Using an Agency's Accounting Tab

Accounting Users can record receipts, make payments, offset transactions, or generate statements from the Accounting tab of an Agency

Applies to:

  • Accounting

Last Updated: September 2020

This article explains how Accounting Users can use the functions in the Accounting Tab of an Agency

The Accounting tab for an Agency shows the related binding and premium transactions, including policy binds, endorsements, return premiums, and cancellations.

It also shows a summary of the total AR balance and the overdue AR balance.

There are nine parts to this article


Filtering Transactions

Users can filter the transactions that display using these options:

  • Use the From and To fields to select a specific date range
  • Select Transaction or Effective date
  • Enter a Policy number or Insured name
  • Select which transaction types to display:
    • Open/Closed
    • AP/AR
    • Agency Bill/Direct Bill
    • All

 


Agency Transaction Details

Each transaction has its own line item that shows these details:

  • Policy #: A hyperlink to the policy associated with the transaction.
  • Billing Type: Indicates the billing type (AB: agency bill).
  • Insured: The insured associated with the transaction.
  • Reference: The internal reference ID users can search the transaction by.
  • Trans Date: The transaction date (the date the transaction occurred).
  • Eff Date: The effective date of the policy or endorsement.
  • Due Date: The date payment on the transaction is due.
  • Overdue: The number of days payment is overdue, if applicable.
  • Description: The type of transaction (for example, Policy Bind).
  • Total: The total amount of the transaction. AP transactions are indicated with parentheses, while AR transactions are not in parentheses.
  • Paid/Used: The dollar amount paid or used.
  • Due/Available: The dollar amount due or available.
  • Action/Status: Check the checkbox to make a payment (on an AP transaction) or record a receipt (on an AR transaction). Users can multi-select transactions to make payments or record receipts on multiple line items or offset a transaction.

To the far right of each line item, users can click the ellipsis icon to View Bill or View Line Items on AP transactions or View Invoice or View Line Items on AR transactions.

 


Recording a Receipt

  1. From the transaction list, select one or more open line items by checking the Status checkbox on the right.
  2. In the bottom right corner of the page, click Record Receipt.


    The Record Receipt page opens.
  3. Fill in the receipt details, then click Record Receipt.



View Receipts

  1. In the top right corner of the agency’s Accounting page, click the More drop-down and select View Receipts.

  2. The Receipts page opens and is automatically filtered by agency and division, if applicable.
  3. To add or modify the filters, click Add Filters and update the filters as needed.
  4. In addition to division and customer, users can also filter by void status (voided, not voided, or all), status (open, applied, or all), and transaction date.
  5. Users can click the Download drop-down to download a Summary CSV or a Detail CSV.
  6. In the top right corner, users can click Record Receipt to record a new receipt.


Make a Payment

  1. From the transaction list, select one or more open line items by checking the Status checkbox on the right.
  2. In the bottom right corner of the page, click Make Payment.


    The Pay Bills page opens.
  3. Fill in the payment details, then click Make Payment.


View Payments

  1. In the top right corner of the agency’s Accounting page, click the More drop-down and select View Payments.

  2. The Payments page opens and is automatically filtered by agency and division, if applicable.
  3. To add or modify the filters, click Add Filters and update the filters as needed.
    1. In addition to division and customer, users can also filter by void status (voided, not voided, or all).
    2. In the top right corner, users can click Make Payment to make a new payment.

 


View Deposits

  1. In the top right corner of the agency’s Accounting page, click the More drop-down and select View Deposits.

  2. The Deposits page opens and is automatically filtered by agency (payee) and division, if applicable.
    1. To add or modify the filters, click Add Filters and update the filters as needed.
    2. In addition to division and payee, users can also filter by transaction date. Users can click the Download drop-down to download a Summary CSV or Detail CSV.
    3. In the top right corner, users can click New Deposit to create a new deposit.

 


Offset Transactions

  1. From the transaction list, select two or more transactions by checking the Status checkbox on the right.
  2. In the bottom right corner of the page, click With these Transactions to open a drop-down with the available options, then select Offset.


    The New Offset pop-up opens.
  3. Ensure the correct Posted At date is set and click Show Details to verify the transaction amount.
  4. (Optional) In the Memo field, enter a brief description or note regarding the offset.
  5. Click I Understand, Offset Transactions to complete the offset.


Generate Statement

  1. In the top right corner of the agency’s Accounting page, click the More drop-down and select Generate Statement.


    The Customer Statements page opens.
  2. In the Select Criteria section, ensure the agency is selected as the Customer, then fill in the transaction date range by clicking Pick and using the calendar to fill in the From and To fields.
  3. In the Select Template section, use the Document drop-down to select a template for the statement. This field is required.
  4. Click Generate Statement.


    A PDF for the specified criteria is automatically generated and downloaded.