since this is the name that will be listed in the dropdown box in the Rep fields on the policy detail screen If you want this producer s commission rate to fill in automatically on the policy detail screen you can enter a Default Commission Even though it will default to this percentage you can change it on the Policy Detail screen if needed The Commission A P Chart Number will be filled in automatically once you save Once you have all the information entered for this producer click the check mark to save To set Set More Default Commissions click on the and a Rep Commissions window will open Click the plus sign and choose a Transaction at the bottom and enter the percentage and click the check mark to the right to post that record Then click the plus sign again to add the next Transaction If you enter a Default Commission on the main screen for that producer this commission grid will override that percentage 131 Companies On the Agency Setup tab click the Companies button to enter the companies you do business with These companies must be entered prior to adding policies When you add the companies through the Companies button the system automatically assigns General Ledger chart numbers for Account
26. 8923 Equipment Database The Equipment Database stores equipment information and allows entered information to be pre filled on ACORD forms If the Equipment Menu button gears button is fully colored not grayed out it means the open form has access to the equipment database 19 Bia EQUIP FLOATER SECTION File Edit View Tools Optons Adjust Help SS 5S 0ORSES CGAY ENZO Add Equipment to the Equipment Database Click the Add New Equipment option and the following screen appears aif Equipment Detail Type ID Serial Number New Used Capacity Date Purchased Manufacturer Model ModelYear Other Amt of Ins C a a ee x Done X Cancel Click Done when finished From the equipment menu you can Add Edit Delete Prefill forms and print an Equipment Report Drivers Database The Drivers Database stores driver information by client and allows entered information to be pre filled on ACORD forms such as Business Auto Section and other driver applications If the Drivers Database button the steering wheel button is fully colored not grayed out it means the open form has access to the drivers database Hl COMM AUTO DRIVER SCHED File Edit View Tools Options Adjust Help H sesOOR8S Aalst ENSO Add Drivers to the Drivers Database Click the Add New Driver option and the following screen appears 76 anf Driver Detail State Name Address Licensed Mitch Mcinelly jD Marital Years
27. A R window since it is Direct Bill On a Direct Bill policy you will see a DB Reconciled field at the bottom of the screen This field will indicate No until it is reconciled in full if you are in the process of reconciling it in full it will say Yes and after a completed reconciliation it will have an R for reconciled When viewing a policy you can see if you have received your commission from the company by the value in this field NOTE If an amount is entered in the Down Payment field on the Policy Detail screen on a Direct Bill policy the amount Is recorded as money received in Cash and the full amount is made a Direct Bill Payable due the company The Transaction Detail for the sample Direct Bill policy is shown below 141122012 Transaction vetal O O 0 00 500 00 Cash ALLEN CONRAD DB Down Payment F1773904 0 00 550 00 Company A A FARMERS INSURANCE GROUP F1773904 500 00 50 00 FARMERS INSURANCE GROUP DB Payment Due ALLEN Q 50 00 0 00 Personal Lines Income FARMERS INSURANCE GROUP FT GL Account x From ff 1 1 2012 156 Direct Bill Cash When entering Direct Bill Policy Detail on a Cash Basis nothing posts to your General Ledger unless an amount is entered in the Down Payment field or a payment is applied to that direct bill policy from the Client A R tab lf an amount is entered in the Down Payment field or a payment is applied to a direct bill policy from the Client A R
28. Destination Folder is pointing to the network drive e g if X is the network drive the destination folder should be X APRO 4 If the destination folder is not pointing to the network drive click the Browse button In the top box on the next screen type in the correct path as shown in step 3 dont try to browse for it Then Click OK to return to the Destination Folder screen you may be warned that the directory already exists if the APRO folder exists on that 21 network drive click Yes to install to that directory anyway and then click Next 5 On the next screen click Next The program will begin installing 6 After the installation has been completed a window of shortcut icons for AgencyPro will open This window can be closed at any time An AgencyPro For Windows icon will also be created on the desktop You will also need to click the EXIT line in the initial Installation window and remove the CD When the installation is complete remove the CD and then follow the next section s procedures to set up AgencyPro at all workstations Setting Up the Workstations on Either a Dedicated Server or Peer to Peer Network Mapping the Drive on Workstations Mapping a drive means you create a new drive icon in the workstation that connects to the shared drive or folder on the server For example a mapped drive letter might be Q or F or Z You cannot use the letter C which is usually the local hard drive in the workstati
29. E This button saves the information in the current cert holder description field for use later This button will add a blank record if you want to type the description in manually to pre load the descriptions This button will delete the text in the description All of the description is deleted not just what is highlighted Order The Order field is used to place the descriptions into the order you want them in so the most used descriptions can be at the top This is in Ascending order and is entered by the User lea 6 The nox icon is used for changing the font size in the description field to allow for more data The minimum size Is 7 7 When you click Done a new certificate holder is added to the certificate 67 Certificate Holder Detail gt sS Inst Ltr Add l Insrd Subr Wyd iability oe Name General Liability Address Auto Liability E i Garage Liability E B m Excess Liaibility Work Comp Liab Other gt Override Description of Operations AE Create and Save Descriptions Reduce Font Size to of Operation Text Accommodate More Text Strike Endeavor To W Number of Days to Date Last Printed Cancellation J Done XM Cancel Note There cannot be any blank certificate holders in the Cert Holders Menu list If you see a blank certificate holder name at the top of the list you Il get a Key Violation error the next time you try to add a new cert ho
30. MGA Name knone gt Number of Payments if applicable Policy Status Open First Payment Date Biling Method Agency Installment Amount a Premium Amount 1 200 00 Down Payment 100 00 500 00 Cash ALL WESTERN INDUSTRIAL SUPPLY CO Payment 456 1 750 00 A A ALL WESTERN INDUSTRIAL SUPPLY CO 456789 1 250 00 A R Payment ALL WESTERN INDUSTRIAL SUPPLY CO 4567 1 200 00 Policy Fee Payable ALL WESTERN INDUSTRIAL SUPPLY CO 174 12 Premium Due USF amp G 456789 139 30 Commission Due CONNIE Fi 456789 34 82 Commercial Lines Income USF amp G ALL WESTERN INDUSTRIA Agency 1st Rep 2nd Rep Net Commission 120 00 Commission a Commission S Si Premium 1 080 00 Apply 4 R to Premium Finance Company Ok E Cancel 171072012 n 0 00 Commission Expense ALL WESTERN INDUSTRIAL SUPPLY CO 3 Because we have a non premium item on our policy and Cf the Finance field for the Non Premium item is False which is the default the General Ledger will be affected for the full amount of the non premium item from the first payment applied From jf 1 1 2012 153 154 Direct Bill Accrual Modified Accrual Policies Window All accounting is generated from the information entered on the Policy Detail window opened in the Policies window The following fields will be recorded in the General Ledger upon saving the policy detail for a Direct Bill policy if you are on one of the accrual b
31. Paid On Een Payment Commissions Due KMM 27 672m2 ayee Pay Cancel Making a Payment hirs From the Ledger tab select the i icon From the Select Type drop down choose the type of paydable you wish to pay From the Select Name drop down choose the sub account you wish to pay The items available for payment will appear in the Payables window To view Policy details for a specific item select the item and click on the ii icon To pay the entire amount owed toward an item double click on the line If you wish to apply a partial payment you may right click the line and type in the amount of the payment you wish to apply To pay all available items i on the ledger click the bi ion You can click this icon again to toggle all items to unpaid Once the items you are paying are marked the Total field should reflect the amount of the payment you are making Select the Account you are writing the che3ck from or the Cash account if this is a receipt for a negative statement edit the Description Date Payee and Check Number if necessary and then click Pay to finalize the payment This will create an entry in whichever ledger you chose 206 Note Once an item has been paid you will not be able to regenerate accounting on that policy All changes must be done by endorsement Reports From the Reports tab you can run 3 4 Company Payables Shows all unpaid items due to companies 34 Rep Payable
32. Remove Selected Field button between the red arrows that point up and down 6 If you want the records in your report to be listed in a specific order open the Order By list and choose the field name by which you want to sort the list The figure below shows this example report set up and ready to run Query Wizard ee B tables Get Records from My Client v Table that Have fields conditions values ZIP 155519 and or fields conditions values vv and or fields conditions values v Available Fields Selected Fields Client NAME EPOR a Client ADDRESS1 Report Client CITY lt Client STATE Mailing Labels i Mail Merge File Order By Subtotal Grouped By zl Resulting SQL Code Select Client NAME Client ADDRESS1 Client CITY Client STATE Client ZIP Client PHONE 2 From Client Where Client ZIP 55519 p Save EJ Cancel 7 You can also Subtotal and Group By rows of your reports together An example of this would be to create a new report for all policies Subtotaling premium volume Grouping By Company Note that you need to ORDER BY the same field you Grouped By for it to work 8 Click the OK button 89 9 The Report Setup box opens next with the Preview option selected Click OK to open a preview of the report before you print it After you close or print the report you will be returned to the Query Wizard I
33. Save As PDF File saves the form as a PDF image file Save As JPG File saves the form as a JPG image file Print opens the Print dialog box so you can print the ACORD form Print Setup opens the Print dialog box so change print settings Print Preview shows how the document will look when printed E mail allows you to send a form in an e mail message directly from AgencyPro Note Email must be setup first see Emailing Forms section Fax allows you to send the form to your fax software Exit Without Saving closes the form without saving your changes Exit closes the form and saves all changes you ve made 61 Edit E View Tac Cut Capy Paste Left Right Center Cut Copy Paste are standard windows commands to cut copy and paste text Left Right Center are used to justify text within the selected field View IR Toals Options Enhanced View Reduce Form Enlarge Form Enhanced View toggles the form display between the Draft view and the Camera view Enhanced View Camera View provides the most accurate view of what the form will look like when printed Reduce Form and Enlarge Form allow you to adjust the magnification of the form on your screen Tools Options Adjust Help TS Spell Checker Add Siqnature Prefill Procucer Info Alt P Prefill Insured Info Alt i Cert Halder Menu Vehicle Menu Equipment Menu Property Menu Spell Checker opens the Spell Check dialog
34. THE POI INDICATED NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHI CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS 3 MAIL ADDRESS NSR Inor SUBR POLICY EFF POLICY EXP ead TYPE OF INSURANCE POLICY NUMBER MMDD YYY _YMMDDIVYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence _ i p The Formview Toolbar The Formview toolbar appears at the top of the open form When you place your mouse over a Formview toolbar button the name of the button appears The buttons left to right are as follows Save Form saves your current work while you work in the open form When you finish working in a form and close it all your work is automatically saved Print prints the open form fe Increase Form View makes the form bigger on the screen Decrease Form View makes the form smaller on the screen O Go To Previous Page goes forward one page in a multi page form Go To Next Page goes back one page in a multi page form Left Justify left aligns text in the selected field Center Justify center aligns text in the selected field Fy Right Justify right aligns text in the selected field 59 Font Selec
35. automatically prefill into the policy screen if that 124 employee is chosen as one of the Reps It is not mandatory to fill this in A Commission A P Chart Number will automatically be created in the General Ledger for each new employee To Set More Default Commissions click on the and a Rep Commissions window will open Click the plus sign and choose a Transaction at the bottom and enter the percentage and click the check mark to the right to post that record Then click the plus sign again to add the next Transaction If you enter a Default Commission on the main screen for that producer this commission grid will override that percentage Employee Passwords The employee s usernames and passwords may prefill into a company webpage while using the Web View tab The Default Screen Name and Default Screen Password are for Farmers Website only To setup the Usernames and passwords for the other companies click the A in the Employee screen while the employee is selected Add an item by clicking the on the toolbar and fill in the Company must select from drop down and Company Home Page must be set up to work and enter the username and password information Click the check to save User Password Setup SAFECO INSURANCE COMPANY username password 4 User Name Company Login Name Login Password Ic ONNIE R AETNA INSURANCE CO fusemame password 125 Chart of Accounts Database Click the Chart o
36. click the Inc number you just typed in and that policy s information will be listed for you to find this account Many times the policy just needs to be opened all fields on the left made valid and the accounting to be regenerated Direct bill reconciliation A bracketed allocation on a check or deposit indicate the other side of the transaction is handled at the policy level For instance if you have done a direct bill reconciliation the cash deposit will have a bracketed 1600 account entry and the Chart of Accounts section should have corresponding entries to the income account for that company that add up to that same amount Keep in mind that a single direct bill reconciliation can be posted to multiple income accounts for the company if they do both commercial and personal lines on a single statement The total of the income allocations should add up to the amount of the deposit in cash Customer Payments Again these will come into the ledger as bracketed allocations If this was an agency billed policy then the offsetting allocations to the deposit or check should be a split between the payables and income accounts On a direct bill policy the offset should be a credit to the 2100 account for the company 213 By finding and fixing these out of balance issues you will likely gain insight into the AgencyPro accounting workflow and what potential workflow issues you may have in your agency It is recommended you check yo
37. click to make it FALSE or leave blank If this was a payroll check double click in the Payroll field to make it TRUE so it will be available on the Payroll Ledger Report in the Reports tab 177 a Payables Printing Checks When you click on the icon it will print all checks marked TRUE to print The View Check window will show you a view of the current check you are highlighted on and any detail within it You may change here the Description or Address and scroll through to the other checks pending as well to edit as needed When you click the Printer icon it will offer a list of formats If this is the first time you have printed you may want to print various formats by printing to plain paper first and comparing If it is just a small difference the Auto Adjust feature on the View Check allows you to move the format up or down Any formatting changes will remain for the next check printing session Accounts Payable The Accounts Payable subledger in AgencyPro is designed to keep track of what you owe your companies producers or other various current liabilities This is an optional feature and may require some initialization on the part of the agency that has been running AgencyPro prior to the release of this new feature From 4 4 2012 poe To 2 6 2012 Unpaid Ae ource 0 00 62 76 Policy Commission Due KMM CP58956642 24 KARAT NAILS 4 20 2010 17 00 0 00 17 00 Policy 2204 C
38. customer payment made Writing Off Balances If you have a Client A R balance you wish to write off you can apply payment toward the policy for the amount of the write off afterwards changing the description on the payment line to reflect that it was written off Go to the Ledger into Cash and add an offsetting line allocated to the expense or income account you wish to write the balance off toward You may then want to clear the items against each other by clicking the icon clicking OK to the statement balance box and clearing both lines by double clicking in their C R field Click Done Balancing to finalize Financing a Policy The financing feature in AgencyPro is designed to automatically calculate the total remaining due on a policy and clear it from the 196 Client A R and Company s Accounts Payable equally Because of this automatic calculation the policy is not treated as financed until you have actually received the customer s down payment Like all other policies you must enter the full term premium any fees and taxes and your portion of commission in an agency billed policy on the Policies tab Invoicing the Down Payment Once the policy has been entered and generated the Client A R tab will be populated with those policy postings which will have an invoice number associated to them When you click the first icon to generate an invoice for that invoice number the policy entries will fill to the invoice form Click t
39. drop down in the top right hand corner Ledger entries have two sources direct entry and system entry When you click on an entry in the ledger the transaction detail for that item will display at the bottom of the screen If the transaction detail chart is in brackets EXE lt 11002 gt then this is a system entry and should not be altered in the ledger all corrections should come from the original source or it will unbalance your books If the transaction detail is not in brackets and it is not reconciled you may alter the entry Adding Accounts If you have more than one account you will want to add your banks to the list in the Account drop down You may also wish to add a ledger for a heavily used credit card to better track expenses by payee You may want Customer Support to help you add these accounts to your account listing or to add an account yourselX 199 1 Click the me icon 2 Enter a File name Enter as a single word and keep the name as short as possible If you must have multiple words separate with an underscore or hyphen EXE cc_chase This name will not retain capital letters 3 Click Open 4 Choose the account type Asset for bank account Liability for credit card 5 Click the Magnifying Glass to check your Chart of Accounts for an available number in the correct category Once you find an opening close the Chart of Accounts window and enter the unused number in the field provided 6 Passwor
40. entered during the general ledger opening balance entry Payment on Account If you receive a payment that you wish to hold on account but the client has never had client A R postings you must first generate a client A R number by doing an Opening Balance Adjustment for a zero amount You then can apply the payment against the Opening Balance available in the policy drop down to place a credit on account You can also use this procedure for payment against multiple agency billed policies Returning Premium To enter a return premium payment to the client use the Cancellation Refund Adjustment option Here you will want to select the correct policy the date and amount of the check being written as a positive number This will create a debit on the client A R and a check in the ledger of your choice to the client You may wish to go to the entry in the ledger to fill in the check number and mark it True to print if you plan to print this check NSF First you must reverse the payment by using the Payment Reversal Adjustment This will place a debit back on the client A R and a reversal in the ledger of your choice If you intend to charge the client a fee for 170 the NSF you can use the NSF Charge Adjustment which will place a debit on the client A R and ask for an offset which would typically be a fee income account Financing a Policy There are two methods of financing in AgencyPro Each method is designed to reduce t
41. for the word or phrase you type the Locate Field Value box shown below gives you options for your search See window below 116 Locate Field Value Field Value Connie R Search Type Case sensitive Exact Match Partial Match at Beginning Partial Match Anywhere Fields User 7 TA Transactions Display Options Current Client Only Displays transactions involving the client currently selected in the Clients window within the selected date range All Transactions Displays all AgencyPro transactions within the selected date range Add TFile Item Submission Info Date 1 24 2012 ffi Time 3 06 30PM By User CONNIE R Attach To Client ABC CONSTRUCTION OR Policy Description Recieved fax from client instructing to cancel policy OK EJ Cancel Date Automatically current but you can change it if you need to Time Automatically current but you can change it if you need to By User Logged in user name Client Choose client name from dropdown list Policy Choose Policy from dropdown list the entire list of policy numbers appears when you select a policy Date Range Display Options number the client name is filled in Description Type a description of the transaction Today Only Displays transactions performed today for p yP p the client selected in the Transactions options Saa All Dates Displays transactions for all dates for the client Click OK to aos the
42. for this NSF and fees Before making this adjustment you will want to be sure to add an account number in the Chart of Accounts for NSF Charge Backs typically in the Current Asset range account number 1500 for example Adjusting the Ledger Go into the ledger the charge was withdrawn from and add a new line for the amount of the payment that was 195 changed back Allocate this payment to the NSF Charge Back account If you intend to charge the client for the bank fee you may repeat this process to record the fee in the ledger Notating Client A R Optional If you would like to be sure this appears on the B Receivables go into the client s A R tab click the icon then the oe icon Choose the Cash Client A R Adjustment select the policy and adjust the date and the amount to match your NSF ledger entries click OK You may also edit the description on this line to read NSF Charge Back etc Receiving Payment on NSF When taking the payment from the customer it must be handled directly through the Cash account rather than through the Client A R Go into the ledger to the Cash account and add a deposit line allocating this payment to the NSF Charge Back account This should clear that particular balance from that account If you have Notated the Client A R with a Cash Client A R adjustment you will want to reverse it in the same manner dating it the date of the payment and editing the description to notate that this was a
43. have been filled in with the data you entered during installation and the client name and address information has been filled in with the information from the Clients window Certificate Holders The ACORD certificate forms allow you to have multiple certificate holders for a single certificate so you can type ina single certificate and print separate certificates for each certificate holder all in one operation If the Certificate Holders Menu button showing a person walking out of an envelope is displayed in color it means that the form can support multiple certificate holders If the button appears grayed out it means that the form doesn t support multiple certificate holders Certificate Holders Menu Here are some things you need to know about working with certificate holders and entering cert holder information in certificates You can type certificate holder and description of operations information in the boxes in the lower left corner of the certificate but if you type the information directly in the form on screen you won t be able to use the Cert Holders Menu to set up and print the certificate for multiple cert holders You Il only be able to print that certificate for a single cert holder If you have more than one cert holder for a certificate use the Cert Holders Menu instead 65 RP Cert Holders Menu Holders for This Certificate Hold Ctrl key Down to Select Multiple CERT1 CERT2 A Add N
44. opens next with the Preview option selected Click OK to open a preview of the report before you print it If the print is too small Some reports have several fields columns of data and all the fields will have to fit in one row across a single page The more fields of data are displayed the smaller the font will be to fit it all into one row To make small print a little larger 1 Close the report then open it again 2 Inthe Report Setup box click the Setup button 3 Inthe Print Setup box that opens select the Landscape option then click OK 4 When the Report Setup box appears again click OK to preview the report in its new wide orientation 87 When the report is printed in Landscape orientation there is more page area for the long rows and the print is more readable If the report print is still un readably small you can only increase the font size by eliminating some of the fields columns in the report Additionally you can opt to break each row of data into multiple lines although it is a little harder to read this way You can also save the report as a Mail Merge file and open this csv file in Excel and then you can manipulate the data and font size to print the report bigger The Report Preview Window Toolbar In the Report Preview window toolbar across the top of the window you have various Zoom buttons to change your view of the report and buttons to move from page to page in a multi page repo
45. options you can choose to display the ticklers for the currently selected client or for all the clients in the database 115 The TFile Window Transactional filing automatically tracks all changes made in the AgencyPro software It is intended as a way to replace your existing file cabinet Click on the TFile tab to open the TFile window There are three buttons at the upper left corner of the transactions list Manually Add New TFile Item Print History File and Find a Word or Phrase in History The middle of the window lists all AgencyPro transactions depending upon the display choices selected at the bottom of the window Curren t User CONNIE R AGENCY SOFTWARE INC E a Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Persona Claims Images alendar Transactional Filing transactions Current Client s Only Current Client ABC CONSTRUCTION Phone 208 475 2958 01 24 2012 2 55 34 PM show Today Screen ee The TFile Window Buttons left to right Manually Add New TFile Item Opens the Add TFile ltem window in which you can manually enter AgencyPro transactions see below to learn more Print History File Creates a printed list of the displayed transactions Tip Print the report in Landscape mode instead of Portrait for a more readable report Find a Word or Phrase in History Searches all columns in the displayed transactions
46. the CD is not in the drive and help file opens Snapshot will capture the entire current web page to a PDF file in the client s Image tab Must have ASI Printer set up on each workstation In the Web View toolbar is a standard browser Address bar with a Go button on the right end You can type any URL in the Address bar and click Go to open that web page and then use the Web View toolbar s Back and Forward buttons to move between all the pages you ve opened The Policies Window Click on the Policies tab to open the Policies window The Policies window serves as a database for Quote Binder Policy Status When your Trial Balance equals O after entering your opening balances you are ready to enter policies for your clients On the Clients window choose the customer or add the customer for whom you want to enter a policy then click the Policy tab to see policies specific to that client You will notice that current policies will be displayed in black while expired and closed policies will be displayed in red 35 current N CONNIE R AGENCY SOFTWARE INC E x Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Personal Quote Binder Policy Status 4 2 GUYS BARBER SHOP 21345234545 00 Policy Comm General Liability Commercial Lines Renewal Business 2 GUYS BARBER SHOP 12341234 00 Policy Business Auto Commercial Lines New Business 2 GUYS BARBER SHOP 12341234 00 Endorsement Busines
47. the mode of notes clicking the Commit button posts the note and makes it read only meaning it cannot be edited or deleted ever This is for E amp O protection Do not click the Commit button until the note is complete and correct If you DO make a mistake entering a client s notes you will have to add another entry below it stating what the error is 85 The Reports Window Click the Reports tab to open the Reports window shown below In the Reports window you Il find all the default reports that come with AgencyPro These reports are ready to be used They can be edited which requires some understanding of SQL language and you can also create your own reports with some understanding of how databases relate y Current User CONNIE R AGENCY SOFTWARE INC Click Tab E So Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images Calendar File Surveys Agency Setup AgencyPro Reports Aged Receivables By Rep Agency Bill Payment Report Balance Sheet Chart of Accounts Earned Premium Report Income amp Expense Open Direct Bill Policies Open Direct Bill Policies by Company Payee Report Payroll Ledger Report Register Report Summary Balance Sheet Transaction Detail Report Transaction Detail by Chart Number Trial Balance Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 20 2012 2 24 06 PM Open a Default Report 1 Click the report name and
48. then click the Do It button You can also double click the report name to open it eels Rance Land Scape Show Lines M Alternating Shaded Lines Report Fort T Courier New mSelection Criteria Client Hep Ok E Cancel 2 If the report requires further input from you selection criteria such as a date or date range or a Rep name a box will open where you can select or enter the requested 86 information If a data entry box opens you must make selections in all the fields before the report will open Exceptions to this are the choices in the upper right You can mark Landscape to view or print in Landscape mode you can choose to show the lines on the report or uncheck the box for no lines you can alternate shaded lines and you can change the font on the report Then click OK Send Results to Report Mail Merge File Mailing Labels SOK This allows you to print a Report create a Mail Merge File as a comma delimited file csv or create Mailing Labels a Mail Merge files can be used by most spreadsheet word or database programs b Mailing labels will create 3 x 10 mailing labels 3 across 10 down The report requires the Client Name First Name Last Name Address1 Address2 City State amp Zip to create the labels This is used when labels are needed for specific criteria such as for expired policies 4 The Report Setup box
49. time or pay in a batch by creating a payment manually in the ledger of your choice see Expenses and Checks in Ledger section Client A R Adjustments One of the benefits to being on an accrual basis is the ability to use a physical receivable account per client These adjustments enable you to post payments on account do manual adjustments and create receivables for advanced payments To access Client A R Adjustments click the icon then the kad icon Below are some typical scenarios and a listing of the adjustment functions Adjustments Types Other than the Opening Balance each adjustment available is one of the following types Payment Adjustments A positive adjustment using one of the following will debit the client A R account and offset with a check entry in the bank account of your choice Payment Reversal Adjustment Return Prem To Finance Company Cancellation Refund Adjustment 169 Direct Allocation Adjustments A positive adjustment using one of the following will debit the client A R and offset with an account number of your choice Finance Charges Adjustment Finance Company Adjustment NSF Charge Adjustment General Account Adjustment Opening Balance Adjustments This feature is used during initial setup to enter your opening balances for customers that have prior accounts receivable balances All combined client A R opening balances must add up to the total client A R opening balance
50. to first create an archive agency to allow them the opportunity to view these closed entries Some agencies may also wish to take this opportunity to purge past policies and reset their file for scanning for optimal performance Full close books instructions can be found at our website or you can call support to schedule the close to be performed by a representative CASH ACCOUNTING WORKFLOW AgencyPro is policy driven which means the actual accounting flow starts with the client and policy entry Please refer to your User s Guide or Tutorial for instructions on entering clients and policies Also prior to policy entry make sure your Companies and Employees have been set up correctly in the Agency Setup tab and that account numbers have been generated on those setup screens You can find more information about this in the Agency Setup section in the User s Guide Company Account Numbers While setting up companies the system will automatically generate account numbers These account numbers are utilized as follows A R GL Set normally in the 1600 accounts these work as direct bill commission receivable accounts but are not utilized if on a cash basis 187 Name FARMERS INSURANCE GROUP NAIC Code Home Pagelhitps eagentfarmersinsurance com Contact Fred Jones Address 1010 Main Street Addes City State Zip Los Angeles CA 93912 Phone 1 301 291 4309 Lines Written Phone 2 301 293 3341 V Personal Lines Fax 301 2
51. 0 0 00 FRANKIE DOODLE S A R Current Assets 0 00 0 00 EMPIRE BOLT amp SCREW INC A R Current Assets 0 00 0 00 Poe Ga feck peee cancel The buttons at the bottom of the window are as follows OK Saves changes and closes the Chart of Accounts window Add Add anew entry to the Chart of Accounts Edit Edit the selected entry in the Chart of Accounts Delete Delete the selected entry in the Chart of Accounts Cancel Close the Chart of Accounts window without saving any changes 126 Opening Balances After entering clients on the Clients window the next step is to enter the opening balances for each of your General Ledger Accounts as of the date you will go live with AgencyPro See the Account Manual Opening Balances Section for specific instructions Opening Balances when added together MUST balance to 0 for all of the General Ledger accounts Ask your accountant for these balances Enter the Opening Balances for all General Ledger accounts except any bank accounts on the Ledger tab and Clients Accounts Receivable in the Chart of Accounts which you open by clicking the button in the Agency Setup window Bank Accounts and Client s A R Opening Balances are entered in the Ledger and Client A R windows 1 First go to the Ledger window and change the account to Checking There will be a line item that indicates the current date Change this date to the date of your Opening Balance Enter the opening balance am
52. 00 17 PRE INSTALLATION PROCEDURES ceccececeeeeceeeeceaeeceateceaeaees 18 STANDALONE INSTALLATION NO NETWORK INVOLVED 2005 18 SETTING UP A DEDICATED SERVER cccececcececcaceccceccccceacenees 19 WINDOWS XP VISTA AND WINDOWS 7 ceceececeeeeceeeeceaeeees 19 SETTING UP A NON DEDICATED SERVER cececececeececececeaeaeens 20 WINDOWS XP VISTA AND WINDOWS 7 ccecccceceeeeceeeeceaeeees 20 Mapping a Drive Letter in a Windows 2000 XP Non Dedicated SOV EF a csiciesescteickovseeceaedenecns vie biecavthesieasdaaialeseabs 20 Mapping a Drive Letter in a Windows Vista Windows 7 Non Dedicated SOIVES ccccccccccccccceccceccccecesctccenscecsacansnsnsacenes 21 Program Installation at the Non Dedicated Server 21 SETTING UP THE WORKSTATIONS ON EITHER A DEDICATED SERVER OR PEER TO PEER NETWORK cccececcececcececcaceccucecees 22 Mapping the Drive on WOrkstatiONns ccccccccecseceeeeeseeeaes 22 Installing the Program at Workstations cccccccceeneeseeees 23 SECTION Il HINTS amp TIPS iivcccivccicinninainicnii ais 25 NAA OID eee ieee aie a ieee eee aad eect 25 FHE FIOS sioe E 25 LIGE DOOS rena a da a a a a S 26 COETS AT TN 26 TOS a RN eee ORS OOS SNES SONS OREN TRS ONS SET Ses 26 LOODA Ser ata atet et ataats E ator ha rotor tarot ea tear 26 SO BV REINO Semen ee ee ee neem nee aaa aan eae teers rns 27 SECTION Ill AGENCYPRO FOR WINDOWS FEATURES 28 THE CUIENTS WINDOW dcccctdnce
53. 2012 5 26 42 PM i SSS _ _ _ How to Use the Web View Window The Web View window works most efficiently when you have the insurance company and their web page URL entered in the Companies form in the Agency Setup window and you have your login name and password for that company web page entered in the Screen Name and Screen Password boxes in your Employees form in the Agency Setup window See the Agency Setup Window section to learn more 1 Select your client in the Clients window by clicking their name 2 Click the Policy tab and select the policy in question 3 Click the Web View tab The Web View window opens the web page for the company entered on your policy If you want to open a different company s web page select the company name from the Company list box in the lower left corner of the Web View window Note Only companies with URLs entered in the Agency Setup window s Companies form appear in this list omga STATE FARM INSURANI bho The company name is displayed in the Company list box Your user name is displayed in the Login As box The Client Lookup box displays the selected client s first policy number or the client name if they have no policies in AgencyPro yet 4 If your AgencyPro Employee form has the appropriate name and password entered in the Password database the Web View window will try to automatically log you in at the company site gin As CONNIE R Client Lookup
54. 44 8877 02 06 2012 _9 19 44 AM ___ show Today s After clicking the oS icon on the toolbar 2 Mark all items that are being deposited on this one deposit slip by double clicking on the bank X D field on each one of the items to place an X in the field mark any items that are Cash receipts by double clicking in the Cash field to mark it as True The Total Deposit amount at the bottom of the screen should match the amount of the deposit being made to this account 3 Click _ 2one Makna Choose the account you are depositing to the type of deposit and the date of deposit 4 Optional Click Print Deposit Slip for the deposit clip and detail report 5 Click OK to finalize the deposit The Cash account balance should only reflect the total of the items currently undeposited When all deposits have been made the balance should be zero and all items should have an D inthe X D field Direct Bill Reconciliation An option within our system is to reconcile your company commission statements through the Direct Bill Reconciliation ledger This ledger is designed to track policies that have been entered in the system and the commission received on 201 them If you pay commission to producers and you want AgencyPro to track that commission owed you must use the Direct Bill Reconciliation feature for the system to recognize commission received at the policy level and to assign the producer s portion 1 From the ledge
55. 93 9342 v Commercial Lines Default Commision 20 Ba lv Life amp Health Agency Code 2353366 4 DOT Code 4231 Billing Method Direct This Entity is a Broker MGAI gx _ 3 Cancel A P GL Set normally in the 2000 accounts the net company payable will post to this account tracking what you owe the company You will apply company account current payments to this account number specific to the company DB GL Set normally in the 2100 accounts any customer payment applied toward a direct bill policy will post here The corresponding check entry to the company should be applied here as well as this is meant to be a pass through account and should not normally hold balances Although not visible from the Company setup the system will generate an income account in the 4000 range for each Line Written selected 5 Policy Entry Correct policy entry is very important as this is the beginning of your accounting workflow The policy tells the system how to split each payment received The postings behave very differently depending on the Billing Method selected on the policy 188 Agency Bill Will post entry to Client AR tab so you may print an invoice or statement Payment postings split between the Company A P and the Commission Income accounts depending on the Agency of Premium indicated on the policy and between the Producer Commission Payable and Commission Expense accounts if a Rep1 or Rep2 was nam
56. Accounts Receivable go to the Client tab and choose the first customer that has an opening balance the customers should be entered prior to this step or enter the client at this time 2 Select the Client A R tab Click the button From the Client Payment screen click the tools button Make A R Adjustment button in the upper left corner of the Client Payment window Client Payment N acai Ge Date of Payment 1425 2012 Amount of Payment OoOo tC Apply to Which Policy p Check Number Invoice Number OK Cancel 3 Inthe Type of Adjustment field click the down arrow on the right side and choose Opening Balance Adjustment The Apply to Policy box should be blank 4 Enter the date of the opening balance in the Date of Adjustment box 5 Enter the amount of the opening balance in the Amount of Adjustment field If a client has a credit balance you owe them money or they have overpaid you must enter a minus sign before the amount 6 Go back to the Client tab and choose the next customer with an opening balance and repeat this process 7 Once you have all Client Accounts Receivable opening balances entered go to the Reports tab and print an Aged Receivables report to verify these balances 136 Ledger Opening Balances Trial Balance Once you have all your opening balances entered go to the 1 After entering all the Client Accounts Receivable Reports t
57. Add A New Policy When you choose Add New Item from the Policy Window and Do it click the button the Policy Detail screen is displayed NOTE The policy screen may display two 2 tabs on the top The Accounting View shows the policy detail information The Download View is only available on policies downloaded with our 37 Download Plus module Contact your Sales Rep for information about the Download Plus Accounting View Policy F1773904 1st Rep Name Transaction Renewal Business 1st Rep of House Pp Department Commercial Lines v 2nd Rep Name Limits Cov Class Business Auto sy 2nd Rep of House S ElfectiveDate 1 18 2012 NonPremiumitenms Expiration Date 1718 203 l Total Due 3664 Company STATE FARM INSURAN _ Installment Type v Broker MGA Name nones tsi Number of Payments fif applicable Policy Status v First Payment Date Biling Method Agency Installment Amount Premium Amount fF 136 64 Down Payment Agency 1st Rep 2nd Rep Net Commission 13 66 Commision l Commission SJ Premium 122 98 a Apply R to Premium Finance Company Ok Cancel When filling in the policy it is important to fill in the field using the drop down arrows On the right end of a box click the arrow El to open a list of choices then click the entry you want in the list The blue fields are automatically calculated Required fields Fill in the ENTIRE left side of the Po
58. Additional Persons Insured 500 000 v i GENERAL LIABILITY Advertising Injury 1 000 000 z H GENERAL LIABILITY Automatic Coverage for Newly Acquired 20 000 i GENERAL LIABILITY Bodily Injury i GENERAL LIABILITY Bodily Injury non simplifed Aggregate a GENERAL LIABILITY Bodily Injury non simplified per OCC GENERAL LIABILITY Broad Form Property Damage Done The Auto field requires an asterisk to be active This will allow any row with an asterisk to auto fill in the previous Limit window when that class is selected Rows without the asterisk will only fill in the Default values 43 when the coverage is selected in the Limit Window In the above example the first two 2 GENERAL LIABILITY rows will auto fill when GENERAL LIABILITY is first selected in the Limits window The third row would only fill in the defaults when the coverage Automatic Coverage for Newly Acquired is selected in the Limit window When you re done click the Done button default values When you re done selecting Limits click the OK button L to save your entries This record will be added to the current client policy 44 The Client A R Window Click on the Client A R tab to open the Client A R window Current User CONNIE R AGENCY SO me o Clients Policies Web View Acords Notes Reports Letters Ledger Client Account Receivables J J OODBEOX Opening Balance Adjustment 500 00 500 00 P
59. AgencyPro For Windows USERS MANUAL AgencyPro for Windows USERS MANUAL LICENSE AND SALES AGREEMENT GRANT OF LICENSE This document is an agreement between you the end user and Agency Software Inc By initial installation and or use of any of the programs which are part of Agency Software Inc EasyApps Par3 Agency Underwriter and AgencyPro Herein after called the program You are agreeing to become bound by the terms of all parts of this agreement This agreement constitutes the complete agreement between you and Agency Software Inc and it may not be changed or terminated orally but only by an instrument in writing signed by the party against whom enforcement of any waiver change modification extension discharge or termination is sought GRANT OF LICENSE In consideration of payment of the License Fee which is a part of the price you paid for this product Agency Software Inc as Licenser grants to you the Licensee nonexclusive right to use and display this copy of the program at a single location OWNERSHIP OF THE PROGRAM As licensee you own the magnetic or other physical media on which the program is originally or subsequently recorded or fixed but Agency Software Inc retains title and ownership of the program recorded on the original disk copy ies and all subsequent copies of the program regardless of the form or media in which the original and other copies may exist This license is not a sale of the o
60. BER SHOP Office Ph 509 344 8877 Home Ph Description Call regarding Renewal Notes EJ Cancel Alarm Snooze Alarm A Go To Clients 114 Edit a tickler To edit a tickler either double click that tickler in the list or click the tickler in the list to select it click the Edit Tickler option below the list and click Do It Make your edits and then click OK Delete a tickler To delete a tickler click the tickler in the list to select it then click the Delete Tickler option and click Do It When queried if you re sure click Yes Snooze All feature When a tickler alarm displays if you click the Snooze button on the snooze window there will be a Snooze All button Click the Snooze All button after setting the date and time and that will snooze all ticklers that are due to that date and time Snooze Until Snooze Alarm Until 1 30 2012 v 4 41 11 PM Change Your View of Ticklers The options at the top of the Tickler window control which ticklers are displayed in the list In the User box you can choose to display ticklers for specific users or for all AgencyPro users In the From and To boxes you can choose the date range of ticklers to display If you clear the check boxes you Il see all the ticklers ever created for the selected User name In the Open Status options you can limit the list to just open ticklers just closed ticklers or all ticklers regardless of status In the Clients
61. CO Socket Products Bobby Office Phone Personal auto Allen 509 328 49828 A Mark v Cash Registers Supplies Allen 5 Door Company Roy we Phone jesamee So ALLWRIGHT CONCRETE Concrete Mike 3 AMERICAN UNFINISHED FURNITURE Furniture Store Jacob Fan Cell Phone Status ANNA OGDEN Beauty Salon Anna DS BETIVE AQUARIUS SPRINKLERS Garden and Lawn John Email Address A A Chart Number ARROW PLASTER STUCCO amp DRYWALL Plasterers Melvin 1154 gt iinet ASSOCIATED BOAT TRANSPORT INC Hydraulic boat hauling Sam ATLAS BOILER amp EQUIPMENT CO Boiler Sales amp Repair Rodney AURORA DOOR SERVICE Commercial Hohn GOLF AND TENNIS CLUB Golg Course Bobby Contact SINC Garden amp Lawn John N Personal Auto Database RETE FROM TIES amp ASSESSORIES Commercial Asheley OVES Commercial John BIAI DIE Golf Course Amold s current Client AD CONCEPTS Phone 509328 4828__ 01 31 2012 _10 38 45 AM ___Jshow Today 4 29 Adding a Client To add a client click the button above the client list The client information fields on the left side of the window are emptied so that a new client s information can be typed into the appropriate fields You can use your Tab key to move between fields while entering client information or you can click in the field where you want to enter data Click on the E Contacts button Whichever contact you mark as Primary will automatically fill in the First Name Last Name and pho
62. ED BOAT TRANSPORT INC 51 412 00 4 14 2010 Transfer to trust 0 00 5 18 2010 SAFECO INSURANCE COMPANY Pay 269 56 5 18 2010 Transfer to Checking 0 00 5 29 2010 2 GUYS BARBER SHOP DB Payment 2 427 75 5 29 2010 2 GUYS BARBER SHOP Down Paymer 2 427 75 Transfer to trust 0 00 6 7 2010 Farmers Insurance Group Payment 2 438 10 6 8 2010 EDWARD T PRESNELL BONNIE J PRE 223 00 l 6 8 2010 Transfer to trust 0 00 6 10 2010 2 GUYS BARBER SHOP Payment 6 908 25 6 10 2010 Transfer to trust 0 00 6 15 2010 SAFECO INSURANCE COMPANY Pay 30 847 20 Transfer to Checking 0 00 SAFECO INSURANCE COMPANY Pay 62 80 Transfer to Checking 0 00 a we oO A 300 0 0 0 93 6 0 0 0 00 False 93 69 False 0 00 False 51 412 00 False 0 00 False 269 56 False 269 5 0 00 False 0 0 2 427 75 False 0 0 4 855 50 False 0 0 9 0 51 412 00 0 6 0 0 2 427 75 2 427 75 False 0 0 0 0 5 0 0 0 0 0 0 0 4 865 85 False 0 0 5 088 85 False 223 0 4 865 85 False 0 0 11 774 10 False 6 908 2 4 865 85 False 0 0 35 713 05 False 33 285 31 2 427 75 False 0 0 2 490 55 False 62 80 2 427 75 False oO oO oO BE w BE w BE w SE w BE w BE w BE w BE w BE w BE w BE w BE w DE w BE w DE w BE 0 Transaction Detail ate 2 427 75 0 00 2 427 75 5 30 2010 Account Transfer Current Client ALLEN CONRAD 8 5357 01 30 2012 _5 35 15 PM Show Today Screen NOTE Direct Bill Reconciliation is not mandatory w
63. HART OF ACCOUNTS aooi Na tetole deh ta tale Nal Sele Sah tal Ne 128 EMPLOYEES anidioshdedtoatdiedadenian A ata whbonaaed dahloadasannks 130 More About The Companies Database 1 cc1cccseeeees 132 OPENING BALANCES ccccceccecccesceseeseeeeeeseueeuseeseuseueeueenees 134 Chart of Accounts Opening BalanCes 1cccccccseeceeeceneees 134 Client A R Opening BalanCes ccccccccseeccseeccseseeseseeseeens 136 THO BALANCE wise slitateraciendanatassdansiascsevatacsdasataralasslacatanncetes 138 AGENCY BILL ACCRUAL MODIFIED ACCRUAL 139 POUNCIOS VVINGOW seriea seas 139 INOW TOTIMEIIT TOWNS eta ia cal alpsi sac asat da etch haat eh ei sitheietsateias 140 CORA 5 eee ean nee ae ee NE One AT SR OT eS SN OE 142 Client A R Buttons 0 cccccccccceccecceccnecceccecceecnececeecseceneenesees 143 AGENCY BILL CASH sstaniteniatctcrsiceinssdeinaniiaciianeinsedeimiataiarseass 153 ONC Y DEI etic i crea tne ee tc ee ened 153 DIRECT BILL ACCRUAL MODIFIED ACCRUAL sossar 155 DIRECT BILE GASH ivictonntsentionthontuethentGinthonthenthncthenthentiiastionts 157 DIRECT BILL RECONCILIATION ccccecessecessesceseseecurenearseeausens 158 GIOSE BOOKS titcracanasencnoneaunmsancaanddunsannantaaihaanadaaasanasenanananatae 161 ACCOUNTING WORK AROUNDS AND METHODG 000008 164 General AGENS acco cece chanctaban chai cheiaiolansie bench nab seiboaaataaes 164 ACCRUAL ACCOUNTING WORKFLOW c cccceee 164 COMPANY ACCOUNT NUMBERS 0cceccee
64. ICE INC Py agencysoftware nm Edited Glents Record ma Sree Fm raj 10 19 20 Bb Rd BS 26 24 28 29 nek oogoco jv are proud to announce the new Agency Software Today screen ec E 7 8 9 G B GIFFORD amp ASSOCIATES Edited Ghent Record your AgencyPro software The first time you enter the Today screen you won t see much but as you begin using your Apro system you will start to see things happening The Today screen tightly integrates with your Transaction Filing system to keep track of recent changes to Client Policy ACORD Notes Image and Tickler records To use the Today screen simply 2 click on the appropriate icon along the bottom of the Today screen and the last 20 entries will prefill along the left Items marked in Red will be things that were worked on today and will be counted in the red status indicator above the icons along the bottom You can then double click the record along the left to be immediately transported to that Client record Policy ACORD form Note Image or Tickler Also you can change the currently _ La 4 5 j The first time you enter the Today screen you wont see much but as you begin using your AgencyPro system you will start to see things happening The Today screen tightly integrates with your Transaction Filing system to keep track of recent changes to Client Policy ACORD Notes Image and Tickler records To use the Today screen simply click on the appropri
65. INSURANCE COMPANY NAIC Code t t S Home Pagel Contact John Green Address 212E SampleWay sts Address2 i City State Zip Plainsville TX 10941 Phone 1 800 234 1235 Lines Written Phone 2 209 366 1331 W Personal Lines Fax 209 366 1332 v Commercial Lines Default Commision 15 V Life amp Health Agency Code 1234568 8 AJR GL 1601 DOT Code 4263 ny wa Biling Method Agency a p This Entity is a Broker MGA a ok E Corea 1 Click the Insert Record button to add a new company to your Companies database 2 Fill in the fields and then click the check mark button to save your entries 3 Repeat steps 1 and 2 to add more companies and click OK when you re finished More About The Companies Database To set up the Commission Grids for Companies click on the E icon This commission grid will automatically fill in the commission percentage for each company per Company per Coverage Class per Transaction Type Go to the correct company and click this button then click the plus sign top left to add a Coverage Class for this company Click the down arrow in 122 the Coverage Class field and choose the first coverage class then click the down arrow in the Transaction field choosing New or Renewal and then enter the Commission percentage and click the check mark to the right to post that record Then click the plus sign top left to add the next coverage class and transaction until you have them all entered fo
66. MIS se 199 BOOS ta eat ceatatead hat ea ea lak asennad adhe aaaaak 200 Direct Bill Reconciliation 02 ccccccccecceceececececceceeceseeseeeeseees 201 Expenses and CHECKS cccccsccccsecccseecceeeeseeseseeesaeeeeseeees 204 Printing Checks 5c osc tala alle eal cab elit iit add 205 ACCOUNTS PAYABLE rcicictvbahdishctabcittvtalciclsantvbalctibstabdialchubctinas 205 Advanced PayMeNt succes ss 208 GR 21a ks 2 en ee Ee ne TE RO OPE Re 208 VOIT CHECKS oie aseestinsisideadtialesiubsiesdcnadnsbaisialeivcsiesdenaiutbaiabeaees 208 Combined Statements ccccccccccceccecceccsecseccecsussnseseceecees 209 Mixed COMMISSION PAYMEMS c ccccsecsesecseseeensesanserens 210 Bank TA CCOMICH IAM OPT resas a A 210 FRE PORTS a A E N 211 JOURNAMENTRIES Sasserra eei 212 ARE YOU OUT OF BALANCE cccccceccecceeeeseeeeeeeceueeneeeeeneaeeaess 212 GEOSE WEAR sume thie tadatads Gedadsdadndadiandtandtandiaatiandtandrendactiedadts 214 SECTION V TROUBLESHOOTING cccceeeeeseeeeeeeeees 215 AGENCYPRO SLOW TO OPEN ccceccecceeeeseeseeeeeeeseeeeeeeeeaeeaess 215 AGENCYPRO LOCKS ON OPENING ccecceeeceeteeteeeeeeeeeeaeeeeeees 215 USER CAN T DELETE CLIENTS cccceccecceseeseeeeseeeeeneeseeseees 215 USER GETS KEY VIOLATION WHEN LOGGING N 215 CANNOT PERFORM OPERATION ON OPEN DATASET 02008002 215 INDEX OUT OF DATE wiciadasadecidinadaaadtandiaadiiiadacttnanttantiamibanbaataks 216 UNRECOGNIZED TAG IN MAIL MERGE
67. N arsin ai 182 REPOR TO seecae naa a aa aa a aadiecs Hatalaawawieds 183 JOURNAL ENTRIES sate cic ctoiardaceteva si tnicts tnd d da ded 184 ARE YOU OUT OF BALANCE csccecceeceeeeeeeeeceeeeeseeeeeeaeeeeeeees 184 GOS EY EAR aranaren a A a a ide cena dlins 186 CASH ACCOUNTING WORKFLOW cccccceceeeeeeeee es 187 COMPANY ACCOUNT NUMBERS 0cccecceeeeeeeeeeeeeeeeeeeneeeeeees 187 POUC ENCRES 188 AGONY BI a tact AA E EE 189 Orec Bilerne gee ance andes 189 Transachon Detall cee anew awa ewes 190 CLIENT PAYMENTS asseseesssnsreuneenrnnnrisrrnnrrrrrinresrenrrrrnresreeerne 190 Agency Billed Payment scccscccnssecseeccesenesenseesaessaesenes 191 Financed Policy Down Payment 1cccseecseeceeecneeeaeesaees 191 OVOCE BST FAVNER cscs EE 193 Negative Payments ccccccceecceecssecseeceecaeeseescuesauessnsseess 194 Payment for Multiple POlICi S 1ccccccseecseecneceeesaeenees 194 Returning Premiu erara E cacsaeb 195 NSF CNarga BACKS siine 195 WHO OFF BGIANCES rsrsr Sodan ceased 196 11 FINANCING A POLICY cccecceceeceececeeeeeeeceseeceeeeseeeeeeeeneeeseees 196 Invoicing the DOWN PAYMeN 1cccceeceseeeneeeseeseeeseeeeees 197 Finance Company Pays Agency ccsscccsesecseeecseseeaeeens 197 Entering the Payment RECEIVE cccccceecseecneecneseeeees 197 Finance Company Pays Carrier DIir Ctly ccc1cccccseeeee 199 EEG Ep ccevtvcaurainenttoateetn eaten ceca 199 POGING ACCOU
68. Note Once an item has been paid you will not be able to regenerate accounting on that policy All changes must be done by endorsement Reports From the Reports tab you can run 3 4 Company Payables Shows all unpaid items due to companies 34 Rep Payables Shows all unpaid items due to producers 3 4 Paid Report Shows the payments made To run this report highlight in the ledger any entry Ei generated from the Payables You will see the appear on the toolbar which will generate the Paid Report for that payment Initialization Opening Balances If you have initial opening balance entries from your accounting setup or have recently run Close Books you will want to generate opening balance entries by clicking the EF icon in the Payables window or in 179 the Chart of Accounts window under Agency Setup This step creates a record in the Payables subledger representing this past balance in which you can apply payment toward Adding Reports Open the User Defined Report and choose any table from the tables drop down Click Save and type in Company Payables for the report description choose Accounting for the category and click OK Click Save again and type in Rep Payables for the report description choose Accounting for the category and click OK Click Cancel on the User Defined Report to return to the Reports tab Cleaning up Past Items If you have been running AgencyPro for some time y
69. Number You can group certain accounts together by giving them the same Chart Number and then incrementing the Sub Chart Number by one When doing this you will be able to run Summary Reports that will group all of the same Chart Numbered accounts together so that your report will not be so long The program does not allow duplicate Sub Chart Numbers Next enter a Tax Category by using the dropdown list To enter a Tax Category that is not on the list press escape so the dropdown list is gone and type the name of the category It must include Assets Liabilities Equity Income or Expense and they must be spelled correctly NOTE Do not enter an Opening Balance unless you are entering all your opening balances The Notes field is optional 3 You can delete certain accounts you do not need in the default Chart of Accounts except the protected accounts 129 4 After deciding on your Chart of Accounts setup you can fax the Chart of Accounts with the corrections to Agency Software Inc and we will enter them into your system or you can make the necessary changes yourself 5 You will also need to discuss your Accounting Method with your accountant Cash the amounts entered on the policy detail screen will not affect your General Ledger until a payment is applied to that specific policy When the payment is applied it will post to the General Ledger as of the payment date for the amount applied Accrual affects your General Ledg
70. Pay Transfer to Checking FRED JONES BAKERY DB Payment Transfer to trust b 7998 v Account Transfer 1 672 00 0 00 1 672 00 11 28 2010 Account Transfer Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 18 2012 6 56 06 PM Account Cash automatic postings This account is a holding account where the system automatically posts any money received in the program Receipts are shown here and will be held here until you make a deposit to your Checking Account or any other account you have set up Transaction Detail The Transaction Detail is displayed at the bottom of the window for the selected line item in the register This indicates the offsetting entry to the General Ledger The register and the transaction detail always have to be in balance or you will get an Out of Balance warning message which will allow you to balance the entry The Ledger Window Buttons left to right 48 a New Edit Account Creates a new Ledger account or allows you to change password and routing number information for existing accounts In File Name type or select the name of the Account keep it simple if there is more than one word put an underscore between the words and click Open Look in d accounts v ex Name P Date modified Type Cash DB 1 17 2012 2 38 PM Data Base Recent Places y Checking DB 1 10 2012 12 19 PM_ Data Base trust DB 1 10 201212 19PM Data Base Desktop TEF Libraries
71. RAM 8 recommended 1Gig HD space free 100 MBPS network 1 Gigabit highly recommended Server 2003 Vista Win 7 Business Server 2008 Small Business Server 2008 Small Business Server not recommended for Terminal Services Internet connection broadband recommended Video settings 256 colors or greater Internet Explorer 8 0 installed or better CD ROM DVD at server standalone not required at workstations Should be a dedicated server ie not sharing with other Server Software such as Exchange Server Fax Server Scanning etc Workstation Standalone Pentium 1 Ghz or better 1 Gig RAM 2 Gig recommended 500 MB HD space free during install only 100 MB thereafter XP PRO Vista Win 7 Business Windows 8 100 MBPS network 1 Gigabit recommended Internet Explorer 8 0 or better installed Video setting 256 colors or greater Installed Default Printer Driver Internet Access for Tech Support 15 By default AgencyPro for Windows installs in a folder called APRO AgenyPro for Windows runs on all popular networks and is multi user when configured properly What you must do You must follow installation procedures precisely depending on system type and network type if applicable A faulty installation will produce negative results and will likely result in loss of data or worse Qualified technical personnel should do installation NOTE DUE TO AN UNLIMITED AMOUNT OF POSSIBILITIES IN THE COMPUTER INDUSTRY AGENCY SOF
72. Report for a Client cccsceceseeerenes 80 E MAIRING FORMS mimina tants ce na ana 80 THE NOTES WINDOW cacica A A 83 THE REPORTS WINDOW cccccceccssescecusseeeususceseueneurseeeuseseesunes 86 Open a Detault REPO sonona T 86 CHEAIO a CUSIOM REPON orcresass 88 Create Mailing Labels esise eeo e e ee 90 EOL AAC OM ia E AE 91 Permanently Delete a Report ccccccsecseccsecceecsecneseneenes 91 THE LETTER WINDOW enndiietaladesasisncnncaciiase eniecacesacinaecannceien 92 Whats In the Letters WINKOW c cccccccsseneesseecseseeesaeeees 92 Merge Client Data Into a Lettes 1 cccceccceseeeeeneeeeeneneees 92 Creating Custom Merge DOCUMENIS 1 cccseeeeneeeeneees 93 Attaching Letters to CHENTS ccccccsscnssecseeceessesenesenaeess 94 THE PERSONAL WINDOW cc0cccecceeceeeseeeeeeseeeseeeeeeseeneeeneees 97 THE GLAIMS WINDOW semasini 98 HE IMAGES WINDOW 2istestaatatattaalatactaatant atuatatashetcanstat tual att talus tatattns 99 The AgencyPro Document MAnaQet 1 cc1sccsscseensseneesaes 99 Adding Files with the Document Mana et 1000000008 101 Adding Files from the Images WINQOW 1 ccee 101 Adding Files with the Desktop Document Manager Icon 103 Adding Files from ScanSoft PaperPort 9 c cccc08 106 Adding Files using the Agency Software Printer 108 Using Your Attached or Linked Files in AgencyPro 109 THE TICKLER WINDOW 0ccceseceeececeeee
73. States ASI is proud to claim an installation base rate of nearly 26 of all agencies and over 30 of all automated PC based agencies in the U S A ASI has helped these agencies users actuate their PC s for the purpose of increasing overall penetration of personal and commercial lines markets ASI has proven to be an invaluable asset to their agency users through the creation and support of an impressive library of insurance software products These products include such industry standards as PAR3 EasyApps EasyApps Professional EZAgent EZ Download Manager EZ Download Plus and AgencyPro 1999 sees a landmark in insurance software in the form of Agency Software s latest program a full fledged insurance agency management system appropriately titled AgencyPro for Windows With careful attention to ergonomics and ease of use AgencyPro provides maximum functionality With company focus development and marketing strategies aimed and addressed toward Property and Casualty insurance companies for the new millennium and beyond Agency Software Inc is committed to developing customized software systems for those carriers who share the common goal of increasing overall written premiums while decreasing errors and omissions exposure 14 TECHNICAL INFORMATION SYSTEM REQUIREMENTS AgencyPro Program System Requirements What you must have and do to use AgencyPro for the first time Server Dual Core Processor or better 4 Gig
74. TWARE INC CANNOT BE HELD RESPONSIBLE FOR LOSS OF DATA UNDER ANY CIRCUMSTANCES DATA CAN BE LOST OR BECOME CORRUPTED BY MEANS BEYOND OUR CONTROL IF NOT BACKED UP REGULARLY BACKUPS ARE YOUR RESPONSIBILITY WE WILL DO ALL WE CAN TO HELP AVOID OR RECOVER FROM SUCH EVENTS BUT YOU MUST DO THE SAME REGULAR BACKUPS ARE THE BEST PREVENTION RECOVERY PROCESS KNOWN MAKE SURE YOU DO REGULAR BACKUPS In addition you must have someone a CPA or bookkeeper choose an accounting basis Cash Accrual and provide a Chart of Accounts with opening balances before any entries are made in the accounting portion of the software To maintain support and updates you must have Internet access NOTE YOU HAVE 30 DAYS FROM INSTALLATION OF THIS PROGRAM TO OBTAIN INTERNET ACCESS IF YOU FAIL TO OBTAIN INTERNET ACCESS YOU WILL NOT BE ABLE TO UPDATE YOUR SOFTWARE ADDITIONALLY WE MAY NOT BE ABLE TO PROVIDE YOU TECHNICAL SUPPORT To continue Technical Support and Updates after the first year you must pay the annual fee You will be billed in advance In addition if you experience technical problems you may need to 16 have an experienced technical person available to deal with our Technical Support team How to get technical help when you don t know what to do If you suspect the problem is with your computer hardware or printer or software unrelated to Agency Software programs seek help from a local tech person If you feel the problem is related to
75. Year Sex Status DateofBirh Exper Licensed Date Hired MM f M fia15 1968 feo fass Broaden Use Drivers License Social Security No Fault DOC Veh Use CA457809 517 22 5423 v v Date Added Date Deleted 1720 2011 B B x Done X Cancel Click Done when finished From the drivers menu you can Add Edit Delete Prefill and print a Drivers Report similar to the vehicle area listed on the previous page Property Database The Property Database stores property information by client and allows entered information to be pre filled on ACORD forms such as Homeowners Application Commercial Insurance Application and the Dwelling Fire Application If the Property Menu button the house button is fully colored not grayed out it means the open form has access to the property database AF DWELLING FIRE GENERIC aasa nn aa File Edit View Tools Optons Adjust Help Either the Personal Property or the Commercial Property dialog box opens depending on the Acord application being used Enter Property in the Property Database To open the Property Database click on the Property Menu button the house button The Property dialog box opens The Personal Property and Commercial Property dialog box looks and works the same except for the title 11 Personal Property for This Client Hold Ctrl key Down to Select Multiple Mark Unmark All Order HOForm Policy Adress o gt Address2 a No pti
76. a Email Address Name To dehairem dminet S v eA Subject EasyApps ACORD Forms for 2 GUYS BARBER SHOP Attachments IC Users connie AppData Local TMPAPRO Forms pdt v Check Here to Request a Receipt After Mail Delivered 3 Click the Email Setup button the button with the gears 4 Inthe Email Setup dialog box shown below fill in the information you got from your ISP and click OK a If your email provider requires a secure connection you can now select SMTPS and enter the specific settings given to you by your email provider Note if you are using Gmail Server is smtp gmail com Select SMTPS select this before setting the port Enter Port 587 b Inthe Signature area you can add a Default Signature There is room for 6 lines of information that will appear at the bottom of each email c The Password box is for the password your ISP requires for sending outgoing mail Not all ISPs require outgoing mail passwords if yours does not require a password leave this box blank and uncheck My Outbound Server Requires a Password box d Click OK 81 BRB Email Setup G ol x Email Address Name Default From connie agencysoftware c Connie Reed SMTP Server Mail agencysoftware com Port 465 Email Transmission Control Protocol SMTPS TLS SSL SMTP UserName connie agencysoftware com Password i es O lv My Outbound Server Requires a Password Automatically CC Copy to Sender Warmest Regard
77. a non dedicated server setup Someone sits and works in AgencyPro at the server machine This is not the recommended setup for AgencyPro we recommend running on a dedicated server and must be configured before you install AgencyPro Before you install the program create a folder on the machine that will work as your server machine and share it granting full permissions to all users You must map an identical network drive letter to this folder you created on every machine in the network including the server The instructions below are for mapping a non dedicated server to its self i e mapping a network drive letter in the server to the C drive or a shared folder on the C drive in the server All of these instructions assume that you are mapping the drive letter X If you want to map a different drive letter substitute your chosen drive letter wherever you see X Mapping a Drive Letter in a Windows 2000 XP Non Dedicated Server 1 Click with the right mouse button on the My Computer icon 2 Select Map Network Drive 3 Open the list in the Drive box and select the network drive letter you want to use for example X 4 Inthe Folder box type the path to the drive where you will install AgencyPro e g if you are going to install the database to the C drive on the computer named FrontDesk you would enter frontdesk C Note If you are going to install in a shared folder e g a folder named Apps instead of
78. ab and print a Trial Balance to make sure the opening balances select the Ledger tab to enter the balance on the last page at the bottom of the Trial Balance is bank account opening balances zero Your opening balances MUST balance to Zero 2 Inthe Account field in the upper right corner choose Checking for your operating account or main checking Current User CONNIE R AGENCY SOFTWAREINC ee account so you have that register on the screen Clients Policies Web View Client A R__Ledger_Acords Letters Personal 3 Inthe top portion of the register screen the date will ki default to the current date Enter the date of your E User Defined Ranot opening balance and press ENTER In the NUM field Say ame delete the number that has automatically filled in and picari n E leave this field blank m 4 Inthe PAYEE field enter Opening Balance Bccois a 5 Enter the opening balance amount in the Deposit field ae a OSD for a positive balance or the Payment field for a negative pican e rere balance amounts entered in the Payment field do not j ies Pegin hapot need a minus sign Toss baal tetas 6 Press ENTER to the Balance field and the system will Le take you to the Transaction Detail section at the bottom Mion Eka Eaters fe Revere of the screen 7 Inthe Chart field enter lt 1000 gt and press enter In 7 ee LL a the Description field enter Opening Balance the amount will be in the correct Debit or Credit column
79. ackup AgencyPro creates a compressed backup file of all your AgencyPro data and saves it in the Apro Data001 Backup folder Since these backups are stored directly on your computer s hard drive they do not protect against hardware failure fires or viruses You MUST have an offsite backup method i e tape backup CD Burner or memory stick that you can take with you available as your primary backup source You can now include the AgencyPro backup in your Microsoft Scheduled Tasks so you can backup AgencyPro at a time that s convenient for you For instructions go to www agencysoftware com click on Software Support on the left and then at the bottom of the page there is a bullet regarding scheduling backups Companies Information Database Click the Companies button on the right side of the window to open the Company Information window The toolbar buttons will allow you to Add Edit Delete and scroll through companies When adding companies make sure you mark the check boxes for the lines of business that are written with the company This will automatically create income accounts for that company for 121 the lines of business chosen A R A P and DB GL s are created automatically depending on the billing method chosen You must enter at least three things The Company Name Lines Written and default Billing Method for the Chart numbers to be automatically generated for the new company Company Information Seu me TNA
80. action detail of the policy you currently have highlighted Immediately after a policy is generated you will see the postings for this policy are listed on the effective date of the policy or the First Payment Date if entered Client Payments When a customer pays premium to you and you intend to deposit the funds to a bank account you track in AgencyPro the payment must be recognized within the program against the policy payments taken by credit card and applied directly to the company site or written directly to the company can be acknowledged by just a note on the client Following are some common customer payment procedures Agency Billed Payment When a customer pays you on an agency bill policy you will use this procedure to record the payment see the Financing section for details on finance payment options 1 Go to the Client A R tab and verify the policy has been posted to the information listed 2 Click the icon 3 Fill in the information Date the payment was received Amount of payment applied toward this policy 167 Choose the correct policy number you are applying this payment against this drop down list will show in the same order as the policy window usually listing the most recent items at the bottom Optional Customers check number you can also type in Cash etc Optional Invoice number you can reference Client A R detail in the background to find this 4 Click OK You will see the payment refle
81. agency on installments an Installment Type 1 When entering Agency Bill Policy Detail on a Cash and Number of Payments is entered on the Policy Detail Accounting Basis nothing posts to your General Ledger window and the Finance field is changed to True the unless an amount is entered in the Down Payment field Non Premium items will be divided out equally over the Ora payment IS applied on the Client A R window number of installments entered 2 If an amount is entered in the Down Payment field this means you have collected the money so that money is posted For example on the following policy the down payment amount of 100 will post to the Cash account with the offset posting to Company Accounts Payable Commission Income Commissions Due the Reps and Commission Expense for the amount collected see the Transaction Detail section Non Premium Items Surplus Lines T ax Company T ax Interest Inspection Fee Installment Fee Policy Detail Accounting View EJ Cancel Type Policy v Agency of Premium 10 Policy F1 773914 1st Rep Name Transaction Renewal Business 1st Rep of House ooo Department Commercial Lines v 2nd Rep Name This policy has affected the General Ledger as follows Limits Cov Class Business Auto 2nd Rep of House 0 EffectiveDate 1 12 2012 Z Non Premiumltems S00 Expiration Date 77 12 2012 Total Due 1 250 00 S 2aal Company USF amp G v Installment Type X Broker
82. al Due Auto Calculated field Installment Type Choose your entry from the list or may leave blank for annual Number of Payments Auto Calculates from Installment Type but can be changed First Payment Date Click the button on the right A calendar appears with the current date selected Click OK or select another date and then click OK Installment Amount Auto Calculate field Down Payment Type the Down Payment amount being deposited Agency Commission Auto Calculated field 1 Rep Commission Auto Calculated field 2 4 Rep Commission Auto Calculated field Net Premium Auto Calculated field When you re done click OK to save your entries This record will be added to the current client 40 Policy Detail Agency Billing Method The difference between a Direct Bill policy and an Agency Bill policy is the posting the system does to your accounting and the different options at the bottom of the policy detail screen Accounting View Coverages The Limits window is where the coverage s for the client s policy are entered To open this window click the Limits button to the Se iConmecil ines E left of the Coverage Class box on the policy detail screen Limits Cov Class Business Auto 2ndRep ofHowe Information entered in the Limits window will automatically fill into EffectiveDate 1 18 2012 NonPremiumitems II your ACORD forms as long as the ACORD form being added or Expiration Date 1 18 2013 TotslDue SSSR e
83. ally calculate the amount financed as the difference between the total due on the policy and the down payment 1 On the Policy tab for the customer choose Edit Detail and then click Do It or just double click on the policy in question 2 Enter the amount you are receiving in the Down Payment field 3 Change the First Payment Date to today or the date you are receiving the payment 4 Check the box to Apply A R to Premium Finance Company at the bottom of the policy window 5 Click OK and click Yes to regenerate the accounting on the policy 6 Click on the Client A R tab You will see in the Client A R detail a line with the description of Finance Company Credit click the Receive Customer Payment icon and reproduce that information in the Client Payment window to recognize the commission for the financed portion Client Account Receivables gagoggagoaa Date inv Description Poiey Amount Due Payment _ Balance 2 2 2010 50002 Premium Comm Package 2 2 2010 CP90087694 06 1 000 00 0 00 1 000 00 2 2 2010 50002 Company Tax CP90087634 06 25 00 0 00 1 025 00 2 2 2010 50002 Policy Fee CP30087634 06 100 00 0 00 1 125 00 2 2 2010 50002 Down Payment CP90067694 06 0 00 325 00 800 00 272 2010 S0012 Finanse Company Gredt CP9008769406 000 STOOD pg WRR ELN O PREPARE zel at We ae Na no i ane 3 OND HEH a 4 80 30 Sd v Client Payment Date of Payment 2 2 2010 x Amount of Payment 800 00 Apply to whi
84. and double click on each of the items you wish to pay on this current payment This will create a check and also allow you to print a report of what was paid Ms Account Transfer To transfer money received from the Cash Account holding account to the Checking Account to record a deposit made begin in the register account you want to transfer the money out of Cash Account Click the Account Transfer button indicate the account to transfer to enter the amount of the transfer or deposit and then click OK The system automatically transfers the money to the account indicated Delete Transaction Deletes the selected transaction 51 Recalculate All Updates the balance in the current Account You can click the Date Number and Payee column headings to sort by these individual fields After changing a view you must click the Recalculate All button to update the balance for the changed view w Detailed Recalculate Goes through and verifies all the entries in the account you are in on the Ledger tab to assure valid dates on the Transaction Detail Access General Ledger To access General Ledger accounts to see how they have been affected This is also how you access your Journal Entry and an easy way to access the Chart of Accounts from the ledger without leaving in the middle of an entry ae Balance Account Balance this register to your Bank Statement When you select this option you will be prompted for an ending balanc
85. and in the Send To Options dialog box scroll to workstations select the Document Manager icon and then mark the Include OM ene TO SA ENE EDO After you install the ASI Printer you will have it available in your After you scan a document into PaperPort you can use the _ printer selection If you choose the Agency Software Printer Document Manager icon on the Send To bar to send the new file while on an outside document email website etc you must be to AgencyPro logged into AgencyPro while using this feature it will ask which client you would like to attach the image to Tip When you install ScanSoft PaperPort a Inbound Print Job new buiton the Print To PaperPort button appears in Microsoft Word in the Standard toolbar After you create and save a document in Word you can click the Print To PaperPort button in the Standard toolbar to add the open document to PaperPort and from the PaperPort i KOD window you TN meile tothe E This will create a PDF file in the Images tab of the selected Document Manager client Next you will get the same Document Title windows you get when attaching images directly from the Images tab where you will give the document a Title and you can attach this image 1 Select the icon for the document in the PaperPort window to a specific policy then click the Document Manager icon in the Send To bar 2 Select the client name and click the Do It button You can use any techniques yo
86. anges appear in the original file Whether the file is linked or attached if its a graphics file specifically a BMP or JPG file you can see the file image in the Image Preview pane on the right side of the Images window amp Current User CONNIE R Reed Insurance ii ETE Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Personal Claims Images Calendar TFile Bs asxa DateAdded T 1 30 2012 4 11 13 PM H 0202 A112 Image Preview Double Click to Expand TLE a ouse on Courtland Drive ipg HaydenMap ipg iar sale A a ies nea Sent Whe AE R apr MAP SATELLITE 9 9 Tw Current Client 2 GUYS BARBER SHOP __ Phone 509 344 8877 _ 01 30 2012 _ 4 12 35 PM Show Today Screenji The files are easy to open You can either double click the name of the file in the Title pane on the left side of the window or double click the image in the Image Preview pane on the right side of the window Double clicking in either pane opens the file in its native program What s a Native Program and Can Change It A file s native program is the program in which the file normally opens in your computer For example if your computer normally opens a BMP bitmap picture in the Microsoft Photo Editor then that is the BMP file s native program and when you double 100 click to open that particular file in the AgencyPro Images window
87. ash ledger highlight the deposit for the commission portion of the statement Edit the Deposit amount to reflect what you are actually receiving from the company Press the CTRL key and then the down arrow on your keyboard to get a new Transaction Detail line leave the lt 1600 gt line as it was originally Choose the chart number of the company s accounts payable 2000 range and enter the amount of the agency billed 181 portion of the statement as a debit normally Select the A P icon the 2000 Company Payables and the company in question Select all the items on the agency billed statement and the line representing the manual entry from this check The amount should be zero delete the check number and click Pay Check to Company From the Cash ledger do a transfer for the amount of the commission reconciliation to the bank in which the check will be written Change accounts to the ledger you transferred to and click the A P icon to select the items on the agency billed statement Fill the fields out appropriately and click Pay Edit the Payment amount of this check to the actual amount paid Press the CTRL key and then the down arrow on your keyboard to get a new Transaction Detail line leave the lt 2000 gt line as it was originally Choose the chart number for Account Transfer and enter the amount of the direct bill commissions as a credit normally Now go delete the Transfer from Cash line in this account Mixed Commissio
88. asis accounting method Agency Commission C L P L or Life amp Health Income depending on the Department chosen Company Accounts Receivable depending on the Company chosen on the Policy Detail screen and the Rep of House Commissions Due and Commission Expense Accounting View Type Policy Policy Agency of Fremium 10 FI fread Tat Rep Name Transaction Policy Change ad 1st Rep of House 70 Department Personal Lines 2nd Rep Name Limits Cov Class Personal Auto 2ndRep of House Effective Date hA MonPremium Items S S s mo a Expiration Date 1A 1 2013 Gsi Total Due Company FARMERS INSURANCI a Installment Type Broker MGA or enone Humber of Payments if applicable Policy Status Open First Payment Date Billing Method Direct Installment Amount ate Premium Amount 500 00 Down Payment 500 Agency 1st Rep end Rep Net Commission S000 Commission 7 Commissions Premium 450 00 DE Reconciled Cancel 155 On a Direct Bill Policy there is no need to enter Non Premium items Installment Type or Number of Payments since on a Direct Bill policy all the system is keeping track of is the Agency Commission and any commission due the Rep If the company is paying the agency their commission on installments that would be handled in the Direct Bill Reconciliation see the Direct Bill Reconciliation section This policy will not affect the Client
89. ate icon along the bottom of the Today screen and the last 20 entries will prefill along the left Items marked in Red will be things that were worked on today and will be counted in the red status indicator above the icons along the bottom You can then double click the record along the left to be immediately transported to that Client record Policy ACORD form Note Image or Tickler Also you can change the currently selected day by clicking the calendar at the upper right of the screen This will then show you all of the current records for the selected day A Whats New section in the middle of the Today screen shows recent Apro enhancements and a calculator is provided to the right for your convenience You can always get back to the new Today screen by clicking or sliding the Show Today Screen slider along the very bottom right of your AgencyPro program If you choose you can suppress the Today screen popping up by clicking the Hide Today Screen on Startup checkbox to the upper left You can 28 always re open the Today screen and uncheck this box if you decide you want it to pop up later The Clients Window The Clients window is where you enter client information such as client name address and phone numbers AgencyPro always opens with the Clients window displayed The client names are listed on the right side of the window in the list and the data for the selected client is displayed on the left side of the window To open t
90. ate to a folder where you can save or open the files 58 The ACORD Formview Window mF SF OF UA NS 20 ream EE File Edit View Tools Option SSAs00REE gt Saar HOUSE Da ACORD CERTIFICATE OF LIABILITY INSURANCE 1 1 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER S AUTHORIZED REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL INSURED the policy ies must be endorsed If SUBROGATION IS WAIVED subject to the terms and conditions of the policy certain policies may require an endorsement A statement on this certificate does not confer rights to th certificate holder in lieu of such endorsements PRODUCER rea AGENCY SOFTWARE INC PHONE 215 West Commerce Drive Hayden ID 83835 800 342 7327 FAX oy 20 portag gencysoftware com INSURER S AFFORDING COVERAGE insureRA SAFECO INSURANCE COMPANY INSURED 2 GUYS BARBER SHOP INSURER B INSURER C 993 Elm Street INSURER D Winthrop WA 83811 INSURER E INSURER F COVERAGES CERTIFICATE NUMBER REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR
91. ating Information Open Distance To Sides Construction Type Hydrant Station Fire District Code Prot Class Stories Basm ts Year Built Total Area al A Af l sl all Building Improvements Bldg GradeTax Code Roof Type Other Occupancies Wiring YR M Plumbing YR Roofing YR Heating YR Wind Class Semi Resist Heating Boiler on Premesis viN Other YR l Resist r If Yes is Ins placed Elsewhere Right Exposure and Dist Left Exposure and Dist Front Exposure and Dist Rear Exposure and Dist Burqular Alarm Type Certificate Expiration Date Central Station With Keys Alarm Installed and Serviced By Extent Grade Guards Clock Hourly rc Premises Fire Protection Sprink Fire Alarm Manufacturer lM Central Station Local Gong Jf OK X Cancel This is the Commercial Property Detail form Fill in all property information and then click OK The Property Dialog reappears Once you have entered all of your properties for your client you can manipulate the order in which they print by updating in the Order column on the Property Dialog window Filla Form with Property Information To prefill the open form with information for a specific property click the property to highlight it To select more than one property hold down the Cirl key while clicking on the properties Then click the Prefill Form with Marked Properties option and click Do It The property data is filled into the open form
92. ayment thank youl 0 00 200 00 300 00 3 9 2009 Payment thank youl ck 45685 0 00 300 00 0 00 10 14 2010 64 Premium Business Auto 10 14 2010 12341 234 00 1 200 00 0 00 1 200 00 10 14 2010 64 Agency Management Fee 12341234 00 100 00 0 00 1 300 00 10 15 2010 65 Premium Business Auto 10 15 2010 12341 234 00 200 00 0 00 1 500 00 Current 1 30 Days 31 60 Days 61 90 Days Over 90 Days Total Due 0 00 0 00 0 00 0 00 1 500 00 1 500 00 l Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 18 2012 6 49 24 PM Agency billed premium and payment postings are listed in the Client AR tab The functionality of this section depends on your accounting basis access in the Employee section on the Agency Setup tab and more specific information is available in the Accounting Workflow document provided during accounting training or available in the manuals section on our website Installment invoices down payments and finance credits are other examples which are applied to the client s accounts receivable from the information entered in the Policies window Account aging is shown at the bottom of the screen Generate Invoices The invoice will pull all line items for the selected invoice number so if payment has the same invoice number it is also included showing the balance outstanding Generate All Invoices Click to print invoices for all customers or part of
93. ayments if applicable Policy Status v First Payment Date kol Biling Method Direct Installment Amount 136 64 There are five fields in the Limits window Premium Amount f fE Down Payment 0 Aor EA A I S erase This specifies which class of coverage you are going to use It Qk Cancel also specifies the types of forms into which the information can prefill To select a coverage class click in the Class box and then click on the down arrow that appears in the box and then select the appropriate type You will have to select a class for each line item entered 41 42 Coverage The choices that appear in this dropdown list are filtered depending on what Class you have selected in the Class field To select a coverage type click in the Coverage box then click on the down arrow that appears in the box and then select the appropriate type Limit Enter the amount of the limits for the selected coverage Deductible You can enter a deductible amount or you can leave this field blank Notes This field allows you to enter any additional notes about the specified coverage Coverages Report Click the printer icon to print the limits in the form of a Coverages Report Setting Default Limits Use the Tool x button to open the Set Defaults Window Here you can set default values to Limit and Deductible Set Limit Defaults s Sen Default Deductible Auto D GENERAL LIABILITY
94. ble to login with SUP and super even if you can t remember a user s name and password SECTION Il HINTS amp TIPS Check out these techniques to quickly master navigation of AgencyPro for Windows and for the most efficient ways to do things We also recommend reviewing the online tutorials available at www agencysoftware com Tutorials Navigation AgencyPro uses common Windows navigation techniques and keystrokes which allow you to move around within AgencyPro with great ease Understanding and using these features will make your job much easier speed up your work and make using this program a pleasure Help Files Help Files for many subjects are available When you re working in AgencyPro no matter what tab window you have open you can always press F1 to get help on that subject The Help Files contain Hints amp Tips a comprehensive Index and Help files for all main topics although a few are limited in their scope 25 Improved Help Files will be made available with most updates In the Help File click on the green underlined text to go straight to that main or sub topic List Boxes You Il find many list boxes with dropdown arrows that allow you to open a list and select an entry Some of these lists are codes in the system while others are comprised of entries that have been keyed into the field Scroll Bars L 2 Scroll Bars appear at the right side and bottom of lists Scrolling up down right or
95. cash you can modify the Deposit amount press the CTRL key then the down arrow for a new Transaction Detail line Enter the chart number of the item being appended to this deposit EXE MVR Expense Bonus Income Etc and enter the amount of the amendment Press the CTRL key again and it should let you out of the Transaction Detail without error if in balance Bank Reconciliation When you receive your monthly bank statement you likely will want to reconcile in the program to assure that your bank and the AgencyPro ledgers match To reconcile your bank ee ee go to the account you wish to reconcile and click the icon Enter the ending statement balance and click OK You will see a line of balances appear above the Transaction Detail section representing the status of your reconciliation Clear items that appear on your bank statement by double clicking the C R column a C should appear and the item added subtracted from the Difference at the bottom Continue to clear until the difference is 0 00 if you wish to get a report you must do it at this point see instructions below click Done Balancing to complete the reconciliation Opening Balances Usually the first reconciliation is the most difficult as the opening balance should represent the beginning balance of the statement if you began your books but can also be mid month If this is your first AgencyPro bank reconciliation and the Opening Balance matches your stateme
96. ceeeeeeeueeeeeneeeneeeaeenes 111 Change Your View Of TICKICSS cccsecccseeecseseesesesnnsesaes 115 THE RICE WINDOW creole r 116 The TFile Window Buttons left to riQht c1cc1sceeee 116 Transactions Display Options 1ccccceccseeeceneeceneesseeesenees 117 Date Range Display Options 1 ccseccrseeecsesensesesaesenaes 117 Manually Add a TFile Ite ccccccecccecccseecseecenesaeeesneeeaess 117 THE SURVEYS WINDOW niiniadosiinas har ad nad iniaa as a a 119 THE AGENCY SETUP WINDOW cccceeccseeeeeeeeeeeeseeaeeeaeeees 120 Setting Up Your Agency INFOrIMALION 2 11 cccseeeeeeeeenees 120 Setting Global MCSSAQEG 1ccccccccseeecsneesensesseeessneessnees 121 Setting Up your ACCOUNTING BASIS 1 c 1cccceecevecensesneeseees 121 Automatic Data Backups ccccccceecseenneeceesseeneessuesaeenens 121 Companies Information Database 1ccccccccseesseeseeeeees 121 More About The Companies Database 00000000000000n 122 Employees Information DatabaSe cccccccsscssesseecneenens 123 More About Employees ccccccseccsescnseecseecensssusennsenaeess 124 Employee Passwords 1cccseccseecseeceeeesueseaeesseessuessnssens 125 Chart of Accounts Database ccccccceccecceecseceecseccesenesees 126 Opening Balances 1ccccsecccsecccseeccsesesseecsseseesesesseseeseeens 127 SECTION IV ACCOUNTING MANUAL ccceeeeeeeees 128 AGENCY SETUP rer in a a a 128 G
97. ch Policy CP90087694 06 v Check Number Invoic ef eck Here if Payment is from Finance Company EJ Cancel NEED THIS WINDOW Date the payment was received matches date of finance company credit Amount of payment will be the amount financed Make sure to choose the financed policy in question and a box will appear at the bottom of the payment 198 window reading Check here if payment is from finance company check this box Leave check and invoice number blank and click OK You will be asked if the finance company paid the carrier directly a Yes will enter the offset to the accounts payable account for the Carrier 2000 account range b No will enter a deposit from Premium Finance Company in Cash Finance Company Pays Carrier Directly When you say Yes to the message that the finance company paid the carrier directly the system will automatically enter this credit to the 2000 account for the company effectively reducing both the client A R and payable equally Ledger The AgencyPro Ledger tab is where the bank account ledgers are located The program is preloaded with a Cash and Checking ledger The Cash ledger is where the program will reflect all receipts taken and where you go to process a deposit The Checking ledger is for your default operating account and is designed to hold all bank activity in your accounting period To switch accounts you can simply choose the desired account from the Account
98. ck the Do It button A window listing the client s forms will appear 4 Select each form you want to move by clicking the form name if you want to de select a form click that form name again or you can click the Mark All button to move all their forms When you ve selected all the forms you want to move click the OK button 5 Inthe Save As dialog box click Save A file that contains the client s data and forms will be saved with the client s name 6 Repeat steps 2 through 5 for each client whose forms you want to move 7 lf you are using a CD you will have to burn files to CD Read Forms from Disk After you take the disc to the other computer and are ready to move the clients and their forms into the other database follow these steps to use the Read Forms From Disk option 1 Put the disk or CD into your disk drive 2 Open AgencyPro and click on the Acords tab for any client 3 Inthe Acord Form Options section click the Read Forms from Disk option An Open Account dialog box displays the files you moved to the disc 4 Inthe Open Account dialog box click a client filename then click Open The client data and forms are imported and a message tells you ACORD forms successfully imported from Disk 5 Repeat steps 3 through 4 for each client file on the CD or Flash Drive Note You dont need a CD or Flash Drive if you re moving files to a different database across a network When the Save As box appears navig
99. click the Arrow buttons on either side of the Send To bar to scroll more program icons into view 106 navigate to your client e g type the first few letters of the E PaperPort Jog client name to jump to that part of the list f ae 3 Inthe Enter Document Title box enter a document title If gt A Ajana xI owe Bm you want to link to the original file rather than create a copy Folders a i click the Create Link To This Document Only check box to w PaperPort Documents mark it HIS att If you want to attach a copy of the file leave the check box ba aiet clear i carat 4 Click OK tec icici Pires n The file is linked or attached the title you typed appears in the 3 Samples feria Bivbetet J Title pane and the image if its a BMP or JPG file appears in the Image Preview pane Arrow Document Button Manager Icon Adding Files using the Agency Software Printer ASI Printer Setup must be done at each workstation as well by running the appropriate ASIPRINTER file at each workstation for that user to have access to the Agency Software Printer and use the Snapshot button in Webview Folder Samples 9 items If you still don t see the Document Manager icon in the Send To 4 ASIPRINTER EXE Runon all 32 bit bar click Tools Refresh Send To Bar If that doesn t add the workstations Document Manager icon to the Send To bar click Tools Send 34 ASIPRINTER64 EXE Run on all 64 bit To Options
100. correctly you can begin entering policies When entering opening balances you will need to have the clients that have opening balances entered on the Clients tab first if you are on either of the Accrual basis Accounting Methods You can fax your opening balances to Agency Software Inc and we can enter them into your system or you can enter them yourself but be sure to follow the instructions if entering them yourself When entering opening balances you will need to understand what kind of balance is normal for each type of account Assets and Expense accounts carry a normal debit or positive balance Liabilities Equity and Income accounts carry a normal credit or negative balance When entering opening balances in the Chart of Accounts and Client A R areas if the balance is a credit or negative number you will need to put a minus in front of the number Even though accounts have a normal balance there will be times the account may have a balance that is not normal When adding all your opening balances together the total should be zero which indicates you are in balance Agency Software Inc will set up the Chart of Accounts and Opening Balances for new customers 134 Edit Chart Item Name Janitorial Expenses Chart Number 5400 Sub Chart Number 5400 Opening Balance 000 Tax Description Administration Expense tsi Notes PO OK EJ Cancel 4 Opening Balances must be entered as follows a All open
101. cted on the Client A R If you are taking this payment from another source such as a premium finance company you may wish to change the description to reflect that information Direct Bill Payment When a customer pays you a premium payment on a direct bill policy use this procedure to record the payment 1 Go to the Client A R tab you will not see direct bill policies posted here 2 Click the icon 3 Fill in the information Date the payment was received Amount of payment applied toward this policy Choose the correct policy number you are applying this payment against this drop down list will show in the same order as the policy window usually listing the most recent items at the bottom Optional Customers check number you can also type in Cash etc Optional Invoice number usually not used on direct bill payments 4 Click OK 5 Click OK to information message the payment will post against a direct bill payable account specific to the company in the 2100 range 168 6 Invoice options Print as a receipt for your customer by clicking the printer icon Save to images by clicking the disk icon Close to continue procedure 7 Check options Yes will create a payment entry in the ledger of your choice for the amount of the payment received clearing out the direct bill payable account for this particular payment No will create a payable entry in the 2100 account for that company which you can pay at any
102. cture has unusual proportions it will be stretched out of shape in the Image Preview pane If the picture in the Image Preview is too big to see all at once use the scroll bars to scroll to hidden parts of the picture and or use the Zoom buttons below the image pane to magnify or reduce the image view If your file opens in the wrong program or tries to open ina program you dont have see the Images Window section to change the file association 109 Cy Current User CONNIE R AGENCY SOFTWARE INC Clients Policies Web View Client A R Ledger B gt a X The Images toolbar appears at the top of the open form When you place your mouse over a toolbar button the name of the button appears The buttons left to right are as follows The Load Image button loads files from your computer a into the Images page The Image Processing button activates your scanner The Print Image button sends the selected file to the printer gt 4 The Delete Image button deletes the file from the clients Images page J Email Customer button opens up an email with the image already attached Want to open a non graphic file such as an attached letter and work on it Either double click the file title on the left or double click in the Image Preview pane on the right B Current User CONNIE R AGENCY SOFTWARE INC E S X Z Image Preview Double Click to Expand TITLE Polic AA J HaydenMap ima a a cpr House
103. cy Click in the survey text and edit it as you would in a word processor Use the scroll bar on the right of the open survey window to scroll though the entire survey The three buttons in the upper left corner are Print Survey Open Saved Survey which opens surveys you ve saved under a new name and Save As New Survey which saves a survey under a new name Curren t User CONNIE R AGENCY SOFTWARE INC a Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images Calendar File Surveys Agency Setup gB Survey Questionnaires ANIMAL HOSPITAL VETERINARIAN SURVEY SIC CODE 0742 DATE INSURED NAME ADDRESS CONTACT TITLE PHONE PLCY X DTE AUTO X DTE WC X DTE AGENCY PRODUCER SUPPLEMENTAL QUESTIONNAIRES WHICH MAY BE REQUIRED PET STORE SURVEY_TYPE A C HEATING CONTRACTOR 1711 ACCOUNTING FIRM 8721 ALARM MONITORING SERVICE 7382 Double Click ALARM SYSTEM DEALER 5063 to Select ANIMAL HOSPITAL VETERINARIAN 0742 ANIMAL SHAMPOO MANUFACTURER 5199 Current Client ABC CONSTRUCTION Phone 208 475 2958 01 24 2012 3 10 45 PM pr Show Today Screen 1 he Ba e M O l ei a 119 The Agency Setup Window Click the Agency Setup tab to open the Agency Setup window In the Agency Setup window you can Set up your agency information the produce
104. d is optional Customer Support can assist you in changing the passwords in the future Deposits The system is designed to hold all receipts you take in the Cash account When you get ready to make a deposit you first want to go into the Cash account to verify the items on your deposit slip have been entered through their various origins Keep in mind that any payment coming from a customer needs to be entered through the Policy or Client A R tab and from there will filter into Cash Any commission payment coming from a company if you will be reconciling needs to come from the Direct Bill Reconciliation see that section for more information Other receipts that are not policy related may be taken by adding a new line manually in the Cash ledger for a new line press Insert on your keyboard EFT deposits are handled with this deposit procedure as well Once the item s being deposited are present follow these instructions to make your deposit 200 Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images Calendar File Surveys Agency Setup a Fy s 2 i XO oW aS Done Marking Account Cash Date Num P jl aymenl a Balance ayee b 3 15 2012 2 GUYS BARBER SHOP Down Paymer Make Deposit Total Deposit 325 00 To Account Type Bank Deposit ERT Date of Deposit 2 6 2012 7 OK Current Client 2 GUYS BARBER SHOP _ Phone 509 3
105. d the correct shared drive or folder name Do NOT map directly to the APRO folder Click the Finish button If you get no errors then your drive mapping is complete When you finish a folder window may open to your new mapped drive letter The mapped drive letter appears in the window s title bar You may close the window or go on to item 6 below if it doesn t open Double click the My Computer icon You should see the mapped drive letter in the My Computer window You II see the shared drive folder name the computer name and the mapped drive letter in parentheses e g C on server name X When you double click on the mapped drive s icon the shared drive will open Installing the Program at Workstations 1 Click Start then click Run 2 Inthe Open box type X APRO setupws exe assuming X is the mapped network drive letter 3 Click OK When setup is complete you will see a window of icons these are the shortcuts that appear on 23 your Programs menu Close this window 4 Running techtools may not be necessary to run the program however additional install options are available in this utility In the Open box type X APRO techtools exe again assuming X is the mapped network drive letter a Run as Admin tab If you are running Windows Vista or Windows 7 you will want to click on the button to Fix Vista and Windows 7 then click OK b Disable IE Security Warning tab If you received a Publisher cou
106. dited has a specific field for those coverages and you use the Concari AE A S is drop down list when adding the Class and Coverage in the Limits Broker MGA Name knone gt Number of Payments Type Policy v Agency of Premium 10 Policy F1 773904 1st Rep Name Transaction Renewal Business v 1st Rep of House 4j X x x if applicable wi ndow Policy Status v First Payment Date Billing Method Agency Installment Amount 9186 64 Premium Amount 136 64 Down Payment My Policy Detail E E Accounting View Agency 1st Rep 2nd Rep Net Commission Mamaia Commission S Commission Premium 122 98 ee Type Policy Agency of Premium amp S Apply 4 F to Premium Finance Company Ok Cancel Policy 456456 Tet Rep Hame ee C aox Limits for PolicyH 456456 Note the differences at the bottom of each window Policy Detail Direct Billing Method Tool button to set Default Limits Accounting View Type Policy Agency of Premium 10 Policy F1773304 1st Rep Name Transaction Renewal Business 1st Rep of House 0 Department Commercial Lines 2nd Rep Name Limits Cov Class Business Auto 2nd Rep of House 0 Ok DE Reconcilled No EJ Cancel Effective Date fie 2i200 C Non Premium Items a ot Expiration Date 1 18 2013 Total Due 136 64 Company STATE FARM INSURAN _ Installment Type fw o Broker MGA Name lt none gt v Number of P
107. e Type of Adjustment choose the policy this applies to the date you would like on the check and then enter the amount to be refunded to the client as a positive amount in the Amount of Adjustment field The system will then prompt you to choose the Ledger account in which the refund check will be entered The system will automatically enter the check to the client in the ledger account chosen 148 Note This option can only be used if you are on one of the Accrual methods of accounting 5 Current User CONNIE R AGENCY SOFTWARE INC Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images Cale Client Account Receivables D DEBE OX feet Poser Balance 000 000 0 00 66 Premium Comm Package 1 10 2012 456789 1200 00 000 1 200 00 1 10 2013 Open 66 Policy Fee 456789 50 00 0 00 1 250 00 1 10 2013 Open 66 Down Payment 456789 000 500 00 750 00 1 10 2013 Open Client Payment Select Account to Issue Refund From iki Date of Payment 1 25 2012 z oare Amount of Payment 50 Apply to Which Policy 456789 a Client A R Adjustment Cash Type of Adjustment Payment Reversal Adjus v Apply to Policy 456789 z C tust Date of Adjustment 1 25 2012 Amount ofAdustment 75 O OOOO a a EJ Cancel EJ Cancel View GL Transaction Summary This button will take you to Transaction Detail for the act
108. e as you would want the check to print Keep in mind that if this is a company or client the system will automatically enter the address if the Payee is exactly like the Client Name or Company Name field b Enter the check amount in the Payment field leaving Deposit at 0 00 and hit your Tab key c You now will be in the Chart field in the Transaction detail if this is a new payee which is where you select the allocation for this payment If you have multiple allocations such as a payroll check you may enter additional lines by hitting the down arrow on your keyboard These must balance to the Payment total to leave the lower screen When the allocations are complete hit the CTRL key on the keyboard Repeat Payee 204 If you have paid this payee before simply choose the name from the drop down menu This will fill the check out just as it had been the last time it was paid copying over the allocations If you change the payment amount and the check had a single allocation line in the Transaction Detail it will default to this new amount If there were multiple allocation lines it will zero them out so you can reallocate 4 If you plan to print this check you want this Print field to say TRUE otherwise double click to make it FALSE or leave blank 5 If this was a payroll check double click in the Payroll field to make it TRUE so it will be available on the Payroll Ledger Report in the Reports tab Printing Checks
109. e currently selected account i View Check Make a check entry active and click on View Check From the View Check window you can print the check by putting a check mark in the Mark to Print box will already be checked if the entry was True in the ledger Print field and clicking the printer button You can mark multiple checks by using the scroll arrows to find the checks you want to print or by making sure they were all True in the Print field prior to clicking the View Check icon Click the printer button Receive Direct Bill Payment Record your Direct Bill commission payment and reconcile your Direct Bill Commission Statement Date Commission Check Deposit O mpany to Reconcile Commission Check Amount Reconciled Amount Balance 1 19 2012 SAFECO INSURANCE COMPA v 1500 eO o o 1 500 00 ave Reconciiation Client to Reconcile Policy to Reconcile Show All Policies x Or z Show Accounting Read v Total Reconciled Policies Policy Premium _ AmtDue Ali Paid A06 525 00 52 50 No fei R06 332 00 49 80 No 66098 ROG 224 00 33 60 No 081841 RO6 555 00 111 00 No M1083128 R06 523 00 78 45 No M1008462 RO6 331 00 49 65 No M754724 ROG 494 00 113 62 No M1030570 R06 123 00 18 45 No 9 28 2010 M1057648 R06 123 00 18 45 No 4 16 2010 M786965 R06 665 00 99 75 No 0 Company to Reconcile Expire Filter of Client Policy or Show all policies Payment field t
110. e from your bank statement The bottom of the screen will show the statement ending balance the register balance and the difference Double click in the C R field or press the space bar on the line for each item that has cleared the bank to enter a C for cleared After clearing the items that appear on your statement the difference should be 0 Click on the Done Balancing button and all the cleared items now have an R for reconciled instead of a C cleared Br E Make a Depost Cash Only The system is designed to hold all receipts you take in the Cash account When you get ready to make a deposit you first want to go into the Cash account to verify the items on your deposit slip have been entered through their various origins Keep in mind that any payment coming from a customer needs to be entered through the Policy or Client A R tab and from there will filter into Cash Any commission payment coming from a company if you will be reconciling needs to come from the Direct Bill Reconciliation see that section for more information Other receipts that are not policy related may be taken by adding a new line manually in the Cash ledger for a new line press Insert on your keyboard EFT deposits are handled with this deposit procedure as well 52 Once the item s being deposited are present follow these instructions to make your deposit Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Clai
111. e the check box clear 105 x Cancel Note If you drag a desktop shortcut to your Document Manager icon it doesn t matter whether you attach or link you are attaching or linking a shortcut rather than the actual file and opening the file from within AgencyPro will always run that shortcut and open the original file The arrow tab indicates its a shortcut l a Bobs Bus Letter rtf If you wish to link the image to an existing policy drop down the list and select the policy number This will allow the image to be viewed from the Policy tab 6 Click OK The file is linked or attached the title you typed appears in the Title pane and the image if its a BMP or JPG file appears in the Image Preview pane as displayed above Note If AgencyPro is open when you attach a file using the desktop Document Manager icon the newly added file will not be immediately visible in the Images window Click the Clients tab then click the Images tab again and you Il see the newly attached file in the list Adding Files from ScanSoft PaperPort 9 If you have a ScanSoft PaperPort 9 scanner you can attach or link scanned files to your AgencyPro clients directly from the PaperPort window After you install the AgencyPro Document Manager you II see a Document Manager icon in the Send To bar the programs toolbar at the bottom of the PaperPort window the next time you open it If you dont see the Document Manager icon
112. e x icon 2 Choose the type of Finance Company Adjustment 3 Choose the policy in question If this covers multiple policies choose Opening Balance from the list If Opening Balance is not on the list you can add an Opening Balance for a zero amount at this time 4 Enter the date and the amount being financed normally as a negative number click OK 5 Select Adjustment Offset which is either 172 Accounts Payable account for the Carrier 2000 account range if the premium finance company pays the carrier directly or Accounts Receivable account for the Premium Finance Company 1600 account range if you intend to collect directly from the finance company Note many times the agency will not treat the policy as financed if they are collecting directly from the premium finance company as they prefer to keep the receivable on the client s account Ledger The AgencyPro Ledger tab is where the bank account ledgers are located The program is preloaded with a Cash and Checking ledger The Cash ledger is where the program will reflect all receipts taken and where you go to process a deposit The Checking ledger is for your default operating account and is designed to hold all bank activity in your accounting period To switch accounts you can simply choose the desired account from the Account drop down in the top right hand corner Ledger entries have two sources direct entry and system entry When you click on an entry
113. earch Chart of Accounts Opening Balances Effective 1 1 2010 v Cash Current Assets 0 00 Bank Account Balance Current Assets 627 74 0 00 Trust CurentAssets 16 692 90 0 00 Client A R Current Assets 0 00 55 584 00 AIR FLOW SYSTEMS INC A R Current Assets 0 00 0 00 CARPET BARN amp CLEARANCE CENTER A R Current Assets 0 00 0 00 GLASTRA HEATING INC A R Current Assets 0 00 0 00 DTC CONTROLS INC A R Current Assets 0 00 0 00 WAYNE S FLOOR COVERING A R Current Assets 0 00 0 00 VALLEY GARBAGE SERVICE A R Current Assets 0 00 0 00 24 KARAT NAILS A R Current Assets 0 00 0 00 CRYSTAL S EATERY A R Current Assets 0 00 0 00 GORILLA BOB S COMICS amp GAMES A R Current Assets 0 00 0 00 FREDS CARPETS A R Current Assets 0 00 0 00 FASTENERS INC A R Current Assets 0 00 0 00 SYLVAN FURNITURE 4 R Current Assets 0 00 0 00 FRANKIE DOODLE S A R Current Assets 0 00 0 00 EMPIRE BOLT amp SCREW INC A R Current Assets 0 00 0 00 PK Gas JEt peee cancel E ious Cross Check Accounting This button is to be used by technical support only a Delete Transaction This button is used to delete transactions from Transaction Detail Caution you should not use this without technical support help 152 Agency Bill Cash 4 The first payment can be an amount entered in the Policy Detail Down Payment field on the Policy Detail window or a payment applied on the Client A R window If the client is paying the
114. ecticatdadtasdtdadabediadtdadttaitdadtdadhdes 29 POGIIG a Chert sase a 30 6 Editing GHENT INICNMAUOR sser 30 Deleng aA CON arene eee nee cere eee tee eee E eee ee ee 30 FIG GHOST O OWS si vida ashe E E 30 THE WEB VIEW WINDOW 0ccccceecceeceeeeeeeeeseeseeeeeeeeeeeeeeeees 32 How to Use the Web View Window c1cccecceecceeeeneseeeees 33 The Web View TOOIDALS 1 cccccccceccecceccsecceecsecctecseessnesees 34 THE OLIGIES VV INDOW saatntiadiag cs N 35 PONCV ODUONS are a ules tad aati deka 36 Display ODUONS ose Se REE ReEes eee 36 FOF QODUONS coana n a N O EE 37 Additional Details for Using the Policies Window 37 AGOA NOW I OU CY ceiien ee eee ter eat ee eE 37 Required fields Fill in the ENTIRE left side of the Policy Detail WHA OW sxisrtincicstessercinceriesiiestieccherSutnd xia inate aiacianiautesinceaiensedetieianiac ts 38 Optional Fields Fill in only what you need to on the right side of the Policy Detail WINQOW 1 ccsssccsesecseserseserens 39 Policy Detail Agency Billing M th0d 1ccccccseceeeseeees 41 Policy Detail Direct Billing Method 1ccccscseecneeneeees 41 COVERAGES reece cei a ce ee ee cetatntec tan cletetee 42 HAS S Pi cise hans une Gane gana nuguaeenaauniganioandeneedsteaetaceeede ae 42 COV CT AG Cia a a ae 43 EO Rene E oe ee 43 IDC OU CHO O e 43 BS 0 hse te eee ee eee eee 43 COVELAGES FEDON eaei E E 43 Setting Default LiMItS cccccccsecccseeccseeceseecss
115. ed and given a of commission Typically collected by the agency and paid net to the company in some cases premium is financed and only a down payment is collected Fees and Taxes are billed under Non Premium items to be collected by the agency Direct Bill Does not show on Client AR tab and system does not track premium owed Payments applied to direct bill policies are pass through entries meant to have no residual effect on the accounting Commission comes in from commission only payment from company and is posted through Direct Bill reconciliation Non Premium Items will not post to accounting as fees and taxes are generally not billed by Agency Follow your tutorial instructions to add the policy entry making sure to use the appropriate function in the Policy Options section at the bottom of the Policy tab Do not just edit an already existing entry that holds previous policy information The fields on the right side of the policy screen are all optional but important they be entered accurately The agency of premium should hold your commission percentage though you can delete the of Premium and enter manually in the Agency Commission field the 1 amp 2 Reps should reflect any producers you need to pay or track your fees and taxes on an agency billed policy should all be scheduled under the Non Premium Items button If you cannot find the line of business appropriate to this policy in the Cov Class drop dow
116. edger tab click the date header on the title bar to put in date order and then the icon to recalculate AgencyPro has no month end procedure but it is recommended to review certain reports periodically to assure your workflow is correct These reports include 183 each account then rerun the trial balance and check again 184 If you are still out of balance you will want to pinpoint the days of the errors by running the Transaction Detail Report and looking at the difference on the last page of the report Typically you will run this month to month until you find one that has a difference and then run week by week taking it down to day to day until you find a particular day that holds a difference Once you have it down to a single day witha difference you can start looking for the reason s for that difference Here are some things to look for Red Any red items indicate an unbalanced ledger entry The Transaction Detail Report is organized to list the ledgers page by page If the allocation for a ledger entry shows in red it either doesn t balance to the ledger entry or it doesnt have a valid chart number Either way go into the ledger select the appropriate account and correct the allocation appropriately Invalid Accounts Listed at the very beginning of the Chart of Accounts section if an invalid account is listed it is likely tied to a policy that was not completely accounting ready To find this policy yo
117. eeesseeeeseeeeaeeees 43 THE GHENT AVR WINDOW cae 45 THE LEDGER WINDOW scsrsiririen enearo edad ln ad ated edad iad dad adedate 48 THE ACORDS WINDOW 2 ccescccssecseecseesesescasecseenseeseeseass 54 ACORD ODUOns scchiokiviee ehh tea eee ees 54 AOC New OM onstan aa teen aoe nba 54 Edit CHORE SF ON oec iner E eE E 55 Delete Clem S FOec i aa a A 56 D plicate HEIL S For acc etl tdi ee wee 56 Mark Forms for Mass Print ccccccecceccecceccececeersenseneeeeees 57 Print Mass Marked Forms 1cccccccccceecseecsecceesseetecsnesseeees 57 M v fForms TO DISK oasis sal laid ial lalaPaidindil 57 Read Forms from DISK 0 ccccccceccecceeccecceeceecseeecseeeeenseneesees 58 7 THE ACORD FORMVIEW WINDOW 0ccccccceeceeceeeeeeeeeeeaeeees 59 THE FORMVIEW TOOLBAR cccecceccecesceeeeeeseeeuseeseeeeeeeseeeeenes 59 THE ACORD FORMVIEW DROPDOWN MENUS 61 E Renee ee ee ge eR SRN aN Oe RTO Oe E ee E 61 OM asamp siacstaeatasatasalasalasatios sacs laaalasaianhlanalanadecadaeslasalassie 62 TCU es aN etic N te eta Ba etna ataa aetna tetas letia tina ntactnael 62 FOO en a 62 OPO Si ea E E E 63 AUS etrn cton tata ane aaedaia a bulabakotabaene mba 64 Ly 1 o ENEIDE ON RoR PE E OE SR DTT ISH NT PSR RN NTT RT 64 ENTERING CLIENT INFORMATION IN ACORD FORNMG 005 65 CERTIFICATE HOLDERS cccceccecceseeseeeeeescueeeseeeeeeeeeueueeeeeass 65 CERTIFICATE HOLDERS MENU cccccecceeececeeceeeeeeeeeeeeeeseeees 65 Adding Certif
118. ehicle Report 13 To add a vehicle click the Add New Vehicle option and then click the Do It button The Vehicle Detail dialog box appears Hoes e Policy none X Year Make Model Body Type VIN Number Vehicle Type Ir PP Spec Comm l Age Garaging Address County State Ter GVA Class Cost New Garaging Ci Zi Drive to Work School C Under15 Miles SIC Factor SeatCapacity Radius FarthestTerm 15 Miles or More C None Use C Pleasure Farm C Commercial Retail C Service C None Coverages Liability NoFault AddiNF MedPay Unlns Motorist Underlns Motorist Towing amp Labor Spec Cause of Loss Fire Fire Theft Fire Theft windstorm Liability Special Perils Comprehensive Collision Deductibles Other than Collision 3 C Actual Cash value Agreed Amount Stated Amount None Amount ee bie C Specified Cause of Loss C Comprehensive None Misc Driver Credit Amount Collision Total Premiurr Date Added Date Deleted a _ Jf OK X Cancel Fill in all vehicle information and then click OK The Vehicle Database reappears Once you have entered all of your vehicles for your client you can manipulate the order in which they print by updating the Order column on the Vehicle Database Filla Form with Vehicle Information To prefill the open form with information for a specific vehicle click the vehicle to highlight it To select more t
119. el The Images Window Click the Images tab to open the Images window What happens in the Images window is a function of the Apro Document Manager or the Agency Software Printer driver The AgencyPro Document Manager With the Document Manager you can attach any kind of electronic document to any specific client in your AgencyPro database Do you have a letter a picture or a soreadsheet that you want to attach to a specific client so that you can quickly locate and open that particular file Now you can do exactly that with the new AgencyPro Document Manager What the Document Manager Can Do for You The Document Manager is designed to attach or link specific files in your computer to specific clients in your AgencyPro database You can attach all kinds of documents to specific clients any scanned image forms saved as PDF or JPG files text documents such as a Word file soreadsheets such as an Excel workbook and pictures of any kind 99 When you select a specific client on the Clients tab all the attached or linked files for that client are listed on the Images page What s the Difference Between Linking and Attaching Attaching creates a separate copy of the file for the database Any changes you make to the attached copy in the database are made only inthe attached copy they dont change the original file Linking creates a link to the original file If you open a linked file and make changes your ch
120. emy and return to the TFile m eon Of selected in the Transactions options click Cancel if you decide not to save the transaction Date Range Displays transactions for the selected date l l range for the client selected in the Transactions options Note Transactions cannot be deleted unless you are closing your agency s books at the end of the year Otherwise they are permanent This is for your E amp O protection Therefore the TFile Manually Add a TFile Item should not be used as a Notes file or a Tickler file for clients Use either the Notes window or the Tickler Calendar window to record information that s not transaction related If you click the Manually Add New TFile Item button you will open the Add TFile Item window a4 117 118 The Surveys Window Click the Surveys tab to open the Surveys window There are more than 200 Business Specific Survey Questionnaires in AgencyPro Most Survey Questionnaires are 7 10 pages long and contain a checklist of items that will certainly help reduce your E amp O risk and possibly uncover underwriting credits Use the scroll bar on the right side of the list of survey titles to locate the survey you want Double click on the survey title to display it in the window When you have the survey you want open click the print button to print it You can take the survey with you when you go to an insured site and enter information right on the pages You can edit surveys to better suit your agen
121. en ne CoRR en mE 46 Transaction Detail 47 View Transaction Detail for Current Policy 46 Client A R Window 45 Clients Add a Client 30 Delete a Client 30 Edit Client Information 30 Filter client list 31 Restore client list after filter See suid nse iss Done E 31 Clients Toolbar 30 Clients Window 6 29 Close Books 0 000008 161 Companies Setup 132 COVEIA CES fli aa 42 lass E AE 42 Coverage ccceceee 43 Deductible 43 Pea 43 Nts onah 43 Customer Demographics 97 D Demo Agency Pro 18 Direct Bill Accrual Modified Accrual EE A E E O 155 Cas E 157 Reconciliation 158 Document Manager 99 Adding files 101 Desktop icon 103 108 Linking attaching 100 PaperPort 106 Using linked attached files See eee eer eer 109 Drivers Database 76 E E mail doesn t work 82 Emailing Forms 80 Employees Setup 130 Equipment Database 75 F Forms Emailings 00000064 80 G General Agents 0 164 219 H Help Eies 25 I Images Window 99 Installation Dedicated server 19 Non dedicated server 21 Workstations 008 23
122. enter a name in the File Name box The document is saved in the Docs folder in the Apro folder To merge data into this document for printing follow steps 2 through 5 in the Merge Client Data into a Letter section above Note Do not save the letter after you merge client data into it Doing so will overwrite the letter containing merged fields Attaching Letters to Clients When you attach a letter to a client the document is linked to that client so you can find it again very quickly when that client is selected in the Clients window To link a letter to a client 1 Inthe Clients window select the client to whom you want to attach the document 2 Inthe Letters window open or create a letter and merge the data into it using the procedures in the previous sections 3 Click File then click Save As to save the merged letter as a new file with all the merged data in it In the Save As dialog box give the file a new name It s saved in the Docs folder in the Apro folder 4 Click the Add View Attachments For This Client button it looks like a paper clip The Attached Documents window appears 94 The date description and filename for this document will appear eh in the Attached Documents window after you click OK and then Attached Documents ni click the Add View Attachments For This Client button again Date Description Filename 1 20 2012 Bob s Business Letter C Apro MERGED ATF gt 1 20 2012 Bob s Re
123. er for the full amounts entered on the policy detail screen as of the effective date of the policy after saving the policy detail screen Even if that policy is entered with installments it will affect the General Ledger for the full amounts on the policy detail screen Modified Accrual posts the same as Accrual except when the client is being billed on installments and this has been indicated on the policy detail screen the General ledger will only be affected by the installments that are dated through today s date Your Customer Service Team at Agency Software Inc will set your Accounting Basis You will not be able to change your accounting method until the beginning of a new fiscal year Employees 1 On the Agency Setup tab click on the Employees button to add producers you pay a portion of your agency s commission The Username that you login with must have Supervisory Access in order to access the Agency Setup tab Agency Software Inc will setup the Chart of Accounts and Opening Balances for new customers 130 i Employees iia Quick Search m ale m a X FS USERNAME SUSAN Cs H Producer Restricted Acces Password i FirstName LastName Susan Dey Address Default Screen Name 1356 Partridge Lane City State Zip Default Screen Password Post Falls ID 183854 Coo o CU F Phone Cell Phone all 10 digits 208 444 7823 208 444 6677 SSN 232 88 0404 Default Default Commission
124. eral Ledger as explained above Type Policy Department Company Accounting View Policy v 456789 1st Rep Name CONNIE R l Transaction New Business 1st Rep of House 20 4 Commercial Lines 2nd Rep Name 4 Limits Cov Class Comm Package 2nd Rep of House Effective Date fi 1072012 Expiration Date fi 410 2013 NonPremium items 5000 Total Due s 1 250 00 Installment Type l jak ab 4 4l USF amp G Broker MGA hu lt none gt Number of Payments if applic able Policy Status Open First Payment Date As Agency Commission Ok fi Billing Method Agency Installment Amount s 75000 Premium Amount 1 200 00 DownPayment 500 00 1st Rep 2nd Rep Net 174 12 Commission S3482 Commission S foo Premium 1 025 88 Apply R to Premium Finance Company Cancel 139 In the sample policy Installment Type and Number of Payments have not been entered If Installment Type and or Number of Payments are entered the amounts will be divided out accordingly on the Client A R window If Installment Type and or Number of Payments are entered this allows you to invoice your client on installments When on accrual basis these amounts affect the General Ledger upon saving the Policy Detail no matter what the due date of the installments are on the Client A R screen On Modified Accrual it will only affect the General Ledger through today s date S
125. erently depending on the Billing Method selected on the policy Agency Bill Will post entry to Client AR tab so you may print an invoice or statement Policy postings split between the Client A R Company A P and the Commission Income accounts depending on the Agency of Premium indicated on the policy and between the Producer Commission Payable and Commission Expense accounts if a Rep1 or Rep2 was named and given a of commission 165 Typically collected by the agency and paid net to the company in some cases premium is financed and only a down payment is collected Fees and Taxes are billed under Non Premium items to be collected by the agency Direct Bill Does not show on Client AR tab and system does not track premium owed Payments applied to direct bill policies are pass through entries meant to have no residual effect on the accounting Commission comes in from commission only payment from company and is posted through Direct Bill reconciliation Non Premium Items will not post to accounting as fees and taxes are generally not billed by Agency Follow your tutorial instructions to add the policy entry making sure to use the appropriate function in the Policy Options section at the bottom of the Policy tab Do not just edit an already existing entry that holds previous policy information In the Accounting View of the Policy you must fill in the appropriate fields using the drop down menu selections including
126. every field on the left side If you leave a field blank or type in a selection that is not available in the drop down it will lead to incorrect or no postings and usually will give you an error upon saving the policy For more information on these fields see the Policy section in the User s Guide The fields on the right side of the policy screen are all optional but important they be entered accurately The agency of premium should hold your commission percentage though you can delete the of Premium and enter manually in the Agency Commission field the 1 amp 2 Reps should reflect any producers you need to pay or track your fees and taxes on an agency billed policy should all be scheduled under the Non Premium Items button 166 If you cannot find the line of business appropriate to this policy in the Cov Class drop down menu you can add your own by closing the list and typing in the appropriate line of business Use caution when doing this as your future list will be comprised of all items previously listed plus any codes added manually A selected Broker MGA will overwrite Company accounting accounting will post to the broker instead of the selected company The Company will fill to the Acord forms If the accounting should post to the selected Company leave the Broker MGA field blank or at the defaulted lt none gt Transaction Detail At the top of the policy tab is a Ey icon that will show you the trans
127. ew Holder Edit Cert Holder Delete Marked Holders Add Holders from Master List Generate Cert Holders List Mark Holders to Print Exit Menu a 2 m 7 Adding Certificate Holders 1 To adda certificate holder click the Cert Holders Menu button it shows a person walking out of an envelope 2 Inthe Certificate Holder Menu shown above select the Add New Holder option and click the Do It button 3 The Certificate Holder Detail dialog box shown below appears Type the certificate holder s name and address information in the dialog box Note You cannot have two cert holders in the same certificate with identical names and addresses If you need to issue multiple certificates to the same cert holder for different jobs see the sidebar Same Cert Holder Multiple Jobs below to learn how 4 Enter the Description of Operations information in the Override Description of Operations box and click the Done button The cert holder name address and operations information will not appear on the form on screen but it will be printed when that certificate holder is marked for printing 5 The icon Mi above the upper left corner of the description field is for saving or retrieving operation descriptions that are commonly used 66 f Saved Description of Operations Text an lol x i Order E This button sends saved information to the cert holder description field
128. f Accounts button to open the Chart of Accounts window The Chart of Accounts contains the numerical equivalent for each possible type of accounting entry The default chart of accounts can be customized to the agency s needs Check with your accountant or bookkeeper to set up your Chart of Accounts properly This Chart of Accounts should be as complete as possible before any accounting entries are made Once a Chart of Accounts is agreed upon Agency Software Inc will enter your Chart of Accounts entries into the AgencyPro system for you Quick Search v Chart of Accounts 1 Opening Balances Effective 1 1 2010 _ Chart Sub Chart Opening Bal D 1000 Cash Current Assets 0 00 0 00 Bank Account Balance Current Assets 627 74 0 00 Trust Curent Assets 16 692 90 0 00 Client A R Current Assets 0 00 55 584 00 AIR FLOW SYSTEMS INC A R Current Assets 0 00 0 00 CARPET BARN amp CLEARANCE CENTER A R Current Assets 0 00 0 00 GLASTRA HEATING INC A R Current Assets 0 00 0 00 DTC CONTROLS INC A R Current Assets 0 00 0 00 WAYNE S FLOOR COVERING A R Current Assets 0 00 0 00 VALLEY GARBAGE SERVICE A R Current Assets 0 00 0 00 24 KARAT NAILS A R Current Assets 0 00 0 00 fh CRYSTAL S EATERY A R Current Assets 0 00 0 00 GORILLA BOB S COMICS amp GAMES A R Current Assets 0 00 0 00 FREDS CARPETS A R Current Assets 0 00 0 00 FASTENERS INC A R Current Assets 0 00 0 00 SYLVAN FURNITURE A R Current Assets 0 0
129. f you want to save this report to use again click the Save button Give the report a name you Il recognize later select Marketing in the Report Category box and click OK Then click Cancel in the Query Wizard The report is added to the list to run at a future date Note that in addition to creating this report to ONLY run for clients in ZIP CODE 99021 can greatly enhance the functionality of this report by choosing Value1 Value2 Value3 or FromDate and ToDate if dealing with date fields in each of the values dropdowns Choosing these variables instead of hard coding the value 99021 means that the program will stop and ask you what criteria you want to run the report each time you run the report Note The report you create is nothing more than a set of instructions called a SQL statement that tells AgencyPro to go and get the data you specified every time you run the report This means that every time you run the report you get the data that is currently in the database when you run it Create Mailing Labels To create mailing labels your report must have the fields Client Name Client First Name Client Last Name Address1 Address2 City State and Zip When you run the report you get an Options window asking if you want a Report Mail Merge Files or Mailing Labels if you choose Mailing Labels and your report has the fields mentioned above you will get the label setup screen 90 Cy Label Setup sS o
130. fer to Checking 0 00 D 104 14 5 055 50 False E 2 28 2010 FRED JONES BAKERY DB Payment 3 150 00 D 0 00 1 905 50 False o 2 28 2010 Transfer to trust 0 00 D 3 150 00 5 055 50 True fi 1 10 2012 ALL WESTERN INDUSTRIAL SUPPLY 500 00 0 00 4 555 50 1411 2012 ALLEN CONRAD DB Payment 500 00 0 00 4 055 50 E 1 12 2012 BOATWORKS II Down Payment 100 00 0 00 3 955 50 1 26 2012 BOATWORKS II Reversal F1773914 0 00 100 00 4 055 50 1730 2012 Deposit to Checking 0 00 D 0 00 4 055 50 False 130 2012 FARMERS INSURANCE GROUP Payn 0 00 0 00 4 055 50 E 1 30 2012 Premium Finance Company Payment 800 00 0 00 3 255 50 p 1 30 2012 Premium Finance Company Payment 800 00 0 00 2 455 50 fi 1 30 2012 Transfer to trust 0 00 1 200 00 3 655 50 False ii 5 29 2010 1 2 GUYS BARBER SHOP DB Payment 2 427 75 D 0 00 1 227 75 False Hha 0 2012 2 2GUYS BARBER SHOP DB Payment 200 00 0 00 1 027 75 False E 6 29 2010 3 2 GUYS BARBER SHOP Down Paymer 2 427 75 D 0 00 1 400 00 False 3 15 2012 4 2 GUYS BARBER SHOP Down Paymer 325 00 0 00 1 725 00 False 2 SECTION Ill AGENCYPRO FOR WINDOWS FEATURES The Today Screen The first thing you are likely to see after you have opened the AgencyPro program will be the Today screen A WELCOME SUPER i an Peel x Hide Today Screen on Startup Recent Clients What s New 4 February 2012 Sun Mon Tue Wed Thu Fri breton H amp S MARINE SERV
131. ferral Letter C Apro MERGED ATF To open and then edit or print letters you have already attached to this client click the Add View Attachments button Click the letter you want to open then click the Edit Selected ltem option and click OK To delete the attached letter from the client click the Delete Options Link To Attachment option The document will no longer appear Kitsch Copy of item to Client in the Attached Documents window but the document file will Edit Selected Item still be saved in the Docs folder in the Apro folder Delete Link to Attachmen To close the Attached Documents window without attaching opening or deleting any documents click the X button in the upper right corner of the window 5 To attach the current letter to this client select the Attach Copy Of Item To Client option and click the OK button 6 A window opens asking you to enter a description for this document the description appears in the Description column in the Attached Documents window In the box type a description that identifies the document and click OK Attached Documents E XS Dae Description Filename a E 1 20 2012 Bob s Business Letter C Apro MERGED RTF D 1 20 2012 Bob s Referral Letter C Apro MERGED RTF W Description 5 X Enter a Description for this Document and Click OK l S aox el Edit Selected Item Delete Link to Attachme
132. han one vehicle hold down the Ctrl key while clicking on the vehicles Then click the Prefill Form with Marked Vehicles option and click Do It The vehicle data is filled into the open form 74 Note You can only prefill the number of vehicles that the specific open form has spaces for with the exception of Auto ID cards In Auto ID cards you can prefill up to 10 vehicles at a time and AgencyPro will create the number of ID cards required for those vehicles as long as you use the Order number NOTE If the Auto ID Card form is more than one page when you prefill vehicles it will only create one form with one vehicle at a time Attach Vehicles to Specific Policies You can also attach vehicles to specific polices when adding new vehicles on the Vehicle Detail screen When you click the red van icon on the toolbar of an Auto form or you click the Vehicle button the Personal tab click on Add New Vehicle and Do It to get the Vehicle Detail screen At the top of this screen is a policy drop down list so you can attach this vehicle to a specific policy Print a Vehicle List Report for a Client A vehicle list report is a printable list of all vehicles associated with the current client To create it open the Vehicle Database then click the Prepare Vehicle Report option and click the Do It button Vehicle List Report For AD CONCEPTS Year Make Model VIN Cost New 2004 Subaru Legacy TSF G8832 2011 Cadillac Escalade 9587
133. hanges made It will reapply any client payments made to that policy as long as itis an Agency Bill policy If the policy is financed and the finance company pays the agency directly and that payment has been applied to the financed policy and you regenerate that policy you will have to re apply the finance company payment x You have Changed this Policy Item Regenerate Accounting ce e If itis a Direct Bill Policy you will also get the Continue warning message shown below if you choose Yes you want to Regenerate Accounting If you have done Direct Bill Reconciliation on this policy you will lose the amount reconciled and have to re reconcile the policy if you click Yes to continue If any Direct Bill Payments from the client have been applied to that policy you will also have to re enter those payments Continue Warning You will need to Re Enter any Company Payments to this Policy on the Direct Bill Reconciliation Screen Continue 141 Client A R The Agency Bill policy created previously will affect the Client A R window as follows f Ee pae E a Current User CONNIE R AGENCY SOFTWARE INC b N o Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Client Account Receivables J U OOBEOX Dae 1 1 2009 Opening Balance 0 00 0 00 0 00 1 10 2012 66 Premium Comm Package 1 10 2012 456789 1 200 00 0 00 1 200 00 1 10 2012 66 Policy Fee 456789 50 00 0 00 1 250 00
134. he to add a line for the expected finance credit amount will be negative and the total invoice will recalculate This is not an accounting change so you may wish to click the E icon to save a copy of this invoice to images Finance Company Pays Agency In this scenario do not treat the policy as financed collecting both the customer s down payment and the finance company s payment on the Client A R tab against the fully billed policy Entering the Payment Received Policy Detail Accounting View Type Policy v Agency of Premium 14 50 Policy CP90087694 1 2 1st Rep Name v Transaction Renewal Business v 1st Rep of House EO o Department Commercial Lines 2nd Rep Name Limits Cov Class Comm Package 2ndRep ofHoue Effective Date fA2202 1 Expiration Date 112 20130 C Ul Enter date of receipt ap 4 Non Premium Items FE fe Total Due Company USFRG ew Installment Type weg ras he knon l Number of Payments Enter Policy Status Open x First Payment Date 3 15 2012 down Biling Method Agency X Installment Amount er p aym e nt Premium Amount 1 000 00 Down Payment 325 00 amount Agency ist Rep 2nd Rep Net Commission ast4a00 Commission O Commission sh Premium 855 00 E G nse 197 The down payment for this policy must be accepted on the policy window as the system will automatic
135. he Clients window from any other window in AgencyPro click on the Clients tab at the top of the program window The status bar at the bottom of the AgencyPro program window always indicates the selected client name their phone number and the current date and time In the name list columns other than the name column can be displayed by scrolling to the right in the horizontal scroll bar below the list You can reorder these columns by clicking on the column header and dragging to the left or right while holding down the mouse button You may also sort by any of the columns by clicking the column header for that column Acords Notes Reports Letters Personal Claims Images Calendar Q A d QueKXKVOOAHOE AD CONCEPTS First Prior Next Last Insert Edit Delete Save Restore Search Note Name 2 TYPE 2 GUYS BARBER SHOP Barber Shop Type 24 KARAT NAILS Beauty Salon Barbara Advertising Television 3AMIGOS MEXICAN RESTAURANT Restaurant ALFREDO Contact s First Name Contact s Last Name 4 amp 0 HEATING AIR CONDITIONING Heating Contractors Paul j ic il A CORE OF WASHINGTON Commercial Alice Address 1 ABC CONSTRUCTION Plumbing amp Heating 628 1 2 Monroe St Suite 301 B bIAD CONCEPTS Advertising Television Carrie Address 2 ADRIAN KYLE Personal Lines Adrian AGENCY SOFTWARE INC Software Vendor Connie City State Zip AIR FLOW SYSTEMS INC Truck Equipment JAKE Spokane x wey 65519 x ALL WESTERN INDUSTRIAL SUPPLY
136. he client A R and the company account current equally Like all other policies you must enter the full term premium any fees and taxes and your portion of commission in an agency billed policy on the Policies tab G 7 m Groen E Accounting View Type Policy Y Agency of Premium 145 Policy CP900876947 12 0 1st Rep Name fw Transaction Renewal Business v 1st Rep of House rs Department Commercial Lines 2nd Rep Name fw Limits Cov Class Comm Package 2ndRep otHose O E Effective Date 1 12 2012 Non Premium Items So 15 Expiration Date 1412 2013 Ks Total Due 00000 Ente r Company USF amp G v a Installment Type v date of Broker MGA Name knone gt v Number of Payments if applicable j lt receipt Policy Status Open First Payment Date 4 12 2012 si Biling Method Agency Installment Amount Premium Amount 1 000 00 Down Payment ry 325 00 4 Enter Agency 1st R 2nd A Net down Commission 145 00 Cona Jooo CommissionS E Premium 855 00 p a ym e nt Apply A A to Premium Finance Company received Automatic Financing The financing feature in AgencyPro is designed to automatically calculate the total remaining due on a policy and clear it from the Client A R and Company s Accounts Payable equally Because of this automatic calculation the policy is not treated as financed until you have actually received the customer
137. hen on a Cash basis accounting method if you do not pay producers a portion of your agency s commission Simply enter the deposit in the Cash account for the amount of the commission check and in Transaction Detail allocate the deposit to a commission income chart number If you add your deposit in the Cash Account Do Not reconcile Direct Bill or you will duplicate your income Direct Bill Reconciliation is also not mandatory when on one of the Accrual basis accounting methods Just add the deposit to your Cash account for the amount of your commission check and in Transaction Detail allocate the deposit to that companies A R chart number When on one of the Accrual basis accounting methods the system posts the policy upon saving therefore creating a receivable due from the company Recording the deposit to the Companies A R chart number will reduce that receivable 160 Close Books At your fiscal year end you may wish to close out your past year s accounting This procedure will do several things between the dates specified Zeroes your income and expense net profit or loss figures to the retained earnings account Clears out past ledger entries optional Clears out Client A R Entries for Accrual customers only optional Clears out TFile events optional Clears transaction detail This will normally result in the accounting policy postings and reporting to perform better as time goes on as there is not as much data
138. iated you referring prospect to me He She seems to be a real sharp individual and believe will end up insuring his her business 2 38 40 PM _ fthere is anvthing can do for vou let me know Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 20 2012 Creating Custom Merge Documents AgencyPro allows you to merge your agency and client information into custom documents that you create 1 Click File then click New The window wont change but the program knows you have started to create a new file 2 Type your new letter document Wherever you want to enter merge data such as client name agency name 93 date phone policy etc click to place the cursor at that point and then click the Insert Merge Field button You can also click Insert then click Merge Field 3 Scroll down and select the merge field you want to insert and click OK When you run the merge in the finished letter the program will replace each merge field with the corresponding client information in the database A merge field consists of a field name from the database surrounded by periods and curly brackets You cannot create your own merge fields the names must be identical to field names in the AgencyPro database 4 When you finish your document and all merge fields have been entered save the new document by clicking on the Save button or click File then Save In the Save As dialog box
139. icate Holders cccccccsecccsececsneecsnsessnsessneesans 66 Description OF OPaOS senisesse aake 69 Editing Certificate Holders ccccccsecccseecesesecsesessnsesansesaes 69 Adding Certificate Holders from the Master List 70 Deleting Certificate Holders cccccccssccseecseeseneseeesseesaees 71 Printing Certificates for Selected Cert Holders 71 Generate Cert Holder List ccccccccccsecceceeccnecnecseceeeeneenees 72 Close the Certificate Holders M Nu 1cccccceeceecneennereees 72 VEHICLE DATABASE sittacaitiadacadtundidadedadasdinisdsdndaiadeandniadeindadadeden 13 Enter Vehicles in the Vehicle DatabaSe 1cccccecceeneeees 73 Fill a Form with Vehicle Information ccccccececcecneneeeeeeens 74 Attach Vehicles to Specific POICIOS ccccccceeccseesneeseeeeees 75 Print a Vehicle List Report for a CIONt ccccccccesecseeeeees 75 EQUIPMENT DATABASE ccccceecesseecesuseecursuscuseeeesurseearsusaesaues 15 Add Equipment to the Equipment DatabasS 10 00 76 DRIVERS DATABASE cccececcecceceececeeseeeeeeeeeceeeuseueueeuseueeeuees 76 Add Drivers to the Drivers Database ccccccceessesseeeeees 76 PROPERTY DATABASE ceccecceceeceeeceeeeeeeeeeeeeeeeeeeeeeeeeneaeeeees 17 Enter Property in the Property Database 00000000000000n 77 Fill a Form with Property INfOrIMAtiON c1ccccccseeeeceeeaees 79 Print a Property List
140. ick on the Acords tab to open the Acords window The Acords window contains all the ACORD forms for the selected client and allows you to add edit or delete forms for that client The forms list is blank until you add forms for that client The data in the Create Date column is automatic you cannot change it You can type short notes about specific forms by clicking in the Note column for that form and typing your entry Current User CONNIE R AGENCY SOFTWARE INC Elea x Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Personal Claims RE ACORD Forms Date Created Form Name PolicyNumber Notes Form 10 15 2010 CERT OF LIAB INS 2010 05 12341234 00 000005 D 1 19 2012 PERSONAL AUTO APPLICATION F1773904 000001 Show for Current Policy Only ACORD Options Add New Form Mark Forms for Mass Prin Edit Client s Forrr Print Mass Marked Forms Delete Client s Forr a Move Forms to Disk Duplicate Client s Form Read Forms from Disk Dolt ACORD Options This section explains the various options in the lower pane of the Acord window Add New Form When you select the Add New Form option and click the Do It button the Add New ACORD Forms window shown below appears This window displays all available ACORD forms in alphabetical order This list is first key sensitive to jump quickly to a specific point in the alphabetical list you only need to press a let
141. ile and the File Association should be associated to the showarp exe file in the Apro folder Ls Generate All Invoices This button will generate an invoice for all customers through the date range chosen If you have a lot of invoices you can split the print job by choosing a specific group of the alphabet to do at one time To print the invoices enter the date range you can change the names of the invoices to print or leave it from A to Z 145 and click the Done button The Setup button is to direct the print job to the right printer Generate All Invoices for Transactions Greater than or Equal to i 1 2012 nd Less than or Equal to 1 25 2012 and Name Greater than A And Less than IZ Done Setup EJ Cancel Generate this Statement This button will generate a statement for this customer through the current date To print the statement click on the printer button in the upper left corner after generating the statement You can change any information on this screen before printing Jox Woe ee eae SS ic P5 Z ye F DEaTeMment B Reed Insurance St at eme nt 1853 Portland Ave Hayden ID 83835 __ 800 342 7327 Bill To ALL WESTERN INDUSTRIAL SUPPLY CO Spokane Industrial Park Bldg 10 Spokane Ww 99202 Inv Description LJ Amount Total 1 200 00 1 200 00 50 00 1 250 00 500 00 750 00 66 Premium Comm Package 1 10 2012 1 10 2012 66 Policy Fee
142. in the Numbers of Copies box Then click OK to print After you close the form you will be asked if you want to unmark all the holders you have marked for printing Click Yes Generate Cert Holder List To generate a printable list of certificate holders for the open certificate select the Generate Cert Holder List option on the Certificate Holders Menu and click Do It Close the Certificate Holders Menu To close the Certificate Holders Menu select the Exit Menu option and click Do It 72 Vehicle Database The Vehicle Database stores vehicle information by client and allows entered information to be pre filled on ACORD forms such as ID cards Vehicle Schedules and other auto applications If the Vehicle Menu button the red car button is fully colored not grayed out it means the open form has access to the vehicle database Enter Vehicles in the Vehicle Database To open the vehicle database click on the Vehicle Menu button the red car button The Vehicle Database dialog box opens Vehicle Database Hold Ctrl key Down to Select Multiple Yehicles for This Client T Mark Unmark All Make Model Body Type vib DATEADD DA Chevy Silverado Truck KI89H2367 9 21 2011 Subaru Legacy Sedan 78OHO2765 9 21 2011 GMC Denali suy 945 W6823 9 21 2011 Options Show Deleted C Add New Vehicle C Edit Selected Vehicle C Delete Selected Vehicle C Prefill Form with Marked Vehicles Prepare V
143. in the ledger the transaction detail for that item will display at the bottom of the screen If the transaction detail chart is in brackets EXE lt 11002 gt then this is a system entry and should not be altered in the ledger all corrections should come from the original source or it will unbalance your books If the transaction detail is not in brackets and it is not reconciled you may alter the entry Adding Accounts If you have more than one account you will want to add your banks to the list in the Account drop down You may also wish to add a ledger for a heavily used credit card to better track expenses by payee You may want Customer Support to help you add these accounts to your account listing or to add an account yourselX 1 Click the icon 173 2 Enter a File name Enter as a single word and keep the name as short as possible If you must have multiple words separate with an underscore or hyphen EXE cc_chase This name will not retain capital letters 3 Click Open 4 Choose the account type Asset for bank account Liability for credit card 5 Click the A to check your Chart of Accounts for an available number in the correct category Once you find an opening close the Chart of Accounts window and enter the unused number in the field provided 6 Password is optional Customer Support can assist you in changing the passwords in the future Direct Bill Reconciliation An option within our system
144. ing balances are entered in the Chart of Accounts area on the Agency Setup tab First enter the date of your opening balances at the top of the Chart of Accounts screen Note You will enter your Client Accounts Receivable and Bank Account Opening Balances in the Chart of Accounts area but only these opening balances will also be entered on the Client A R tab and the Ledger tab b To enter the opening balances in individual Chart of Accounts highlight the account that needs the opening balance and click the Edit button then in the Opening Balance field enter the amount of the opening balance If the opening balance is a negative amount enter a minus sign in front of the number c You do not need to enter each client s opening balance individually in the Chart of Accounts area that will be done later on the Client A R tab for each client You need to enter the total of all your Client A R opening balances under the account titled Client A R d Once you have all your opening balances entered in the Chart of Accounts area click the printer button in the upper left corner to print or preview the Chart of Accounts This will show all the opening balances and add them together Check the bottom on the last page to make sure the bottom line total is zero 135 Client A R Opening Balances 1 After entering all opening balances in the Chart of Accounts if you are on one of the Accrual accounting methods and have Client
145. ing down to find a client in a long list you a i can jump to a specific area in the clients list by pressing a key or C3 two or three on your keyboard For example suppose you want wy client to find a client whose name is listed as Longhorn Barbecue To Next Record Selects the next client below the selected jump to the first name that begins with the letters LON click in S the clients list and then type LON on your keyboard o Last Record Selects the client at the bottom of the client The buttons left to right are list 7 Insert Record Creates a new client record ready for The Web View Window wy data entry Click the Post Edit button to finish and save the new client record The Web View window is where AgencyPro can make online Edit Record Select the client that you want to edit in the policy access much easier The Web View window list then click this button to edit the fields on the left When done click the Post Edit button to save the changes Opens the web page of the insurance company of the policy you have selected must set up home pages under Company in Agency Setup tab Will log you in automatically to some company websites You must set up usernames and passwords under Employees in Agency Setup tab and it must be a Delete Client Select the client you want to delete from the list on the right and then click this button to delete the client All entries in all modules for that client wi
146. int to These include some Xerox WorkCenter XE series printers There is no fix for this The agency must print to a different printer Text Won t Fit into Lines on Forms This problem is usually caused by having Large fonts set on the particular computer that has the problem The ACORD forms are not designed to run in a Large fonts environment To change the font settings back to Normal 1 Right click in an empty space on your computer desktop 2 On the shortcut menu click Properties 3 Inthe Display Properties dialog box click the Settings tab 4 On the Settings tab click the Advanced button 5 On the General tab you Il see a box labeled Font Size or DPI Settings depending on your version of Windows The box probably has Large or 125 or some similar setting again depending on your version of Windows 216 N Click the arrow in the box to open a list of choices Choose Normal or choose Other and set 100 Click OK to close every open dialog box You may need to restart your computer depending on your version of Windows 217 A ACCOUNTING MANUAL ER TEE EE T 128 Accrual Accounting Workflow cccc0cccee 164 Acord form menus AGJUSt cenut 64 een ee oe nee 62 ee est eterna rere ere 61 Helps Catt 64 Options cc cece 63 Toone 62 NICWN a e a ees 62 Acord form options 54 Acord form toolbar 59 Acord form window 59 Acord forms Add New F
147. irectly from your ScanSoft PaperPort 9 0 scanning software Add files by clicking the Snapshot button in the Webview tab Print any printable item using the Agency Software Printer Use the Save button in the Client A R invoice Adding Files from the Images Window To add a new file when you have AgencyPro open 101 1 On the Clients window select the client to whom you want to attach the file 2 Click the Images window to open the Images page 3 Click the Load New Image button Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims 1 24 2012 11 25 01 AFH aydenMap ipg LSP v House se on Courtland Drive 4 Inthe Open dialog box that appears navigate to the folder where the file is saved 5 Click the file name and click the Open button ie amp Open Lookin R connie v c Eav AppData P amp Contacts Recent Places i Desktop a i Downloads L Favorites Desktop i Links a i My Documents D My Music Libraries My Pictures 5 A My Videos 7 Roaming Computer F Saved Games T ID Searches gt Tracing Network HaydenMapjpg House on Courtland Drivejpg File name HaydenMap jpg Open Files of type All Files 4 Cancel 6 Inthe Enter Document Title box that appears enter a document title this is the title that will appear in the Title pane in the Images window so make it something you II recognize
148. irst coverage class then 132 click the down arrow in the Transaction field choosing New or Renewal and then enter the Commission percentage and click the check mark to the right to post that record Then click the plus sign top left to add the next coverage class and transaction until you have them all entered for this company If you enter a Default Commission on the main screen for that company the commission grid screen will override this percentage Company Information X Quick Search ay lt a r jolt al x Name USF NAIC Code 553478 Home Pagelwww usfic com 00 Contact Stuart Wiliams Address 213 5 Main Steet Address2 P 0 Box 1234 City State Zip San Clair MI 02012 Phone 1 800 322 3216 Lines Written Phone 2 508 221 5834 V Personal Lines Fax 508 221 588 vw Commercial Lines Default Commision 45 V Life amp Health Agency Code 8978255 A R GL 604 DOT Code 448877995 up cL alon Biling Method Direct gt aung This Entity is a Broker MGA OK EJ Cancel 133 Opening Balances Chart of Accounts Opening Balances Once the Chart of Accounts and Agency setup information is entered you can enter your opening balances Your accountant may choose to have you start without opening balances and will adjust for them later If you are not entering opening balances after you have the Chart of Accounts your bank accounts entered See the Ledger Window Section and your Accounting Basis is set
149. irst session Agency Setup The first step to setting up your agency after logging into the 001 Agency is to enter your Agency information on the Agency Setup window After entering this information click the Save button to save current User CONNIE R AGENCY SOFTWARE INC T a a ac me Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Persona Claims Images Calendar File Surveys Agency Setup Agency Information AGENCY SOFTWARE INC ress 215 West Commerce Drive City State Zip Hayden ID 83835 Phone 208 762 1321 ax 208 762 1265 Email support agenc License Save of Days Between Backups SOT ST RUG CRT Show Only Recommended Classes 7 m EZLynx Setup Thank you for your business Save Statement Current Thank you for your business Statement 1 30 This Statement Reflects a Balance that is past Due Statement 31 60 This Statement Reflects a Balance that is Seriously past Due Supress Agency Infe from Invoice and Statements for Preprinted Letterhead Statement 60 Please Contact Our Office Immediately Show Today Screen Current Client ABC CONSTRUCTION Phone 208 475 2958 01 24 2012 3 32 09 PM L _ Aai Chart of Accounts 1 On the Agency Setup tab click the Chart of Accounts button to see the default Chart of Accounts that comes with the system You can print th
150. is Chart of Accounts by clicking the printer button in the upper left corner You may need to get together with your accountant to decide how you would like the Chart of Accounts set up There are protected accounts and some fields cannot be edited and these protected accounts cannot be deleted You can change the Chart and Sub Chart numbers to match your chart of account ranges if different but the chart numbers need to be at least 4 digits To see if an account is protected scroll all the way to the right on the Chart of Accounts screen to see the Protected field True in this field means that account is protected 128 Chart of Accounts _ src Quick Search Chart of Accounts Opening Balances Effective 1 1 2010 v e Chart Sub Chart Account al Current Bal Opening Bal Notes Cash Current Assets 0 00 0 00 Bank Account Balance Current Assets 627 74 0 00 Trust Curent ssets 16 692 90 0 00 Client A R Current Assets 0 00 55 584 00 AIR FLOW SYSTEMS INC A R Current Assets 0 00 0 00 CARPET BARN amp CLEARANCE CENTER A Current Assets 0 00 0 00 GLASTRA HEATING INC A R Current Assets 0 00 0 00 DTC CONTROLS INC A F Current Assets 0 00 0 00 WAYNE S FLOOR COVERING A R Current Assets 0 00 0 00 VALLEY GARBAGE SERVICE A R Current Assets 0 00 0 00 x Delete Cancel SS _ OOo 2 To add anew account click the Add button and enter an Account name a Chart Number and a Sub Chart
151. is to reconcile your company commission statements through the Direct Bill Reconciliation ledger This ledger is designed to track policies that have been entered in the system and the commission received on them 1 From the ledger tab click the icon 2 Enter the date you are receiving the check in the Date Commission Check Deposit field 3 Choose the company from whom you are receiving the commission check in the Company to Reconcile field 4 Enter the total amount of commissions received in the Commission Check Amount field f this payment has been increased by a non commission item or reduced by an expense such as MVR enter the total of commissions received and see the section below on Mixed Commission Payments lf the company is requesting payment for return commission enter the amount as a negative number 174 5 Check the box for Show Open Policies which will list all the policies that are accounting ready in which you may apply payment Apply payment toward the item s on your commission statement from the left hand pane Full payment If the item shows in the list and the AmtDue matches the commission received on your statement simply double click on the line This will change the Payment to the full amount of the commission and the All Paid to Yes eliminating the item from the ledger the next time you go to reconcile this company Partial Payment If the item shows in the list correctly for the full term b
152. it these letters to customize them and then save the default letter with your customized changes or save the changed letter with a new file name so you dont lose the original default letter To open default letters that come with AgencyPro or custom letters you have created and saved in AgencyPro On the Letters window click File then click Open A window opens to the Docs folder in the Apro folder Click the name of the letter you want to open then click the Open button To create new custom letters Click File then click New Follow the procedures in the Creating Custom Mail Merge Letters section below To save changes to an open letter Click File then click Save To save a letter with a new file name as a new letter Click File then click Save As and give the letter file a new name To close the open letter Click File then click Close Merge Client Data Into a Letter AgencyPro allows you to merge your agency and client information into more than 56 preinstalled letters or create your own letter in either AgencyPro or a word processor and then merge your data into it Files compatible with this feature of AgencyPro must be saved as rtf file types Files saved as doc files will not be recognized Files saved with table formatting in a word processing program will be altered when saved as rtf files 92 1 To merge data into a document that shipped with AgencyPro start by opening that document The merge
153. ive policy on the Client A R window This will show you exactly how the General Ledger has been affected by the active policy The Transaction Detail for the policy entered earlier will affect the General Ledger as follows Note This button is also on the Policy tab and will show the Transaction Detail for the active policy 149 oe N Transaction Detail _X Description E J 0 na 500 00 Cash ALL WESTERN INDUSTRIA 0 00 1 750 00 A R ALL WESTERN INDUSTRIAL 500 00 1 250 00 A R Payment ALL WESTERN IND 50 00 1 200 00 Policy Fee Payable ALL WESTER 1 025 88 174 12 Premium Due USF amp G 456789 34 82 139 30 Commission Due CONNIE R 4567 174 12 34 82 Commercial Lines Income USF amp G 0 00 0 00 Commission Expense ALL WESTEI r GL Account v From 1 1 2012 To fi 1 25 2012 Filter LinkAcct Policy AND LinkInc 776 1 To see how any policy has affected the General Ledger Transaction Detail above on the Policies window highlight the policy for which you want to see the Transaction Detail and you can either click the book button on the Policies window above Client Name or go to the Client A R window and click the book button labeled View Transaction Detail for Current Policy When viewing transactions for a specific policy ignore the Balance column since it s only showing that the policy is in balance so the bottom line balance is 0 2
154. ld not be verified warning running our programs you can click the button on this tab to disable this message c ASI Printer tab Click the Install ASI Printer button on this tab If you get an overwrite message during the install click No to All d Create ASl exe If you are at the serverina peer to peer setup click this button to set up a special icon that will be used instead of the default icon Click Save Settings to the box that comes up The remaining tabs are only for the use of Technical Support Click Close 5 Close all open windows A shortcut icon for AgencyPro has been placed on your desktop You are now ready to run the program from the workstation by double clicking on the AgencyPro icon on your desktop Your First Login When the login Screen comes up for the first time enter the Username SUP and the Password super and enter the 001 in Agency box This will give you supervisory access to AgencyPro Once you have edited the User records and entered all of your employees make sure to change the SUP account to your own username and password When AgencyPro opens click the Agency Setup tab and click the Employees button You Il have five employee names entered SUP User1 User2 User3 and User4 Do not delete any of these employees instead edit each 24 employee to change the name and password to one of your users Tip Dont change the SUP name until you ve changed all the others that way youll always be a
155. lder You MUST delete the blank cert holder click in the blank cert holder name then click the Delete Marked Holders option and click Do It Note If you need to enter a nearly identical name and address block for a different cert holder you dont need to retype it Instead select the text you need to duplicate then right click the selected text and click Copy on the shortcut menu Then close the Certificate Holder Detail window add a new cert holder or edit a cert holder right click in the box where the copied text should go and click Paste on the shortcut menu Same Cert Holder Multiple Jobs Suppose you have aclient perhaps a construction company who needs to issue several certificates for different jobs to the same cert holder But you cant enter cert holders with identical names and addresses in the same cert so what do you do Try this Add a new cert holder but enter a job number at the end of the Name line as shown below 68 H Certificate Holder Detail Address les anywhere Stockton Ch 95207 Phone 2O9 S57 9955 Fax 209 957 9934 This keeps the Name and Address field combination really the Cert1 and Cert2 fields from being duplicated and you can print all the certificates you need for the same cert holder s different jobs The resulting printed certificate entry looks like this DESCRIPTION OF OPERATIONS LOCATIONS VEHICLES EXCLUSIONS ADDED BY ENDORSEMENT SPE Description of Operatio
156. left will bring more entries into view Tabs Clients Policies Client A R Ledger Acords Notes Reports Letters Personal Claims Images Tickler TFile Surveys Agency Setup Click on a tab to open that window If you cant see all the tabs either make the AgencyPro window wider or click the arrow buttons at the right end of the tabs to scroll and display the hidden tabs at each end You may not have all the tabs available if your User Account has limited access Toolbars Most windows and all ACORD forms have Toolbars for your convenience Learn what each button does and use them to save time When you point your mouse at a specific button a screen tip with the buttons name appears this will help you figure out which button does what 26 Sort By Heading In most tables and lists if you click on a column heading such as Num or Date the list or table will be sorted by the entries in that column Also when you click a column heading to sort the sorted column is colored so that you can tell at a glance which column the table is sorted by Click column heading amp Current User CONNIE R J Surance _ Clients Policies Web ina Reports Letters Personal Claims Ima dikes Acords Notes ee ta ee TT E 17287201C Transfer to trust 0 00 D 1 672 00 5 055 50 False fi 2 20 2010 SAFECO INSURANCE COMPANY Pay 104 14 D 0 00 4 951 36 False K 272272011 Trans
157. licies gt LookupClient E Date Policy Premium AmtDue 4 NAME Policy 24 KARAT NAILS 1 2 2010 CP58956642 202 09 40 42 gt A amp O HEATING AIR CC1 2 2010 CP89554235 2 269 00 453 80 24 KARAT NAILS 4 20 2010 CP58956642 425 00 85 00 A CORE OF WASHING 1 2 2010 WC456546465 3 354 00 670 80 STEPHEN H amp OR KAF 10 10 2010 M 30186 ROG 654 00 130 80 24 KARAT NAILS 1 2 2010 CP58956642 1 569 00 313 80 ALLEN CONRAD 1211 2012 F1773904 500 00 50 00 You can sort this list by clicking the column heading for Eff Date Lookup Client Policy If you click the Client Name column heading it will sort the list so that all policies for a specific client are together If you sort by the Policy field you can type the policy number and the system will go as close to that policy number as it can The object of this window is to get the Reconciled amount to match the Amount of Check so the Difference is zero When the difference is zero the Reconcile Now button will be available To indicate the policies you have received commission on double click the policy line item to reconcile the full amount of commission for that policy on the left This will change the NO in the All Paid Column to Yes If you are receiving only a portion of your commission click in 158 the Payment column and enter the amount you have received After you have indicated the amount your want to reconcile on the left side of the sc
158. licy Detail window 1 Type Choose Policy in the dropdown list 2 Policy Type the Policy Number 3 Transaction Choose your entry from the list 4 Department Choose your entry from the list 10 Limits Button Opens the Coverage s window see Coverages section 5 Coverage Class Choose your entry from the list If you want to add to the list the Coverage Class selection on the Agency Setup tab must be on Show All Coverage Classes 6 Effective Date Click the button on the right A calendar appears with the current date selected Click OK to 38 12 accept that date or click to select a different date and then click OK You can also type the date instead of using the calendar Expiration Date Click the button on the right A calendar appears with the date one year from the effective date selected Click OK to accept that date or select a different date and then click OK You can also type the date instead of using the calendar Company Choose your entry from the list The button to the right of the dropdown box opens the Company Database for entering or editing the companies in this list but only if you have Supervisory access in the AgencyPro Employee database Broker MGA Name Choose your entry from the list same as Company if a broker is used The only companies that will appear in this list are those that are marked as a broker in the company record on the Agency Setup tab This Entity is a Broker MGA w Er leave
159. ll be oa ae A Rh rad ie a appeal compatible company website which you can find on our y l Download Partners list at www agencysoftware com amp er ants a Maat oo eel ase May find the currently selected client or policy if they are an 9 i 9 already an insured with that company i Client List Restore the full client list after Allows you to get a snapshot of the page you are on a mene which saves as a PDF file in the Images tab Filter Client Database Click on the magnifying glass button to clear all fields on the left Type in your search criteria in any fields and then click the Filter Client Database button again The client list will be filtered to show only those clients who match your search criteria and most reports will show results only for this filtered list of clients Add a Sticky Note to Client Click on the yellow sticky note to add a note that will appear whenever this client record is brought up 31 32 current User CONNIE R AGENCY SOFTWARE INC kh E i LL J ee a web view Client A R Ledger Acords Notes Reports Letters Persona Claims Images Calendar TFile Surveys Agency Setup e Get a Quote Contact Us Manage Claims Aut z Talk t agent tart auto Property e go ZIP Code go daho x go Company STATE FARM INSURANI Login As CONNIE R x Client Lookup 12341234 00 Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 18
160. me 40 Billing Method 39 Company ccccseeeeeees 39 COVERAGES o oota 42 Display Options 36 Down Payment 40 Effective Date 38 Expiration Date 39 First Payment Due 40 For Options 37 Initial Amount Due 40 Installment Type 40 Net Premium 40 220 Non Premium Items 40 Number of Payments 40 Policy Options 36 Policy Status 00 39 Premium Amount 39 Tota DUG osanning 40 Policies Window 45 35 Property Database T1 Property List Print 80 R Reports Custom 88 Delete sce 91 RQ tia 91 Mailing labels 90 Opina 86 Print too small 87 Reports Window 86 TE Te VPE penaa 92 S Sort By Heading 27 Survey Window 119 SYSTEM REQUIREMENTS EE EA EST AET laces 15 T Technical help 17 TECHNICAL INFORMATION 15 TFile Display saucers 117 Find Word or Phrase 116 Print history 06 116 TFile Window 116 Tickler PRL ALIN a 114 Change display 115 Credle New ourien 113 l E e EAA yaaa 115 Tickler Window 111 Trial balance 138 Troubleshooting Agency Pro Locks on Opening o on 215 Agency Pro Slow to Open
161. mission on the transaction detail When an item is reconciled and then regenerated it clears all prior commission payments that had been posted against it For this reason it is recommended to make changes to policies that have been reconciled by additional entry such as an endorsement If you must change a policy that has had commission posted against it you must also rereconcile that policy s commission on that same date for the same amount as originally reconciled You may want to choose Yes to Reverse entry in Cash which will show you specifically what to rereconcile Once the Commission Check Amount field and the Reconciled Amount field match you can click Reconcile Now This will post a commission entry against each policy you have reconciled and will place a deposit in the Cash account If the amount was a negative number for return commission it will ask you which account you would like your check to be issued from 7 Click the gt gt button to move the paid items to the right pane which will add up in the Reconciled Amount field 8 If there are items on your statement that are missing from the Direct Bill Reconciliation ledger you can Expenses and Checks Paying expenses is a simple process of adding a line to the ledger in the account it is being paid from either 1 From the Ledger tab choose the account from which Click the Show All Policies check box and if Mie Bey ment gt Deine MACE you find the item make s
162. ms Images Calendar File Surveys Agency Setup a 9SeBZtEXO wos Done Marking i Ei E P Balance Print Cash a 1 925 00 False True Date Num ayee Deposit D Payment b 3 15 2012 2 GUYS BARBER SHOP Down Paymer 325 00 x 0 00 Make Deposit Total Deposit 325 00 To Account Type Bank Deposit CER Date of Deposit 2 6 2012 OK t Balance Date 0 00 325 00 325 00 3 15 2012 2 GUYS BARBER SHOP Current Client 2 GUYS BARBER SHOP _ Phone 509344 2877 02 06 2012 _9 19 44 AM ___ show Today Screen ae 1 After clicking the icon on the toolbar 2 Mark all items that are being deposited on this one deposit slip by double clicking on the bank X D field on each one of the items to place an X in the field mark any items that are Cash receipts by double clicking in the Cash field to mark it as True The Total Deposit amount at the bottom of the screen should match the amount of the deposit being made to this account 3 Click _ e Makna Choose the account you are depositing to the type of deposit and the date of deposit 4 Optional Click Print Deposit Slip for the deposit clip and detail report 5 Click OK to finalize the deposit The Cash account balance should only reflect the total of the items currently un deposited When all deposits have been made the balance should be zero and all items should have an D inthe X D field 53 The ACORDs Window Cl
163. n 95 96 The Personal Window The Personal window is where you can record personal data about your clients such as the names and birthdays of their family members As always start by selecting the clients name in the Clients window Then click on the Personal tab to open the Personal window To add a record to the Family Members list click the Insert Record button the button in the toolbar below the list Fill in the client s family members and personal data about them on the left Click the Post Edit button the check mark button to save the record The Customer Demographics entries on the right apply to the client not to the specific family members When you first install AgencyPro you wont see any field headings in the Customer Demographics list Headings for the demographics categories up to 10 are assigned in the Agency Setup window Demographics button Once you ve assigned the demographics categories the headings will appear on this window and can be used for reporting and marketing The toolbar at the bottom of the window is for adding editing and deleting records in the Family Members list The buttons have the same functions as similar buttons in other windows in AgencyPro current User CONNIE R AGENCY SOFTWARE INC Click Tab Exe The Claims Window Click the Claims tab to open the Claims window Use the Claims window to keep records of the selected client s claims
164. n asked to write the check Transfers When transferring funds between accounts first go into the account in which you are transferring the fund from and select the a icon Choose the account in which you are transferring the fund to the date and the amount of the transfer click OK Both entries will be allocated to the transfer account making a net balance of zero Void checks Only a check sourced directly from the ledger can be voided by using the ledgers icon This will zero out the amount of the check and replace the payee with VOID All other checks will have to be reversed from the source reversed as they were originally entered If this was a misprint and you wish to assign a different check number to the entry simply change the check number and mark TRUE to print the check to the correct number If you wish to account for the misprint check you may enter a new check line for a zero amount using VOID for the Payee and allocating the entry to Account Transfers Combined Statements Occasionally a company may pay you by mixed agency bill direct bill statements To account for these statements you must know what portion is agency bill and which portion is direct and first go to reconcile the direct bill portion of your statement entering the Commission Check Amount as the amount of the direct bill commission you are receiving on the statement Here are the two scenarios Deposit from Company In the C
165. n Payments Occasionally a company may pay bonuses along with your commission statement or withhold expenses such as MVR from a statement To account for these you must first reconcile the actual amount of commissions received in the Direct Bill Reconciliation Once the deposit is in cash you can modify the Deposit amount press the CTRL key then the down arrow for a new Transaction Detail line Enter the chart number of the item being appended to this deposit EXE MVR Expense Bonus Income Etc and enter the amount of the amendment Press the CTRL key again and it should let you out of the Transaction Detail without error if in balance Bank Reconciliation When you receive your monthly bank statement you likely will want to reconcile in the program to assure that your bank and the AgencyPro ledgers match To reconcile your bank go to the account you wish to reconcile and click the E icon Enter the ending statement balance and click OK You will see a line of balances appear above the Transaction 182 Detail section representing the status of your reconciliation Clear items that appear on your bank statement by double clicking the C R column a C should appear and the item added subtracted from the Difference at the bottom Continue to clear until the difference is 0 00 if you wish to get a report you must do it at this point see instructions below click Done Balancing to complete the reconciliation Opening Balances U
166. n call support to schedule the close to be performed by a representative 214 SECTION V TROUBLESHOOTING AgencyPro Slow to Open Try disabling the anti virus program on the local machine If the program opens more quickly the anti virus is the problem You need to set exclusions in your anti virus program so that the anti virus can run without interfering with your AgencyPro database files Go to the web site www agencysoftware com On the Support page click the link that reads Running Slow Locking Up Norton AntiVirus Customers Should Read This and print out the report that tells you which exclusions to set and how to set them in Norton AgencyPro Locks on Opening If AgencyPro does not open and gives a NOT RESPONDING message when the button is double clicked check your video settings by right mouse clicking in an empty space on the desktop On the dropdown menu select PROPERTIES When the DISPLAY PROPERTIES box appears click the SETTINGS tab If the Color settings in the lower left corner read 16 colors not 16 bit high color the video settings do not meet the hardware requirements for AgencyPro Call your local tech to help correctly configure your video card AgencyPro will not run correctly until this is resolved User Can t Delete Clients User doesnt have supervisory access User needs supervisory access to delete clients in AgencyPro User gets Key Violation when Logging In Log in as a different user with supe
167. n menu you can add your own by closing the list and typing in the appropriate line of business Use caution when doing this as your future list will be comprised of all items previously listed plus any codes added manually A selected Broker MGA will overwrite Company accounting accounting will post to the broker instead of the selected company The Company will fill to the Acord forms If the accounting should post to the selected Company leave the Broker MGA field blank or at the defaulted lt none gt Transaction Detail At the top of the policy tab is a Pe icon that will show you the transaction detail of the policy you currently have highlighted Immediately after a policy is entered you will not see any postings unless you have applied a down payment on the policy detail as nothing posts to the general ledger until a payment has been applied toward the policy Client Payments When a customer pays premium to you and you intend to deposit the funds to a bank account you track in AgencyPro the payment must be recognized within the program against the policy payments taken by credit card and applied directly to the company site or written directly to the company can be acknowledged by just a note on the client Following are some common customer payment procedures In the Accounting View of the Policy you must fill in the appropriate fields using the drop down menu selections including every field on the left side If yo
168. nce company paid the the ledger of your choice see Expenses and carrier directly Checks in Ledger section a Yes will enter the offset to the accounts payable account for the Carrier 2000 Negative Payments account range b No will enter a deposit from Premium Finance Company in Cash You can apply negative payments on the Client A R tab when on a Cash Accounting basis If your client has overpaid or has a return premium amount you will be able to refund directly from the Client A R tab by applying a negative Direct Bill Payment payment After clicking the icon enter the amount of the When a customer pays you a premium payment on a direct refund in the Payment field with a minus sign in from of the bill policy use this procedure to record the payment amount to make it a negative Then choose the correct 1 Go to the Client A R tab policy to apply the refund to an you will get the refund screen 2 Click the icon to choose which bank account to issue the refund from and it 3 Fill in the information will create the check to the client for you on the Ledger tab Date the payment was received Amount of payment applied toward this policy Choose the correct policy number you are applying this payment against this drop down list will show in Payment for Multiple Policies Because you are on a Cash basis you must split payments amongst the individual policies in which you are being paid 193 194 The system will guide the acco
169. ne as it was originally Choose the chart number of the company s accounts payable 2000 range and enter the amount of the agency billed portion of the statement as a debit normally Select the A P icon the 2000 Company Payables and the company in question Select all the items on the agency billed statement and the line representing the manual entry from this check The amount should be zero delete the check number and click Pay Check to Company From the Cash ledger do a transfer for the amount of the commission reconciliation to the bank in which the check will be written Change accounts to the ledger you transferred to and click the A P icon to select the items on the agency billed statement Fill the fields out appropriately and click Pay Edit the Payment amount of this check to the actual amount paid Press the CTRL key and then the down arrow on your keyboard to get a new Transaction Detail line leave the lt 2000 gt line as it was originally Choose the chart number for Account Transfer and enter the amount of the direct bill commissions as a credit normally Now go delete the Transfer from Cash line in this account 209 Mixed Commission Payments Occasionally a company may pay bonuses along with your commission statement or withhold expenses such as MVR from a statement To account for these you must first reconcile the actual amount of commissions received in the Direct Bill Reconciliation Once the deposit is in
170. ne number fields in the main client information screen You may list multiple contacts for this client by clicking the plus sign on the top toolbar to add an additional contact name or the plus on the bottom toolbar to add additional email addresses After all of the client s information has been entered click on the FF a cton to save the information Editing Client Information To edit client data select the client s name in the list on the right click the client name to select it and then click on the t button to open that client s record for editing The selected client s information appears on the left side of the window Edit the data and save your changes by clicking on the V Deleting a Client To delete a client click the client s name in the list on the right then click the 2 button Click Yes in the Delete This Client message That client s data and forms are permanently removed from the database The Clients Toolbar G Q OOuzxverne First Prior Next Last Insert Edit Delete Save Restore Search Note 30 When you position the mouse over a specific button on the Start Tutorial This button will start the tutorial for the toolbar the name of that button will appear ina hint screen current window if you have the AgencyPro CD in your CD ROM drive or if you have loaded the tutorials to your hard drive If the tutorials are not available Windows Help Files will appear instead Tip Instead of scroll
171. ns etc etc CERTIFICATE HOLDER Viking Construction Job 21 123 Anywhere Stockton CA 95207 209 957 9933 Fax 209 957 9934 ACORD 25 2009 01 Description of Operations The latest version of the Certificate of Liability holds four lines of text in the Description of Operations field If you have more text than fits in this field you can reduce the font size as low as 7 Editing Certificate Holders To edit or modify existing certificate holders do the following 1 Click the Cert Holders Menu button the button that shows a person walking out of an envelope 2 Click the name of the cert holder you want to edit 3 Select the Edit Cert Holder option on the Cert Holders Menu and click Do It 4 Make your edits then click the Done button 69 Adding Certificate Holders from the Master List The AgencyPro database has a Master List that holds all the certificate holders for all the certificates in the database If a certificate holder has already been added for one certificate or client you can add that same cert holder to another certificate for the same client or for another client by choosing it from the Master List To add an existing cert holder from the Master List to the open certificate select the Add Holders From Master List option on the Certificate Holder menu and then click Do It The Master Cert Holder List appears showing all of the certificate holders for all of your clients Ef Master Ce
172. nsaction summary make journal entries to adjust any General Ledger account by crediting and debiting two accounts modify the chart of accounts explained under Agency Setup and cross check your accounting which should not be used without tech support help 0 00 200 00 A R 2 GUYS B 170 00 30 00 Premium Due 15 00 15 00 Commission Due 6 00 9 00 Commission Due 30 00 21 00 Commercial Line 0 00 0 00 Commission Exp To ff 1 18 2012 Filter LinkAcct Policy AND LinkInc 774 47 The Ledger Window Click the Ledger tab to open the Ledger window only users with accounting access can see this tab This is where you access your agency s bank accounts and sometimes credit cards You can change active account by clicking the Drop Down list next to the word Accounts in the upper right hand corner of the screen Ledger Account Selection Policies Web View 2 427 75 False 0 00 3 005 75 False 0 00 3 451 75 False 1 024 00 2 427 75 False 0 00 2 427 75 False 2 427 75 0 00 0 00 1 011 00 False 0 00 1 672 00 False 1 672 00 0 00 False 104 14 False 0 00 False 3 150 00 False 3 150 00 0 00 True Transfer to Checking CORY M DAVIS Payment MICHAEL D amp PATRICIA S POTTS Pay Transfer to trust Deposit to Checking PROGESSIVE INSURANCE ROGER D RICHARDS Payment RUBY amp RICHARD D EVERETT Payr ranster to trust v SAFECO INSURANCE COMPANY
173. nse report through the date of your fiscal year end to confirm all amounts are zero Close AgencyPro and log in using the full four digit year exe 2011 in the Agency field using your regular username and 4 Inthe Apro folder you already have on your screen double password Check to make sure all entries remained opened in click on Closebooks exe this agency You may also wish to change the agency name to 161 162 2011 in the Agency Setup tab so it is obvious which dataset you are currently logged into Close AgencyPro and reopen the 001 agency prior to making any changes Year End Adjustments Many agencies keep their books open until their adjustments have come back from their accountant and then close the books for their last fiscal year This eliminates the need to do the adjustments in both the 001 and the 2011 agencies If you have already closed the books and you are doing adjustments first do your journal entry in the year end 2011 agency and reprint your year end financials Then do the entries in your 001 agency substituting the retained earnings account for any income or expense account entries Policy Purge If you would also like to purge past policies through a certain effective date range this is an opportune time to do so This isa function that must be ran by Customer Support so please call the support number provided below for more information Please contact Customer Support if you have any questi
174. nt ending balance simply clear it and your bank reconciliation should balance when complete If the Opening Balance represents some items that hadnt cleared to date you will need to break your Opening Balance into two lines For instance if you had a 1000 opening balance 210 that included a 50 check that had not cleared to Journal Entries date change the original opening balance to 1050 in the Transaction Detail as well and create a second opening balance line for a 50 l ea payment with the same date and allocation Client A R or Ledger tab Click the icon The top portion of account This may also occur after closing the the entry is a different layout but same functionality as the grid books below Simply choose the first account number you wish to affect and type in the amount as a debit or credit adjusting the ee date and description as needed For the remaining entries Bank Reconciliation Report schedule those in the grid below The balance will be the The two reasons for getting this report are to document opposite of the amount in the top section and must be zero to the cleared items on this reconciliation and to balance on save the journal entry click OK to post paper if your reconciliation is not balancing To get the report go to the Reports tab select and run the Register Arevoucautortpalance Report Select the account in question and click OK y i Choose C for the Reconciled field and make sure the Run you
175. o enter partial commission received In the Company to Reconcile field choose the company from 50 which you received the commission check In the Commission Check Amount field enter the amount of your direct bill commission check Then select the filter for that company s open direct bill policies on the line below You may sort the list of Open Direct Bill Policies by clicking on the title bar of the column that will sort the list into the same order as your commission statement Then find the first policy you are receiving your commission on and double click on the No in the All Paid Column to change it to Yes if you are paid in full If you are only receiving a portion of your commission leave the All Paid as No and enter the amount received in the Payment Column Click the gt gt button to move the items to the Total Reconciled Policies column The system shows you the Reconciled Amount and the Difference at the top of the screen The Difference must be at 0 inorder to save the reconciliation and the Reconcile Now button will be available After clicking the Reconcile Now button and you are back in the Ledger change the Account to Cash and you will see a deposit for the amount of the commission check Pra Payables Click the Payables button to pay your companies or producers reps This will keep track of what you owe your companies producers or other various current liabilities Choose the appropriate Type then account
176. o if the installments went through next year the General Ledger would only be affected by the installments that are due through today Non Premium Items A Policy Fee for 50 has been entered in the Non Premium ltems J Amount Finance Paid Surplus Lines Tax Company T ax Interest Inspection Fee Installment Fee EJ Cancel Be sure to use the dropdown list under Type and do not type anything in the type field choose from the list The system will not know where to post the Amount if the Type field is altered There are 4 non premium items that will affect your agency s income Agency Management Fee Interest Installment Fee and Other These options will post to Agency Management Fee Income Interest Income Installment Fee Income and Other Income A Policy Fee 140 Surplus Lines Tax Company Tax State Tax and Stamping Fee are all made a payable due the company 3 The Finance field will always be False or blank unless you want the Non Premium items to be split and paid in installments The installment type and number of payments are chosen on the Policy Detail screen After saving the Policy Detail window if you edit that policy and make any changes and click the OK buiton the system will prompt you to regenerate the accounting If you have made any changes that would affect the accounting including changing the effective date click Yes and it will back out all the accounting postings and repost according to the c
177. o oy jele W Ai amp 8 g H cose ThamBhails Search Results 1 Invoice Reed Insurance 1853 Portland Ave Hayden 35 80042 7327 ALL WESTERN INDUSTRIAL SUPPLY CO Spokare Industria Park Bldg 10 Spokane WA 99202 Another method of saving the invoice is to attach a copy to the Image tab Call tech support if you need help installing this function In the APRO folder there is a file called InstallQRPViewer exe By executing this file an icon CG will be added to the Invoice window when created 144 BI xi Invoice Invoice T Invoice 4 Be Sanger Altgelt 750 E Mulberry Suite 500 P O Box 12365 San Antonio TX 78212 210 734 6677 Tine PT S89669 Bill To 1704 W l asia P O Box 5190 San Antonio TX 78201 A 2 000 00 Premium Auto Garage amp Dealers 4 1 2008 asdqwdqwa Thank you for your business Total 2 000 00 Clicking this button brings up the following window Now Close the Invoice to Save it to Images Click the OK button to continue A view of the invoice as it will be displayed in the images tab will appear Close this view by clicking in the You will be returned to the Client A R tab and the invoice will show in the images tab for that client You may need to set a File Association to view the invoice on the images tab see AgencyPro Document Manager Section The invoices save as a QRP f
178. of this area depending on whether the opening balance was entered as a deposit or a payment in the top portion of the screen 8 Press the CTRL key to return to the register portion or top part of the screen Note This is the only time you enter a Chart Number in brackets in the Transaction Detail area on the Ledger tab lf there is more than one bank account that requires a register see Ledger Tab instructions to create the new account See Ledger Window Section and then enter the opening balance for that register as previously explained 137 138 Agency Bill Accrual Modified Accrual Policies Window All accounting is generated from the information entered on the Policy Detail window that you open on the Policies Tab The following fields will be recorded in the General Ledger upon saving the policy detail for an Agency Bill policy if you are on either of the accrual basis accounting methods Total Due Client A R Net Premium Company A P Non Premium Items Company A P or Income depending on which Type of Non Premium items chosen Agency Commission C L P L or Life amp Health Income depending on the Department chosen and 1 Rep Commission and 2 Rep Commission Commissions Due and Commission Expense Note Type can be any type other than Quote and the accoun accoun ting will post Policy Status must be Open for the ting to be generated Billing Method must be Agency for the accounting to affect the Gen
179. often find the form you want more easily if you sort the list by Name or Form Name or Create Date by clicking on the appropriate column heading 2 After you select the form you want to duplicate click OK i DupAcordForm select ACORD Form to Duplicate Name FORM NAME CREATE DATE 2 GUY S BARBER SHOP ICERT OF LIAB INS 2070 05 10 15 2010 ALL WESTERN INDUSTRIAL SUPPLY CERT OF LIAB INS 2010 05 2 6 2012 ALL WESTERN INDUSTRIAL SUPPLY VEHICLE SCHEDULE 2 6 2012 ALL WESTERN INDUSTRIAL SUPPLY PROPERTY SECTION 262012 ALL WESTERN INDUSTRIAL SUPPLY CERT OF PROPERTY INS 2 6 2012 i EJ Cancel Note When you duplicate an existing form year after year you run the risk of using outdated non current forms A better approach is to add a new form of the type you are renewing and then use the Prefill Form From Another button at the top of the new form to fill the new current form with the data in the old expiring form and then make the changes for the renewal term 56 Mark Forms for Mass Print You can send several forms from several different clients to the printer or email all at once with the Mark Forms For Mass Print option 1 Choose a client then click the Acords tab and click the Mark Forms For Mass Print option Click the Do It button click to mark the forms you want to print and click OK 2 Then choose another client click the Acords tab click the Mark Forms For Mass Print option click the Do It butt
180. old a zero balance Trial Balance Check bottom line figure to make sure it is 0 00 See section below on out of balance troubleshooting 211 Transaction Detail Report and looking at the difference on the last page of the report Typically you will run this month to month until you find one that has a difference and then run week by week taking it down to day to day until you find a particular day that holds a difference Once you have it down to a single day witha difference you can start looking for the reason s for that difference Here are some things to look for o Red Any red items indicate an unbalanced ledger entry The Transaction Detail Report is organized to list the ledgers page by page If the allocation for a ledger entry shows in red it either doesn t balance to the ledger entry or it doesnt have a valid chart number Either way go into the ledger select the appropriate account and correct the allocation appropriately 212 O Invalid Accounts Listed at the very beginning of the Chart of Accounts section if an invalid account is listed it is likely tied to a policy that was not completely accounting ready To find this policy you may need to note the Inc number and reference it in the Transaction Detail window of the policy screen Todo this go to the Policy tab highlight any policy click the book icon and replace the LinkInc number in the bottom field with the Inc number you noted from the report Double
181. olicy the offset should be a credit to the 2100 account for the company By finding and fixing these out of balance issues you will likely gain insight into the AgencyPro accounting workflow and what potential workflow issues you may have in your agency It is recommended you check your balances regularly to insure correct financial statement balances If you need help tracking down or defining an out of balance issue call Customer Support for further assistance Close Year The close books procedure can be ran at any time during your year as it allows you to select the range of dates that will be closed The average agency will wait to close books until they have reconciled all outstanding past year items in the ledgers and have performed any past year adjusting journal entries Some agencies close prior to that and must make adjustments for outstanding items in reconciliation see Bank Reconciliation procedure above and year end journal entries must be done to both agencies 186 The close books procedure automatically closes any income and expense during the selected period to the Retained Earnings account It also will clear the transaction detail posting within that date range leaving any asset liability and equity accounts with an opening balance reflecting the total to the date of closing This procedure also allows you the option of closing past detail for the ledger accounts client A R and TFile events Most agencies want
182. ommission Due KMM CP58956642 24 KARAT NAILS 11 16 201 8 08 0 00 8 08 Policy 2204 Commission Due KMM CP58956642 24 KARAT NAILS 12 1 2010 71 68 0 00 71 68 Checking 2204 Commissions Due KMM Mitch Mclnelly Description Paid On Payment Commissions Due KMM 2 6 2012 eS Check Number 1040 Total Pay Cancel Making a Payment hirt From the Ledger tab select the icon From the Select Type drop down choose the type of payable you wish to pay From the Select Name drop down choose the sub account you wish to pay The items available for payment will appear in the Payables window 178 To view Policy details for a specific item select the item and click on the T Icon To pay the entire amount owed toward an item double click on the line If you wish to apply a partial payment you may right click the line and type in the amount of the payment you wish to apply To pay all available items a on the ledger click the k ion You can click this icon again to toggle all items to unpaid Once the items you are paying are marked the Total field should reflect the amount of the payment you are making Select the Account you are writing the che3ck from or the Cash account if this is a receipt for a negative statement edit the Description Date Payee and Check Number if necessary and then click Pay to finalize the payment This will create an entry in whichever ledger you chose
183. on click to mark the forms you want to print and click OK 3 When you ve selected all the clients forms you want to mass print you re ready to use the Print Mass Marked Forms option Print Mass Marked Forms 1 Select any client and click the Acords tab Click the Print Mass Marked Forms option and click Do It 2 A Print Preview of all the marked forms opens Click the Print button in the toolbar and send the forms to your printer or if you have email setup click on File and Email and it will email all those forms at once 3 After the forms are sent to the printer or emailed you ll be asked if you want to unmark the forms for mass printing click Yes Move Forms to Disk If you want to move a specific client s data and forms to an AgencyPro database on another computer perhaps a computer at home or a different standalone database in your office you can use the Move Forms To Disk and Read Forms From Disk options to do this The procedure is to move clients and their forms one client at a time onto a CD or Flash Drive then take the CD or Flash Drive to the other computer and move the clients and their forms into the other database one at a time To use the Move Forms To Disk option 1 Puta blank CD or Flash Drive in the drive 2 On the Clients window select a client whose data and forms you want to move 57 3 Click the Acords tab In the Acord Form Options section click the Move Forms To Disk option and cli
184. on or any other letter already assigned to the CD ROM or Floppy Disk or a second hard drive in any workstation TIP For simplicity and convenience choose a mapped drive letter that s near the end of the alphabet and map the same drive letter at every workstation These procedures illustrate mapping the drive letter X and the rest of the installation procedures will use the X drive as the example If your mapped drive letter is different use your mapped drive letter instead Mapping a drive letter on Windows 2000 XP Workstations 1 First you need to know the full computer name of the server a At the server right click the My Computer icon and click Properties In Windows XP the Full Computer Name is found on the Computer Name tab 22 In Windows 2000 the Full Computer Name is found on the Network Identification tab b Write it down spelling counts then click Cancel to close the System Properties dialog box At a workstation right click the My Computer icon and click Map Network Drive In the Map Network Drive dialog box click the arrow on the right side of the Drive box and select your chosen mapped drive letter In the Folder box type the path to the shared drive or folder in this format servername C to map to the shared drive C on the server servername foldername to map to a shared folder on drive C on the server Be sure you use the correct server computer name which you found in step 1 an
185. on Courtland Drive F177 ad Orchard A W Orhan Ave EOrh a Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 24 2012 110 _ ee The Tickler view is shown below amp Current User CONNIE R AGENCY SOFTWARE INC Clients Policies Web View Client A R Led Baxa To change the spelling of a file title click the title name in the list and type your changes then click on a different title to save Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Personal Claims Images Tickler TFile Current Client Only From fi 17 172012 Closed Items Only To E 1724202 x C Allitems C Al Clients View Options f a Open Status Clients S t X Open Items Only p C APROMPICS 0124121 JPG C Users connie House on Courtland Drive ipg This path is to ek a lal al ls A l your changes The list will kaa the path goes to a l be instantly re APRO folder areal peed Cane alphabetized To see the location of the file drag the horizontal Tickler Ops scroll button at the bottom To of the Title pane to the Eemi Drag scroll button Dolt to the right right You Il see the Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 24 2012 2 31 32 PM FILENAME column EEE showing the ai io each You can display by Open Status and Clients Click the box on the From amp To dates to acti
186. ons Add New Property Edit Selected Property Delete Selected Property Prefill Form with Marked Properties d Dot Prepare Property Report x Cancel To add property click the Add New Property option and then click the Do It button The Property Detail dialog box appears AM Personal dof x mLocation Coverages Limits Form Typell Policy none Dwelling Rental Value Location DOO O Other Structs Pers Liability par HARR Personal Prop Med Payments if different Addl Benens L Fire I Fire amp EC I Fire EC amp VM T Broad I Special rDeductibles Type amp Amount Premium F All Peril l Earthquake I Other Type Est Premium F Wind Hail F Annual Hurr ae Theft Named Hurr Hurricane Nam Balance Rating Underwriting F I Frame l Miq Home Yr Built Rooms Market Value Structure Type Usage F Masonry I Vinyl Siding M Dwelling O TownHouse Primary F Farm I Msnry Yaneer f Alum Sidin Ee a l Apartmnt gt RowHouse C 2ndary COC I Fire Resistive Ea F Condo CoOp E Season ii er Distance to are A R FamiliesPurch Date Fire Divs Terr CodePrem Grou Protection Device Type Renovation Tyne Bre re Se den pation SmokeTemp Buralar Part Comp vear ad vv v Simi Central eE if E fe Wied ne E aie HeHold Price Units Div Eire Rate Heat Type aa Nan Ej Direct r r Plumb rr Fire Dist C del i O TTo om a a o m ire Dist Code z
187. ons issues or would like to schedule a time for support s assistance in closing at 800 342 7327 extension 31 163 AgencyPro for Windows Accounting Work Arounds and Methods General Agents Enter a General Agent in the Companies database on the Agency Setup tab You can enter this agent s percentage of commission by entering the default on this agent s company record Check the box at the bottom of the screen This Entity is a Broker MGA The system will keep track of the amount due this agent as a payable ACCRUAL ACCOUNTING WORKFLOW AgencyPro is policy driven which means the actual accounting flow starts with the client and policy entry Please refer to your User s Guide or Tutorial for instructions on entering clients and policies Also prior to policy entry make sure your Companies and Employees have been set up correctly in the Agency Setup tab and that account numbers have been generated on those setup screens You can find more information about this in the Agency Setup section in the User s Guide Company Account Numbers While setting up companies the system will automatically generate account numbers These account numbers are utilized as follows A R GL Set normally in the 1600 accounts these work as direct bill commission receivable accounts that offset your direct bill commission postings when generating a policy and are reduced when commissions are paid A P GL Set normally in the 2000 accounts the ne
188. or Windows Click the AgencyPro for Windows line 2 Atthe Welcome screen select the Next button 3 At the Destination Folder screen make sure that the Destination Folder is pointing to the network drive e g if X is the network drive the destination folder should be X APRO If the destination folder is not pointing to the network drive click the Browse button In the top box on the next screen type in the correct path as shown in the previous paragraph dont try to browse for it Then Click OK to return to the Destination Folder screen you may be warned that the directory already exists if the APRO folder exists on that network drive click Yes to install to that directory anyway and then click Next 4 On the next screen click Next The program will begin installing 5 After the installation has been completed a window of shortcut icons for AgencyPro will open This window can be closed at any time An AgencyPro For Windows icon will also be created on the desktop You will also need to click the EXIT line in the initial Installation window and remove the CD 19 Follow the instructions in the Setting Up the Workstations section below to map and setup the workstations to use the database you just installed Setting Up a Non Dedicated Server Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation In
189. or Windows line 2 Inthe Welcome screen click Next 3 Inthe Choose Destination Location screen examine where the program will be installed Normally this should be C Apro 4 If the destination folder is not correct click the Browse button In the top box on the next screen type in the correct path dont try to browse for it Then Click OK to return to the Choose Destination Location screen and click Next 5 Inthe Start Installation screen click Next The installation will begin 6 After the installation has been completed a window of shortcut icons for AgencyPro will open This window can be closed at any time An AgencyPro For Windows icon will also be created on the desktop You will also need to click the EXIT line in the initial Installation window and remove the CD 18 NETWORK INSTALLATION Setting Up a Dedicated Server Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation On a dedicated server network no one ever sits or works at the server This is the preferred server setup for AgencyPro The other server setup is the non dedicated server on a peer to peer network in which someone does sit and work at the server 1 At the workstation place the AgencyPro for Windows CD in the CD ROM After a few seconds you will be presented with the Installation window with the option to install AgencyPro f
190. orm 54 Delete Client s Form 56 Duplicate Client s Form 56 Edit Client s Form 55 Entering data in forms 65 Mark Forms for Mass Move Forms to Diskette 57 Print Mass Marked Forms Hest EEEE EAEE ER 57 State specific forms 55 Acords Window 066 54 Agency Bill Accrual Modified Accrual siesta atten dacs OT 139 COSI aono a a a 153 Agency Setup 128 Accounting basis 121 Automatic backup schedule SENTE EA 121 Companies Information Database 121 Edit employees 124 Employee information 123 index 218 Global messages 121 Opening Balances 127 Setup information 120 USCIS wis Bien tecriaecaines 123 Apro Document Manager 99 Apro Setup Window 120 C Cash Acounting Workflow 187 Certificate Holders 65 Add from Master List 70 Add new aen 66 Blak Senna 68 BUHO sorsan 65 Delete c00csesceesees 71 Duplicates i cc sccctseieteciedae 66 O11 Seen ee nee 69 Men srnca 65 Print certificates 71 Print US csits scsestsxct ttre 12 Same holder multiple jobs a a oalneas 68 Certificates Print 71 Chart of Accounts 126 128 Claims Window 98 Client A R Delete Transactions 46 Generate All Statements 46 Generate Invoices 45 Generate this Statement 46 Receive Customer Payment EN Ne
191. ou will have some subledger cleanup to get through before your Company and Rep Payables reports show what you actually owe 1 Run these reports for all date ranges Company and Rep Payables keeping in mind that they can be large reports depending on your volume 2 Any companies who have a zero balance you can clear by going into the Payables and paying all items The Total will come to zero and you will want to direct this payment to your Cash account 3 Companies who have balances will likely need to be audited In the Payables window all of the policy postings as well as your check allocations will be present These entries need to be marked as paid and should balance to zero then the payment for zero sent to the Cash account so these paid items no longer show as unpaid You may want to access their detail in the Transaction Detail window by going to the Ledger clicking the fo icon entering the companies 2000 account number in the GL Account field and working from the bottom up and looking for the last zero balance to get an idea of where the balance began Advanced Payment When making a payment to a company on behalf of the client simply enter a manual check to the company allocated to the appropriate liability account 2000 range if agency billed and 2100 range if direct bill When the customer comes in and pays apply it as usual in the Client A R toward 180 the policy If it is a direct bill payment choose No whe
192. ount for this account as a Deposit for a positive balance and a Payment for a negative balance If you have other bank accounts click on the New Account button and add your other accounts see Ledger Window Section then enter the opening balances for each of the new accounts 2 Go to the Clients window and choose the first client that has an Accounts Receivable balance Then go to the Client A R window click on the Receive Customer Payment button and click on the Make A R Adjustment button In the Type of Adjustment field choose Opening Balance enter the date of your opening balance enter this client s balance and click OK Do this for each customer that has an Accounts Receivable balance Note You only enter Client A R Opening Balances if you are on one of the Accrual Accounting Basis 3 Go to the Agency Setup window and click the Chart of Accounts button You will see your bank account and client accounts receivable amounts entered in the Opening Balance column Enter the rest of your General Ledger account opening balances in the Opening Balance column for each account 4 After entering all your opening balances go to the Reports tab and print a Trial Balance The balance at the bottom should equal O 127 SECTION IV ACCOUNTING MANUAL Note New customers are offered four one hour training sessions Customized accounting documentation is provided along with these sessions Contact Technical Support to schedule your f
193. own Printed Data Only Up Down Background Fant Size Faxed Image Left Right Whole Printed Image Size All Left Right moves the printed form image to the left or right on the page All Up Down moves the printed form image up or down on the page Printed Data Only Up Down moves the data you entered up or down in the printed form Faxed Image Left Right moves the faxed form image to the left or right on the page Whole Printed Image Size prints the entire form larger or smaller to better fit the page Help ba Easy pps Help ACORD Form Help About EasyApps EasyApps Help provides program help for creating forms EasyApps is the ACORD form module of AgencyPro and is available as a stand alone program ACORD Form Help provides systematic instructions for filling out specific forms Not all forms have a help file About EasyApps displays the software version number and the Agency Software Inc address and telephone information 64 Entering Client Information in ACORD Forms Data entry in an ACORD form is much like data entry in the Clients window You can move from field to field using your arrow keys tab key or mouse and edit data using the Insert Backspace and Delete keys You can use your mouse to move the scroll bar at the right to move up and down the form The first thing you will notice when you open an ACORD form is that some of your work has already been done for you Fields for your agency name and address
194. p Red for past the due date 111 112 You can use the button or double click on the time slot to create a Tickler 0 e _ Activity Type Alarm Only Alarm Pops up at a Certain Time Status Oper Closec ppointment Specific Start lime End ime o Not Attach to Llient Appoi Specific Start Time End Time Do Not Attach to Cli Task Due Time Only aah s 2 GUYS BARBER SHOP v Set Pop Up larm Alarm Type Select All Yes No extto Cell a For Rep s Alarm Popup Time 1 24 2012 at 8 00 00AM Hold Ctrl Key Down for Multiple With Description Notes OK Cancel This screen is the same regardless of the Tickler or Calendar view When you create or edit a tickler you can set a visual alarm to go off or pop up at the date time you set AgencyPro must be open in order for the alarm to go off and if AgencyPro is not open at the scheduled alarm time the alarm will be displayed the next time you open AgencyPro Create a new tickler When you click the Add New Tickler option and click Do It the Tickler dialog box opens with your user name in the Rep box and attached to the selected client Set a date and time for the alarm and then enter a description and any notes about the tickler In the Set Pop Up Alarm options choose Yes or No if you select No there wont be a reminder popping up Click OK to save the tickler 113 New Tickler Le X Activity Type
195. procedure below To invoice a customer for the down payment of the policy please see section on Financing a Policy 191 Accounting Agency Commission Ok Effective Date 1 12 2012 Expiration Date 1 1222013 Company USF amp G v a Installment Type Broker MGA Name lt none gt v Number of Payments if applicable Policy Status Open a First Payment Date 3 15 2012 fs Biling Method Agency X Installment Amount s smm Premium Amount 1 000 00 Down Payment 325 00 View Type Policy Y Agency of Premium 145 Policy CP90087694 12 1st Rep Name fw Transaction Renewal Business 1st Rep of House as Department Commercial Lines 2nd Rep Name pw Ente r date Limits Cov Class Comm Package 2ndRep otHoue of receipt Non Premium Items Total Due s s50 aE fab payment amount 1st Rep 2nd Rep Net 145 00 Commission sl Commission ae Premium 855 00 On the Policy tab for the customer choose Edit Detail and then click Do It or just double click on the policy in question Enter the amount you are receiving in the Down Payment field Change the First Payment Date to today or the date you are receiving the payment Check the box to Apply A R to Premium Finance Company at the bottom of the policy window Click OK and you will get the message Apply Finance Company Payment Now When you answer Yes to Apply the Finance Company Payment Now you
196. r information that appears on your ACORD forms invoices statements checks etc Set up your Companies Information database Set up your Employees Information database which are both your users who can log into AgencyPro and any producers you may assign a portion of your commission Set up your Chart of Accounts database and opening balances Our support staff will set up a custom chart of accounts and general ledger opening balances during training please contact your sales rep for more information Change the number of days between automatic data backups Since these backups are stored on your computer s hard drive they can t be relied upon in the event of a hardware failure or fire etc You MUST have an offsite backup method i e tape backup CD burner or memory stick available as your primary backup method Clients Policies Web View Client A R Ledger Acords Notes Reports Letters Personal Claims Images Calendar TFile Surveys f Agency Setup ress 215 West Commerce Drive Hayden ID 83835 one 208 762 1321 ax 208 762 1265 of Days Between Backups cas ao lv Don t Backup Documents Pictures and Pictures have an Backup Program that does this nvoice Thank you for your business Statement Current Thank you for your business Statement 1 30 This Statement Reflects a Balance that is past Due Statement 31 60 This Statement Reflects a Balance that is Seriously past D
197. r tab click the icon 2 Enter the date you are receiving the check in the Date Commission Check Deposit field 3 Choose the company from whom you are receiving the commission check in the Company to Reconcile field 4 Enter the total amount of commissions received in the Commission Check Amount field If this payment has been increased by a non commission item or reduced by an expense such as MVR enter the total of commissions received and see the section below on Mixed Commission Payment If the company is requesting payment for return commission enter the amount as a negative number 5 Check the box for Show Open Policies which will list all the policies that are accounting ready in which you may apply payment 6 Apply payment toward the item s on your commission statement from the left hand pane Full payment If the item shows in the list and the AmtDue matches the commission received on your statement simply double click on the line This will change the Payment to the full amount of the commission and the All Paid to Yes eliminating the item from the ledger the next time you go to reconcile this company Partial Payment If the item shows in the list correctly for the full term but you are only receiving partial commission on this check enter the amount of commission you are receiving in the Payment field leaving the All Paid at No so it will be available on the next reconciliation Correction of Policy If
198. r this company If you enter a Default Commission on the main screen for that company the commission grid screen will override this percentage Employees Information Database On the Agency Setup tab click the Employees button to open the Employees window The toolbar at the top is like the rest of the toolbars in AgencyPro with the buttons you can Add Edit and Delete usernames and producers in AgencyPro Employees os Quick Search P lt gt viili USERNAME SUSAN i roducer Restricted Acce Password XXXXX FirstName LastName Susan Dey Address Default Screen Name 11356 Partridge Lane City State Zip Default Screen Password Toledo OH 45732 o Phone Cell Phone all 10 digits 408 235 7826 408 357 8888 SSN 514 34 8080 Default Default Commission 4 P Commission Salar Chart Number 30 amp 50 000 00 Note You are limited to 5 users unless you purchase extra seats You cannot delete a user you Il need to call Agency Software Inc and ask them to add a new user or to replace a user you want deleted nstead when you need to change a user in AgencyPro select the employee that s leaving and edit that record to change the username and password to the user you want to add as long as the Username was not paid commission in AgencyPro If they were paid commission contact your 123 Account Representative or Tech Support to help you add the new
199. r trial balance and look at the final figure this date range would encompass any items that have been should be 0 00 cleared in your account If you are out of balance go to the Ledger tab click the date header on the title bar to put in To access a journal entry select the re icon from the Policy aes Reports date order and then the icon to recalculate AgencyPro has no month end procedure but it is recommended each account then rerun the trial balance and to review certain reports periodically to assure your workflow is check again correct These reports include If you are still out of balance you will want to pinpoint the days of the errors by running the Aged Receivables Assure the customer receivables look in order you may also want to print statements for customers who owe The detail and access to the statement is on the Client A R tab Balance Sheet Review account balances for correctness The 1600 and 2100 account ranges should not hold balances regularly the 2000 accounts should only hold what you currently owe to your account current companies Also the Cash account should only reflect what you hold to deposit You may also wish to use this report to compare your financial status to past years Income Statement Review account balances for correctness and to analyze net profit or loss You may also wish to compare these figures to prior periods for historical results The Account Transfer account should regularly h
200. reen click the double arrows in the middle of the screen and that will move what you have reconciled to the screen on the right and total up the amount reconciled After saving this reconciliation the items you received a partial commission on will have the balance in the Amt Due field to be carried forward for the next reconciliation At any time you can click the Leave Reconciliation button and the system automatically saves all the reconciled policies you have indicated to that point If you are not finished with the reconciliation and have to leave this window when you come back the same items will still be reconciled You will need to re enter the Amount of Check and choose the Company to see the policies reconciled previously for that specific company and to finish the reconciliation After the Difference is zero click the Reconcile Now button and the system will automatically enter the deposit for the Amount of Check in your Cash Account The policies you have reconciled in full will not be on the list next time you enter Direct Bill Reconciliation There is an Open Direct Bill Reconciliation report in the Reports window 159 Current User CONNIE R Reed Insurance Clients Policies Web View ClientA R Ledger Acords Notes Reports Letters Personal Claims Images a G BBZExXO oke 3 9 2010 Transfer to trust 0 00 4 4 2010 SAFECO INSURANCE COMPANY Pay 93 69 4 4 2010 Transfer to Checking 0 00 4 14 2010 ASSOCIAT
201. riginal program or any copy USE RESTRICTIONS As the Licensee you may physically transfer the program from one computer to another provided that the program is used only by up to FIVE LICENSED USERS A licensed user is defined as a single person to whom the software is licensed This means that you may use the software on any computers associated with the single licensed user including office home notebook and network computers Branch offices 3 satellite offices or multiple businesses sharing the same location are not covered under this agreement Additional licenses for additional users may be purchased at an additional fee TRANSFER RESTRICTIONS The program is licensed only to you and may not be transferred to anyone without the prior written consent of Agency Software Inc Any authorized transferee of the program shall be bound by the terms and conditions of this agreement In no event may you transfer assign rent lease sell or otherwise dispose of the program on either a temporary or permanent basis Agency Software Inc s entire liability and your exclusive remedy as to the disk s shall be at Agency Software Inc s option either a return of the purchase price or b replacement of the disk s that do not meet the above stated limited warranty and which is returned to Agency Software Inc with a copy of the receipt If a failure of the disk had resulted from accident abuse or misapplication Agency Software Inc
202. rst be sure that prior reconciliation has not been applied toward the policy by looking for commission on the transaction detail When an item is reconciled and then regenerated it clears all prior commission payments that had been posted against it For this reason it is recommended to make changes to policies that have been reconciled by additional entry such as an endorsement If you must change a policy that has had commission posted against it you must also rereconcile that policy s commission on that same date for the same amount as originally reconciled You may want to choose Yes to Reverse entry in 203 Cash which will show you specifically what to rereconcile Once the Commission Check Amount field and the Reconciled Amount field match you can click Reconcile Now This will post a commission entry against each policy you have reconciled and will place a deposit in the Cash account If the amount was a negative number for return commission it will ask you which account you would like your check to be issued from Expenses and Checks Paying expenses is a simple process of adding a line to the ledger in the account it is being paid from 1 From the Ledger tab choose the account from which the payment is being made 2 3 Fill in the date of the payment The check number will prefill to the next available number Change if necessary or delete in the case of an EFT payment New Payee a Type in the paye
203. rt print the report and exit the report viewer window Create a Custom Report You can create your own custom reports to show whatever specific data you choose To create a custom report 1 Select the Custom Report report name at the top of the reports list and click Do It 2 Inthe Query Wizard window that opens you II build your custom report The next steps will guide you through creating a custom report that s a list of client names and phone numbers for clients in your Zip code area 3 Inthe Get Records From My box at the top of the window select Client 4 Next youll enter the criteria that determine which clients will be listed in the report specifically the clients with your local zip code In the first line of three boxes in the fields box select ZIP In the conditions box select In the values box type your local zip code In this example Il enter 99021 because have lots of clients with that zip code 5 Inthe Available Fields list double click each field you want to display in your report In this example Il select Client Name Client Address1 Client City Client State Client Zip Client Phone and Client Phone2 Keep in mind the more fields you choose the smaller the print on the report will be 88 As you double click each field name it appears in the Selected Fields list To delete a field from the Selected Fields list click the field name and the click the
204. rt Holder List _ ox Cert Holders Master List Hold Ctrl key Down to Select Multiple CERTI gt 1st State Bank American Corp 1123 Main Street 456 Main Street Options Add Marked Holders to Current Form C Edit Marked Cert Holder C Delete All Marked Holders x Doit X Cancel In this dialog box click cert holder name with your mouse to mark them you can hold your CTRL key down to select multiple holders click the Add Marked Holders to Current Form option and then click Do It The marked cert holders will be added to the cert holder list for the open certificate Note There cannot be any blank certificate holders in the Cert Holders Menu list If you see a blank certificate holder name at the top of the list you Il get a Key Violation error the next time you try to add a new cert holder You MUST delete the blank cert 70 holder click in the blank cert holder name then click the Delete Marked Holders option and click Do It Note If you delete cert holders from the Master List they II be deleted from all certificates To delete a cert holder from just one certificate open that certificate and delete the cert holder using the Certificate Holders Menu Deleting Certificate Holders 1 Open the Cert Holders Menu 2 Select the Delete Marked Holders option 3 Select the names of the cert holder s you wish to delete You can mark multiple holders by holding the Ctrl key down as you click the names
205. rvisory access and edit the Employees database on the Agency Setup tab to remove edit duplicate employee names Cannot Perform Operation on Open Dataset This error occurs in the ACORD window It is preceded by an error showing characters and stating that those characters are not a valid integer Trying to add an ACORD form after that message will generate this error This means that some data in the ACORD forms has corrupted Call Technical Support 215 immediately and prepare to transfer the data to Agency Software for examination and correction of the corruption Index Out of Date This error usually occurs when someone has used Ctrl Alt Delete to get out of the software or has shut down their computer while APRO was running 1 Close AgencyPro on all machines 2 Click Start Programs AgencyPro for Windows Keyfix 3 Allow Keyfix to run until you see the message Rebuild Complete Unrecognized Tag in Mail Merge This is an error message that is generated in the Letters window when performing a mail merge in which the fields specified to merge do not exist If these are fields were selected by using the SELECT MERGE FIELD buttons corruption has occurred in your LETTERS window Call AgencyPro technical support Printer Doesn t Print from AgencyPro This problem is most likely to occur when an agency is trying to print to a multifunction printer from AgencyPro There are some multifunction printers AgencyPro will not pr
206. s Shows all unpaid items due to producers 3 4 Paid Report Shows the payments made To run this report highlight in the ledger any entry generated from the Payables You will see the sy appear on the toolbar which will generate the Paid Report for that payment Initialization Opening Balances If you have initial opening balance entries from your accounting setup or have recently run Close Books you will want to generate opening balance entries by clicking the E icon in the Payables window or in the Chart of Accounts window under Agency Setup This step creates a record in the Payables subledger representing this past balance in which you can apply payment toward Adding Reports Open the User Defined Report and choose any table from the tables drop down Click Save and type in Company Payables for the report description choose Accounting for the category and click OK Click Save again and type in Rep Payables for the report description choose Accounting for the category and click OK Click Cancel on the User Defined Report to return to the Reports tab Cleaning up Past Items If you have been running AgencyPro for some time you will have some subledger cleanup to get through before your Company and Rep Payables reports show what you actually owe 4 Run these reports for all date ranges Company and Rep Payables keeping in mind that they can be large reports depending on your volume 207 5 Any companie
207. s Signature Connie Reed Files Image Quality Quality Smale f Higher Sf OK Mri iii ii it ti x Cancel 5 Enter the recipient address in the To box 6 Inthe large box enter any message text you want to send the recipient 7 Click the Send Email button To send e mail after you set it up Follow the steps above but skip steps 3 and 4 You only need to set up the first time you use it Note You can attach more files to your message by clicking the ellipsis button at the right end of the Attachments box and selecting the files you want to attach If AgencyPro Email doesn t work for you You can save your forms as JPG or PDF files by clicking File Save As PDF or File Save As JPG and then attach the saved files to a message in your normal e mail program 82 The Notes Window AgencyPro now offers two 2 modes for the notes window The first is the original notes that were written to a single page listing the notes by date These are referred to now as the Old Notes To print these you either had to print ALL the notes or highlight what you want and copy paste to a word document to print a section In the Agency Setup tab you can select a global preference to have Old Notes New Notes or Both Notes Current User CONNIE R Reed Insurance Clients Web View Client A R Acords Notes Letters Personal Agency Information 1 Calendar View Ledger Reports Policies Agency Name
208. s Auto Commercial Lines New Business 2 GUYS BARBER SHOP F1773904 Policy Business Auto Commercial Lines Renewal Business Policy Options Add New Item Add Endorsement Audits Only Add Audit C Add Rewrite F Display AllTypes Policies Only Endorsements Only Edit Detail Renew Policy Quotes Only Bonds Only Delete Item Reinstate Policy Binders Only Rewrites Only or Current Client Only Cancel Policy All Client ients Dolt Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 18 2012 5 51 41 PM Policy Options 1 Add New Item Add a quote binder policy endorsement 2 Q oe pi e Edit Detail Edit the details of a selected quote binder policy endorsement Delete Item Delete the selected quote binder policy endorsement Add Audit Create a new audit Add Endorsement Create a new endorsement Renew Policy Renew the selected policy Reinstate Policy Reinstates the selected policy Add Rewrite Rewrite the selected policy Cancel Policy cancel the selected policy Display Options 1 N Oop DN All Types Displays quotes binders policies and endorsements Audits Only Displays audits only Quotes Only Displays quotes only Binders Only Displays binders only Policies Only Displays policies only Bonds Only Displays bonds only Endorsements Displays endorsements only 36 8 Rewrites Only Displays rewrites only 9 Display Current Item
209. s Calendar RPR Also on the Personal tab is a Property button to enter Personal Properties and a Vehicle button to enter Vehicles 97 Add a New Claim The current customer s name is shown at the bottom of the window Click the Add New Claim option then click Do It On the claim entry screen enter a Claim number Click the down arrow in the Policy Number box and choose a policy number from the list When you choose the policy number the Company information for that policy will prefill in the Claim Detail window Enter the appropriate data in any remaining fields and click the check mark to post save then OK to close the window Edit a Claim Select the claim you want to edit then click the Edit Claim option and click Do it In the Claim Detail window make your changes and click OK Delete a Claim Select the claim you want to delete then click the Delete Claim option and click Do It When asked if you are sure click Yes unless you change your mind then click No 98 Claim Detail So V Claim Open Claim Number 2c 2350 0 Type of Loss Collision Date of Loss 5 3 2011 Report Date 5 3 2011 Policy Number F1773304 gt Company STATE FARM INSURANI v Adjuster Name Carl Henderson Adjuster Phone 555 233 0645 Reserve Amount s0000 Amount Paid 953 Facts Rear ended at stop light Police report shows that other driver entirely at fauli a OK EJ Canc
210. s Only Located in the top right corner of the Policy tab When you check this box any policies that are expired or have policy status closed will be hidden After checking the Display Current Items Only check box on the Policy tab you will only see current policies and when you go to the other tabs for this client you will only see items attached or created for the current policies displayed on the Policy tab To see items that are attached or created from expired or closed policies simply un check the Display Current Items Only check box For Options These options filter the list to display only the policies for the current client or all the policies for all the clients in the database Note You can only create a new policy quote binder or endorsement if the Display All Types option and the For Current Client Only option are both selected After you select a Policy option click the do it button to proceed Do lt Additional Details for Using the Policies Window The icons you may find on this window depending on your user access are the Transaction Detail button which displays any accounting that may have posted against the policy selected Attached Docs which displays any attached images specific to the selected policy or the Upload to EZLynx icon if you have the EZ Lynx integration set up and you are highlighted on an auto or home policy You Il find procedures for working with policies in the following sections
211. s Receivable and Accounts Payable It will also assign a chart number for Commission Income and Commission Expense per Department or Lines Written per company 1 Click the button to add and then enter the information for that company For the system to post account numbers you must enter Company Name Billing Method Check all Lines Written with that company Entering the information in those areas tells the system what chart numbers to create for that company If you do both Agency Bill and Direct Bill with one company enter them only once choosing the Billing Method of Direct Choosing the Billing Method of Direct will allow the program to set up the chart numbers for both Agency amp Direct Bill for that company On the Policy Detail screen the Billing Method will default to Direct Bill but you can change this default 2 If this is a Broker or MGA check the Broker MGA Checkbox 3 Click the Post Edit icon to save changes and assign account numbers 4 Click OK when done editing companies More About The Companies Database To set up the Commission Grids for Companies click on the E icon This commission grid will automatically fill in the commission percentage for each company per Company per Coverage Class per Transaction Go to the correct company and click this button then click the plus sign top left to add a Coverage Class for this company Click the down arrow in the Coverage Class field and choose the f
212. s down payment In this method the down payment for this policy must be accepted on the policy window as the system will automatically calculate the amount financed as the difference between the total due on the policy and the down payment 171 Enter the amount you are receiving in the Down Payment field Change the First Payment Date to today or the date you are receiving the payment Check the box to Apply A R to Premium Finance Company at the bottom of the policy window Click OK Select Premium Finance Company Offset which is either Accounts Payable account for the Carrier 2000 account range if the premium finance company pays the carrier directly or Accounts Receivable account for the Premium Finance Company 1600 account range if you intend to collect directly from the finance company Note many times the agency will not treat the policy as financed if they are collecting directly from the premium finance company as they prefer to keep the receivable on the client s account Manual Financing The second method of financing is to use a client A R adjustment to adjust the balance owed from the client and to the company Some of the most common reasons to use this method are that you wish to invoice the client for the down payment you have multiple policies same company on the finance agreement or the financing doesn t match the premium minus down payment 1 Inthe Client A R tab click the icon then th
213. s who have a zero balance you can clear by going into the Payables and paying all items The Total will come to zero and you will want to direct this payment to your Cash account 6 Companies who have balances will likely need to be audited In the Payables window all of the policy postings as well as your check allocations will be present These entries need to be marked as paid and should balance to zero then the payment for zero sent to the Cash account so these paid items no longer show as unpaid You may want to access their detail in the Transaction Detail window by going to the Ledger clicking the i icon entering the companies 2000 account number in the GL Account field and working from the bottom up and looking for the last zero balance to get an idea of where the balance began Advanced Payment When making a payment to a company on behalf of the client simply enter a manual check to the company allocated to the appropriate liability account 2000 range if agency billed and 2100 range if direct bill When the customer comes in and pays apply it as usual in the Client A R toward the policy If itis a direct bill payment choose No when asked to write the check Transfers When transferring funds between accounts first go into the account in which you are transferring the fund from and select the icon Choose the account in which you are transferring the fund to the date and the amount of the transfer click OK Bo
214. se the items in ledger between those date ranges and compile entries into one opening balance TFile Events All TFile entries within the date range will be deleted Opening Balances Uncheck unless this is your first year on the system AND you have Income and Expense Opening Balances 8 Click OK You will get a box with the retained earnings entry total click OK Next you should get an Operation complete message click OK ii Close Books This Program Closes your AgencyPro Books as of a Particular Date All Transactions Before this Date will be Compressed into Opening Balance Summaries First Ensure that there is No One in the AgencyPro Program Second Select the Agency Data Set to Close 001 ts the Default Data Set Finally Select the Date to Close Books from and Click OK to Continue The Program will make a Backup of your Data and then Close Your Books Close Books Starting i 1 2009 Close Books Ending 12 31 2009 Enter Agency Dataset to Close 001 if Close Client A A Entries W Close Checkbook Cash Ledgers lw Close TFile Events Opening Balances for Income E spense are for Current Year Only y OF x Cancel Log into your live agency and the detail that you have chosen to be closed should no longer be in the 001 agency On certain items you may see a red line stating Detail Closed as of which indicates the transaction entries were prior to your close year You should also check your Income amp Expe
215. seeseeseeeeeeeeeeueeeeeeeeees 164 Fe OVA ENTRY marsose 165 AGENCY BU sitiitinihesiilser sobre ibe Dhiba E 165 Direct BU eiere eae e a a E E 166 Transacion Delal smee ot teeta eeti tea cabo eee iit 167 GHENT PAYMENTS A ecccececececccedctated E A A A 167 AGENCY Billed Payment smia 167 Direct Bill PAYIMONT aos a 168 Client A R Adjustments cccccccseeccseeccseeecsecessesetseseeseeens 169 Adjustments TYPOS cccccccccccecccecnseeceessussesccuessesseseseeses 169 Opening Balance Adjustments 1cccccceccseeccseeeeseeseaeeens 170 10 PAVING OR ACCOUN oreore eter esc eee 170 pic Uigellale mh FI ONION e tc wer crn tree tre eer cnet cer errr errr 170 AY fs cae et E A S 170 FINANCING A POLIGY 0ccccccsccscccsersussescescunsueceeceeursarserserseens 171 AULOMAUG FINANCING oreore 171 Manal FIANN seat i ala a ce ue ds ye cals 172 LEDGER eee et ee ee eee rr Te 173 POGING ACCOUNTS exis aa ictus dated te eee 173 Direct Bill Reconciliation cccccccccceccececcecnececeeneceeneeseseeees 174 Expenses and CROCKS axial ek eet 176 PRINT ONOK oe mee ee anime ine err ere ire ne ne ee eee eee ee 178 ACCOUNTS PAYABLE curn AA 178 Advanced PAYMONN cscccccecseeccssccseecsuecaesenseenseessusssesenes 180 TANS ONS ite etree cretiee e aE 181 VOIR ONEC O ae REREAD OE ET A E E 181 Combined StatCMenS ccccccccecceccceccnscceceecctssseesseeeess 181 Mixed Commission Payments cccccccceeeceneeeeneeseeesenees 182 Bank Reconcilatio
216. select accord forms such as the Certificate of Liability and Evidence of Property After selecting a form you may be asked which policy you would like to prefill from if this client has policies The Coverages sections of the policy as well as some other policy information may be prefilled in the form depending on what type of form you have selected In addition selecting a policy from this window will allow you to keep all of the ACORD forms for one policy separate from similar ACORD forms for different policies Edit Client s Form Edit an existing ACORD form for the current client Select a form from the list of existing forms select Edit Client s Form and then 59 click Do It The selected form will appear and you may edit as needed Delete Client s Form Delete an existing ACORD form for the current client Select a form from the list of existing forms select Delete Client s Form and then click Do It You will be prompted if this is what you really want to do The selected form will be deleted from the current client Duplicate Client s Form If you wish to create an exact duplicate of a different client s ACORD form for the client you have selected click on the Acords tab and then select Duplicate Client s Form The DupAcordForm dialog box opens with a list of all the clients in the database and all their forms 1 Scroll down to select the client and the form you wish to duplicate for the open client You can
217. shall have no responsibility to replace the disk s or refund the purchase price Any replacement disk s will be warranted for the remainder of the original warranty period or thirty 80 days whichever is longer INNO EVENT WILL AGENCY SOFTWARE INC BE LIABLE FOR ANY DAMAGES INCLUDING LOST PROFITS LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OR INABILITY TO USE THE PROGRAM EVEN IF AGENCY SOFTWARE INC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY CREDITS AND COPYRIGHT AgencyPro for Windows Program written by K Mitchell Mclnelly User s Manual amp Windows Help Files written by Julia Kelly Much thanks to Ray Conger and Marla Obray for their advice and wisdom throughout this project All Rights Reserved Copyright 1998 2012 AGENCY SOFTWARE INC 215 West Commerce Drive Hayden Idaho 83835 Sales amp Technical Support 800 342 7327 AgencyPro Table of Contents LICENSE AND SALES AGREEMENT 0 cceceeeecsceeesceees 3 GRANT OF LICENSE aaa a 3 CREDITS AND COPYRIGHT ccccececeececcccecsceecscencscenseneneees 5 HISTORY OF AGENCY SOFTWARE INC cccsceeceesenees 14 TECHNICAL INFORMATION SYSTEM REQUIREMENTS 15 PAV Cee rlhcithctdicttict a a a cathe dich dich de cadhch dich dt ct 15 WORKSTATION STANDALONE cccececceccccececcaccceaceaeaceeaceneaces 15 SECTION INSTALLATION PROCEDURES 0000
218. sually the first reconciliation is the most difficult as the opening balance should represent the beginning balance of the statement if you began your books but can also be mid month lf this is your first AgencyPro bank reconciliation and the Opening Balance matches your statement ending balance simply clear it and your bank reconciliation should balance when complete If the Opening Balance represents some items that hadnt cleared to date you will need to break your Opening Balance into two lines For instance if you had a 1000 opening balance that included a 50 check that had not cleared to Aged Receivables Assure the customer receivables look in order you may also want to print statements for customers who owe The detail and access to the statement is on the Client A R tab Balance Sheet Review account balances for correctness The 1600 and 2100 account ranges should not hold balances regularly the 2000 accounts should only hold what you currently owe to your account current companies Also the Cash account should only reflect what you hold to deposit You may also wish to use this report to compare your financial status to past years Income Statement Review account balances for correctness and to analyze net profit or loss You may also wish to compare these figures to prior periods for historical results The Account Transfer account should regularly hold a zero balance Trial Balance Check bottom line figure to make
219. sure it is 0 00 See section below on out of balance troubleshooting Journal Entries date change the original opening balance to 1050 in the Transaction Detail as well and create a second opening balance line for a 50 payment with the same date and allocation account This may also occur after closing the books Bank Reconciliation Report The two reasons for getting this report are to document the cleared items on this reconciliation and to balance on paper if your reconciliation is not balancing To get the report go to the Reports tab select and run the Register Report Select the account in question and click OK Choose C for the Reconciled field and make sure the date range would encompass any items that have been cleared in your account Reports To access a journal entry select the gt icon from the Policy Client A R or Ledger tab Click the ae icon The top portion of the entry is a different layout but same functionality as the grid below Simply choose the first account number you wish to affect and type in the amount as a debit or credit adjusting the date and description as needed For the remaining entries schedule those in the grid below The balance will be the opposite of the amount in the top section and must be zero to save the journal entry click OK to post Are you out of balance Run your trial balance and look at the final figure this should be 0 00 If you are out of balance go to the L
220. t company payable will post to this account tracking what you owe the company You will apply company account current payments to this account number specific to the company DB GL Set normally in the 2100 accounts any customer payment applied toward a direct bill policy will post here The corresponding check entry to the company should be applied here as well as this is meant to be a pass through account and should not normally hold balances 164 3 Company Information Quick Search e m elal x Name SAFECO INSURANCE COMPANY NAIC Code Home Page https safesite safeco com dpec signin asp 70 rigi Contact Mike Miler Address 1 Safeco Plaza 0000 Addes s lt i s a SSCS City State ip Seattle Wee 80201 Phone 1 206 893 1023 Lines Written Phone 2 206 432 2102 Personal Lines ae 206 8931 033 W Commercial Lines Agency Commision is a wv Lite amp Health Agency Code 12345 AP GL DOT Cod 5004031 1 PSAE a AP GL Billing Method Direct DB GL This Entity it a Broker MGA fa OK EJ Cancel Although not visible from the Company setup the system will generate an income account in the 4000 range for each Line Written selected Policy Entry Correct policy entry is very important as this is the beginning of your accounting workflow The policy tells the system how to split each payment received The postings behave very diff
221. ter key on your keyboard For instance if you need to add a Workers Comp form press WOR on your keyboard The first form starting with WOR is selected You may then scroll down page down or arrow down to the Workers Comp form Select the form you want and click OK to open the form You also can click the Number header on this screen and type in the ACORD form number you are looking for 54 P Add New ACORD Forms lof x oo ACORD Name Revision Date Number State_ gt ACCOUNTS REC VAL PAPERS 2004 03 145 ACORD GENERIC 1 UP 2007 02 50 ACORD GENERIC ID WMf1 UP 2007 03 SOWM ACORD GENERIC ID WM 4 UP 2007 03 SOVWM ADDITIONAL INTEREST 2009 04 45 ADDITIONAL PREMISES SCHEDULE 2009 09 623 ADDITIONAL REMARKS SECTION 2006 01 101 AGENT BROKER RECORD OF CHANGE 2007 01 36 Filter to fe Country Wide C All ACORD s State Specific ee Ka Use the options below the list to filter the more than 600 ACORD forms to a more manageable list The Country Wide option filters the list to display all the forms that are NOT state specific The State Specific option filters the list to show just the forms that are specific to a particular state after you select the State Specific option select the state you want in the list box that appears to the right The All Acords option removes the filters and displays the entire list of ACORD forms The Prior Versions will show prior versions of
222. th entries will be allocated to the transfer account making a net balance of zero Void checks Only a check sourced directly from the ledger can be voided by using the ledgers 4 icon This will zero out the amount of the check and replace the payee with VOID All other checks will have to be reversed from the source reversed as they were originally entered If this was a misprint and you wish to assign a different check 208 number to the entry simply change the check number and mark TRUE to print the check to the correct number If you wish to account for the misprint check you may enter a new check line for a zero amount using VOID for the Payee and allocating the entry to Account Transfers Combined Statements Occasionally a company may pay you by mixed agency bill direct bill statements To account for these statements you must know what portion is agency bill and which portion is direct and first go to reconcile the direct bill portion of your statement entering the Commission Check Amount as the amount of the direct bill commission you are receiving on the statement Here are the two scenarios Deposit from Company In the Cash ledger highlight the deposit for the commission portion of the statement Edit the Deposit amount to reflect what you are actually receiving from the company Press the CTRL key and then the down arrow on your keyboard to get a new Transaction Detail line leave the lt 1600 gt li
223. that file opens in the Microsoft Photo Editor Likewise any PDF file opens in its native program which is always the Adobe Acrobat Reader The native program is often referred to as the file type or the file association To change the file association the native program in which a file opens open any folder window such as the My Documents folder 1 In Windows XP or Windows 2000 click the Tools menu In Windows 98 click the View menu In Vista and Windows 7 click on Organize 2 Click the Folder Options command In the Folder Options dialog box click the File Types or View tab A long list of file extensions the 2 3 or 4 letter extensions that appear after the period at the end of filenames appears in the Registered File Types pane 3 Scroll down the list and select the file extension for which you want to change the association e g BMP or JPG When you click the extension to select it the Details pane tells you what program that file type currently opens in 4 Click the Change button and select a different program in which to open the file then click OK Al files that have that particular extension will open in the program you selected Adding Files with the Document Manager There are several ways to add files to the Images window in AgencyPro You can Add files with the buttons on the Images window in AgencyPro Use the Document Manager icon on your desktop even when AgencyPro is closed Add scanned files d
224. the C drive you would type frontdesk apps in the Folder box 20 5 Click Finish A window to the new mapped drive opens and it reads X in the window s title bar Close the window You are ready to install the AgencyPro software to the X drive that you just mapped Mapping a Drive Letter in a Windows Vista Windows 7 Non Dedicated Server 1 Select Computers from Start menu 2 Select Map Network Drive 3 Open the list in the Drive box and select the network drive letter you want to use for example X 4 Inthe Folder box type the path to the drive where you will install AgencyPro e g if you are going to install the database to the C drive on the computer named FrontDesk you would enter frontdesk C Note If you are going to install in a shared folder e g a folder named Apps instead of the C drive you would type frontdesk apps in the Folder box 5 Click Finish A window to the new mapped drive opens and it reads X in the window s title bar You are ready to install the AgencyPro software to the X drive that you just mapped Program Installation at the Non Dedicated Server 1 Place the AgencyPro for Windows CD in the CD ROM After a few seconds you will be presented with the Installation window with the option to install AgencyPro for Windows Click the AgencyPro for Windows line 2 Atthe Welcome screen select the Next button 3 At the Destination Folder screen make sure that the
225. the policy was entered incorrectly you can click the magnifying glass to bring up the policy to amend it You must regenerate for the changes to be saved See note on regenerating accounting below Clearing items in which payment has been applied If an item is listed in the right pane that 202 should not be there you can clear it by locating it in the left pane and making the payment amount zero Clearing items that will never be reconciled If an item was from prior to the start of your accounting system click the magnifying glass and place an R inthe DB Reconciled field at the bottom of the policy window click OK and no to regenerate The item will no longer be available in the Direct Bill Reconciliation 7 Click the gt gt button to move the paid items to the right pane which will add up in the Reconciled Amount field lf there are items on your statement that are missing from the Direct Bill Reconciliation ledger you can either Click the Show All Policies check box and if you find the item make sure to open the policy with the magnifying glass and correct it so it is accounting ready 7 Or Leave the Reconciliation to go to the Client and then Policy to either enter it or make it Accounting Ready This will save all entries that are listed as reconciled for when you return to the Direct Bill Reconciliation and choose the company Note When regenerating accounting on a direct bill policy you may want to fi
226. this at the default lt none gt if the billing company is the same as the company chosen Policy Status Choose your entry from the list must be Open to post accounting Billing Method The entry defaults from the Company Setup database but you can change it by selecting a different entry in the list Premium Amount Type the Pure Premium amount Optional Fields Fill in only what you need to on the right side of the Policy Detail window 1 2 Agency of Premium Pre defined in Company Setup but can be changed or added if needed 1 Rep Name Choose your entry from the list The list comes from the Employees database in the Agency Setup tab and can only be changed there 1 Rep of House Pre defined in Employee Setup but can be changed or added if needed 2 Rep Name This is for split commissions Choose your entry from the list The list comes from the Employees database in the Agency Setup tab and can only be changed there 2 Rep of House Pre defined in Employee Setup but can be changed or added if needed 39 11 12 13 14 19 16 Non Premium Items A special area Click the button to add Non Premium Items such as Agency Management Fees Policy Fees or Taxes Use down arrow on your keyboard for additional lines Supervisory users can click the Setup button to set up their own non premium items Once you click ok the blue field will auto calculate with the sum of the non premium items Tot
227. tion lets you select a different font for the selected field Toggle Expanded Fields allows you to type more in a field than would normally fit If you have a lot of data this process can take several minutes Cert Holder s Menu accesses certificate holders database lets you add edit delete and print certificate holders Vehicle Menu accesses vehicles database lets you add edit delete and prefill vehicle information for vehicle forms Drivers Menu accesses drivers database lets you add edit and delete drivers to prefill to ACORD forms that contain driver information Equipment Menu accesses equipment database lets you add edit and delete equipment to prefill to ACORD forms that contain equipment information Property Menu accesses property database lets you add edit delete and prefill property information for property forms Pre Fill Form From Another will fill a new form with data from existing forms including prior forms certificate holders Electronic Signature lets you put your electronic signature on a form before you print e mail or fax the form Spell Checker will correct spelling errors a Help has general instructions for filling out forms The ACORD Formview Dropdown Menus File Ea Edit View Tools Oy Save Save as PDF File Save as JPG File Print Print Setup Print Preview Email Fax Exit Without Saving Exit Save Form saves the changes in the open form without closing it
228. to check your text 62 for errors Add Signature will place an electronic graphic representation of your signature in your own handwriting if you have taken steps to create your electronic signature PreFill Producer Info automatically pre fills your current agency information onto the form This is handy if you have changed your agency information and are opening old forms that have your old info on them PreFill Insured Info automatically pre tills the insured s current information if you re opening an old form and their information has changed Cert Holder Menu opens the certificate holder options dialog see the Certificate Holder section below Vehicle Menu opens that client s vehicle list see the Vehicle Database section below Options oe Adjust Help Change Field Colors Change Edit Box Calor Change Action Field Colors Change All Field Fonts Setup Company NAIC Codes Change Field Colors changes the color of all data entry fields Change Edit Box Color changes the color of the active field the field in which you re typing Change Action Field Colors changes the color of action fields When you right click in an action field something pertinent to that field happens such as an appropriate dialog box Opening up Change All Field Fonts allows you to change the font of the data you type on the form The changed font only lasts until you close the form 63 Adjust ege Help All Left Right All Up D
229. to compile This procedure can be done at any time as you are able to choose the date range you wish to close We also outline copying your pre close data to another dataset so that you can access this for information purposes at any time 1 Get everyone out of the program 2 Update AgencyPro for Windows allowing the Backup to run in full 3 Follow these instructions to create a dataset which will allow you to access the pre close detail and reporting a Through My Computer select your network drive then the Apro folder If unsure what the drive path is right click your Apro icon select Properties click Find Target or Open File Location and you will be in the Apro folder Right click on the Data001 folder and choose Copy Right click on a blank space in that window and choose Paste d You will now have a folder called Copy of Data001 right click on this and rename to Data lt year gt replace lt year gt with whichever year you are closing exe Data2009 making sure Data is spelled correctly and with no spaces and press enter Note Do not log into this agency until after the following steps have been completed 5 Choose the date range in which you would like to close your books 6 Choose the correct dataset Normally 001 unless you are closing a secondary agency 7 Uncheck any items you do not want to close Client A R Uncheck if you are on a Cash accounting basis Checkbook Cash Ledgers Will clo
230. top first then drag and drop the e mail icon from the desktop onto the Document Manager icon You cannot drag the email directly from the email program to the document manager 104 h Apro Document Importer e L i i p gt E M FI Fi E 5 P Fay SERWI CE f E pr aping 5 ef vice E ub E i Select Client to Attach Document to and Click Do Ik In this window navigate to the client to whom you want to attach the file All the techniques you can use for finding the right client in AgencyPro s Clients window will work here too for example type the first few letters of the client name or scroll to a different column and click the column header to sort by that column Select the client name and click the Do It button You can use any techniques you normally use in the Clients page to navigate to your client e g type the first few letters of the client name to jump to that part of the list In the Enter Document Title box that appears enter a document title this is the title that will appear in the Title pane in the Images window 6 5 Document Title ON House on Courtland Drive Enter a Title for this Document and Click OK vw Create Link to Document or Folder Onis Policy optional F1 73904 v SK lf you want to link to the original file rather than create a copy click the Create Link To This Document Only check box to mark it If you want to attach a copy of the file leav
231. transaction is deleted For assistance in corrections contact Technical Support View Transaction Detail for Current Policy Click a line item to select it and then click the View Transaction Detail for Current Policy button The Transaction Detail window opens showing only the details for the policy that is selected If endorsements have been combined with that policy the Transaction Detail will only include the policy installment 46 current User AGEN NARE IN e xX 4 Clients Policies Web Vie Transaction Detail Notes Reports Letters Personal Claims Images Calendar File Surveys Agency Setup Client Account Receivables J O ODBE OX Opening Balance Adjustment Payment thank youl 09 Payment thank youl ck 45685 64 Premium Business Auto 10 14 2010 12341234 00 64 Agency Management Fee 12341234 00 65 Premium Business Auto 10 15 2010 12341234 00 Current 1 30 Days 31 60 Days 61 90 Days Over 90 Days Total Due 0 00 0 00 0 00 0 00 st 500 00 1 500 00 Current Client 2 GUYS BARBER SHOP Phone 509 344 8877 01 18 2012 6 31 48 PM Transaction Detail window To filter the Transaction Detail list to see entries for specific general ledger accounts In the GL Account box choose a General Ledger account to filter the list to display only the items posted to that account for the date range you choose in the To and From boxes The buttons at the top of the window allow you to print the tra
232. u leave a field blank or type in a selection that is not available in the drop down it will lead to incorrect or no postings and usually will give you an error upon saving the policy For more information on these fields see the Policy section in the User s Guide 189 190 Agency Billed Payment When a customer pays you on an agency bill policy you will use this procedure to record the payment Use the financing procedure below for financed down payments 1 Go to the Client A R tab and verify the policy has been posted to the information listed 2 Click the icon 3 Fill in the information Date the payment was received Amount of payment applied toward this policy Choose the correct policy number you are applying this payment against this drop down list will show in the same order as the policy window usually listing the most recent items at the bottom Optional Customers check number you can also type in Cash etc Optional Invoice number you can reference Client A R detail in the background to find this 4 Click OK You will see the payment reflected on the Client A R If you are taking this payment from another source such as a premium finance company you may wish to change the description to reflect that information Financed Policy Down Payment When receiving a payment toward a financed agency bill policy you must enter the down payment in the policy window and finance the remainder by following the
233. u may need to note the Inc number and reference it in the Transaction Detail window of the policy screen Todo this go to the Policy tab highlight any policy click the book icon and replace the LinkInc number in the bottom field with the Inc number you noted from the report Double click the Inc number you just typed in and that policy s information will be listed for you to find this account Many times the policy just needs to be opened all fields on the left made valid and the accounting to be regenerated Direct Bill Reconciliation A bracketed allocation on a check or deposit indicate the other side of the transaction is handled at the policy level For 185 instance if you have done a direct bill reconciliation the cash deposit will have a bracketed 1600 account entry and the Chart of Accounts section should have corresponding entries to the income account for that company that add up to that same amount Keep in mind that a single direct bill reconciliation can be posted to multiple income accounts for the company if they do both commercial and personal lines on a single statement The total of the income allocations should add up to the amount of the deposit in cash o Customer Payments Again these will come into the ledger as bracketed allocations If this was an agency billed policy then the offsetting allocations to the deposit or check should be a split between the payables and income accounts On a direct bill p
234. u normally use in the Clients page to 107 108 An Inbound Document has been detected from the Agency Software Printer Do you want to Attach itto the Current Client Another Client or Delete it I Fi Curent EJ Another EJ Delete b E E Another way of using the Agency Software Printer is by clicking the Snapshot S icon from the Web View tab which will capture the entire current page displayed in Web View to a PDF file in the Images tab Using Your Attached or Linked Files in AgencyPro Now that you ve got files in the Images window in AgencyPro here are some things you can do with them Want to take a quick look at a form you ve saved in the client s Images window while you re talking to your client Select the client name click the Images window select the file title in the left pane and open it Whether a file is linked or attached you can open it by Double clicking the file title in the Title pane on the left side of the Images page Clicking the title to select it then double clicking in the Image Preview pane on the right side of the Images page Note Only BMP and JPG images can be viewed in the Image Preview pane other graphics files such as PDF Email and TIF files cannot be viewed in the Image Preview pane but can be opened in their native programs by double clicking in the Image Preview pane Also graphic images will be stretched to fit in the Image Preview window If the pi
235. ue Save Supress Agency Infe from Invoice and Statements for Preprinted Letterhead Statement 60 Please Contact Our Office Immediately Current Client ABC CONSTRUCTION Phone 208 475 2958 01 24 2012 3 16 00 PM ___ Show Today Screen 4 tah bf A nds nha a H beats Setting Up Your Agency Information To setup up your agency information the producer information that appears in your ACORD forms enter the appropriate information in the fields in the Agency Information area Then click the Save button 120 Setting Global Messages The global messages at the bottom of the Agency Setup window are automatically printed at the bottom of each statement and invoice that you generate from the Client A R window You can change these messages to suit your business just edit the message and click the Save button to the right Setting Up your Accounting Basis You must choose an Accounting Basis Accrual Modified Accrual or Cash Check with your accountant or bookkeeper to choose the correct type Once chosen this method should not be changed during the current fiscal year ASI will set this accounting method for you once your accounting professional and you are in agreement Automatic Data Backups In the of Days Between Backups box you can set a schedule for automatic data backups If for example you select 7 then every days the first thing that happens when AgencyPro is opened is a data b
236. unting according to how you have entered the policy Returning Premium Agency billed policy transactions with negative premiums can result in many different scenarios Below we have outlined the most common Client Receivable scenarios for return premiums which all begin at the cancellation or negative endorsement of the policy Keep in mind that the policy will automatically attempt to return funds paid on the policy during cancellation if using the program s cancellation feature If you wish to avoid this you may cancel the policy via Endorsement instead changing the Type to Cancelled and putting in your negative premium manually Returning Client Credit If you wish to write a check to the client for the credit on the policy simply apply a payment toward that policy item typing in the Amount of Payment as a negative number Choose the account in which the check will be written If this gives you an error you must update to have this feature enabled Applying credit against another policy Apply a negative payment toward the credit policy choosing the cash account in which to issue the refund and then apply a positive payment against the other policy This will enter offsetting items in the Cash account NSF Charge Backs When a customer payment is returned NSF you must adjust your ledger likewise and may also need to record bank fees You may also wish to add a notation to the Client A R of the customer to show they owe you
237. ur balances regularly to insure correct financial statement balances If you need help tracking down or defining an out of balance issue call Customer Support for further assistance Close Year The close books procedure can be ran at any time during your year as it allows you to select the range of dates that will be closed The average agency will wait to close books until they have reconciled all outstanding past year items in the ledgers and have performed any past year adjusting journal entries Some agencies close prior to that and must make adjustments for outstanding items in reconciliation see Bank Reconciliation procedure above and year end journal entries must be done to both agencies The close books procedure automatically closes any income and expense during the selected period to the Retained Earnings account It also will clear the transaction detail posting within that date range leaving any asset liability and equity accounts with an opening balance reflecting the total to the date of closing This procedure also allows you the option of closing past detail for the ledger accounts client A R and TFile events Most agencies want to first create an archive agency to allow them the opportunity to view these closed entries Some agencies may also wish to take this opportunity to purge past policies and reset their file for scanning for optimal performance Full close books instructions can be found at our website or you ca
238. ure to open the 2 Fill in the date of the payment 175 176 4 The check number will prefill to the next available number Change if necessary or delete in the case of an EFT payment New Payee a Type in the payee as you would want the check to print Keep in mind that if this is a company or client the system will automatically enter the address if the Payee is exactly like the Client Name or Company Name field b Enter the check amount in the Payment field leaving Deposit at 0 00 and hit your Tab key c You now will be in the Chart field in the Transaction detail if this is a new payee which is where you select the allocation for this payment If you have multiple allocations such as a payroll check you may enter additional lines by hitting the down arrow on your keyboard These must balance to the Payment total to leave the lower screen When the allocations are complete hit the CTRL key on the keyboard Repeat Payee If you have paid this payee before simply choose the name from the drop down menu This will fill the check out just as it had been the last time it was paid copying over the allocations If you change the payment amount and the check had a single allocation line in the Transaction Detail it will default to this new amount If there were multiple allocation lines it will zero them out so you can reallocate If you plan to print this check you want this Print field to say TRUE otherwise double
239. user You do not need to enter a password but using passwords makes the data in AgencyPro more secure To edit an employee record 1 Login as a user with supervisory access and open the Employees information database 2 Use the scroll buttons at the top of the window to scroll to the employee whose data you want to change 3 Click the Edit Data button the button that looks like a triangle 4 Edit the user data and be sure you mark or clear the access check boxes to give that employee the kinds of access you want them to have a Producer Restricted access allows a user to see only clients on the Client tab that have the Assigned Producer name the same as this User s Username b Supervisory access allows a user to change user data The user will have the Agency Setup tab when they open Apro and will have all the Management reports on the Reports tab c Accounting access allows the user access to the Ledger tab and all the Accounting reports on the Reports tab 5 Click the check mark button to save the edited employee data 6 Click the X button in the upper right corner of the window to close it 7 Delete Employee x 8 Filter Employee List A fies 9 Restore Employee List Le Note You can t have duplicate employees entered in the Employees window _ if you enter duplicate employee names you Il get a Key Violation error the next time you login More About Employees The Employee s Default Commission will
240. ut you are only receiving partial commission on this check enter the amount of commission you are receiving in the Payment field leaving the All Paid at No so it will be available on the next reconciliation Correction of Policy If the policy was entered incorrectly you can click the magnifying glass to bring up the policy to amend it You must regenerate for the changes to be saved See note on regenerating accounting below Clearing items in which payment has been applied If an item is listed in the right pane that should not be there you can clear it by locating it in the left pane and making the payment amount zero Clearing items that will never be reconciled If an item was from prior to the start of your accounting system click the magnifying glass and place an R inthe DB Reconciled field at the bottom of the policy window click OK and no to regenerate The item will no longer be available in the Direct Bill Reconciliation policy with the magnifying glass and correct it So it is accounting ready s Or Leave the Reconciliation to go to the Client and then Policy to either enter it or make it Accounting Ready This will save all entries that are listed as reconciled for when you return to the Direct Bill Reconciliation and choose the company Note When regenerating accounting on a direct bill policy you may want to first be sure that prior reconciliation has not been applied toward the policy by looking for com
241. vate and use a date range The file i a i Tickler options allow the creation and editing of Ticklers Current Client 2 GUYS BARBER SHOP Phone The Sanad view is shown below The Tickler Window j iew UE A F pen Closed For CONNER z ae uous Ml Ticklers are reminders you set for yourself or other users for any RES OvxXa reason you like appointments birthdays To Do items or d meer el E anything else for which you want a reminder a Sin Men Tue Wed Tra Pi ER 27 A 3 3 e e a ag 3 4 5 ho 5 B CAs 8 0 10 11 12 13 14 12 13 14 15 16 17 17 18 19 20 21 19 20 21 22 23 24 24 235 26 27 GED 26 27 28 29 1 2 1 45 G amp amp amp 38 There are two 2 views for Ticklers Tickler view and Calendar view The preferred view is set in the Agency Setup tab as a global setting for all users The tab reflects the choice rds Notes Reports Letters Personal Claims Calendar Vie Accounting Basis Tickler View Select Accrual Calendar View Tickler View gt ModiedAcoua current Client 2 GUYS BARBFR SHOP Phone 509 344 8877__01 28 2012_2 28 58 PM Notes Vi C Cash Old Notes You can view by Daily Weekly amp Monthly by Status and by New Notes Chart of Accounts clients The calendar listing shows Appointments amp Alarms The Both Employees Tasks window on the lower right shows Tasks in Blue if the due date is in the future Black for today am
242. will get the message Did the Finance company pay the carrier directly you can answer Yes or No and you are finished with that policy or Click on the Client A R tab You will see in the Client A R detail a line with the description of Finance Company Credit click the Receive Customer Payment icon and reproduce that information in the Client Payment window to recognize the commission for the financed portion 192 amp Current User CONNIE R Reed Insurance Reports Letters Personal Claims Images Calendar TFile Surveys Agency Setup the same order as the policy window usually listing Client Account Receivables the most recent items at the bottom Optional Customers check number you can also Clients Policies Web View Client A R Ledger Acords Notes UU DBE Ox 2 4 2003 Payment thank youl 0 00 200 00 300 00 3 9 2009 Payment thank youl ck 45685 0 00 300 00 0 00 ty pe n C as h 5 et C a 10 14 2010 64 Premium Business Auto 10 14 2010 12341234 00 1 200 00 0 00 1 200 00 5 29 2011 Open 10 14 2010 64 Agency Management Fee 12341 234 00 100 00 0 00 1 300 00 5 29 2011 Open 10 15 2010 65 Premium Business Auto 10 15 2010 12341234 00 200 00 0 00 1 500 00 5 29 2011 Open O pti on al Nvol ce num be r usu al y n ot u sed on 3 15 2012 68 Premium Comm Package 1 12 2012 CP90087694 12 1 000 00 0 00 2 500 00 1 12 2013 Open 3 15 2012 68 Policy Fee CP90087694 12 125 00 0 00
243. window the payment amount is posted to Cash and the offset is posted to the Direct Bill Company Payable chart number Payments accepted on a Direct Bill policy are treated as the full amount being forwarded to the direct bill company Direct Bill policies are not posted until you receive your commission from the company if you are using Direct Bill Reconciliation If you pay producers a portion of your agency s commission on a direct bill policy and you are on a Cash basis accounting method you must use Direct Bill Reconciliation in order for the system to keep track of what is owed the producer 157 Direct Bill Reconciliation Direct Bill Reconciliation is done from the Ledger window Click the dollar button Receive Direct Bill Payment to see all Open Direct Bill Policies policies you have not received commission on in the system In the Amount of Check field enter the amount of the commission check you received from your direct bill company In the From field choose the direct bill company from the dropdown list This will filter the list to that companies open direct bill policies Direct Bill Reconcillitation o x Date Commission Check Deposi Company to Reconcile Commission Check Amount Reconciled Amount Balance Reconcile Now 1 30 2012 _y FARMERS INSURANCE GROL v fol 0 00 ree ientto Reconcile Policy to Reconcile Show All Policies a xl Or xl Show Accounting Ready V Total Reconciled Po
244. your customer list for all invoices between the date range entered 45 Generate this Statement The statement will show all transactions for a client with a current balance since their last zero balance Generate All Statements Click this button to print statements for all customers with current balances as of the date entered Receive Customer Payment Record customer payments by entering the date the amount paid and choosing a policy from the dropdown list The Accounting Workflow Document received during training or available on the website will go into further detail on client payment and billing scenarios o Note The policy for which you are receiving the payment must have already had accounting generated for it If the policy does not have all fields on the left side of the policy detail correctly filled out applying a payment to that policy will force this payment to post incorrectly Note If the Policy is direct bill the payment will not be recorded on your Client AR information The A R Adjustments button is available from the payment window and the functionality depends on your selected accounting method Recalculate All Performs a balance recalculation of wy the current client s A R Delete Transactions May not be available if the user logged on does not have supervisory access from the Employee button on the Agency Setup tab Anytime you delete transactions you will want to make sure all sides of the

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