Nexsure User’s Guide
02//24/06
Version 1.83.0
Copyright
i
Confidential Information Notice
© 2006 XDimensional Technologies, Inc. All Rights Reserved. Any unauthorized reproduction of this document is
prohibited.
This document and the information it contains constitute a trade secret of XDimensional Technologies, Inc. and
may not be reproduced or disclosed to non-authorized users without the prior written permission of XDimensional
Technologies, Inc. Permitted reproductions, in whole or in part, shall bear this notice.
Nexsure User’s Guide
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Table of Contents
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Table of Contents
Getting Started in Nexsure ...................................................................................................................... 2
Menu Navigation in Nexsure...................................................................................................................... 2
Bookmarks ............................................................................................................................................. 2
Search Overview ..................................................................................................................................... 2
Importing a Record.................................................................................................................................. 2
Actions .................................................................................................................................................... 2
Home Menu / Actions ............................................................................................................................... 2
Creating Actions ...................................................................................................................................... 2
Personal Actions ...................................................................................................................................... 2
Client Actions.......................................................................................................................................... 2
Policy Level Actions ................................................................................................................................. 2
Opportunities .......................................................................................................................................... 2
Home Menu / Opportunities ...................................................................................................................... 2
Adding a New Opportunity ........................................................................................................................ 2
Marketing ................................................................................................................................................ 2
Home Menu / Marketing ........................................................................................................................... 2
Policy Underwriting .................................................................................................................................. 2
Coverage Templates ................................................................................................................................ 2
Using the Template ............................................................................................................................... 2
Working with Forms................................................................................................................................. 2
Record Summaries .................................................................................................................................. 2
Working with Schedules ........................................................................................................................... 2
Renumbering Schedules ........................................................................................................................... 2
Entering a Fleet....................................................................................................................................... 2
Populating Coverage and Premium Fields on a Form .................................................................................... 2
Create a Package Policy and Add Supplemental Forms ................................................................................. 2
Supplemental Forms ................................................................................................................................ 2
Importing and Exporting XML to Policies..................................................................................................... 2
Remarketing a Policy ............................................................................................................................... 2
Sending a Marketing Policy to History ........................................................................................................ 2
Marketing Analysis................................................................................................................................... 2
Market Analysis Toolbar......................................................................................................................... 2
Market Analysis Tab .............................................................................................................................. 2
Binders.................................................................................................................................................... 2
Home Menu / Binder Log .......................................................................................................................... 2
Creating a Binder .................................................................................................................................... 2
Servicing - Binders .................................................................................................................................. 2
Extending a Binder .................................................................................................................................. 2
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Binder Extension Default .......................................................................................................................... 2
Delivering a Binder .................................................................................................................................. 2
Edits ........................................................................................................................................................ 2
Servicing - Edits ...................................................................................................................................... 2
Audits...................................................................................................................................................... 2
Claims ..................................................................................................................................................... 2
Home Menu / Claims................................................................................................................................ 2
Servicing - Claims ................................................................................................................................... 2
Delivering a Claim ................................................................................................................................... 2
Multiple Claim Payments .......................................................................................................................... 2
Expirations .............................................................................................................................................. 2
Home Menu / Expirations ......................................................................................................................... 2
Renewals ................................................................................................................................................ 2
Servicing / Renewals................................................................................................................................ 2
Sending an Expired Policy to History .......................................................................................................... 2
In Forcing a Future Status Renewal ........................................................................................................... 2
Renewing with a New Carrier .................................................................................................................... 2
Placing a Remarketed Policy In Force ......................................................................................................... 2
Issuing a New Policy with the Mode of 'Renew' ............................................................................................ 2
In Forcing a Future Status Renewal ........................................................................................................... 2
Sending an Expired Policy to History .......................................................................................................... 2
Non-Renewals ......................................................................................................................................... 2
Endorsements ......................................................................................................................................... 2
Home Menu / Endorsements ..................................................................................................................... 2
Servicing / Endorsements ......................................................................................................................... 2
Aborting an Endorsement ......................................................................................................................... 2
Endorsement Statuses ............................................................................................................................. 2
Cancellations........................................................................................................................................... 2
Home Menu / Cancellations ...................................................................................................................... 2
Servicing - Cancellations .......................................................................................................................... 2
Posting a Cancellation .............................................................................................................................. 2
Reinstate................................................................................................................................................ 2
Rewrite .................................................................................................................................................. 2
Interface ................................................................................................................................................. 2
Home Menu / Interface ............................................................................................................................ 2
Processing Downloads .............................................................................................................................. 2
Rating Integration................................................................................................................................... 2
Additional Logins .................................................................................................................................. 2
Supported LOBs ...................................................................................................................................... 2
To Export (Rate) a Marketing Application.................................................................................................... 2
To Import (Bridge) an Application into Nexsure from FSC Rater..................................................................... 2
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ExpressWay ............................................................................................................................................ 2
Importing from the Interface Screen.......................................................................................................... 2
ExpressWay Mapping Notes ...................................................................................................................... 2
FSC Mapping Notes.................................................................................................................................. 2
ACS2000 Mapping Notes........................................................................................................................ 2
IVANS Downloads.................................................................................................................................... 2
AL1 and AL3 Support ............................................................................................................................... 2
Carrier Commission Downloads............................................................................................................... 2
Delivery................................................................................................................................................... 2
Delivery Summary Screen ........................................................................................................................ 2
Sending a Delivery .................................................................................................................................. 2
Delivery Address Book ............................................................................................................................. 2
Organization Setup ................................................................................................................................. 2
Business Rules ........................................................................................................................................ 2
Regions ................................................................................................................................................... 2
Adding Region Contacts............................................................................................................................ 2
Search Contact ....................................................................................................................................... 2
New Contact ........................................................................................................................................... 2
Region Employees Security ....................................................................................................................... 2
Territories ............................................................................................................................................... 2
Adding Territory Locations ........................................................................................................................ 2
Branches ................................................................................................................................................. 2
Adding Branch Locations .......................................................................................................................... 2
Branch Employees Security....................................................................................................................... 2
Departments ........................................................................................................................................... 2
Creating Departments .............................................................................................................................. 2
Employees............................................................................................................................................... 2
Adding Employees ................................................................................................................................... 2
Adding Employee Rights ........................................................................................................................... 2
Employee Identity ................................................................................................................................... 2
Creating a Signature File .......................................................................................................................... 2
Global Reassignment ............................................................................................................................... 2
Employee Commissions ............................................................................................................................ 2
Employee Login Security .......................................................................................................................... 2
IMX Instant Messenger ........................................................................................................................... 2
Additional Logins .................................................................................................................................... 2
Adding Additional Logins .......................................................................................................................... 2
Client Contacts ........................................................................................................................................ 2
Adding Client Contacts ............................................................................................................................. 2
Editing Client Contacts ............................................................................................................................. 2
Contacts Security .................................................................................................................................... 2
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Changing a Primary Contact...................................................................................................................... 2
Profiling ................................................................................................................................................. 2
Synchronizing Nexsure Contacts to Outlook Contacts ................................................................................... 2
Client Locations....................................................................................................................................... 2
Additional Interests ................................................................................................................................ 2
Adding Additional Interests ....................................................................................................................... 2
Territory Entity Associations ................................................................................................................... 2
Named Insureds...................................................................................................................................... 2
Adding Named Insureds ........................................................................................................................... 2
Related Accounts .................................................................................................................................... 2
Related Accounts Summary ................................................................................................................... 2
Class Codes ............................................................................................................................................ 2
Attachments............................................................................................................................................ 2
Client Level Attachments .......................................................................................................................... 2
Policy Level Attachments .......................................................................................................................... 2
Document Templates............................................................................................................................... 2
Creating Document Templates .................................................................................................................. 2
Using Document Templates ...................................................................................................................... 2
Carriers ................................................................................................................................................... 2
Adding Carriers ....................................................................................................................................... 2
Carrier Commissions ............................................................................................................................... 2
Adding Carrier Commissions ..................................................................................................................... 2
Adding/Editing Carrier Contacts................................................................................................................. 2
Adding Carrier Locations .......................................................................................................................... 2
Carrier Names Detail................................................................................................................................ 2
Carrier Names Summary .......................................................................................................................... 2
Retail Agents........................................................................................................................................... 2
Adding Retail Agents................................................................................................................................ 2
Retail Agent Profile .................................................................................................................................. 2
Retail Agent Contracts ............................................................................................................................. 2
Retail Agent Commissions ........................................................................................................................ 2
Setting up Defaults .................................................................................................................................. 2
eServices................................................................................................................................................. 2
Policies Summary .................................................................................................................................... 2
Policy Info Tab ........................................................................................................................................ 2
Other Commissions.................................................................................................................................. 2
Summary of Insurance ............................................................................................................................ 2
Importing and Exporting XML to Policies ................................................................................................ 2
Policy Code Definitions............................................................................................................................ 2
Certificates.............................................................................................................................................. 2
Certificates Now (ConfirmNet)................................................................................................................... 2
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Creating Certificates ................................................................................................................................ 2
Certificate Renewal .................................................................................................................................. 2
Client Access for Certificates ..................................................................................................................... 2
Certificate Batch Printing .......................................................................................................................... 2
Copying Certificates ................................................................................................................................. 2
Verification.............................................................................................................................................. 2
Servicing / Verification ............................................................................................................................. 2
Accounting Summary .............................................................................................................................. 2
Alerts..................................................................................................................................................... 2
Batch Summary Tab ................................................................................................................................ 2
Invoices Tab ........................................................................................................................................... 2
Invoice Defaults Tab ................................................................................................................................ 2
Bank Accounts ........................................................................................................................................ 2
Balance Detail ......................................................................................................................................... 2
Assign Books ........................................................................................................................................... 2
Accounting Periods ................................................................................................................................. 2
Editing Account Periods ............................................................................................................................ 2
Locking and Closing Periods ...................................................................................................................... 2
Year-End Adjustments.............................................................................................................................. 2
Posting Rules .......................................................................................................................................... 2
Global Invoice General Ledger Posting ....................................................................................................... 2
Agency Bill Accounting Method .................................................................................................................. 2
Direct Bill Invoice General Ledger Posting................................................................................................... 2
Direct Bill Accounting Method.................................................................................................................... 2
Account Groups ....................................................................................................................................... 2
Adding Account Groups ............................................................................................................................ 2
Account Types ......................................................................................................................................... 2
Adding Account Types .............................................................................................................................. 2
Financial Institution Setup ...................................................................................................................... 2
Additional Interest Setup ........................................................................................................................ 2
Vendor Setup .......................................................................................................................................... 2
Working with Vendors .............................................................................................................................. 2
Tax Authority Setup ................................................................................................................................ 2
Premium Finance Company Setup ........................................................................................................... 2
Retail Agent Setup .................................................................................................................................. 2
Allocation Plan Setup .............................................................................................................................. 2
Copying an Allocation Plan........................................................................................................................ 2
Received Payments Default ..................................................................................................................... 2
Chart of Accounts .................................................................................................................................... 2
Mandatory General Ledger Numbers ....................................................................................................... 2
People Payable Posting Variations.............................................................................................................. 2
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Invoice Mandatory General Ledger Numbers ............................................................................................... 2
Locking General Ledger Numbers............................................................................................................ 2
Granting Disable Override......................................................................................................................... 2
Trial Balance ........................................................................................................................................... 2
Balance Sheet ......................................................................................................................................... 2
Income Statement................................................................................................................................... 2
Bank Accounts......................................................................................................................................... 2
Adding Bank Accounts.............................................................................................................................. 2
Agency Billing ......................................................................................................................................... 2
Direct Billing ........................................................................................................................................... 2
Binder Bill Invoicing ................................................................................................................................ 2
Reversing Binder Bills .............................................................................................................................. 2
Related Receive Payment Activity ........................................................................................................... 2
List Billing ............................................................................................................................................... 2
List Bill Setup.......................................................................................................................................... 2
Creating a List Bill Plan ............................................................................................................................ 2
List Bill Plan Invoicing .............................................................................................................................. 2
Installment Billing................................................................................................................................... 2
Splitting an Installment ............................................................................................................................ 2
Delivery Option for Installment Invoicing.................................................................................................... 2
Endorsements and Installment Billing ........................................................................................................ 2
Journal Entry........................................................................................................................................... 2
Recurring Journal Entries ........................................................................................................................ 2
Using Allocations..................................................................................................................................... 2
Accounts Payable Allocations .................................................................................................................... 2
Journal Entry Allocations .......................................................................................................................... 2
Disbursements ........................................................................................................................................ 2
Posting a Zero Disbursement .................................................................................................................. 2
Receive Payments ................................................................................................................................... 2
NSF / Receive Payment Reversal ............................................................................................................ 2
Deposits .................................................................................................................................................. 2
Accounts Payable .................................................................................................................................... 2
Accounts Payable Auto Processing ............................................................................................................. 2
Reconciliation.......................................................................................................................................... 2
Direct Bill Carrier Statement Entry .......................................................................................................... 2
Making a Payment ................................................................................................................................... 2
Submitting Remittance Advice................................................................................................................... 2
Revising Commission During Reconciliation................................................................................................. 2
Reports ................................................................................................................................................... 2
Security Administration........................................................................................................................... 2
Organization-Wide Login Security .............................................................................................................. 2
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Employee-Specific Login Security .............................................................................................................. 2
User Rights Templates ............................................................................................................................. 2
Task Log.................................................................................................................................................. 2
Nexsure Setup......................................................................................................................................... 2
Actions................................................................................................................................................... 2
Color Scheme ......................................................................................................................................... 2
Adding Lookup Management Items ............................................................................................................ 2
Editing Lookup Management Items ............................................................................................................ 2
Deleting Lookup Management Items .......................................................................................................... 2
Customizing Opportunities for a Branch...................................................................................................... 2
Buying Modes ......................................................................................................................................... 2
Contact Roles.......................................................................................................................................... 2
Grades ................................................................................................................................................... 2
Labels .................................................................................................................................................... 2
Printing Blank Forms................................................................................................................................ 2
Index ...................................................................................................................................................... 2
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Getting Started in Nexsure
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Getting Started in Nexsure
Logging in to Nexsure
1.
Enter your login name.
2.
Enter your password.
3.
Click Login.
Note: When you are finished with your session in Nexsure click the LOGOUT link in the Utility menu or
you will remain logged in for 4 hours. After 4 hours of inactivity the session will be automatically logged
off.
To Change Your Password
Ask your Nexsure administrator if there are any password requirements such as a minimum character limit or case
sensitivity. These rules are set in the Setup / Security Administration screens in Nexsure.
1.
On the Login screen, click the Change password link.
2.
Enter your login name.
3.
Enter your existing password.
4.
Enter a new password.
5.
Re-enter the new password in the Confirm new password field.
6.
Click Change Password.
Note: While using Nexsure, you are responsible for maintaining the confidentiality of your account and
password and for restricting access to your computer. You also agree to accept responsibility for all
activities that occur under your account or password.
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To Retrieve a Password
1.
Enter your User Name.
2.
Click the Forgot your password? link.
3.
A new password will be sent to the email address you have on file.
4.
Return to the Nexsure login screen and enter your User name and the new password and click Login.
To Create a Custom Password
Once you have logged back into Nexsure, you can enter a new custom password.
1.
On the Primary menu, click ORGANIZATION.
2.
Click the employees tab.
3.
Select your employee name by clicking on the Details icon next to your name.
4.
Click the Security tab.
5.
In the Enter a new password field, enter a new password.
6.
In the Confirm new password filed, enter the same password again.
7.
Click the Update link. Your password is changed.
To Request New User Registration
1.
Click the New User Registration request link. The new user web form appears.
2.
Enter the information. The fields with the red asterisks are required fields.
3.
Click Submit. The information will be sent to the XDTI sales department and you will be contacted in
regards to adding a new user.
Menu Navigation in Nexsure
To navigate through Nexsure it is important to learn the basic menus. The menus include:
•
Utility Menu - Includes HOME, HELP, SETUP, LOGOUT
•
Primary Menu - Includes SEARCH, ORGANIZATION, REPORTS, Bookmarks
•
Home Menu - Includes ACTIONS, OPPORTUNITIES, MARKETING, BINDER LOG, EDITS, AUDITS,
EXPIRATIONS, ENDORSEMENTS, CANCELLATIONS, CLAIMS, INTERFACE, DELIVERY
•
Client Menu - Includes CLIENT PROFILE, OPPORTUNITIES, MARKETING, POLICIES, CLAIMS,
SERVICING, ATTACHMENTS, ACTIONS, TRANSACTIONS, DELIVERY, T-LOG
•
Organization Menu - Includes ORGANIZATION PROFILE, ALL EMPLOYEES, ALL LOCATIONS
•
Reports Menu - Includes Reports, Global Activity, Ad-Hoc
•
Carrier Menu - Includes CARRIER PROFILE, ATTACHMENTS
•
Retail Agent Menu - Includes RETAIL AGENT PROFILE, ACTIONS, OPPORTUNITIES, MARKETING,
POLICIES, ATTACHMENTS
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Note: Items on the menus can be removed by an administrator for security purposes. For example,
administrators may want to restrict access to the Accounting or Reports items for customer service
employees.
Bookmarks
Bookmarks are a convenient way to mark your position in Nexsure. For example, if you need to access a different
screen in Nexsure (such as the help system) adding a bookmark will allow you to return to the same screen
without losing the data you have entered.
To Insert a Bookmark
Note: Before adding a bookmark, click the Save Changes link to make sure your data has been saved.
1.
On the Primary menu, click Add. To view the bookmark, click Expand, the bookmark screen will dropdown.
2.
To return to your bookmarked screen, click the flag
•
icon.
Hide: Hides or collapses the bookmarks screen.
To Remove a Bookmark
1.
On the Primary menu, if the bookmark window is closed, click Expand.
2.
Select the bookmark to be deleted using the selection boxes on the left.
3.
On the Primary menu, click Remove Selected.
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Search Overview
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Search Overview
The search screen allows you to search for and add an entity, as well as import downloaded records. The following
entities can be searched for and added:
•
Clients
•
Premium Finance Companies
•
Carriers
•
Vendors
•
Additional Interests
•
Financial Entities
•
Retail Agents
•
Tax Authorities
Before adding an entity you are required to search for the entity to make sure it has not already been entered into
Nexsure. Each Entity Type has the same following characteristics and criteria:
•
When the Search menu is selected, the History Search Results is displayed for any entities you have
accessed in the past with the most recent entities displaying first. Changing entities will display recent
history results for each entity.
•
From the Search Type drop-down list, select Begins With to search items that begin with specific
characters, or Contains to search items that contain specific characters anywhere in the selected field.
•
Prior to adding a new entity a search is required to avoid entering duplicate accounts.
•
You can search for a specific entity or conduct a search for all entities.
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To Search for an Entity
1.
On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select the entity type and enter the search criteria.
3.
From the Search Type drop-down list, select Begins with to search items that begin with specific
characters, or Contains to search items that contain specific characters anywhere in the selected field.
You must enter at least 2 characters in the search criteria fields to return results.
Tip: Entering "%%" in a search field will return ALL results existing for that particular branch, entity type
and stage.
4.
Click Search to begin the search, or click Clear to clear the search criteria.
Note: Once you leave the Search screen, upon the next return the last searched for entity will be
displayed. Once you log out of the current Nexsure session the Search screen will revert back to the
default entity (Client).
Importing a Record
The Import Record link allows you to import downloads from either the Interface screen or a designated source
directory.
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Actions
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Actions
Home Menu / Actions
Actions are used as follow-up reminders. There are three levels of actions that can be created:
Personal actions - This action is created from the Home / Actions screen by clicking the [Add New Action] link.
An action created here would be a personal action or a reminder to follow up on a potential client that has had no
card file created yet.
Client actions - This action is created from the ACTIONS link on the Client menu. An action created here would
contain general information pertaining to a client.
Policy actions - This action is created from the Actions tab at the policy level. An action created here would
pertain to a client's policy.
The Actions screen is where users should look to see what items should be taken care of for a particular day. To
print out custom Actions reports, see Action Reports.
For more information on creating actions, see Creating Actions.
•
Select Branch: The drop-down list at the top of the screen allows a specific branch to be selected. Use
the Navigation link (Showing Page 1 of ...) next to the Select Branch drop-down box to navigate to
different screens.
•
Search Filter: Click [Show] to display the Search Filter. This will allow a search for an action meeting
particular criteria. The more information entered into the fields, the more specific the result will be. The
results may also be sorted. Click on the Sort By drop-down box and select a sort prior to initiating the
search.
•
MS Outlook: The Outlook icon is used to open MS Outlook to synchronize actions with your Outlook
calendar or tasks. See Creating Actions.
•
The blue Details
icon will display the client Card File screen. Right clicking on the
following navigation options:
icon displays the
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described
in the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic
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The white Details
icon will display the selected action allowing the Due Date, Status, Priority or
User to be modified, or an additional Memo to be added. Right clicking on the
following navigation options:
icon displays the
•
Open - Select Open to display the card file. If it's a personal action Open will not be available.
•
Mark as Closed - Selecting this option will automatically close the action without opening it.
•
Add New Action - Select Add New Action to add a new action for the client. Any topic, type,
policy, certificate, assignment, status, priority, due date, due time or memo may be added.
•
Client Name: If the action is created for a particular client, the clients name will be displayed is the
Primary Named Insured. The red flag icon under the Client Name on the Actions Summary screen
indicates a high level of priority.
•
Action Topic - Action Type: Topics are unique and allow grouping of like items together. For instance,
the Renewal topic would be used on every action during the renewal process, which would then make it
easier to determine where you are in the renewal process. Type is the actual description of the action such
as Call the Underwriter. Type is found directly under the Topic beside the action icon. (See action setup for
more details). [ ] [ ] Icons displayed in the Actions column to the left of the Type will tell the user what
type of action they are looking at. The icons are selected when the Actions are created in Setup.
•
Policy Info: If an Action is added at policy level the Policy Number, line of business and effective date will
be displayed.
Status: The Action status will either be Open or Closed which is identified by the user while creating or
modifying it. The status may be changed as necessary.
Due Date/ Due Time This is the date that this action is due to be completed. If more than one action is
due on the same day, a due time can be assigned to address each action in chronological order. Next to
the Due Date is a color-coded countdown number of the days remaining or past the due date of that
specific Action. The legend is as follows:
•
•
•
Green - indicates more than 5 days before the due date.
•
Orange - 5 days or less before the due date.
•
Red - number of days past the due date.
•
Assigned to: The user assigned the responsibility to address the action.
•
Created By: User who created the action.
•
Date/Time Created: Date and time action created.
•
Last Updated By: User who last updated the action.
•
Date/Time Last Updated: Date and time action was last updated. Clicking on the name in this column is
the only way to see the date and time the action was updated.
•
Memo: Clicking in the memo portion of the action, which is the last line in the summary of each action,
will display all notes, users, dates and times this action has been posted to.
Creating Actions
There are three levels of Actions that can be created:
•
Personal actions –This action is created from the Home actions screen by clicking the Add New Action
link. An action created here would be a personal action or a reminder to follow up on maybe a potential
Client that has had no Card file created yet.
•
Client actions – This action is created from the ACTIONS link in the Client menu. An action created here
would contain general information pertaining to a Client.
•
Policy level actions – This action is created from the Actions tab at the policy level. An action created
here would pertain to a Clients policy.
Logging into Nexsure defaults to the Home Actions screen. This will display a daily list of actions, or tasks, which
need to be followed up on. The Actions will remain on the Home Actions screen until the due date is extend or the
action is closed.
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Actions
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Personal Actions
1.
On the Utility menu, click HOME. The Actions screen will be displayed.
2.
Click the Add New link. The Nexsure Action popup window appears.
Note: When adding actions from the Home menu, the Name: field will be blank since it is not associated
with a client or a policy. Once saved, the Client name field will show as a personal action.
3.
Select a Topic for the action. Topics are unique and allow grouping of like items together, such as the
"renewals" or "endorsements".
4.
Select a Type for the action. Types (sub-actions) are not unique and may be reused for any Topic.
Tip: Topics and Types are added in Setup.
5.
When adding actions from the Home menu, the Policy and Certificate fields are be grayed out and cannot
be assigned.
6.
Select the Status. The status defaults to Open. When the action is completed, the status is changed to
Closed and the action will no longer display on the Home Actions screen.
7.
Select the Priority (Normal or High). A High priority creates a red flag icon that will be displayed to the left
of the action.
8.
Due Date: - this field is automatically populated with a date, which has been associated with the Topic in
Setup. The due date can be changed by clicking the calendar icon and selecting a new due date or typing
in the date using the correct format
9.
Due Time: By default the time an action is due is 12:01 AM. If multiple actions are due on the same day,
they can be assigned different times so they can be addressed in chronological order.
10. Time Zone: In the drop-down list, select the time zone associated with the due time for the action.
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Actions
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Note: Actions do not appear on the Home Actions screen until their due date.
11. The action being created will default to the Current User. The action can be assigned to another user by
selecting the Others radio button and enter at least two characters in both the first and last name search
fields. Click the Search button. If a match is found the name will display in the Assign box next to Others.
Select the Others option to assign the action to this user. If no match was found, click the Requery
button to run a new search.
12. MS Outlook: Selecting this option will mark this action for MS Outlook synchronization. If the action is an
appointment, it will be added to the Outlook calendar. Other action types will be added as a Task in
Outlook. Once the MS Outlook option is selected, an Outlook reminder can be set up by selecting the
Reminder option and selecting a time interval. Once the action is saved, click the Outlook
icon on the
Home / Actions screen. Nexsure will open Outlook. In Outlook, on the File menu, select Synchronize with
Nexsure Actions. The Users Outlook calendar and/or Outlook Tasks will be updated. To change how an
action is added to the calendar or task pad, see Setup-Actions.
13. In the memo field, type the action message. Previous memos will display in the previous memo box,
these cannot be edited or deleted.
14. Click Close to close the Action without saving. Clicking Add will add this action and leave the popup
window open to allow the addition of a new action. Clicking Save will save this action and close the popup
window.
Client Actions
To associate an action with a specific client
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
Click the Action link on the Client menu.
4.
If no records are found, click the Add New Action link.
5.
Complete the action as described in Personal Actions starting from #3.
icon of the appropriate Client.
Note: The client’s name will appear in the Name field. Policies and Certificates for the client will be
available in the drop-down boxes. Select the policy and/or Certificate to be associated to this action if
applicable.
Policy Level Actions
To associate an action with a specific client
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
Click the POLICIES link on the Client menu.
4.
Click the Details
5.
Click the Actions tab.
6.
If no records are found, click the Add New Action link.
7.
Complete the action as described in Personal Actions starting from #3.
icon of the appropriate Client.
icon of the appropriate policy.
Note: The client’s name will appear in the Name field and the policy number will appear in the Policy field.
Certificates for the client will be available in the drop-down box. Select the Certificate to be associated to
this action if applicable.
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Opportunities
Home Menu / Opportunities
The Opportunities screen displays prospective sales data. A separate Opportunity should be set up for each Line of
Business or Policy package. It is up to each organization to define the use of opportunities to best fit their need.
You can access the Opportunities screen from the Home menu, or by clicking the Opportunities tab at the Client
level. When accessed from the Home menu, Opportunities for the entire branch will be displayed. The Search filter
may be used to refine the data that is displayed. Click [Show] and enter a minimum of 2 characters in the
appropriate criteria fields. Click [Hide] on the Search filter to hide.
At the Home level, clicking the Details icon next to the opportunity brings you to the Client level. When accessed
from the Client level, only the Opportunities for that client will be displayed.
Accessing the Opportunity Screen from the Home Menu
1.
On the Utility menu, click HOME.
2.
Click OPPORTUNITIES.
Note: Use the Select Branch drop-down box to display Opportunities for a different branch.
Accessing the Opportunity Screen from the Client Details
1.
Click SEARCH on the Primary menu and conduct a search for a specified client.
2.
Click the Details icon
3.
Select the Opportunities tab. This view will show only those Opportunities specific to the selected client.
next to the specified client.
Adding a New Opportunity
1.
On the Primary menu, click SEARCH and conduct a search for the client you wish to add an Opportunity
to.
2.
Click the Details icon
3.
Click Opportunities.
4.
Click [Add New]. The New Opportunity dialog box will appear.
5.
In the State drop-down box, select the state in which the policy will be held.
6.
From the Type drop-down list, select the type of coverage.
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7.
Select the line of business from the list box. You can select multiple lines of business by holding down the
control key to create a package policy.
8.
Click Save. The Opportunity will appear in the list of Opportunities for that client.
9.
Click the Details icon
for the new Opportunity. The client profile opens to the Qualification tab:
Qualification Information
•
X/BOR Date – Enter the prospects policy expiration or Broker of Record date. This field is
mandatory. Enter a date manually, or click the calendar icon and select a date.
•
Program – Select the Program, if any, that this Opportunity is being qualified for. Programs are tied
to Branches. If a program that should be available to your agency is not listed in the drop-down list,
contact your system coordinator to have it added.
•
Buying Mode – Select the appropriate Buying Mode from the list provided. The Buying Mode is an
indication of the prospect’s buying attitude.
Using the drop-down lists, select the appropriate answer for each of the questions listed in the
Opportunity criteria.
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Opportunity Status
•
Total – The total will automatically calculate the answers selected in the opportunity criteria section.
•
System Grade – Automatically calculates based on the total score and the answer requirements for
the specified questions.
•
User Grade – The User Grade is selected as deemed appropriate for each Opportunity based upon
user knowledge of the account and factors that may not be considered in the criteria questions.
•
Commission – Enter the Commission amount estimated for each Opportunity added.
•
Contacts Information - Enter the Contacts associated with this Opportunity and assign their role in
the buying process. Click Add New to associate the Client Contacts with the Opportunity.
Note: The contact names must have already been added to the account at the Client level. Roles on this
screen differ from those on the Client Contact details screen.
10. Click Save Changes to save the information you have entered on the screen.
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Marketing
Home Menu / Marketing
This screen serves as a way to keep track of policies identified with a Policy Mode of Marketing. It is not necessary
to create Actions in order to track these policies as Nexsure keeps track of them for you. Policies displaying on the
Marketing screen located on the Home page include both new or renewal policies being re-marketed. After the
policy has renewed or moved to history, it will no longer appear on the Marketing screen.
The Search Filter selections may be used to search and filter for specific submissions. The more fields data is
entered into, the more specific the results will be.
Screen Column Definitions
•
Branch: The Branch will default according to user setup but other branches may be selected depending
on user security. The policies displayed will only be policies that belong to the selected Branch or Branches
assigned to the logged in user by default. To select a different branch, use the drop-down list.
•
The
Details icon beside the entity name will display the Client Profile screen. Right clicking on the
icon will display the following navigation options:
•
Open - Selecting Open will open the card file for that client.
•
Add New Marketing Policy - Select this option to add a new marketing policy. This procedure is
detailed in the Servicing / Marketing / New line of business topic.
•
The
on the
Details icon will display the Underwriting screen for that policy. Right clicking
icon will display the following navigation options:
•
Open - Displays the Underwriting screen to add a new marketing application as described in the
Policy Underwriting topic.
•
Print - Displays a PDF of the entire policy for printing.
•
Create policy edit - Displays the Servicing / Edits screen as explained in the Servicing / Edits
topic.
•
Create endorsement - Displays the Servicing / Endorsements screen, as described in the
Servicing / Endorsement topic.
•
Renew policy - Displays the policy underwriting screen.
•
Re-market policy - Displays the Servicing / re-marketing screen.
•
Create cancellation - Displays the Servicing / Cancellation screen.
•
Create claim - Displays the Servicing / Claims screen.
•
Create audit - Displays the Servicing / Audits screen as described in the Posting an Audit topic.
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•
Create binder - Displays the Servicing / Binders screen as described in the Servicing / Binders
topic.
•
Client Name: The clients name from the primary named insured on the Named Insureds screen.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Policy Type: Nexsure identifies Policy types on the Underwriting screen, which display here when a
Binder is created and the policy has not yet been In Forced. (Policy types are identified as either
Monoline or Package policies.)
•
Line of Business: Line of Business is identified by the user on the Underwriting screen and displays
here when the binder is created and the policy is not placed In Force.
•
Status: Both the user and Nexsure identify Policy Status on the Underwriting screen. The Status
identifies if the policy is "In Force, cancelled, an endorsement is pending, etc.”
•
Updated By: Displays the user who updated the Binder last. The user is identified at login.
•
Premium: Premium will be populated from the Premium field on the Policy Info screen.
•
Policy Term: Populated from the effective and expiration date fields on the Underwriting screen.
•
Billing Carrier: This is the company who the agency owes money to or who will pay the agency for direct
bill policies. The user on the Underwriting screen identifies The Company.
•
Issuing Carrier: This is the company who actually writes the policy, the name on the top of the written
policy. The user on the Underwriting screen identifies The Company.
Policy Underwriting
1.
After performing a client search and selecting a client, click on the Marketing tab. If no marketing policies
exist, a dialog box will display explaining that no marketing policies exist and asking if you would like to
see if any marketing history exists.
2.
Click OK to check for marketing history or click Cancel to add new marketing policy.
3.
Complete the heading information and click on the Save Changes link below the header.
4.
To add a new policy to marketing when other marketing policies exist, click on the Servicing tab and
follow directions under Servicing-Marketing.
•
5.
To view or modify existing marketing policies, click on the Details
icon.
Complete each of the following fields appropriately for the Marketing policy:
•
Branch: The Branch is selected on the Assignment screen and is displayed here automatically
when a policy is added.
•
Policy Type: Identified automatically on this screen using the following criteria:
•
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If only one Line of Business is added, the policy type will be identified as Monoline.
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•
If more than one Line of Business is added, the policy type will be identified as a
Package. Note: adding supplements is not considered a Line of Business and will not
change the policy type to Package.
•
Issuing Company: Use the drop-down box that will contain all the companies added and
identified as issuing companies. Unassigned may be used if an issuing company is not yet
known.
•
Billing Company: Use the drop-down box that will contain all the companies added and
identified as billing companies. Unassigned may be used if a billing company is not yet known.
•
Policy Number: The policy number will default to Unassigned upon adding the policy since
policy numbers are not generally assigned at the marketing stage.
•
Policy Term: The current date + 1 year is the default. Effective and expiration times default to
12:01 A.M. Click the calendar icon
to select a different date and time:
•
The From date defaults to the current date (if it's a new policy) or to the effective date
of an existing policy. To select a different From date, select the month and year from
the drop-down boxes and click on the day in the calendar.
•
The To date defaults to one year past the current date (for a new policy) or the policy
expiration date of an existing policy. To select a different date, select the month and
year from the drop-down boxes and click on the day in the calendar.
•
Select a Duration. Notice the To date will change based on your selection.
•
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Annual - one year from beginning date.
•
Semi-Annual - 6 months from beginning date.
•
Quarterly - 3 months from beginning date.
Other - Select this option for any policy that falls outside the default policy durations
such as special event coverage.
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•
Select the Other option.
•
Select the From date.
•
In the text boxes at the bottom of the calendar, enter in the number of Days,
Months, or Years for the coverage.
•
Click the "!" button.
•
Click Apply.
•
Click OK.
•
On the Policy Header, click the Save Changes link.
•
Time - Click the time tab to change the time zone or effective time in hours and minutes.
•
Coverage Term: Once a policy is bound and a binder is created, the coverage term of the policy
will change. The coverage term effective and expiration dates will be the effective and expiration
dates of the binder. Once an endorsement is processed, the coverage term effective dated
becomes the effective date of the last endorsement with the expiration date remaining the same
as the policy. If a policy is pending cancellation or cancelled, the coverage term expiration date
will be the cancellation effective date. Click the Calendar icon
time.
to select a different date and
•
Stage: Identifies the stage the policy is currently in. Nexsure defines Stage automatically, such
as: Marketing or Policy stage.
•
Mode: Populated from the Policy Mode on the Policy Summary screen. The Mode identifies
what the policy is, such as New, Renewal, Rewritten, etc.
•
Status: Both the user and Nexsure identify the Policy Status. The Status identifies if the policy is
In Force, cancelled, an endorsement is pending, etc.
•
In Force: Clicking this link will move the policy from Marketing to Policies making the policy a
current In Force policy status. Applications should always be added prior to making a policy In
Force. Once a policy is In Force, it cannot be edited without either endorsing or clicking Edit on
the Servicing menu.
•
Import: The import link will import the client’s data into the file from outside programs such as
rating vendors.
•
History: Click on this link to move the marketing policy to history when the marketing policy is
no longer active or needed.
•
Add Supplements: This link will add supplements necessary for a particular line of business.
•
Add Applications: This link will allow the addition of the application.
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•
Form Standard: Select the appropriate form type from the drop-down box. Sample choices:
•
All
•
ACORD
•
Carrier Specific
•
State: Select the appropriate state the policy is being written in from the drop-down box
containing all the states. Only the corresponding applications will be available for that state.
•
Type: Select the line of business from the drop-down box, which contains the following (This
feature will filter the forms):
•
All
•
Personal
•
Commercial
•
Benefits
•
Bonds
•
Line of Business: Select the application from the Line of Business drop-down box. The dropdown box will only contain applicable choices according to criteria selected in the previous fields.
•
The Application Helper: Is activated by selecting the checkbox beside Pre-fill applications to
help reduce keystrokes. The checkbox is selected by default.
•
Cancel: Closes the dialog box without saving.
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•
Next: To continue to the next step in the flow, adding a new blank form or copying an existing
form to the new form.
Note: If The Application Helper checkbox remains checked when the Next button is selected
and a matching policy exists, the following is displayed: “Nexsure has determined that the
following forms have possible matches to fully or partially pre-fill the current
application you are completing.” Select the form Nexsure should use for this process and click
Accept to copy the selected form to the new form. If no policies are found or the checkbox was
not selected The Application Helper is skipped.
•
The Application Helper screen will contain the form name underneath a drop-down box that
will contain a listing of all possible application matches to copy to the new form being added. The
Company and policy number are included in the list. Select the application to be copied and click
one of the following buttons:
•
Cancel to close without saving the changes.
•
Back to return to the New Application window.
•
Accept to copy the form to the new form.
Tip: Once the application has been added, you can access Help information on the
selected form by clicking on the name of the form. A PDF file will launch with information
specific to each form:
•
6.
Navigation: This tab found on the right side of the screen will contain all lines of business added
for this policy in a tree format. Base Requirements is the first item in the tree when a line of
business is dependent on other forms such as the ACORD 125 that is required for most
Commercial Applications. The dependent form will automatically be added to the Base
Requirements. To complete the application, click on the [+] beside the application to expand
the tree view of the various applications. The application is broken down into sections and any
section can be selected for completion. The navigation bar can be used within the sections as well
[Summary, Add New Record, Previous and Next]. For more information see Working With
Forms.
The navigation bar has the following options available:
•
List– This link will allow a screen display of every field on the application and the data entered.
•
Print– This link will allow a print preview of the application in Adobe. The form will display Adobe
functionality so the form may be printed if desired.
Tip: Right-clicking on the Print link will display the following short cuts: Print App, Endorse,
Renew, Re-market, Cancel, Claim, Audit, eServices and Certificate
•
History- Click this link when you are completely through with the marketing policy, which will
move the policy to history. Select a status from the drop-down box and enter any applicable
notes. The status choices are not available for additions or edits.
•
In Force- Is only used on New business. If the policy already exist in the current policy list, use
the Renew option on the servicing page. Once a policy has been place In Force it can only be
edited by creating an Edit or Endorsement from Servicing. In the Popup window, the following
choices may be made:
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•
In Force- This selection is made when policies are being entered into Nexsure from
your present data if you did not receive a data conversion.
•
Bound- This selection is made when the policy has been bound and the status should
reflect this.
•
Create Binder- This selection is made when issuance of a Binder is necessary. Creating
a Binder will create an entry on the Binder Log found on the Home menu.
The Instruction tab located next to the Navigation tab contains instructions or tips that may help
complete the current screen.
7.
To add supplemental forms, click on [Add Supplements], select the line of business application and then
select the appropriate supplement. See Creating a Package Policy and Add Supplemental Forms.
Coverage Templates
Application templates can be created to save application population time. Templates can be created on any client
account at the Marketing/Underwriting level. On state-specific forms, only templates for the same state as the
target application may be used.
To Create a Coverage Template
1.
Add the desired line of business to marketing and complete the application.
2.
Click the
3.
Click the Template link.
beside the line of business and the
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beside the form number to activate the Template link.
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5.
6.
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Select Add New and click Next.
Enter a name to identify the template. Naming the template makes it easier to pick out of a list later.
Click Next.
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The sections listed are the same sections found in the tree on the navigation tab. Select the sections to be
used to create the template and click Next.
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8.
The drop-down box contains each section selected on the previous screen. Selecting the section displays
the fields for each section.
9.
Select the needed fields. When all sections have been completed, click Finish.
10. Click OK to confirm the template.
Using the Template
To Use a Coverage Template
1.
Add the line of business to Marketing for the prospect or client.
2.
Click the plus beside the line of business and then beside the form number.
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3.
Click the Template link.
4.
Select the option button beside the template to use. You must select a template for the Populate button
to become available.
5.
Click Populate. When populated, a message notifies you that the application was successfully populated
from the template.
6.
Click Cancel to close the Template screen.
Working with Forms
Nexsure works with standard insurance forms such as ACORD forms, allowing you to populate the fields through
the Nexsure interface.
Populating form fields is done on the Underwriting screen. When the form has been completed you can view the
form in Adobe Acrobat and then send the form to a printer for hard copy and/or save the Adobe .PDF file.
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Using Nexsure to Complete a Form
1.
Once you have added the application, the form you chose will appear in the Navigation panel under
Underwriting.
2.
Selecting the form, in this example ACORD 125, will display a list of fields to be completed for the form.
3.
Select an item in the navigation panel, and the form fields will appear to the left. See example below:
Tip: When adding multiple records, such as Drivers or Accidents to a policy, you must select the item in
the navigation panel each time you enter the record. For example, after adding a driver to a personal auto
policy, Nexsure will advance to the next item on the form - Accidents Violations. To add another driver to
the policy, you must select Drivers in the Navigation panel again. Note that the name of each specific
record being worked on is at the top of the fields labeled "Current Record":
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4.
After completing each screen, click Next or click Prev to go back to the previous page. Or you can skip to
any section of the form by clicking on an item in the navigation panel.
5.
When all screens are completed, click Save Changes.
Record Summaries
In instances where there are multiple records to a single policy, such as multiple drivers, you can manage those
records on the Summary screen.
The Summary screen allows you to Sort your records by First, Middle or Last Name, Relationship to Applicant or
Date of Birth.
To Sort Records
1.
On the Summary screen, click Sort.
2.
Choose the item to sort by and select Ascending or Descending from the drop-down list.
3.
Click Sort. The items will be sorted accordingly in the Summary.
To Search Records
You can also search your records by First, Middle or Last Name, Relationship to Applicant or Date of Birth.
1.
On the Summary screen, click Search.
2.
Choose the item to search by and enter the search criteria.
3.
Click Search. Any items found will appear in the Summary.
Working with Schedules
To Add Scheduled Items to a Form
1.
On the Primary menu, click SEARCH.
2.
Search for the client or prospect.
3.
Click the Details
4.
On the Client menu, click Marketing. The marketing summary screen is displayed.
5.
Click the Details
6.
To populate the Vehicle schedule on the Commercial ACORD auto application from the Navigation tab,
click on the "+" beside Commercial Auto and the "+" beside the ACORD form, and then on the
Vehicles link.
7.
Click the Add Record link on the navigation toolbar to add a vehicle.
8.
Enter all the vehicle information navigating through all the vehicle screens.
9.
Selecting Summary on the navigation toolbar saves the current screen and displays to the vehicle
summary.
icon next to the client or prospect name to display the card file.
icon next to the marketing policy to display the underwriting screen.
10. To add more vehicles, continue by selecting the Add Record link from the navigation toolbar.
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Renumbering Schedules
When the policy is in a pliable state (marketing, pending endorsement, edit of future policy) renumbering can be
performed within the schedule itself. Items which can be renumbered include: vehicles, drivers, locations and
additional interests.
To Renumber a Schedule:
1.
Select the client.
2.
On the Client menu, click POLICIES.
3.
Select the policy with the schedule by clicking the Details
4.
In the navigation panel, select the Vehicles (in this example) section of the form to display the schedule.
5.
Click the Renumber link.
6.
Select the records in the schedule and click the up or down arrows on the right of the dialog box to change
the order of the items. When the records are in the correct order, click Renumber.
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Entering a Fleet
Some commercial businesses will purchase a fleet of the same type vehicle. In order to save time, enter one
vehicle and use the Copy tool to add the remaining fleet.
1.
Click the Vehicles link on the Navigation tab to display the vehicle summary.
2.
Click the Details
3.
On the Navigation toolbar, select the Copy link to display the Copy Record screen.
4.
Enter in the number of vehicles remaining in the fleet.
5.
Select Copy to add the specified number of vehicles to the schedule. The vehicles have been added to the
schedule.
6.
To edit the VIN number of each vehicle, click on the Details
number.
7.
Click the Summary link in the Navigation toolbar to save the change and display the summary.
8.
Repeat the process until all vehicles have been updated.
icon beside the auto.
icon beside the vehicle and edit the VIN
Populating Coverage and Premium Fields on a Form
To Populate Coverage and Premium Fields on Forms
1.
On the Primary menu, click SEARCH.
2.
Enter at least 2 characters in the name field and click Search.
3.
Click the Details
4.
On the Client menu, click Marketing. The marketing summary screen is displayed. Click the Details
icon next to the marketing policy to display the underwriting screen.
5.
To populate a premium field on the Commercial ACORD General Liability application, from the Navigation
tab on the right, click on the "+" beside General Liability and the "+" beside the ACORD form, and then
on the Billing link.
6.
Enter the premium amount without commas.
icon next to the client or prospect name to display the card file.
Note: The field is formatted automatically after moving to the next field to provide formatting for dollars
and cents while limits are formatted for whole numbers.
7.
To enter a coverage limit, click on Coverage/limits.
8.
From the Navigation tab, click Limits.
9.
Enter the limit without formatting; the field automatically formats after moving to the next field. Text may
also be entered into these type fields as necessary. For example entering the word “included” in the
“Products and Completed Operations Aggregate Limit:” field is accepted after moving to the next field.
Create a Package Policy and Add Supplemental Forms
Package policies are created by simply adding another line of business.
To Change a Monoline Policy to a Package Policy
1.
On the Primary menu, click SEARCH to search for the appropriate the client or prospect.
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icon next to the client or prospect name to display the card file.
2.
Click on the Details
3.
On the Client menu, click Marketing. The marketing summary screen is displayed.
4.
Click the Details
5.
In the Navigation toolbar, click the Add Applications link and select another line of business. If the
application helper is not needed, click in the box beside the helper to remove the checkmark.
6.
Select Next to add the application. Notice that the policy type now displays Package instead of Monoline.
icon next to the marketing policy to display the underwriting screen.
Supplemental Forms
Sometimes forms require a Supplemental form as well.
To Add a Supplement
1.
Click the Add Supplement link in the navigation toolbar and select the Line of business from the dropdown box.
2.
Select the supplement from the Available Supplements list. When a supplement is highlighted in the list, a
description of the supplement is displayed under the Available Supplements box.
3.
Click Next, the supplement will be added to the policy. Notice that the supplement is now displayed under
the selected Line of business.
Importing and Exporting XML to Policies
You can import XML data into Nexsure to easily transfer lists of data (such as schedules of autos or drivers) that
would otherwise have to be entered manually. This is most useful in transferring information from one Nexsure
system to another.
To Import Record Data XML
This procedure is done when filling out policy forms. If the Import / Export option is available for a form item, it
will appear in the upper right corner of the record summary dialog box. For more information on filling out policy
forms, see Working with Forms.
1.
From the record summary screen, click Import.
2.
Browse to the XML data file.
3.
Click Import.
To Export Record Data XML
1.
From the record summary screen, click Export. The XML Export Data dialog box appears.
2.
Right click on the plus or minus sign to the left of the XML and click Save Target As.
3.
Name the file and save it to a specified directory.
4.
Click Save.
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Remarketing a Policy
Policies may be remarketed at any time, although prior to renewal is standard. Remarketing a policy at renewal
allows the Agency the flexibility of obtaining various quotes from Carriers for their Clients.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click SERVICING.
4.
Select Marketing - Existing line of business and click [Next].
5.
Select the policy to remarket. To search for specific policies, including policies previously sent to history,
click Show to view the search filter screen. If multiple policies are being selected, the policies will be
grouped as if they are a package policy. This feature allows applications to be bundled so they can all be
sent to the carrier at one time. The policy Mode always reflects New. If a marketing version of the policy is
selected as the renewal the In Force mode will reflect Renew.
•
icon of the appropriate client.
In the Include History drop-down list, select Yes.
Note: Use Servicing –Renew when issuing the re-marketed policy in order to display the correct mode.
(See “Placing a Remarketed Renewal In Force” section of help for assistance).
6.
Select the lines of business that will make up the renewal policy and click [Next].
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Note: When a policy is selected the system automatically copies the existing applications so the user will
not need to re-key application information.
7.
The Marketing underwriting screen is displayed. Select the Issuing and Billing Carrier, edit the policy term
dates if needed and click the Save Changes link in the navigation toolbar under the header. Review the
application for accuracy and make any necessary modifications. (See the Working with Forms section of
help for assistance in navigating the forms).
8.
To remarket to another carrier repeat steps 1-7. This process is necessary to capture statistical data and
separate application information for each carrier.
Tip: Use the Home – Marketing page to compare quotes or to determine if each carrier’s quote has been
received.
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Sending a Marketing Policy to History
Agencies may define reasons (setup in Actions) for marketing policies sent to history.
To Send a Marketing Policy to History
1.
On the Home/Client menu, click Marketing.
2.
Select the marketing policy to send to history by clicking its Details
3.
Click the History link.
4.
icon.
•
Status - Select the status from the drop-down list.
•
Reason - Select the reason from the drop-down list. Reasons are agency-defined and can be
setup in Actions (see "To define reasons" below).
•
Notes - Notes are optional but can further clarify why a policy was sent to history.
Click Save. The policy will be available to view on the history tab. Note that the policy header is gray
denoting that it is in history.
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To Define Reasons
1.
On the Utility menu, click SETUP. The Actions setup appears by default. Before adding a new Action Type,
search to see if the action already exists and avoid duplicates.
2.
Select the types tab and click Add New.
3.
Enter a reason in the Type field and click Save.
4.
Select the actions tab and click Add New.
5.
In the Topic drop-down, select Marketing.
6.
In the Type drop-down, select the reason which was just created.
7.
Click Finish.
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Marketing Analysis
Market Analysis is used to compare alternative options/quotations to current in force coverage frequently done at
renewal. This procedure is most commonly used within a commercial renewal setting for independent agents.
To generate a marketing analysis:
1.
Locate the appropriate client using the SEARCH option on the Primary menu.
2.
Select SERVICING on the Client menu.
3.
Select the Market Analysis option.
4.
Click the [Next] link in the upper right corner.
5.
The market analysis policy selection screen is displayed.
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in the box to the left of the appropriate source policy by clicking on the box.
Note: The first policy that is selected with a check mark is the source policy; this is the policy to which
any other selected policy or policies will be compared against.
7.
Place a check mark
next to the policy or policies to be compared to the source.
8.
Click the [Next] link in the upper right corner.
9.
Click OK when prompted to create a new market analysis or Cancel to abort the operation.
The market analysis details screen will be displayed.
Note: After a market analysis has been created, this screen is also accessible by selecting MARKETING
from the Client menu, clicking the market analysis tab and then clicking the Details
icon.
Market Analysis Toolbar
Export
The Export option will export the file to Microsoft® Word or Excel®.
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Add Existing
The Add Existing option goes to market analysis policy selection screen for selection of an additional policy or
policies for comparison to the source policy.
Finalize
Use this option to select a policy that will be written (the winner). Any marketing policies used in the analysis that
were not chosen as the winner will be sent to marketing history. Current and future policies will remain as they
were. If a current policy is being renewed or rewritten with a different carrier, the user will need to manually push
that policy to history when necessary.
The drop-down is used for entering the reason the policy was selected. The Notes section can be used for any
additional information regarding the market chosen.
The status of the analysis becomes finalized. Once this been selected, the Add Existing option is no longer
selectable.
Save Changes
Save changes.
Close
Closes the market analysis window and displays the market analysis tab.
Market Analysis Tab
The market analysis tab displays a summary of all saved analyzed markets by default.
icon will take you to the market analysis details screen.
•
Clicking the Details
•
Using the [Show] filters option allows for searching by specific status as well.
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Binders
Home Menu / Binder Log
Any policies with an open Binder will display on the Binder log. When the policy is placed "In Force" or the binder is
closed, the policy is removed from the log.
Screen Column Definitions
•
Branch: The default Branch will be displayed according to user setup but other branches may be
selected depending on user security. Only the policies associated with the selected Branch and the
logged in user will be displayed. To select a different branch, use the drop-down list to select the
appropriate Branch.
•
View: Agency Issued Binders - Displays policies with open binders issued against them.
Bound/Future - No Open Binder - Displays policies with a status of Bound or Future that do not
have open agency issued binders against them. The latter view can also be thought of as the carrier
issued binders view. The Binder Log View may be managed using the coverage term effective and
expiration dates (which are the binder effective and expiration dates) with the ability to extend the
binder dates when the carrier does by changing the coverage term dates with the active calendar
icon in the policy header. Once the policy is received, follow the normal workflow to place the policy
in force - which would indicate that the carrier binder is closed and thus removing the policy from the
Home - Binder Log.
Note: To set a particular view as the default view, click the Show link to open the Search and Sort
Filters screen and select the Save Filter Settings checkbox.
•
Clicking the Details
clicking on the
•
icon beside the entity name will display the Client Profile screen. Right
icon will display the following navigation options:
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
Clicking the Details
the
•
icon will display the Binder Details screen for that policy. Right clicking on
icon will display the following navigation options:
Open - Displays the Binders Details screen.
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•
Print - Displays a PDF of the entire policy for printing.
•
Create policy edit - Displays the Servicing / Edits screen as explained in the Servicing / Edits
topic.
•
Create endorsement - Displays the Servicing / Endorsements screen, as described in the
Servicing / Endorsement topic.
•
Renew policy - Displays the policy underwriting screen.
•
Re-market policy - Displays the Servicing / re-marketing screen.
•
Create claim - Displays the Servicing / Claims screen.
•
Create audit - Displays the Servicing / Audits screen as described in the Posting an Audit topic.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Client Name: The clients name from the primary named insured on the Named Insureds screen.
•
Policy Number: Nexsure identifies Policy types on the Underwriting screen, which display here
when a Binder is created and the policy is not placed In Force.
•
Policy Type /Line of Business: Policy types are identified as either Monoline or Package policies.
Line of Business is identified by the user on the Underwriting screen and displays here when the
binder is created and the policy is not placed In Force.
•
Status: Both the user and Nexsure identify Policy Status on the Underwriting screen. The Status
identifies if the policy is "In Force, cancelled, an endorsement is pending, etc.”
•
Updated By: Displays the user who updated the Binder last. The user is identified at login.
•
Annualized $ / Billed Premium: Premium amounts are populated from the Policy Info screen. The
bill type (agency or direct) will be displayed to the right of the premium as an A or D respectively.
•
Coverage Eff Date / Coverage Exp. Date Populated from the effective and expiration date fields
on the Underwriting screen.
•
Billing Carrier: This is the company who the agency owes money to or who will pay the agency for
direct bill policies. The user on the Underwriting screen identifies The Company.
•
Issuing Carrier: This is the company who actually writes the policy, the name on the top of the
written policy. The user on the Underwriting screen identifies The Company.
Creating a Binder
Once you have completed a marketing application, you can In Force a policy or create a binder. Binders can also be
added to existing policies from the Servicing screen.
To Create a Binder
1.
Complete the marketing policy.
2.
Click Save Changes.
3.
Click In force.
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4.
Select Bound, and select Click here to create binder.
5.
Click Save. The binder details will be displayed.
Note: The binder also appears on the right in a tree view. Click the [Close] link to close the binder. If a
binder is closed, an [Open] link will be displayed. Click [Open] to reopen the binder.
6.
Now you can Print, Deliver or Abort the binder.
7.
Print - Click Print, if there are multiple binders, you will be prompted to select the binder(s) you wish to
print. The binder will open as an Adobe Acrobat file in Nexsure. Click the Print
to a printer.
icon to send the binder
Servicing - Binders
Adding a binder from the servicing screen allows you to add a binder to an existing policy.
To Add a Binder
1.
On the Client menu, select SERVICING.
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2.
Select the Binders option and click [Next].
3.
Select the policy that you wish to create a binder for and click [Next]. Then Binder Details screen
appears.
4.
Click Save Changes to save the binder to the policy.
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Extending a Binder
Expired binders will appear on the Home / Binder Log screen. Notice that the date in the Coverage Term column is
red denoting that the binder has expired.
1.
Click the Details icon
2.
Click the Extend
for the binder you wish to extend. The binder details screen appears.
icon. The Nexsure default is 30 days. You can change the default in Setup.
Binder Extension Default
When you click the Extend icon on the binder details screen, the binder is automatically extended by 90 days.
To Change the Default Extension
1.
On the Utility menu, click SETUP.
2.
In the Setup Console, click Lookup Management.
3.
In the Category drop-down list, select Policy.
4.
In the Types box, select Binder Term.
5.
In the Description field, enter the number of days you want the binder to automatically extend to (you
don't need to type the word 'days').
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Click Update.
Delivering a Binder
Once you have created a binder you can deliver it via fax or email.
To Deliver a Binder
1.
From the Client menu, click POLICIES.
2.
Select the Binders tab.
3.
Click the Details
4.
Click the Delivery tab. If there is no pending delivery you will be prompted to "Click here to add new".
5.
Select the transport method of your delivery, the email or fax tab.
6.
Enter the delivery information on the left.
7.
On the right, in the Binders group, click [Add New].
8.
Select the binder(s) to deliver and click Attach.
9.
The attachment will appear on the delivery tab, click [Send].
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Putting a Bound Policy In Force
To Change a Bound Status to In Force
1.
Select the client with the open binder.
2.
From the Home menu, click BINDER LOG.
3.
Click the Details
4.
On the right side of the binder details screen click [Close].
5.
Click the Save Changes link. The policy is now In Force.
icon beside the binder. The binders / details screen appears.
Note: A bound policy may also be placed In Force by selecting the policy from the Policy Summary screen
and selecting In Force. Once a policy is In Force it can only be edited from the Servicing screen.
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Edits
Any client with a pending edit to their policy will display on the Home / Edits screen until the edit is closed. For
information on editing a policy see Servicing / Edits.
Screen Column Definitions
•
The default Branch will be displayed according to user setup, but other branches may be selected
depending on user security. Only the policies associated with the selected Branch and the logged in user
will be displayed. To select a different branch, use the drop-down list to select the appropriate Branch.
•
Clicking the blue Details
on the
•
icon beside the entity name will display the Client Profile screen. Right clicking
icon will display the following navigation options:
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
Clicking the white Details
icon will display the Underwriting screen for that policy. Right clicking on
icon will display the following navigation options:
the
•
Open - Displays the Edits Details screen.
•
Print - Displays a PDF of the entire policy for printing.
•
Post edit - Selecting this option will display the underwriting screen. You can then Post or Abort
the edit by clicking the Post or Abort Edit links.
•
Abort edit - Selecting this option will display the underwriting screen. You will be prompted to
confirm the Abort command.
•
Client Name: The clients name from the primary named insured on the Named Insureds screen.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Policy Type: Nexsure identifies Policy types on the Underwriting screen, which display here when an Edit
is not posted. (Policy types are identified as either Monoline or Package policies.)
•
Line of Business: Line of Business is identified by the user on the Underwriting screen and displays here
when the Edit is pending.
•
Status: Both the user and Nexsure identify Policy Status on the Underwriting screen. The Status identifies
if the policy is “In Force, cancelled, an endorsement is pending, etc.”
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•
Updated By: Displays the user who updated the Binder last. The user is identified at login.
•
Annualized $ / Billed Premium: Premium amounts are populated from the Policy Info screen. The bill
type (agency or direct) will be displayed to the right of the premium as an A or D respectively.
•
Policy Term: Populated from the effective and expiration date fields on the Underwriting screen.
•
Billing Carrier: This is the company who the agency owes money to or who will pay the agency for direct
bill policies. The user on the Underwriting screen identifies The Company.
•
Issuing Carrier: This is the company who actually writes the policy, the name on the top of the written
policy. The user on the Underwriting screen identifies The Company.
Servicing - Edits
Edit is used to edit an incorrect policy.
1.
Select the client and from the client menu, select SERVICING.
2.
Select the Edit option in the Select column and click on [Next] to continue.
3.
Select the policy to edit by selecting the option next to the appropriate policy in the Select column and
click [Next]. You cannot edit a policy that has pending activity and will not be given the option to select
those policies.
4.
If policy editing is incomplete do not select to Post edit. Policies that are in an Edit - Stage will display on
the Policy Summary screen under the corresponding policy in a light shade of blue.
5.
To complete a policy with an Edit - Stage, click the Details
When edits are complete, click Post Edit.
6.
You will be prompted to add a note pertaining to the edit that was made. This note will be attached to the
policy when it is sent to history
7.
When the edit is posted on the Underwriting screen, the policy prior to the edit is stored in history and
removed from both the Policy Summary. The edited policy replaces the current In Force policy.
icon and make the necessary changes.
Tip: Should you be interrupted or lose your place while editing a policy, select Compare Policy: [On].
This will display a comparison of data from the current In Force policy to the current Edit and allow you
to see what the differences are between the two.
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Audits
To Post an Audit
1.
On the Primary menu, click SEARCH and select a client.
2.
On the Client menu, click SERVICING.
3.
Select the Audit option and click [Next]
4.
Select the policy to be audited and click [Next]
Note: If you wish to audit multiple policies for the same client, a separate audit must be performed for
each policy.
5.
Make the desired changes to the policy and/or premium. Click Save Changes.
6.
After the changes are made and saved, select Final or Disputed in the Status drop-down list.
7.
Click Post Audit. Clicking Abort Audit will cancel the audit process.
Tip: You can view all existing audits from the Home - Audits menu. Audits will also be displayed on the
Client History screen.
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Claims
Home Menu / Claims
Open Claims will display on the Home menu until the claim is closed. For information on generating a new claim,
see Servicing / Claims.
Screen Column Definitions
•
The default Branch will be displayed according to user setup but other branches may be selected
depending on user security. Only the policies associated with the selected Branch and the logged in user
will be displayed. To select a different branch, use the drop-down list to select the appropriate Branch.
•
Clicking the blue Details
clicking on the
icon beside the entity name will display the Client Profile screen. Right
icon will display the following navigation options:
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
•
Clicking the white Details
the
icon will display the Underwriting screen for that policy. Right clicking on
icon will display the following navigation options:
Open - Displays Claims Details screen.
Print - Displays a PDF of the entire policy for printing.
Display claim - Selecting this option displays the claim information on the Client / claims tab.
Post claim - Selecting this option will display the underwriting screen. You can then Post or
Abort the claim by clicking the Post or Abort Claim links.
Abort claim - Selecting this option will display the underwriting screen. You will be prompted to
confirm the Abort command.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Client Name: The clients name from the primary named insured on the Named Insureds screen.
•
Line of Business: Line of Business is identified by the user on the Underwriting screen and displays
here when the Claim is created.
•
Date of Loss: Identifies the day the loss occurred.
•
Claim Status: Is reflects as either Open or Closed, which is assigned on the Policy Info screen under
the claim detail.
•
Mode: Identifies whether the policy is a New, Renewal, or Renew Co.
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•
Taken By: Displays the user who entered the Claim information. The user is identified at login.
•
Updated By: Displays the user who last updated the claim information. The user is identified at login.
•
Paid Amount: Is the amount paid out for the claim. This amount is entered on the Policy Info screen
under the claim detail.
•
Res. Amount: Is the reserve amount for the claim. This amount is entered on the Policy Info screen
under the claim detail.
•
Policy Term: Populated from the effective and expiration date fields on the Underwriting screen.
•
Issuing Carrier: This is the company who actually writes the policy, the name on the top of the written
policy. The user on the Underwriting screen identifies The Company.
•
Adjuster: The adjuster name is entered on the Policy Info screen under the claim detail.
Servicing - Claims
The Claim option is used to generate a Claim form.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click SERVICING.
4.
Select the Claims option; select the Line of Business from the drop-down box, enter the description i.e.
"Our client rear-ended other party" and Date of loss of the claim.
5.
Click [Next]. Policies, including copies sent to history that fall within the date of loss, are displayed.
6.
Select the appropriate copy of the policy and click [Next].
7.
The Underwriting header will appear with a Red border around it. The pending Claim will display on both
the Home menu - CLAIMS link and the Client menu – CLAIMS link. It will also display on the Client menu –
Policies link with a red border around the policy until it is either Posted or Aborted.
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The appropriate claim form for the line of business selected will be available for completion.
ACORD 1 – Property Loss Notice
This form is used for reporting commercial and personal lines property losses.
ACORD 2 – Auto Claim
This form is used for reporting commercial and personal lines auto losses.
ACORD 3 – General Liability Notice of Occurrence
This form is used for reporting commercial and personal liability losses.
ACORD 4 – Workers Comp First Report of Injury or Illness
This form is designed as a first notice of a claim for injury or illness by an employee.
Note: 9 through 17, below, describe using the populate button to populate an Auto claim form.
The populate workflow is similar on all claim forms.
9.
Click the Populate
button.
10. Select the Agree option.
11. Click Accept.
12. Click in both vehicles and drivers check boxes (if loss pertains to both)
13. Click Next.
14. Select vehicle involved in loss.
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15. Select Drivers from the drop-down box.
16. Select the Driver involved in the loss.
17. Click Finish.
Note: This pulls the vehicle and driver information from the application over to the claim form.
18. Click " + " next to Pending claim form in the navigation tab
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19. Review the claim form for accuracy and populate the incomplete sections of the form as described in the
Working with Forms section of help.
20. Click the Underwriting link to close tree view.
21. Click the Claims tab. All claims for this policy will appear in a summary view.
22. Click the Details
icon of the claim. This is where Claims information can be stored on an ongoing basis.
Note: If making changes to the Claims screen always remember to click the Save Changes link in the
navigation toolbar under the claim header.
23. Clicking the Details
icon of the claim form will open the claim form up on the Underwriting tab to
review and/or edit the information.
24. The Claim Action created will default to Closed. The Action status can be changed to Open and the memo
field can be used to track monies paid out. Complete the Action as described in the Actions topic.
25. Complete the following fields:
•
Adjuster Name & Phone
•
Date of Loss - Pulls from servicing screen.
•
Date Reported - Pulls from servicing screen.
•
Claim No
•
Estimated Amount
•
Reserved Amount
•
Total Paid Amount - This field will be automatically updated as payments are added.
•
Description - Pulls from the servicing screen.
•
Memo - Optional.
26. Click the Save Changes link in the navigation toolbar under the claim header.
Delivering a Claim
Once a Claim has been created, it can be delivered via fax or email
To Deliver a Claim
1.
Click the DELIVERY link on the Client menu. If there are no records found click the here link to Add
New.
2.
Select the method of the delivery, the email or fax tab.
3.
Enter the email or fax information on the left.
4.
On the right, in the Claims section, click [Add New].
5.
Select the Claim to deliver and click Next.
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The Claim will be attached, click Send.
To Abort a Claim
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click CLAIMS.
4.
Click the Details
5.
Click the Abort Claim link in Navigation toolbar under the claim header.
icon of the appropriate client.
icon of the appropriate claim.
To Post a Claim
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click CLAIMS.
4.
Click the Details
5.
Click the Post Claim link in Navigation toolbar under the claim header.
icon of the appropriate Client.
icon of the appropriate claim.
Note: Once the claim is posted a re-open link is available on the navigation toolbar under the claim
header.
Multiple Claim Payments
To Add Multiple Claim Payments
1.
Search for and select the client.
2.
On the Client menu, click CLAIMS. The underwriting tab will appear.
3.
Click the claims tab.
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4.
Select the policy by clicking the Details
5.
Click the claim payments tab.
6.
Click Add New Payment.
7.
icon.
•
Payment type: Select from drop-down list. these items can be added through lookup management.
•
Draft date: defaults to Date of Loss.
•
Draft#: Enter the check number.
•
Payment amount: Enter the amount being paid on this payment.
•
Payee: The entity receiving the payment on behalf of the claimant.
•
Description: Optional.
•
Claimant: Enter the name of the claimant.
•
Reduce reserves? When selected, the Reserved Amount on the Claim details screen will be reduced by
the payment amount entered.
Click Save.
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Expirations
Home Menu / Expirations
Any policies that are nearing their expiration date will display on the Expirations screen. Once the policy has been
renewed, Nexsure removes the policy from the Expirations screen automatically. For information on renewing
expired policies, see Servicing / Renewals.
The Search Filter selections may be used to search and filter for specific expirations. The more fields data is
entered into, the more specific the results will be. If a particular sort is desired, select a sort order from the Sort
drop-down box prior to initiating the search.
Use the navigation buttons (Showing Page 1 of ...) to display the different screens.
Screen Column Definitions
•
The default Branch will be displayed according to user setup but other branches may be selected
depending on user security. Only the policies associated with the selected Branch and the logged in user
will be displayed. To select a different branch, use the drop-down list to select the appropriate Branch.
•
Select a different branch by clicking on the arrow of the drop-down box and clicking the appropriate
Branch.
•
Clicking the blue Details
clicking on the
•
icon will display the following navigation options:
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
Clicking the white Details
icon will display the Underwriting screen for that policy. Right clicking on
icon will display the following navigation options:
the
•
icon beside the entity name will display the Client Profile screen. Right
•
Open - Displays Claims Details screen.
•
Print - Displays a PDF of the entire policy for printing.
•
Push to history - Selecting this option will send the expired policy to history. Select Lapsed,
Renewed, or Non-Renewed from the Status drop-down list. You can add a description in the
Action Memo field, then click Save. The policy is sent to the Policies / history tab.
Assign: Producer and account manager information. Populated from the Assignment screen.
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•
Client Name: The clients name from the primary named insured on the Named Insureds screen
displays once regardless of the number of expiring policies.
•
Policy Type: Nexsure identifies Policy types on the Underwriting screen, which display here when the
expiration date approaches. (Policy types are identified as either Monoline or Package policies.)
•
Line of Business: Line of Business comes from the Underwriting screen and displays here when a
policy nears its expiration date. Adding multiple lines of businesses to one policy will create a policy type
of Package. Only the policy type displays on the Home - Marketing screen when the Policy Type is
Package.
•
Status: Nexsure identifies the Policy Status on the Underwriting screen. The Status identifies if the
policy is In Force, cancelled, an edit is pending, etc.
•
Mode: Identifies whether the policy is a New, Renewal, or Renew Co.
•
Updated By: Displays the date and user who updated the policy last. The user is identified at login.
•
Annualized $ / Billed Premium: Premium amounts are populated from the Policy Info screen. The bill
type (agency or direct) will be displayed to the right of the premium as an A or D respectively.
•
Policy Term: Populated from the effective and expiration date fields on the Underwriting screen. The
expiration dates are color-coded to show the proximity to the expiration date:
•
Red - Expired
•
Orange - Expires in 30 days or less
•
Green - Expires in 90 days or less (at 30 days color changes to orange).
•
Black - Policy is greater than 90 days from expiration.
•
Billing Carrier: This is identified as who payments are sent to or received from by the Branch. The user
on the Underwriting screen identifies this field.
•
Issuing Carrier: This is identified as the carrier who actually issues the policy, the name on the top of
the written policy. The user on the Underwriting screen identifies this field.
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Renewals
Servicing / Renewals
The Servicing – Renew option is used when the policy is ready to be renewed. It is not dependent on whether the
policy is remarketed or not as the same workflow is used.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
icon of the appropriate client. Or from the Home – Expirations link, click the Details
icon next to the appropriate client.
3.
On the Client menu, click SERVICING.
4.
Select Renew and click [Next].
5.
All In Force policies for the Client are displayed. Select the policy to be renewed and click [Next].
6.
All marketing and In Force policies for the Client will be displayed. Click the Select check box for policies
needing to be included in the renewal from the current and/or marketing list and click [Next].
Splitting a Package Policy into Monoline Policies
1.
To create monoline policies select the policy to renew and then the line of business to create, click [Next],
this creates the first monoline policy.
2.
Go back to Servicing – Renew until all the new monoline policies are created.
Note: When a policy is selected the system automatically copies the existing applications so
the user will not need to re-key application information.
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The policy term will reflect the new term dates, the Mode is Renew and Status shows Future.
Note: When a policy status is future the application may be edited. This allows the user to make any
changes to the application as needed. Endorsements processed in the expiring policy term are done
through Servicing - Endorse.
4.
A policy with a future status may be modified, as necessary, until the policy is placed In Force. The policy
info tab is not populated from the previous policy and must be entered before placing the policy In Force.
The user determines when to place the future policy In Force. (See Renew – Changing Future Status to InForce section of help for assistance).
5.
The expiring policy is separate from the newly created future policy. The user determines when to send an
expiring policy to history. (See Renew - Sending an Expired Policy to History section of help for
assistance).
Sending an Expired Policy to History
1.
Click the Expirations link on the Home menu.
2.
Click the Details
3.
A pop up box will be displayed. Click OK to change the status of the expired policy term to Expired. A
second pop up box will be displayed to confirm the change.
4.
Click the History link under the policy header to send the expired policy term to history where a record of
the expired policy will be retained.
5.
Choose an appropriate Status from the drop-down box and enter any applicable notes.
6.
Click the Save button. The policy header will be displayed in gray; the expired term is now in history. The
new policy term will now need to be In Forced.
icon of the expired policy. Notice that the Details icon for the expiration is red.
In Forcing a Future Status Renewal
1.
Click SEARCH on the Primary menu.
2.
Click the Details
3.
Click the POLICIES link on the Client menu. All In Force policies for the client will be displayed.
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Click the Details
icon of the applicable line of business.
Note: The [Show] filter was customized to display only the applicable line of business for the
screenshot).
5.
Click the In-Force link under the policy header.
6.
If a binder is needed select the Bound option and click the check box to create a binder. Otherwise, click
Save.
7.
The status of the policy will now be In-Force.
Renewing with a New Carrier
1.
On the Primary menu, click SEARCH.
2.
Click the Details
icon of the appropriate client. Or from the Home – Expirations link, click the Details
icon next to the appropriate client.
3.
On the Client menu, click SERVICING.
4.
Select Renew and click [Next].
5.
All In Force policies for the Client are displayed. Select the policy to be renewed and click [Next].
6.
All marketing and In Force policies for the Client will be displayed. Click the Select check box for policies
needing to be included in the renewal from the current and/or marketing list and click [Next].
Splitting a Package Policy into Monoline Policies
•
To create monoline policies select the policy to renew and then the line of business to create,
click [Next], this creates the first monoline policy.
•
Go back to Servicing – Renew until all the new monoline policies are created.
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Note: When a policy is selected the system automatically copies the existing applications so the user will
not need to re-key application information.
7.
The Underwriting screen is displayed. Select the new Issuing and/or Billing Carrier; click the Save
Changes link under the header. The mode will now display “Re-New-Co” and the status displays
“future”. This indicates that the policy is a renewal to the agency but is new to the carrier. The mode will
remain as Re-New-Co throughout its policy term. Review the application for accuracy and make any
necessary modifications. (See Working with Forms for assistance in navigating the forms).
Note: When a policy status is future the application may be edited. This allows the user to make any
changes to the application as needed. Endorsements processed in the expiring policy term are done
through Servicing - Endorse.
8.
A policy with a future status may be modified, as necessary, until the policy is placed In Force. The policy
info tab is not populated from the previous policy and must be entered before placing the policy In Force.
The user determines when to place the future policy In Force. (See Renew – Changing Future Status to InForce section of help for assistance).
9.
The expiring policy is separate from the newly created future policy. The user determines when to send an
expiring policy to history. (See the Renew - Sending an Expired Policy to History section of help for
assistance).
Placing a Remarketed Policy In Force
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click SERVICING.
4.
Select Renew and click Next.
5.
All In Force policies for the Client are displayed. Select the policy to be renewed and click Next.
6.
All marketing and In Force policies for the Client will be displayed. Select the policy being remarketed,
along with any other lines of business that need to be included in the renewal and click Next.
7.
The Underwriting screen is displayed. The mode will display Renew and the status displays Future.
Select the Issuing and Billing Carrier from the drop-down boxes, enter the policy number if available
and review the policy term dates for accuracy.
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8.
Click the Save Changes link in the navigation toolbar under the policy header.
9.
The Mode will now display Re-New-Co and the status displays Future. This indicates that the policy is a
renewal to the agency but is new to the Carrier. The mode will remain as Re-New-Co throughout its policy
term. Review the application and update the premium information on the policy info tab.
10. Click the In-Force link on the navigation toolbar located just under the policy header.
11. If a binder is needed select the Bound option and select the check box to create a binder. (See Creating a
Binder).
12. Click Save. The status of the policy now displays as In Force.
13. The expired policy, along with any un-issued remarketed policies, should be sent to history. (See Sending
an Expired Policy to History).
Issuing a New Policy with the Mode of 'Renew'
All Policies entered manually into Nexsure for the first time will have a mode of New. If the Client has had the
coverage with the Agency for a number of years, the mode should reflect Renew when the policy is issued. The
user will need to go through Servicing – Renew when issuing the policy. This will allow Reports to reflect correctly.
Enter the policy through Marketing as normal (See the Marketing section of help for assistance). When the
marketing policy is ready to be issued:
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click Marketing.
4.
Click the Details
5.
Click the In Force link in the navigation toolbar under the marketing header. Click Save (do not create a
binder). This policy will have a mode of New.
6.
On the Client menu, click SERVICING.
7.
Select Renew and click Next.
8.
All In Force policies for the Client are displayed. Select the check box for the newly In-forced policy and
click Next.
9.
All marketing and In Force policies for the client will be displayed. Select the check box for the In-force
policy and click Next.
icon of the appropriate client.
icon of the marketing policy.
10. The mode should now reflect “Renew”.
Note: The Policy term and coverage term dates in the header will default to the next policy term. Click the
Calendar
icon for both dates and change the dates to the existing term. Click the Save Changes link
in the navigation toolbar under the policy header.
11. Verify that the application data and the information on the policy info tab is correct then click the In
Force link in the navigation toolbar under the policy header.
12. On the Client menu, click POLICIES.
13. Delete the Policy with the mode of New or send it to History with a description of why it was sent to
history.
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In Forcing a Future Status Renewal
Tip: Do not place a ‘future’ policy In Force until the Policy info tab is updated and all application edits are complete.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click POLICIES. All In Force policies for the client will be displayed.
4.
Click the Details
icon of the applicable line of business. Update the premium information on the policy
info tab and make all edits to the application.
5.
icon of the appropriate client.
Click the In Force link on the navigation toolbar located just under the policy header.
6.
If a binder is needed select the Bound option and click the check box to create a binder. (See Creating a
Binder).
7.
Click Save.
8.
The status of the policy now displays as In Force.
9.
The expired policy should be sent to history. (See Sending an Expired Policy to History).
Sending an Expired Policy to History
Tip: It is recommended not to place the expiring policy into history until it has expired.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click POLICIES. Or from the Home – Expirations link, click the Details
to the appropriate client.
4.
Click the Details
5.
A pop up box will be displayed. Click OK to change the status of the expired policy term to Expired. A
second pop up box will be displayed to confirm the change, click OK.
6.
Click the History link on the navigation toolbar located just under the policy header to send the expired
policy term to history where a record of the expired policy will be retained.
7.
Choose an appropriate Status from the drop-down box and enter any applicable notes.
8.
Click Save. The policy header will be displayed in gray; the expired term is now in history. The new policy
term will now need to be placed In Force. (See Changing Future Status to In Force).
icon of the appropriate client.
icon next
icon of the expired policy. Notice the Details icon for the expired policy is red.
Non-Renewals
Non-renewal of policies is to identify when a policy will not be renewed in the agency. Flagging these types of
policies lets everyone know the status of the policy and allows recording visually as well as documenting the policy
with an Action.
Note: The Action Types must be created and associated with the Action Topic of "non-renewed" before using.
To Flag as a Non-Renewal
1.
Select the Client.
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2.
On the Client menu, click POLICIES and select the non-renewing policy by clicking the Details
3.
In the policy header, select the Non-renewing checkbox.
icon.
Selecting this checkbox will open the Non-Renewal pop up screen.
Note: The Status type cannot be changed.
4.
In the Reason drop-down list, select the reason of non-renewal. Reasons are created as Actions (see To
Define Reasons below).
5.
In the Notes box, enter any information about the non-renewal. The information entered in this box will
become the 'memo' of the Action.
6.
Click Save. The Action will be added to the revised Underwriting screen with the issuing carrier crossed
out.
Note: A policy flagged as Non-renewing uses the Stage and Status to determine how the policy may
be serviced. Non-renewing does not change policy servicing.
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To Define Reasons
1.
On the Utility menu, click SETUP. The Actions setup appears by default. Before adding a new Action Type,
search to see if the action already exists and avoid duplicates.
2.
Select the types tab and click Add New.
3.
Enter a reason in the Type field and click Save.
4.
Select the actions tab and click Add New.
5.
In the Topic drop-down, select Non-Renewal.
6.
In the Type drop-down, select the reason which was just created.
7.
Click Finish.
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Endorsements
Home Menu / Endorsements
Any policies awaiting endorsements will appear on the Home Endorsements screen. Once a policy has been
endorsed it will be removed from this screen automatically. For information on making an endorsement, see
Servicing / Endorsements.
Screen Column Definitions
•
The default Branch will be displayed according to user setup but other branches may be selected
depending on user security. Only the policies associated with the selected Branch and the logged in user
will be displayed. To select a different branch, use the drop-down list to select the appropriate Branch.
•
Select a different branch by clicking on the arrow of the drop-down box and clicking the appropriate
Branch.
•
Clicking the blue Details
clicking on the
•
icon beside the entity name will display the Client Profile screen. Right
icon will display the following navigation options:
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
Clicking the white Details
icon will display the Underwriting screen for that policy. Right clicking on
icon will display the following navigation options:
the
•
Open - Displays the Audits Details screen.
•
Print - Displays a PDF of the entire policy for printing.
•
Post endorsement - Selecting this option will display the underwriting screen. Before the
endorsement is posted, enter a description in the Action Memo field and click Save.
•
Abort endorsement - Selecting this option will display the underwriting screen. You will be
prompted to confirm the Abort command.
•
Add binder - Displays the Servicing / Binders screen as described in the Servicing / Binders
topic.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Client Name: The clients name from the primary named insured on the Named Insureds screen
displays once regardless of the number of expiring policies.
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•
Policy Type: Nexsure identifies Policy types on the Underwriting screen, which display here when the
expiration date approaches. (Policy types are identified as either Monoline or Package policies.)
•
Line of Business: Line of Business comes from the Underwriting screen and displays here when a
policy nears its expiration date. Adding multiple lines of businesses to one policy will create a policy type
of Package. Only the policy type displays on the Home - Marketing screen when the Policy Type is
Package.
•
Status: Nexsure identifies the Policy Status on the Underwriting screen. The Status identifies if the
policy is In Force, Cancelled, an Edit is Pending, etc.
•
Updated By: Displays the user who updated the policy last. The user is identified at login.
•
Annualized $ / Billed Premium: Premium amounts are populated from the Policy Info screen. The bill
type (agency or direct) will be displayed to the right of the premium as an A or D respectively.
•
Coverage Eff Date / Coverage Exp. Date: Populated from the effective and expiration date fields on
the Underwriting screen.
•
Billing Carrier: This is identified as who payments are sent to or received from by the Branch. The user
on the Underwriting screen identifies this field.
•
Issuing Carrier: This is identified as the carrier who actually issues the policy, the name on the top of
the written policy. The user on the Underwriting screen identifies this field.
Servicing / Endorsements
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click SERVICING.
icon of the appropriate client.
Tip: To check the list of policies prior to executing the endorsement, on the Client menu, click POLICIES to
display a list of policies. The policy hot link may also be selected from the client card file, which is located
under the stick-e-note.
4.
Select Endorse.
5.
Enter a Description of the endorsement and enter the effective date (defaults to current date).
Note: The Description will prefill with “Process endorsement” – highlight and type the unique description
that describes the endorsement being done. The effective date box to the right of the description will
default to the current date, so make sure to enter the effective date of the endorsement if other than
today’s date. The date entered here will populate in the policy header coverage date.
6.
Click [Next]. A list of current In Force policies will be displayed.
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7.
Select the policy to endorse and click [Next]. (If a policy displays a lock icon, the policy does not have a
status that can be endorsed at this time. For example a “Pending” status on a policy may not be serviced
until the pending item is posted, aborted or the status of the pending item has been changed to
submitted, 2nd or 3rd Request.)
8.
On the policy underwriting screen the endorsement status defaults to Pending. The endorsement status
will also display on the policies summary screen and the Home Endorsements menu until the endorsement
is posted or aborted.
•
9.
An Action is created using the description entered for the endorsement on the servicing screen.
The Action is used as a notation of the event; therefore, make sure the status is “closed”. All
endorsements should be tracked from the Home – Endorsement menu until the endorsement is
either aborted or posted. If additional information is needed to complete the endorsement leave
the status set to pending, make sure the action status is open and enter the appropriate number
of days to follow-up on the action. Additional memos may be added to the action associated to
the endorsement as needed. Keep in mind that the last memo entered is what will display on the
policy summary page and will remain with the policy after the endorsement is posted. Therefore
it is important to make sure the final description entered is what is needed to identify the policy
or endorsement from policy summary.
To enter the change, first note that the navigation tab is displayed on the right with links to the Pending
Endorsement and the applications in a tree view.
•
Make the changes on application for the appropriate line of business form(s).
•
As changes are made to the application please note the following:
•
Adding a new item to a schedule will display an “A” from the schedule summary view to
the right of the item; Deleting an item (select the remove icon) will display a “D” on the
right side of the item from the summary view and changing a scheduled item will display
a “C” to the right side of the item.
•
It is important to make any applicant, location or billing changes to the ACORD 125 for
commercial lines policies as the Change Request is mapped to the ACORD 125 for these details.
•
If you get side tracked and cannot remember where you left off use the Compare Policy: [On]
[Off] link on the navigation toolbar in the application to compare this edited version of the
application to the original application. Anything highlighted in red is an item that is different from
the original application.
•
To populate the change request do the following:
•
Click on the Underwriting link at the top of the navigation tab to close tree view.
•
Click the Populate icon to populate change request form. Note: If manual population is not
desired, select the accept option to proceed and populate the Change Request with the changes
entered on the application.
•
Make sure to review the endorsement by clicking on the + next to the Pending Endorsement link
on the navigation tab.
10. Enter any necessary information to complete the endorsement making sure to Save Changes.
Aborting an Endorsement
An Endorsement may only be aborted (removed) if the status is still Pending. Once the status has been changed
and saved by clicking on the Save Changes link in the navigation toolbar, the endorsement may not be aborted.
Status cannot be changed back to Pending.
Endorsement Statuses
A Pending status means that the endorsement is incomplete and not ready to be submitted to the carrier. As long
as the status is identified as pending any changes may be made to the endorsement. However, another
endorsement cannot be added until it is either aborted or the status is changed. The other status options are as
follows:
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•
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•
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Submitted indicates that the endorsement is ready for submission to the carrier and has been sent to the carrier.
2nd and 3rd Request indicates the number of times that endorsement has been submitted to the carrier to be
handled. Once the status has been changed from pending to submitted, 2nd or 3rd request the endorsement may
not be changed nor can the status be changed to show pending again. As long as an endorsement does not have a
status of pending new endorsements may be added.
If the status was changed from pending and the Save Changes link was selected by mistake, the only recourse is
to post the endorsement and enter a description indicating the mistake. It is recommended prior to posting, that
the Action memo be modified to indicate the mistake as well. The Action remains on the Home-Endorsement menu
to remind the user that the actual endorsement has not been received from the Carrier. To identify that the
endorsement has been received, post the endorsement. Posting the endorsement removes it from the HomeEndorsement menu.
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Cancellations
Home Menu / Cancellations
Any policy with a Pending Cancellation status will display on the Cancellations screen. The Search and Filter
screen may be used to search for specific pending or previously cancelled policies. To post or reinstate a
cancellation, see Servicing / Cancellations.
Screen Column Definitions
•
The default Branch will be displayed according to user setup but other branches may be selected
depending on user security. Only the policies associated with the selected Branch and the logged in user
will be displayed. To select a different branch, use the drop-down list to select the appropriate Branch.
•
Clicking the blue Details
clicking on the
•
icon beside the entity name will display the Client Profile screen. Right
icon will display the following navigation options:
•
Market new line of business - Selecting this option will display the underwriting screen for a
new policy as described in the Servicing / Marketing / New line of business topic.
•
Add certificate - Selecting this option will display the Add New Certificate screen as described in
the Servicing / Creating New Certificates topic.
•
Add verification - Selecting this option will display the Servicing / Verification screen as
described in the Servicing / Verification topic.
•
Add new opportunity - Selecting this option will display the Home / Opportunities screen as
described in the Adding a New Opportunity topic.
Clicking the white Details
icon will display the Underwriting screen for that policy. Right clicking on
icon will display the following navigation options:
the
•
Open - Displays Claims Details screen.
•
Print - Displays a PDF of the entire policy for printing.
•
Push to history - Selecting this option will send the cancelled policy to history. Select Cancelled
by Agent, Carrier, or Insured from the Status drop-down list. You can add a description in the
Action Memo field, then click Save. The policy is sent to the Policies / history tab.
•
Assign: Producer and account manager information. Populated from the Assignment screen.
•
Client Name/Policy Number: The policy number and the clients name from the primary named insured
on the Named Insureds screen displays once regardless of the number of expiring policies.
•
Policy Type: Nexsure identifies Policy types on the Underwriting screen, which display here when the
expiration date approaches. (Policy types are identified as either Monoline or Package policies.)
•
Line of Business: Line of Business comes from the Underwriting screen and displays here when a
policy nears its expiration date. Adding multiple lines of businesses to one policy will create a policy type
of Package. Only the policy type displays on the Home - Marketing screen when the Policy Type is
Package.
•
Status: Nexsure identifies the Policy Status on the Underwriting screen. The Status identifies if the
policy is In Force, cancelled, an edit is pending, etc.
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•
Updated By/Last Updated: Displays the date and user who updated the policy last. The user is
identified at login.
•
Annualized $ / Billed Premium: Premium amounts are populated from the Policy Info screen. The bill
type (agency or direct) will be displayed to the right of the premium as an A or D respectively.
•
Coverage Eff Date / Coverage Exp. Date: Populated from the effective and expiration date fields on
the Underwriting screen.
•
Billing Carrier: This is identified as who payments are sent to or received from by the Branch. The user
on the Underwriting screen identifies this field.
•
Issuing Carrier: This is identified as the carrier who actually issues the policy, the name on the top of
the written policy. The user on the Underwriting screen identifies this field.
Servicing - Cancellations
Cancellation is used to complete a Lost Policy Release form and to identify a policy that is pending Cancellation.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click SERVICING.
4.
Select Cancellation.
5.
Select the method of Cancellation, Flat, Short-Rate or Pro-Rata.
icon of the appropriate client.
6.
In the Description field, enter the description and effective date of the Cancellation.
7.
Click [Next]. A list of current In Force policies will be displayed.
8.
Select the policy to cancel and click [Next]. The Cancellation header will appear in Red font and have a
status of Pending.
9.
The Effective date of the Cancellation will appear in the Header as the Coverage Term Expiration date:
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10. The Cancellation form is available for completion in the navigation tab to the right of the screen. Complete
the form as described in the Marketing / Working with Forms topic.
11. The Cancellation Action created will default to Closed and the due date will default to the effective date of
the Cancellation. Complete the Action as described in the Actions topic.
12. On the Client menu, click POLICIES. This will display all In Force policies for the client in summary view.
The pending cancellation will display with red font.
13. On the Utility menu, click Home.
14. On the Home menu, click CANCELLATIONS.
15. The pending cancellation will appear on the Cancellations link of the Home menu until the cancellation is
either posted or aborted. The [show] filter can be used to narrow down the list of clients who are in a
Pending Cancellation status.
Posting a Cancellation
To Post a Cancellation
1.
On the Home menu, click CANCELLATIONS.
2.
Click the 2nd Details
3.
Click the Post Cancellation link under the policy header.
4.
Choose the Status (reason for cancellation) from the drop-down box and enter any applicable notes. The
default options are Cancelled by Agent, Cancelled by Carrier, Cancelled by Insured. Agency-specific
reasons (i.e. "Cancelled for non-payment") can be added in Setup/Lookup Management.
(white) icon of the appropriate client.
a.
On the Utility menu, click SETUP.
b.
In the Setup Console, click Lookup Management.
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c.
From the Category drop-down list, select Policies.
d.
From the Types box, select Cancellation Reasons.
e.
Enter a Reason.
f.
Enter a Description. Whatever is entered in the Description field will appear in the "Notes" box
when posting a cancellation with that specific reason.
g.
Click the Update link.
Custom reasons may be deleted or updated until they have been put in use by being selected
during a cancellation. At that point a custom reason cannot be deleted or edited.
Note: The default system reasons cannot be deleted or updated.
5.
Click the Save button. The policy header will be displayed in a gray color; the Cancelled policy is sent to
history.
6.
The Cancelled policy is only accessible by clicking on the POLICIES link on the Client menu and then on
the History tab.
Reinstate
Reinstate is used to restore the cancelled policy back to its original state with no lapse in coverage.
To Reinstate a Policy
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click POLICIES.
4.
Click the History tab.
5.
Click the Details
6.
Click the Reinstate link under the policy header.
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icon of the appropriate client.
icon of the appropriate policy in history to be reinstated.
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7.
A pop up box will be displayed. Click OK to reinstate the policy.
8.
The policy header will turn blue and the status will show Reinstated.
9.
Click the In-force link under the policy header to change the status from Reinstated to In Force. If a
binder is needed select the Bound option and select the check box to create a binder. Otherwise click
Save.
10. A record of the Cancellation will remain on the policy until the Renewal is processed.
Rewrite
Rewrite is used when a revision needs to be made to a policy in cancellation status, say for example a lapse in
coverage or a new Carrier.
To Rewrite a Policy
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click POLICIES.
4.
Click the History tab.
5.
Click the Details
6.
Click the Rewrite link under the policy header.
7.
The policy will turn to a Wheat color and is placed into a Marketing stage. Complete the Marketing process
as described in the Marketing / Marketing Underwriting topic.
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icon of the appropriate client.
icon of the appropriate policy in history to be rewritten.
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Interface
Home Menu / Interface
The Interface screen displays a record of all carrier downloads with a "Pending" status. Pending downloads are
displayed in blue, completed transactions display in black. To search for specific downloads, use the Search Filter
screen by clicking the Show link. This is also where FSC and IVANS information is imported into Nexsure.
Note: To receive IVANS downloads, you must first have a valid IVANS account. FSC 2-way integration requires the
WinFSC application to be installed on the user's machine.
•
Details - The Details icon will open the interface details screen. It displays each download for that
particular carrier.
•
Interface ID - The interface ID is a number assigned by Nexsure to make it easier to track specific
downloads. Numbers are generated in the order received.
•
Carrier Sequence ID - This ID is assigned by the Carrier and is pulled from the AL3 file.
•
Carrier - Carrier name.
•
File Name - This name is generated by Nexsure and is used by support to query the database if need be.
•
File Type - The different file types are Daily Download, FSC Quote and Initial Load.
•
Import Date / Completed Date - The date the download was received and the date the transaction was
completed.
•
Exceptions - The Import status of a download:
ƒ
Processing Client - Waiting to be processed.
ƒ
Processing Policy - Waiting for data import.
ƒ
Aborted - An error occurred while processing the import, and processing has been aborted by
the branch. This might occur, for example, if the policy did not belong to that agency. Selecting
the Aborted import status and running a search displays all policies that ere rejected by the
agency. Choosing to reject a policy will queue the policy for re-processing. This process looks for
the policy again, so if you added the policy, the change would then be attached.
ƒ
Queued for Re-Processing - Import has been set to be re-processed.
ƒ
LOB Exception - Line of Business not currently supported for Import.
ƒ
Carrier Exception - Carrier could not be determined. Make sure carrier is listed with correct
NAIC code, and click Accept to re-process.
ƒ
Branch Exception - Branch could not be determined. Make sure branch code is listed under the
carrier's commission tab in Nexsure. Click Accept to re-process.
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ƒ
Application Exception - Application does not exist.
ƒ
Client Exception - Client could not be found. Click here to search existing clients, or click
Accept to create a new client.
ƒ
Policy Exception - Endorsement could not determine policy to endorse. Select policy to endorse.
ƒ
Policy Exception - Reinstatement could not determine policy to re-instate. Select a cancelled
policy to re-instate.
ƒ
Policy Exception - Cancellation could not determine policy to cancel. Select a policy to cancel.
ƒ
Import Completed - The import file has been successfully imported into Nexsure.
ƒ
Endorsement Date Exception - Policy to endorse could not be determined due to effective date
of endorsement being outside policy term.
ƒ
Reinstatement Date Exception - Policy to reinstate could not be determined due to effective
date of reinstatement being outside policy term.
ƒ
Cancellation Date Exception - Policy to cancel could not be determined due to effective date of
cancellation being outside policy term.
•
Transactions - The transactions number is the amount of policies or individual files sent from the carrier.
•
Status - While a download has exceptions that haven't been addressed it remains in a Pending status.
When all exceptions are resolved, the status changes to Complete. Pending downloads are displayed in a
blue font, completed downloads are black.
Note: Policies with a status of New can no longer download and add to a client that already has a policy.
•
Remove - Clicking the Remove icon will delete the download.
•
Advanced Search Tab - The advanced Search tab shows all transactions for all carriers regardless of
status.
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Processing Downloads
Once downloads have been completed they must be processed.
To Process Downloads
1.
Click the Details
icon for the download you wish to process.
2.
Before you can accept or reject a download you must select the check box for each download you wish to
process. Use the Select All or Deselect All links to select or deselect all downloads at once. Select All/
Deselect All will only select the boxes of the downloads on the page being displayed.
Note: If you have multiple pages of downloads, check boxes you have selected will stay selected as you
click through the pages. However, if you leave the downloads screen, they will not remain saved unless
you click the Save link. Selected downloads will all be processed together, for example, if 10 downloads
are selected and you click Accept, all selected downloads will be accepted. If you save your selections and
leave the interface screen, upon return make sure you review your current selections before you process
them all together.
3.
Click Accept or Reject to process the downloads you selected.
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Rating Integration
Nexsure facilitates integration with WinFSC, Agency Computer Systems (ACS2000) and The Hartford's ExpressWay
rating software. Marketing applications started in Nexsure can be exported for a quote, or a quote file can be
imported into Nexsure as a new marketing line item.
Note: Quotes obtained using ExpressWay cannot be imported (Bridged) back to Nexsure. Only WinFSC and
ACS2000 are supported for bridging at this point.
Additional Logins
ExpressWay and ACS2000 require an additional login to be setup with a valid user name and password. See
“ExpressWay” or “ACS2000” for more details.
Supported LOBs
ExpressWay
Homeowners 1560 ACORD 80
Personal Auto ID 791 ACORD 90 ID
Personal Auto MO 804 ACORD 90 MO
Personal Auto AL 840 ACORD 90 AL
Personal Auto IL 952 ACORD 90 IL
Personal Auto MT 859 ACORD 90 MT
Personal Auto AR 699 ACORD 90 AR
Personal Auto IN 793 ACORD 90 IN
Personal Auto NC 719 ACORD 90 NC
Personal Auto AZ 680 ACORD 90 AZ
Personal Auto KS 850 ACORD 90 KS
Personal Auto NH 853 ACORD 90 NH
Personal Auto CA 818 ACORD 90 CA
Personal Auto KY 794 ACORD 90 KY
Personal Auto NM 807 ACORD 90 NM
Personal Auto CO 722 ACORD 90 CO
Personal Auto MD 851 ACORD 90 MD
Personal Auto NV 683 ACORD 90 NV
Personal Auto CT 716 ACORD 90 CT
Personal Auto MN 799 ACORD 90 MN
Personal Auto GA 1107 ACORD 90 GA
Personal Auto FL 842 ACORD 90 FL
Personal Auto IA 792 ACORD 90 IA
WinFSC
Dwelling Fire 1191 ACORD 84
Personal Auto CA 818 ACORD 90 CA
Homeowners 1560 ACORD 80
Personal Condominium 1560 ACORD 80
Mobile Home 886 ACORD 85
Renters 1560 ACORD 80
Motorcycle CA 818 ACORD 90 CA
ACS2000
Homeowners 1560 ACORD 80
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To Export (Rate) a Marketing Application
Marketing applications can be exported as a blank application, or after it is completed in Nexsure. If the application
is not complete when it is exported, the rating tool will prompt you to fill in the required data. If the application is
completed in Nexsure before it is exported, a quote will be provided once it opens in a rater (see Mapping Notes
below).
1.
Select the client with the marketing application.
2.
On the Client menu, click Marketing.
3.
Click the Details
4.
Select the LOB in the navigation panel, for example, the Personal Auto ACORD 90 CA. The LOB must be
selected for the Rate (export) link to become available.
icon for the marketing policy to rate.
Note: If the LOB is not supported by the selected a rating tool, the Rate link will not become active.
5.
Click the Rate link. The rating tool selection screen appears:
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Select a rater and click Next.
Note: Clicking View Source will display the ACORD XML data being transferred to the rater.
7.
The rater will be launched with information from the application prefilled.
8.
Once the quote has been provided, the application can be imported (Bridged) back to Nexsure.
Important: Quotes obtained using ExpressWay cannot be imported (Bridged) back to Nexsure. Only
WinFSC and ACS2000 are supported for bridging at this point.
To Import (Bridge) an Application into Nexsure from FSC Rater
When an application is exported to FSC Rater it is sent with a Nexsure-generated policy ID. This ID number will
route the same application back into Nexsure and overwrite the original marketing application that was exported
for a quote (see Mapping Notes below). To import (Bridge) applications as separate line items on the marketing
screen (to show multiple quotes for example) see, Importing from the Interface Screen below.
Note: Before an application can be imported from FSC Rater, the quote file must be exported from FSC Rater. In
FSC Rater, on the Tools menu, click Export. The file can now be imported by Nexsure.
1.
Select the client with the original marketing application.
2.
On the Client menu, click Marketing.
3.
Click the Details
4.
Click the Bridge link. The original marketing application will be overwritten with the quoted application
from FSC Rater.
icon for the marketing policy.
ExpressWay
Nexsure Integrates with The Hartford's ExpressWay rater. You must have a valid ExpressWay account to use this
feature. In addition to a valid account, an additional login must be set up in Nexsure to use this functionality.
Note: Unlike WinFSC, ExpressWay requires an additional login to be setup with a valid user name and password.
See ExpressWay setup.
Setting Up an ExpressWay Additional Login
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Employees tab.
Note: It does not matter what level the additional login information is added to.
3.
Click the Details
4.
Click the Additional logins tab.
5.
Click the Add New link.
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6.
From the Additional Login Type drop-down box, select Hartford Expressway.
7.
Complete the Login ID, Password, and Confirm Password fields.
8.
Department ID is a 3rd field used to collect any additional login information other than login id or
password. (IE: group id, etc.)
9.
Complete the Account Number and Description fields (these fields are optional).
Importing from the Interface Screen
To import multiple quotes on the same application, quote files from FSC Rater must be imported from the Interface
screen. A new marketing line item will be added for each quote on the Marketing screen for the specified client.
When applications are originated in FSC Rater, FSC Rater will first search the Nexsure database for the exact name
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of the client. If a match is found it will be added as a new marketing line item. If no match is found the new client
will be automatically generated in Nexsure.
1.
On the Home menu, click Interface.
2.
Click the Bridge link. Any files in the FSC export folder will be added to Nexsure. If the client already
exists in Nexsure, each quote will be added as a separate marketing line item to that client. If the client
does not exist in Nexsure, the client will be automatically created based on the information in the quote
file (see Mapping Notes below).
ExpressWay Mapping Notes
Nexsure to ExpressWay
•
Expressway requires that the Applicant Name and Phone Number be provided to successfully start
a quote.
•
Expressway can only be exported using the ‘Rating’ option. You cannot ‘Bridge’ an Expressway quote
back into Nexsure.
FSC Mapping Notes
Nexsure to FSC
•
The employer, occupation and work address that populates in FSC will always come from driver #1
in Nexsure.
•
The driver #1 name comes from Named Insured (so it may differ from driver # 1 name in
Nexsure).
•
Default occupation in FSC is Employed (even if "student" is input in Nexsure it still displays as
Employed in FSC).
•
For rental reimbursement to be quoted, both the limit per day and max must be populated in
Nexsure (if only the limit per day is entered, the rental will not be quoted).
•
If Driver license number of digits is invalid for the State licensed, the license state will not carry
over to FSC (ex- California Driver License numbers have 7 digits. If an 8 digit number is entered,
the license state will not carry over as California for that driver).
•
Named insured - Because named insured in Nexsure is not separated into first, middle and last
names, names brought over to FSC may need some adjusting (for instance, if two named insureds
with an “&” separating them, the “&” may be brought in as middle name).
•
DP1 & DP3 - If the coverage type selected is Fire, Fire & EC or Fire, EC & VMM then FSC will rate
policy as a DP1. If either broad or special coverage type is selected, FSC will launch DP3 rating.
FSC to Nexsure
•
If no payment plan selected, the default payment plan from FSC is Full Pay.
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•
Client Name and Client Profile Named Insured will come from FSC First Name, Last Name but
the application name will come from Legal Name (if any in FSC)
•
For Property LOB’s, distance to fire hydrant is carried over to the application as the max distance
for each group: 1000 ft or less from fire hydrant, (none of the three check boxes is selected), 5
miles or less from station, (first check box selected), 5 - 10 miles from station, (second check box
selected), 10 or more miles from station (third check box selected).
•
Input By in FSC Rater will determine the Branch in Nexsure that the client will be added to.
•
First Name and Last Name in FSC Rater are matched in Nexsure with the Named Insured. The
names must match exactly in order for the quote to import to the existing client.
•
Nexsure also matches the mailing address line # 1 (Street Address). If this field is left blank in
FSC Rater, Nexsure will use the garaging or property address line 1.
Note: If the quote originated in Nexsure, then the resulting quote will be attached to the client it came from
in Nexsure (no matching of the name and address is needed).
FSC Quote Import Exceptions
•
Producer Exception - When an FSC quote is imported, a search is performed to determine the
branch/producer and who is assigned to the quote. This search is performed using the "Input By:"
information from FSC Rater. If the Input By:(FSC Rater) name and the Producer (Nexsure) name
match, the assignment will be generated using the first match found.
If no match is found a Producer Exception is generated in Nexsure's Interface screen. To resolve
the exception, add the employee under a branch in Nexsure, and accept the exception.
•
NAIC Code Exception - This exception can occur if Nexsure is unable to resolve the NAIC code
from FSC Rater's proprietary CarrierID.
•
Carrier Exception - This exception occurs when the NAIC code for the quote being imported is not
listed under the Carriers in Nexsure. To resolve this exception, add the carrier or carrier name with
the appropriate NAIC code and accept the exception.
ACS2000 Mapping Notes
Some ACORD information is not captured or provided by ACS2000:
Does not provide: Vehicle Registration State, Loss Years
ACS Does Not Capture:
•
Towing Coverage
•
Knob & Tube or Aluminum Wiring
•
Rental Coverage
•
Plumbing System - Any Known Leaks
•
Residence Owned
•
Condition of Roof
•
Applicant - Employer Name/Address
•
# of Amps
•
Homeowners Rating Credits
•
Sprinkler Info
•
Building Code Effectiveness Grade Inspection
•
# of Household Residents
•
Hurricane Resistive Glass
•
# of Weeks Rented
•
Date Heating System Last Serviced
•
Condition of Plumbing
•
Circuit Breakers and Fuses
•
Carrier Name
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IVANS Downloads
To Receive Downloads from IVANS
Before you can receive downloads from IVANS, you must associate your branch with your IVANS account
information.
1.
On the Primary menu, click ORGANIZATION.
2.
Click the branches tab and select your branch by clicking the Details
3.
Click the IVANS tab. If no record exists, you will be prompted to "click here" to add a record.
4.
Enter your IVANS account information and click Save.
icon.
AL1 and AL3 Support
ACORD Level 1 and 3 data can be imported into Nexsure via the Home / Interface screen.
AL3 data can be accepted into Nexsure as a New Business, Renewal, Policy Change, Reinstatement or Cancellation.
AL1 data is imported as a memo and is limited to the Interface screen. AL1 data can be viewed and printed. New
memos have an import status of "New Memo” once they have been viewed they change to "Memo".
To View/Print a Memo
1.
On the Home menu, click Interface. All downloads for the current day appear.
Tip: To filter specifically for Memo or New Memo, click the Show link and select either option in the
Import Status drop-down list.
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icon.
2.
Select the AL1 (memo) you wish to view/print and click the Details
3.
The data will appear in a separate window.
4.
To print the memo, click your browsers Print button or from the File menu, click Print.
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Carrier Commission Downloads
The commission statements come in as a group under the carrier name. The commission statement is worked as a
group. At this time, only The Hartford is supported for commission downloads.
To Process Carrier Commission Downloads
1.
Prior to working with the Daily Download statements, process all the policy downloads.
2.
On the Home menu, click Interface. The File types are “Commission Downloads”
3.
If exceptions exist, take the following steps: (Exceptions are Carrier, Branch, Client or Policy)
4.
•
Click on the red exception link (1) to display the item(s)
•
The exception is displayed. Click the exception link to select the policy for a policy exception to
display a list of policies. Select a policy from history or the in-force list.
•
After selecting the policy, click the Select link. The invoice is processing.
After all exceptions are processed, the Create Reconciliation link is active. Click the “Create
Reconciliation” link to:
•
Create the invoice
•
Post the invoice
•
Create Reconciliation worksheet ready for posting
5.
After clicking Create Reconciliation link the “Ready to Create Reconciliation” message is displayed.
6.
Click OK to proceed or Cancel to abort.
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7.
The Reconciliation confirmation is displayed with the Reconciliation ID. Make note of the ID in order to
complete the Reconciliation. Click Cancel. The Interface screen is displayed.
8.
To complete reconciliation, on the Primary menu, click ORGANIZATION, select the Territory tab and
then click the territory Details
9.
icon.
Select the Accounting tab.
10. Click on the Transactions tab and then the Reconciliation tab.
11. If the Reconciliation worksheet is not displayed use the Show link to search for the specific Reconciliation.
12. Click the Details
icon to display the worksheet.
13. Modify Header and transactions as necessary.
14. If the producer commissions need to be adjusted, click the Item ID link to display the invoice detail.
15. Scroll down to the Other Commission and click the Details
icon to edit.
16. Click the Post Adjustment link on the navigation toolbar and acknowledge the post.
Note: If “Post Adjustment” is not selected any adjustments are aborted. (Clicking on the “X” will abort the
adjustment)
17. Click the Reconciliation ### link on the navigation toolbar to go back to the Reconciliation.
18. The Adjusted amount posts with the same ID with an “A” beside the number for easy reference. Please
note that once an adjustment is posted it cannot be edited.
19. Click the Post link on the Reconciliation Navigation toolbar to complete.
20. Process Receive payment and deposit.
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Delivery
Using Nexsure's Delivery screen, you can deliver policy information via fax or email.
Delivery Summary Screen
The Delivery Summary screen can be accessed from the Home menu, or the Client menu. From the Home menu, a
summary for all deliveries will appear. At the client level, only deliveries for the specified client will be displayed.
The Details column displays an icon to determine the status of a delivery:
Note: To re-send a failed delivery, from the summary view, click the Details
then click the Re-Send link.
The paper clip
icon for the failed delivery,
column displays the number of attachments associated with the delivery.
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Sending a Delivery
To Deliver Policy Information
1.
On the Client menu, click DELIVERY. The Delivery summary screen appears. If this is the first delivery
you will be prompted to add a new delivery. If you have made previous deliveries they will appear in the
summary.
2.
Click [Add New].
3.
Select a delivery method, email or fax.
4.
Enter the delivery information in the address fields, or use the address book
.
•
Title: The Title field is not displayed to the recipient and is intended to be used as an internal note or
to aid in a search. The Regarding field is displayed to the recipient and populates the Subject area of
an email.
•
From E-Mail Address / Fax number: Your email address or fax number (for reply purposes only).
Note: While you don't need a valid email address or a fax machine, you must populate the From
email field. The policy information will be sent via Nexsure and a third party tool.
•
From: Enter your name.
•
To E-Mail Address / Fax Number: Enter the email or fax number you are sending to.
Tip: To send an email of fax to multiple recipients, add a semi-colon between the multiple email
address or fax numbers.
•
To: The person's name you are sending to.
•
CC: (email only) Any person's email you would also like this information sent to.
•
BCC: (email only) Any person's name you would like to send the information to without the others
CC'd seeing the names in this field.
•
Regarding: The delivery subject, as would be shown on the cover page.
•
Message: Enter a message, if needed, to accompany the attachments. You can add a signature file
to your deliveries on the Employee/Identity screen.
•
Signature files can display your name, company name, phone number etc.
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a.
On the Primary menu, click ORGANIZATION.
b.
Click the Employees tab.
c.
Select the employee name to append the signature file to and click the Details icon.
d.
Click the Identity tab.
e.
Click the Add Salutation link.
Note: Though you can have more than one salutation (or signature) file, the first one
will appear in your delivery message body.
f.
Enter a Name for the signature file (i.e. Delivery)
g.
In the Text field, enter your information.
h.
Click Save, then click Update on the employee/identity tab.
5.
Attach a policy, claim, cancellation, certificate, verification, binder or other (such as a digital picture).
6.
Choose a type of attachment and click Add.
7.
Select the policy, certificate, image or other item and click Next. Follow any remaining prompts.
8.
Once any attachments are added, click Send.
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Note: If the initial fax could not be delivered, there are 2 ways to proceed:
A PDF file of the document will be automatically generated. That file may then be printed and manually
faxed.
-OrClick the Details
9.
icon for the failed delivery, then click the Re-Send link.
After the delivery has been sent, the view tab will appear on the delivery screen. To view the attachment,
click the Details icon for the attachment, click the viewer tab, and click the magnifying glass icon to view
the document attachment or digital image in the viewer. Once a delivery has been made it cannot be
deleted.
Delivery Address Book
The address book can be used to search and select email or fax recipients. By default the address book will display
the current user's delivery history. The address book allows a search of the following entities:
•
Additional Interest Location
•
Carrier Location
•
Contacts
•
Delivery History
•
Organization Location
•
Policy Assignments
•
Retail Agent Locations
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2.
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Select an Entity from the drop-down list. Respective search options will be displayed for each entity:
•
Additional Interest Location - Company/City
•
Carrier Location - Company/Display Name/Phone Number
•
Contacts - Display Name/Company/Entity
•
Delivery History - Display Name/eMail/Sender
•
Organization Location - Display Name/City/State
•
Policy Assignments - Client Name/Policy No./LOB
•
Retail Agent Locations - Company / Display Name / State
Enter search criteria and click the Search link.
Tip: Entering %% in a field will return all entries.
3.
Click on the desired entity (to select multiple recipients on the same search screen, press the CTRL key
and click each name).
4.
Select the From, To, CC or BCC delivery option.
5.
Click the Select link. Notice that once you click Select, the information appears in the respective fields on
the email tab.
6.
Click Close.
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Organization Setup
Business Rules
Setting up an organization has to occur in a specific order. The system will have two status flags set at organization
- the first setting is “Organization Status = Active or Inactive”. If Active, then the organization can login. The
second setting is “Organization Setup - Complete or Incomplete”. When switched to complete, the organization can
begin entering transactions.
Abbreviations:
AR = Accounts Receivables
BS = Balance Sheet
COA = Chart of Accounts
GL = General Ledger
IS = Income Statement
Organization Setup Order
1.
Designate accounting periods
2.
Set Fiscal Range with first “Data Entry” period set to enter beginning balances.
3.
First “Data Entry” period should be the period before normal transaction entry will begin as balances will
be set to the prior period.
4.
Assign books
5.
Set posting rules
6.
Set Organization Setup to “Complete” (Locks Organization posting rules. Established Accounting Periods
cannot be deleted.)
7.
Validate / Establish account groups
8.
Validate / Establish account types.
9.
Validate / Establish Chart of Accounts.
10. Set Mandatory General Ledger Numbers.
11. Complete Org Structure.
•
Region
•
Territory
•
Departments
Validate posting rules (Posting to general ledger is set at organization. Not a department
variation.):
i. Agency Bill Accounting Method
ii. People Payment Accounting Method
iii. Direct Bill Accounting Method
iv. People Payment Accounting Method
Note: If posting rules are changed for department, the applicable general ledger
number must be added and designated as a Mandatory General Ledger number at Org.
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Branch
•
Validate Departments (Cannot change posting rules at department)
•
Add Units if applicable.
Note: As org structures are added, based on books assignment and posting rules, chart
of accounts will be added.
12. Journal Entry beginning balances.
13. Enter Insured beginning balances.
14. Print beginning balance reports (Aged Receivables, Trial Balance, Balance Sheet, Income & Expense
Report).
15. At least lock, preferably close, beginning balance entry month.
16. Begin transaction entry.
Note: Organization, accounting, setup, assign books. “Assign books” represents the organizational level(s)
that have balance sheet general ledger numbers and posting. Anything else, including departments and
units, will have income and expense general ledger numbers. Reconciliation will occur at the lowest level
of books assignment.
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Regions
Region – Primary divisions of organization such as: Northern, Southern, Eastern Regions. Regions may be added
to or modified by the entity depending on security.
•
Clicking on Regions in the tree view will display a summary view of all Regions on the right side of the
screen.
•
To add a new region, click Add New.
•
To enter a location select the Use Existing option and select the location from the drop-down list. Or, add
a new location by clicking the Add New option.
•
Complete detail information and click on the Save button to save.
•
To add employees, select the Employees tab and click Add New.
Adding Region Contacts
To Add a Region Contact
1.
On the Primary menu, click ORGANIZATION.
2.
On the Employees tab, click Add New, before adding a region contact, you must Search For Existing
Contact Record. This feature allows the current contact database to be utilized so that duplicate contact
records may be avoided.
Search Contact
•
Select Search Contact to search existing contacts and to add as a contact to this entity.
•
Search For Existing Employee Record - Enter the last name, first name or email address of the
employee as the search criteria. Enter a minimum of 2 characters in order to have valid criteria for a
search. No wild card searches to search all are available.
•
Click Search to display any potential matches.
•
The results will be displayed in alphabetical order by last name. If the contact has already been
entered in the system, select their name and click Use Selection.
•
The selected contact detail is automatically populated into the current Contact Detail screen
with exception of the following fields:
Is this the Primary Contact for this account? - There can only be one primary
contact and cannot be deleted. The primary contact can be changed.
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Contact Role - The role is used to identify the contacts role with the Branch on
behalf of the named insured (Billing, Claims, CPA, etc.). Use the drop-down box that
contains items that are added by the agency in Setup under Lookup Management.
Contact Notes - Enter any relevant notes to the contact (ex. "Leaves the office at
3PM")
•
If no results are found click No Match. The Search Results window will close, then select the New
Contact option.
New Contact
•
If the New Contact option is selected, enter the information in the Contact Detail screen.
Field Descriptions:
•
Prefix: Use the drop-down box that contains items added by the agency in
Setup under Lookup Management.
•
First Name: Enter the first name of the primary contact for this entity. The
primary contact is identified as the person you would call or correspond with
most of the time.
•
Middle Initial: This field is 1 character long. Enter the middle initial of the
primary contact.
•
Last Name: Enter the last name of the primary contact.
•
Suffix: Use the drop-down box that contains items added by the agency in
Setup under Lookup Management.
•
Goes By: Enter the name the contact prefers to be addressed by. This field
may be used in letters or emails to the entity.
•
Title: Use the drop-down box that contains items added by the agency in Setup
under Lookup Management. The title is used to identify the contacts
occupation.
•
Sex: Use the drop-down box containing Female and Male to identify gender.
•
Date of Birth (DOB): Enter the contacts date of Birth in the following format:
“##/##/####”. The Calendar
icon may be used to access a popup
calendar. Click on the appropriate day to populate the field.
•
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Social Security Number: This field accepts numerical values only for the
social security number. Accepted format: #########. Do not include
dashes.
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•
Marital Status: Use the drop-down box to select the appropriate marital status
for the contact.
•
State Licensed: Use the drop-down to select the state licensed.
•
License Number: This field accepts alphanumeric characters for the license
number.
•
Date Licensed: Enter the contacts date licensed in the following format:
##/##/####. Use the Calendar
icon to access the Popup calendar.
Click on the appropriate day to populate the field.
•
Is this the Primary Contact for this account? There can only be one
primary contact and cannot be deleted. The primary contact can be changed.
•
Contact Role: The role is used to identify the contacts role with the Branch on
behalf of the named insured. Use the drop-down box that contains items that
are added by the agency in Setup under Lookup Management.
•
Phone: Enter the phone numbers without formatting. Formatting will be
applied after the Client screen has been saved. Use the drop-down box to
identify the type of phone number. Extension numbers may be entered up to 6
characters. Phone number identities are as follows:
•
•
Home phone
•
Cell phone
•
International phone
•
Office phone
•
Pager
•
Personal Fax
To add additional phone numbers:
•
Click on the Add New link to the right of group heading
•
Use the drop-down box to select the identity of the phone number
being added.
•
Enter the phone numbers without formatting. Formatting will be
applied after the screen has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Click on the Save button to save the phone number just added.
•
Click on the Close button to abort the addition of the new number.
•
The number of Personal Phone numbers that can be added to each
contact is only limited by the identity choices. Click on the Add New
Link to add a new phone number.
•
Click on the Details icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
E-Mail: The e-mail address for the contact is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The screen cannot
be saved until the format is corrected. The field can contain up to 30 characters with
alphanumeric data. There are 2 e-mail addresses to accommodate both work and
personal as necessary.
•
Contact notes: Can be used for any notation about this contact. The notes can only be
viewed from the contact details screen.
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•
•
Save – The Save button will save new contact information.
•
Cancel – The Cancel button will abort any modifications or adding a new contact.
•
Delete – The Delete button will delete the contact. The primary contact cannot be
deleted but can be changed. The delete button will not be present if the contact is set to
primary.
•
Update – The Update button will update any modifications to the contact record.
When the information is complete, click the Save link. The screen returns to the Employee tab.
To Add the New Contact as a Nexsure User
1.
On the Employee tab, select the contact by clicking on their Details
icon.
2.
Click the link Click here to make this contact a user. The Security tab is enabled beside the
Contact Detail tab. See Setup for information on adding and modifying security templates.
Region Employees Security
To Add Security
1.
User Information is optional. Clicking "Click here to make this contact a user" will create the
Security tab beside the Contact Detail tab. Setup information provides information on adding and
modifying security templates. The Security screen allows the users login Information to be completed.
Once security has been assigned to a contact, this link can no longer be seen unless security is removed.
2.
To assign or edit the contacts security, select the Security tab. Complete or edit the following fields:
•
Login ID: Enter an User login ID no more than 18 characters long using an alphanumeric value.
•
Password: Enter a User Password no more than 18 characters long using an alphanumeric
value.
•
Confirm Password: This field is required for the password to be reentered correctly.
•
Time Zone: In the drop-down list, select the user's local time zone.
•
Cancel: Click Cancel to abort the record.
•
Save: Click Save to create User Accounts
•
Update: Click Update to update modifications to the record.
•
User Accounts: The user account listing contains the following:
•
Details: The Details
icon will display in this column. Clicking on the icon will display
the User Rights Information which may be edited.
•
Entity Name: All entity name(s) the user has been assigned rights will display in this
column.
•
Entity Type: The entity type is defined as the contacts type in Nexsure, such as Client,
Employee, Retail Agent, Underwriter, outside finance company or additional
interest.
•
Rights: Rights are assigned by clicking the Details
icon on the Details column to
access the User Rights Information popup screen. The rights as identified in Setup
under User Rights Templates will display in this column.
•
Status: Status is assigned on the User Rights Templates pop-up screen.
•
Date Created: Is the date security was saved.
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•
3.
Remove: Deletes the security record for the contact. The security tab will no longer be
displayed but the link to add security will again display at the bottom of the Contacts
screen (“Click here to make this contact a user.”).
Click on the Details
icon to display the User Rights Information pop-up screen. Complete the
following fields as appropriate for contact security:
•
Entity Type: Even though a drop-down list is shown, only the appropriate entity type as defined
by the area in which the contact is being added in Nexsure will display; such as Client,
Employee, Retail Agent, Underwriter, outside finance company or additional interest.
Example: If a Client contact, then the entity type available would be Client.
•
Entity Name: Even though a drop-down box is shown, only the entity that rights are being
assigned for will be available.
•
Status: Status will be a drop-down list and will contain 2 choices: Active and Inactive. If
Inactive is selected the contact login is disabled and an “
” icon will be displayed on Contacts
summary screen. If Active is selected the contact login is enabled and an “ ” icon will be
displayed on the Contacts summary screen. (See Contacts Summary for placement details)
•
Rights: Select the appropriate User Rights template from a drop-down box that is populated in
Setup under User Rights Templates.
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Territories
A territory is a Subdivision of Region such as California, Utah, etc. Territories may be added to or modified by the
entity depending on security.
Adding Territory Locations
To Add a Territory Location
1.
On the Primary menu, click ORGANIZATION.
2.
On the Locations tab, click Add New.
3.
Use Existing is the default when adding new locations. Scroll through the list of existing locations to
make sure the location does not exist. If the location is present, click that location and then select the
Save button. This feature allows the entire organization location database to be utilized so that duplicate
records may be avoided.
•
If the location does not exist select the Add New option and complete the following fields:
Field Descriptions:
•
Complete the Location Detail using the following information:
•
Location Type: Select the location type from the drop-down list, which is populated by the
agency in Lookup Management.
•
Location Name: Enter a unique name to identify the location.
•
Location Description: Enter a description of the location such as Billing, Underwriting, etc.
•
Mailing Address: The main address for this entity generally used for mailing invoices and
correspondence.
•
Physical Address: The physical address for this location.
•
If the Billing address is different from the physical address, make sure to indicate by addressing
this question and completing the billing address section.
•
Phone: Enter the phone numbers without formatting. Formatting will be applied after the
Locations screen has been saved. Use the drop-down box to identify the type of phone number.
Extension numbers may be entered up to 6 characters. Phone number identities are as follows:
•
Back line
•
Building Security
•
Business Phone
•
Fax
•
Main Fax
•
Phone
•
Receptionist
•
Technical Support
•
Toll Free
•
Add additional phone number identities in Setup under Lookup Management.
•
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•
Click on the Add New link to the right of group heading after accessing the
location record to edit.
•
Use the drop-down box to select the identity of the phone number being added.
•
Enter the phone numbers without formatting. Formatting will be applied after
the screen has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Click on the Save button to save the phone number just added.
•
Click on the Close button to abort the addition of the new number.
•
The number of Phone numbers that can be added to each Location is only
limited by the identity choices. Click on the Add New Link to add a new phone
number.
•
Click on the Details
icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
E-Mail: The e-mail address for the contact is optional, however if the format is
entered incorrectly an error will be returned to warn of the improper format.
The screen cannot be saved until the format is corrected. The field can contain
up to 30 characters with alphanumeric data.
•
Cancel – The Cancel button will abort any modifications or adding a new
Location.
•
Save – The Save button will save new location information.
•
Delete – The Delete button will delete the Location. The primary Location
cannot be deleted but can be changed. The delete button will not be present if
the Location is set to primary.
•
Update – The Update button will update any modifications to the Location
record.
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Branches
A branch is the third level of the organization. There are the Branches in a specific territory, which translates to the
Agency Name such as: West Coast Insurance Specialists. Branches may be added to or modified by the entity
depending on security.
Adding Branch Locations
To Add a Branch Location
1.
On the Primary menu, click ORGANIZATION.
2.
On the Locations tab, click Add New.
3.
Use Existing is the default when adding new locations. Scroll through the list of existing locations to
make sure the location does not exist. If the location is present, click that location and then select the
Save button. This feature allows the entire organization location database to be utilized so that duplicate
records may be avoided.
•
If the location does not exist select Add New and complete the following fields:
Field Descriptions:
•
Complete the Location Detail using the following information:
•
Location Type: Select the location type from the drop-down box, which is populated by
the agency in Lookup Management.
•
Location Name: Enter a unique name to identify the location.
•
Location Description: Enter a description of the location such as Billing, Underwriting,
etc.
•
Mailing Address: The main address for this entity generally used for mailing invoices
and correspondence.
•
Physical Address: The physical address for this location.
•
If the Billing address is different from the physical address, make sure to indicate by
addressing this question and completing the billing address section.
•
Phone: Enter the phone numbers without formatting. Formatting will be applied after
the Locations screen has been saved. Use the drop-down box to identify the type of
phone number. Extension numbers may be entered up to 6 characters. Phone number
identities are as follows:
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•
Back Line
•
Building Security
•
Business Phone
•
Fax
•
Main Fax
•
Phone
•
Receptionist
•
Technical Support
•
Toll Free
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•
•
Add additional phone number identities in Setup under Lookup Management.
Adding additional phone numbers:
•
Click on the Add New link to the right of group heading after accessing the
location record to edit.
•
Use the drop-down box to select the identity of the phone number being added.
•
Enter the phone numbers without formatting. Formatting will be applied after
the screen has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Click on the Save button to save the phone number just added.
•
Click on the Close button to abort the addition of the new number.
•
The number of Phone numbers that can be added to each Location is only
limited by the identity choices. Click on the Add New Link to add a new phone
number.
•
Click on the Details
icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
E-Mail: The e-mail address for the contact is optional, however if the format is
entered incorrectly an error will be returned to warn of the improper format.
The screen cannot be saved until the format is corrected. The field can contain
up to 30 characters with alphanumeric data.
•
Cancel – The Cancel button will abort any modifications or adding a new Location.
•
Save – The Save button will save new location information.
•
Delete – The Delete button will delete the Location. The primary Location cannot be deleted but
can be changed. The delete button will not be present if the Location is set to primary.
•
Update – The Update button will update any modifications to the Location record.
Branch Employees Security
To Add Security
1.
User Information is optional. Clicking "Click here to make this contact a user" will create the
Security tab beside the Contact Detail tab. Setup information provides information on adding and
modifying security templates. The Security screen allows the users login Information to be completed.
Once security has been assigned to a contact, this link can no longer be seen unless security is removed.
2.
To assign or edit the contacts security, click on the Security tab. Complete the following fields:
•
Login ID: Enter a login ID for the contact no more than 18 characters long using an
alphanumeric value.
•
Password: Enter a Password for the contact no more than 18 characters long using an
alphanumeric value.
•
Confirm Password: This field is required for the password to be reentered correctly.
•
Time Zone: In the drop-down list, select the user's local time zone.
•
Cancel: Click Cancel to abort the record.
•
Save: Click Save to create User Accounts
•
Update: Click Update to update modifications to the record.
•
User Accounts: The user account listing contains the following:
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•
Details: The Details
icon will display in this column. Clicking on the icon will display the
User Rights Information which may be edited.
•
Entity Name: All entity name(s) the user has been assigned rights will display in this
column.
•
Entity Type: The entity type is defined as the contacts type in Nexsure, such as Client,
Employee, Retail Agent, Underwriter, outside finance company or additional
interest.
•
Rights: Rights are assigned by clicking the Details
icon on the Details column to access
the User Rights Information popup screen. The rights as identified in Setup under User
Rights Templates will display in this column.
•
Status: Status is assigned on the User Rights Templates pop-up screen.
•
Date Created: Is the date security was saved.
•
Remove: Deletes the security record for the contact. The security tab will no longer be
displayed but the link to add security will again display at the bottom of the Contacts screen
(Click here to make this contact a user.)
Click on the Details
icon to display the User Rights Information pop-up screen. Complete the
following fields as appropriate for contact security:
•
Entity Type: Even though a drop-down box is shown, only the appropriate entity type as
defined by the area in which the contact is being added in Nexsure will display; such as
Client, Employee, Retail Agent, Underwriter, outside finance company or additional
interest. Example: If a Client contact, then the entity type available would be Client.
•
Entity Name: Even though a drop-down box is shown only, the entity that rights are being
assigned for will be available.
•
Status: Status will be a drop-down list and will contain 2 choices: Active and Inactive. If
Inactive is selected the contact login is disabled and an “
” icon will be displayed on
”
Contacts summary screen. If Active is selected the contact login is enabled and an "
icon will be displayed on the Contacts summary screen. (See Contacts Summary for
placement details).
•
Rights: Select the appropriate User Rights template from a drop-down box that is
populated in Setup under User Rights Templates.
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Departments
Departments are sub-sets of a branch location. For example, a branch could be broken into two departments,
Commercial Lines and Personal Lines.
Before you can add a department to a branch, you must first create the branch at the ORG level. Once a
department has been created, they can be added at the branch level.
Creating Departments
To Create a Department
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Departments tab.
3.
Click Add New.
4.
In the Department field, enter a name for the department.
5.
In the Status field, selecting Active will make the department available to be used in a branch.
6.
Enter a description of the department (optional).
7.
Select the department posting rules. Departments within a branch can have separate general ledger
posting rules.
8.
To save the new department, click Update.
To Add a Department
1.
On the Primary menu, click ORGANIZATION.
2.
Click the branches tab and select a branch to add a department to by clicking the Details
3.
Click the departments tab.
4.
Click Add New. A box with all available departments will be displayed.
icon.
Note: You cannot create departments from the branch level. If a department does not exist, it must be
added at the ORG level.
5.
Select a department and click Update.
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Employees
Adding Employees
Employees should be added at the Organization level. This allows their names to be selected at any level (Region,
Territory or Branch). Access and security rights are assigned after the new employee has been added as a Nexsure
user.
Note: Employees can be added at lower organization levels such as Region, Territory or Branch. However,
employees added at a specific level only have access to that level and the levels below it. For example, an
employee added at the Region level has access to Region, Territory and Branch functionality but does not have full
Org level capability. An employee added at the Territory level has access to Territory and Branch functionality, but
not to Region or Org level functionality. Employees added at Branch level only have access to Branch level
functionality. The different levels of security, however can be edited in Security Administration / User Rights
Templates.
To Add an Employee
1.
On the Primary menu, click ORGANIZATION.
2.
Click the employees tab.
3.
Click Add New.
4.
By default the Search Contact option is selected. To search, type the last name into the box and click
Search. Otherwise, select the New Contact option.
Tip: While not necessary, you should always perform a search to see if the name you are adding already
exists in the system.
5.
Enter the employee detail information.
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When all of the information is entered, click the Save link to save the information.
Note: Adding an employee in Nexsure does not automatically make that employee a Nexsure user, they
must be added as a user and granted security user rights. See Adding Employee Rights below.
7.
Click the Details
icon for the new employee you wish to make a user. Click the "Click here to make
this contact a user" link appears at the bottom of the screen, the security tab appears.
•
Login name: Assign the new user a Nexsure login name.
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•
New password: Assign the new user a password. You can give them the option to change the
password you assigned upon their first login (see below).
•
Confirm new password: Retype the password you just entered to verify that you typed it
correctly.
•
Time zone: Select the time zone for the user you are entering.
•
Automatically adjust clock for Daylight Savings Time: Select this option unless the user is
in a state not effected by daylight savings time (i.e. Indiana).
•
Login expiration date and time: You can enter a specific date and time to grant access to
Nexsure. This would be useful if you had a temporary employee that will only need access for a
specified time frame. If you enter a date and not a time, the system will default to 12:00 AM.
•
Change of password required: This allows the new user, once they have logged in the first
time, to set their own personal password. Upon login, they will be prompted to change their
password.
•
Access allowed from/until: You can select the hours that this user can access Nexsure.
Leaving them blank allows 24 hour access.
•
Notify admin upon login:
•
Allow login on Saturday/Sunday: These options are selected by default. To restrict access on
these days, clear the check boxes.
•
Login disabled: Selecting this option restricts access for this user.
Once the login security is setup click Save. To add security rights for a user see Adding Employee
Security below.
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Adding Employee Rights
When adding employee rights, it is important to limit the number of employees that have high level security access
such as "administrator". A user with administrator rights will have access to all levels in the organization while a
user with "producer" rights will only have access to CRM functionality. See User Rights Templates for more
information on setting up custom templates.
To Add User Security
1.
Once you have made an employee a Nexsure user, on the bottom of the security tab, click the link that
reads Click here to add security.
2.
Select the user rights information:
•
Entity Type - Displays the level at which the employee was added (Organization, Region, Territory,
Branch)
•
Entity Name - The name of the Org
•
Status - Active / Inactive
•
User Rights - The level of security granted to the user (ex. Administrator = All access)
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Click Add.
Employee Identity
To Add a Photo and Signature File
You can add a picture to your employee profile. This is an optional feature. Pictures can be in GIF or JPG format.
Signatures must be in JPG format.
1.
On the employees screen, click the identity tab.
2.
Click Add Photo.
3.
Click Browse to navigate to the gif file and click Upload.
Note: Photos must be JPG format. To avoid distortion, please upload the photo with a height of 225
pixels and width of 150 pixels.
4.
Click Close.
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Creating a Signature File
Signature files are for appending to certificates when creating Nexsure certificates. Signature files MUST be created
and attached to your employee details to create new certificates in Nexsure. This option is not available if you are
generating certificates via ConfirmNet. Your signature file must be created in a graphics program such as MS Paint
or Adobe Photoshop. The signature file must be JPG format. To avoid distortion, create the signature file with a
height of 75 pixels and width of 300 pixels, for example:
* Drop shadow used to show dimensions.
To Add a Signature File
1.
On the employees screen, click the identity tab.
2.
Click Add Signature.
3.
Click Browse to navigate to the jpg file and click Upload.
4.
Click Close.
Global Reassignment
This option will allow an Agency to re-assign, en-masse, current in-force policies, marketing policies, open actions,
client card file and client assignments from an employee, who has left the Agency, to another employee. This will
not affect policies in history or any closed actions.
To Perform Global Reassignment
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Branches tab.
Note: If employee is assigned to multiple branches, they will need to be re-assigned at each branch level.
3.
Click the Details
4.
Click the Employees tab.
icon of the appropriate branch.
Note: If the employee has been terminated click on the [show] filter, select Terminated Employees from
the Employee Status drop-down box and click Search.
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5.
Click the Details
6.
Click the Re-Assign link on the toolbar.
7.
The re-assign employee screen will display.
8.
Highlight the name of the new employee to be assigned
9.
Click the Re-Assign link.
icon of the employee who is to be re-assigned.
10. Click OK to confirm the change.
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Employee Commissions
To Setup People Commission Defaults
People commission defaults can only be created in the employee file located at the branch level where the
employee has been added.
1.
On the Primary menu, Click ORGANIZATION
2.
Select the branches tab and click the Details icon of the branch where the employee file resides.
3.
Select the employees tab and click on the appropriate employee Details icon.
4.
Select the commissions tab.
5.
Click on Add New or the detail icon of an existing commission default to edit.
6.
Select a carrier and line of business using the drop-down boxes. Sub code is a required field.
7.
Branch People defaults can be set using the check boxes located to the left of each default type and are
used as follows:
•
1 line of business default for each specific line of business within a branch.
•
1 carrier default for each carrier within a branch.
•
2 people defaults for the employee within a branch:
•
1 premium commission default (% Agency, % Premium, Flat Rate)
•
1 fee commission default. (%of Fee)
Note: If a default exists and another default is selected it will overwrite the existing default and become
the current default within the branch.
8.
Complete the information selecting the Rate Type, entering the Rate, entering a Min(imum) and
Max(imum) rate if desired, entering Eff. Date and Expiration Dates if applicable, and entering a Quota
amount. The status defaults to Active, but can be changed to Inactive if the commission default is no
longer desired.
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Employee Login Security
In addition to the organization's security defaults, individual employees can have specific security settings that
supersede the organization defaults. To modify employee login security settings, you must have administrative
rights.
To Set Employee Security
1.
On the Primary menu, click ORGANIZATION.
2.
Select the employees tab.
3.
Click the Details
4.
Select the security tab.
5.
Select the login security settings and click Update.
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icon for the employee you wish to modify the security settings for.
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IMX Instant Messenger
The Nexsure IMX instant messenger allows you to send and receive text messages instantly with anyone logged in
to your Nexsure organization.
To Send an Instant Message
1.
On the Utility menu, click ORGANIZATION.
2.
Select the Employees tab.
3.
Select an online employee. If the employee is online the word (Available) will appear next to their name.
Click on the employee's name. The employee contact screen will appear:
4.
Click the blinking IMX icon. The message box will open:
5.
Type a message in the lower box and click Send or press Enter. The message will be sent to the online
employee.
Tip: Use the B, I and U icons to format your text if needed. You can also use the auto text messages in
the drop-down list to reduce key strokes.
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Additional Logins
Additional logins are required to gain seamless access to systems outside of Nexsure such as rating systems or
carrier websites.
Adding Additional Logins
To Add an Additional Login
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Employees tab.
Note: It does not matter what level the additional login information is added to.
3.
Click the Details
4.
Click the Additional logins tab.
5.
Click the Add New link.
6.
Select the carrier from the Additional Login Type drop-down box.
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Complete the Login ID, Password, and Confirm Password fields.
Note: Contact the carrier selected in the Additional Login Type drop-down box if the information is
unknown.
8.
Department ID is a 3rd field used to collect any additional login information other than login id or
password. (IE: group id, etc.)
9.
Complete the Account Number and Description fields (these fields are optional).
10. Click Save to save the Additional login information. Repeat steps 5 – 9 to add all additional logins for all
carriers.
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Client Contacts
Every entity entered in Nexsure through Search will have a Contacts tab. The Contacts tab will display all Contacts
that have been entered for the selected entity in a summary view. An unlimited number of Contacts may be added
for each entity, but not every Entity type is required to have a Contact. The first Contact entered, when adding a
New Entity, will be designated as the Primary Contact and will be displayed in the Contacts summary view with a
checkmark in the Primary checkbox. A Primary Contact cannot be deleted, to change or delete a Primary Contact
see Changing a Primary Contact.
Note: Clicking on the Active links in the Contact summary view will display information pertinent to that contact.
Adding Client Contacts
To Add a Contact
1.
On the Primary menu, Click SEARCH.
2.
Click the Entity drop-down box and select the appropriate entity.
3.
Click the Details
4.
Click the Contacts tab.
5.
Click the Add New link.
6.
The Contact detail tab will be displayed. Before a Contact is added, a Search should always be done first.
A Contact need only be added to the Nexsure database once. Once the Contact is added, it can be related
to an unlimited number of Entities, in any capacity.
7.
icon of the entity.
•
Apply Contact:
•
Search Contact:
•
The Search Contact radio button will be selected by default; this will allow a search of all Contacts in
the Nexsure database.
•
Enter at least two characters in the Last Name field.
Click Search. If the Contact is found, click the Name and click Use Selection. The Contact information
will be brought over and associated to this entity. There are four fields in the Contacts details unique to
the Contact’s relationship to the Entity, they are listed below. All other fields apply to the Contact globally
and if updated, it will update all records of this Contact through out Nexsure.
Four Unique Fields:
8.
•
Title
•
Primary Contact
•
Contact Role
•
Location
If the contact is not found, select New Contact.
Contact Information:
•
Select the Prefix from the drop-down box. Items may be added to the drop-down box in Setup under
Lookup Management.
•
Enter the First Name of the Contact.
•
Enter the Middle Initial (MI) of the Contact.
•
Enter the Last Name of the Contact.
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•
Select the Suffix from the drop-down box. Items may be added to the drop-down box in Setup under
Lookup Management.
•
Enter the Goes By name for the Contact, if applicable.
•
Select the Title from the drop-down box. Items may be added to the drop-down box in Setup under
Lookup Management.
•
Select the Sex from the drop-down box.
•
Enter the Date of Birth (DOB) using the calendar icon or keying the date in using the correct
formatting.
•
Enter the Social Security No. using the correct formatting, if applicable.
•
Select the Marital Status from the drop-down box. Items may be added to the drop-down box in
Setup under Lookup Management.
Driver Information
•
Select the State Licensed from the drop-down box.
•
Enter the License Number.
•
Enter the Date Licensed using the calendar icon or keying the date in using the correct formatting.
•
Select Yes or No to designate this Contact as the Primary Contact for this Entity.
•
Select the Contact Role from the drop-down box. Items may be added to the drop-down box in
Setup under Lookup Management.
Note: The information displayed on the Contacts tab may vary by entity.
Personal Numbers
•
Select the Type of phone number from the drop-down box. Items may be added to the drop-down
box in Setup under Lookup Management.
•
Enter the phone number, without formatting, for this Contact. Formatting will be applied after the
screen has been saved.
•
Up to a six digit Extension may be entered.
•
A description may be entered for each number using alpha or numeric characters.
•
Enter the e-mail address for the Contact using the correct formatting. The E-Mail address field must
contain the @ and. symbols. There are two E-mail address fields available to accommodate both a
work and personal E-mail addresses.
Note: E-Mail addresses should be obtained for all Contacts. E-mail addresses are placed into a global
Address Book, and made available on the “Delivery” screen.
Locations
•
Select the Primary Account Location for this Contact from the drop-down box. The locations available
in the drop-down box will prefill from the locations tab of the Entity.
Contact Notes
•
Enter any notes regarding this Contact.
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Note: Keep in mind when entering Contact Notes that access may be given by the Agency to allow
Contacts access to their Nexsure site.
Editing Client Contacts
Contact information may be changed or updated as needed. There are four fields in the Contacts details that are
unique to the Contact’s relationship to an Entity and if update, will only affect this record. The four unique fields are
Title, Primary Contact, Contact Role and Location. All other fields apply to the Contact globally and if updated, it
will update all records of this contact throughout Nexsure.
To Edit a Client Contact
1.
On the Primary menu, click SEARCH.
2.
Click the Entity drop-down box, select and search for the appropriate entity.
3.
Click the Details
4.
Click the Contacts Tab.
5.
All contacts for this Entity will display in a summary view.
6.
Click the Details
7.
Edit the information as needed.
8.
Click the Update link.
icon of the entity.
icon of the appropriate contact.
Contacts Security
Security may be given to allow access to the Agent’s Nexsure site. There are two types of Contacts available at this
time that may be given security rights, Employees of the Agency and Client Contacts. The options selected for the
Contact on the Security login information screen will be unique to that Contact. In order for the options selected to
apply they must be enabled on the Security policy tab found in Setup, Security Administration. The Contacts
security will supersede the Organization defaults that are setup in Setup, Security Administration. It is the Agent’s
ultimate responsibility to maintain their site’s security and to train outside entities, which have been granted access
to their Nexsure site.
To Add Security
1.
On the Primary menu, click SEARCH.
2.
Click the Entity drop-down box and select the appropriate entity.
3.
Click the Details
4.
Click the Contacts Tab.
5.
Click the Details
6.
Scroll to the bottom of the Contact detail screen and click the here link to make this contact a user. The
Security login information screen is displayed.
icon of the entity.
icon of the appropriate contact.
•
Enter a Login name for the Contact. Login names can only be used once, a good rule of thumb, when
assigning login names, is to use the contacts Email address omitting the ".com" at the end.
•
Enter a Password for the contact. The password should be unique and contain a combination of
unique characters, such as $ or % signs and alpha and numeric characters.
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•
Re-enter the Password in the Confirm Password field. This field requires the password be re-entered
correctly. If incorrect, a warning window will display with this message: Specified passwords do not
match. Click OK on the warning message and correct the password fields.
•
Select the time zone from the drop-down box and click the checkbox to automatically adjust the clock
for daylight savings time for this contact.
•
Enter a Login expiration date, using the calendar icon or keying the date in using the correct
formatting, if applicable.
•
Enter the time of day the Login will expire.
•
Click the Change of Password required checkbox to allow the contact to change the password
assigned by the Agency upon logging in to Nexsure for the first time.
•
To set a time restriction for accessing the Agents Nexsure site for the contact enter a time in both the
Access allowed from and Access allowed until fields.
•
Click the Notify admin upon login checkbox to have an email sent to the Administrator in the
Agency when this contact logs into their Nexsure site. The Email is sent to the Email address found on
the Security policy tab in Setup, Security Administration.
•
Click the Allow login on Saturdays and Allow login on Sundays checkboxes to allow the contact
to login on these days.
•
Click the Login disabled checkbox to disable the login for the contact.
•
Click the Save link to save or the Cancel link to abort.
Once the Login Information has been saved, the contact must be assigned to a User Rights Template.
User Rights Templates allow the Agency to assign security to a group of people needing the same access
to the Agent’s Nexsure site. This eliminates the need to setup security for an individual. User Rights are
created in Setup, Security Administration, User Rights Templates tab.
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Scroll to the bottom of the Login Information screen and click the Add New link. The User Rights
Information popup window will be displayed.
•
Select the Entity Type from the drop-down box. The drop-down box will display only the appropriate
entity type defined by the area in Nexsure where the contact’s security is being setup. (IE: Client,
Employee, Retail Agent, Underwriter, Outside Finance Company or Additional Interest) If a client
contact, then the entity type available will be Client.
•
Select the Entity Name from the drop-down box. The drop-down box will display only the
appropriate entity names defined by the area in Nexsure where the contact’s security is being setup.
•
Select the Status from the drop-down box. If Active is selected the Contact login is enabled and an
active key “
” icon will be displayed on the Contacts summary screen. If Inactive is selected the
contact login is disabled and an inactive key“
•
9.
” icon will be displayed on contacts summary screen.
Select the appropriate User Rights template for this contact from the drop-down box. User Rights
are created in Setup/Security Administration/User Rights Templates.
Click Add to add User Rights for this contact or Cancel to abort.
Changing a Primary Contact
The first Contact entered, when adding a New Entity, will be designated as the Primary Contact and will be
displayed in the Contacts summary view with a checkmark in the Primary checkbox.
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Note: A Primary Contact cannot be deleted. To change or delete a Primary Contact another Contact will need to be
assigned as primary.
To Change a Primary Contact
1.
On the Primary menu, click SEARCH.
2.
Click the Entity drop-down box and select the appropriate entity.
3.
Click the Details
4.
Click the Contacts Tab. If there is only one Contact displayed, it will be designated as Primary and a
second Contact will need to be added. See Adding a Contact to add a second Contact.
5.
Select Yes to designate the new contact as the Primary Contact for this Entity. If the person to be
icon of the entity.
designated as the new Primary Contact is displayed, click on their Details
icon, select Yes to the Is
this the Primary Contact for this Account? question and click the Update link.
6.
In the Contacts tab summary view the newly appointed Primary Contact will be displayed with a
checkmark in the Primary checkbox. The old Primary Contact will now have a Remove
7.
icon.
Click on the Remove
icon to delete the old Primary Contact, if applicable. If the remove icon is not
available, see the Nexsure point person within the Agency for assistance.
Profiling
The Profiling screen can be used to pre-qualify an account if desired, or to capture information about the account
you can quickly refer to at any time.
1.
2.
Complete the Profiling screen using the following information:
•
Client Type: Use the drop-down box to designate the client as a Personal or Commercial client.
•
Source: Use the drop-down box created in setup to designate where this client originated from.
•
Account Notes: Enter any appropriate notes.
•
Business Type: Use the drop-down box that contains items added by the agency in setup.
•
Years in business: Enter the number of years client has been in business.
•
No of Employees: Enter the number of client employees.
•
No of Locations: Enter the number of client locations.
•
No of Vehicles: Enter the number of client vehicles.
•
Estimated Annual Gross Sales: Enter the client’s estimated annual gross sales amount.
•
Estimated Commission: Enter the estimated commission amount to be derived from the client’s
entire account.
•
Monthly Payroll: Enter the client’s monthly payroll amount.
•
No of states: Enter the number of states the client does business in.
•
Home Office State/Province: Select the client’s home office State / Province from the dropdown box.
•
On line business: Select the appropriate option.
•
TV/Radio Advertisement: Select the appropriate option.
Click on the Save link to keep data entered.
Synchronizing Nexsure Contacts to Outlook Contacts
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To Select a Contact for Outlook Synchronization
1.
On the Primary menu, click SEARCH.
2.
Locate the appropriate client.
3.
Click on the Details
4.
Click on the contacts tab.
5.
Click on the Details
6.
The contact detail screen is displayed. Place a check mark
7.
Click [Update] to save the setting and the contacts tab will be displayed.
icon of the appropriate client.
icon of the appropriate contact.
in the box located next to Synchronize.
There should now be a check mark in the box below the Outlook
8.
To synchronize your Outlook contact, click the Outlook
icon.
icon.
Client Locations
The Client Locations tab displays all locations added for this entity. You can add unlimited locations to an entity,
but only one can be designated as the primary location. You can designate the primary location by selecting the
checkbox in the Primary column. You can reassign primary contacts, but they cannot be deleted.
•
Click on the Address link to connect to mapquest.com for a map.
•
Click on the Details
icon to edit or delete the location.
To Add Client Locations
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1.
On the Client Locations summary screen, click Add New, the Locations Detail screen will appear.
2.
Complete the Locations Detail using the following information:
•
Location Type: Use the drop-down list to select from the location types entered in setup.
•
Locations Name: Enter an identifying location name if desired.
•
Primary Location for this account: The main address for this entity. This is generally used for
mailing invoices and correspondence.
•
Billing Location for this account: The default billing address where invoices are mailed.
•
Physical Address: The physical address for this location.
If the Billing address is different from the physical address, make sure to indicate by addressing this
question and completing the billing address section.
•
Mailing Address: The mailing address for this location if different from the physical address.
•
Location Numbers: Enter the phone numbers without formatting. Formatting will be applied after the
Locations screen has been saved. Use the drop-down list to identify the type of phone number.
Extension numbers may be entered up to 6 characters.
Adding additional phone numbers:
•
Click on the Add New link to the right of group heading after accessing the location
record to edit.
•
Use the drop-down box to select the identity of the phone number being added.
•
Enter the phone numbers without formatting. Formatting will be applied after the screen
has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Click on the Save button to save the phone number just added.
•
Click on the Close button to abort the addition of the new number.
•
The number of Phone numbers that can be added to each Location is only limited by the
identity choices. Click Add New to add a new phone number.
•
Click on the Details
icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
Cancel – The Cancel button will abort any modifications or adding a new Location.
•
Save – The Save button will save new location information.
•
Delete – The Delete button will delete the Location. The primary Location cannot be deleted but can be
changed. The delete button will not be present if the Location is set to primary.
•
Update – The Update button will update any modifications to the Location record.
Additional Interests
Adding Additional Interests
Adding new additional interests is done on the Search screen. Before you can add a new additional interest, you
must conduct a Search to avoid duplicate entries.
To Add an Additional Interest
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1.
On the Primary menu, click SEARCH.
2.
In the Entity drop-down list select Additional Interest.
3.
Click the Search Button.
4.
Click Add New Record. The Card File screen is displayed:
Note: The Add New Record link will not display unless an actual search has been run.
•
Interest Type: Select the Interest Type, such as Finance Company or Certificate Holder.
Additional Interest Types can be added to the drop-down list in Setup under Lookup
Management.
•
Interest Name: Enter the Additional Interest name as you would identify and correspond with
them.
•
Primary Account Address: The primary account address is automatically assigned to the first
location added. The primary location may be reassigned only after other locations have been
added.
•
Address: Enter the primary address for this entity.
•
City: Enter the city for the primary address entered in the previous field.
•
State/Province: Select the state (or Province) for the primary address entered in the
previous fields.
•
Zip/Postal Code: Enter the zip code for the primary address entered in the previous
fields.
•
Phone: Enter the phone number without formatting. Formatting will be applied after the
screen has been saved.
•
Toll Free: Enter the toll free number without formatting.
•
Fax: Enter the fax number without formatting.
Note: Once the additional interest has been entered, the Location Types drop-down box is
available on the additional interest locations tab. Additional interest Location Types can be
added to Nexsure via the Lookup Management screen.
•
Lookup Management
1.
On the Utility menu, click Setup.
2.
On the Setup Console, click Lookup Management. A summary list of existing
Categories and Types will appear.
3.
From the Category drop-down list, select Additional Interest. The Types available for
the Category will be displayed.
4.
Select the Type for the Category (Location Types (Addl Interest).
5.
Select Add New in the Item list.
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6.
Enter the Item Label. This is what will appear in the drop-down list.
7.
Click [Add New] to add the New Item to the drop-down list.
Primary Contact: Only one contact may be added per entity at the time of initial entry.
Additional contacts may be added after the new Additional Interest is saved.
•
Prefix: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management.
•
First Name: Enter the first name of the contact for this entity.
•
Middle Initial (MI): This field is 1 character long. Enter the middle initial of the
contact.
•
Last Name: Enter the last name of the contact.
•
Suffix: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management.
•
Title: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management. The title is used to identify the contacts occupation.
•
Phone: Enter the phone numbers without formatting. Formatting will be applied after
the screen has been saved. Use the drop-down box to identify the type of phone
number. Extension numbers may be entered up to 6 characters. A brief description may
be entered for each number added. Phone number identities initially are as follows:
•
Home phone
•
Cell phone
•
International phone
•
Office phone
•
Pager
•
Personal Fax
Note: to add additional numbers, see Contacts.
•
5.
E-Mail: The E-mail address for the contact is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The field can
contain up to 30 characters with alphanumeric data.
Click Save to save the data or click Clear to clear any data entered. Once the additional interest has been
added, it can be viewed and edited by clicking on the Details
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Territory Entity Associations
Associating additional interests with a territory will limit the search returns to that specific territory, providing a
shorter list and reducing the time to find the correct entity.
To Associate an Entity with a Territory
1.
On the Primary menu, click ORGANIZATION.
2.
Click the territories tab and select a territory by clicking the Details
3.
Click the entities associations tab. Any existing entity associations will be displayed.
4.
Click Add New.
5.
Search for the entity, if it appears in the list, select it and click Use Selection.
6.
To view or edit the details of the association, click the Details
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Named Insureds
The Named Insureds tab displays all Named Insureds added for this entity. You can add unlimited named
insureds for each entity, but only one can be designated as the primary named insured. The primary assignment
will be selected in the Primary column. Primaries can be reassigned, but not deleted. This tab also allows you to
activate or inactivate a named insured.
•
Click on the Details
•
DBA - Indicates weather or not the named insured is "Doing Business As". (commercial account
only)
•
URL - Displays the URL link to access the entity's website.
•
FEIN - Displays the FEIN or Social Security number as entered in the named insured details.
(commercial account only)
•
Activate/Inactivate - Selecting Inactivate will put a line through the named insured's name,
serving as a reminder that the named insured is not currently being worked with. Selecting
Activate will remove the line through the name.
icon to edit the named insured.
Adding Named Insureds
To Add a Named Insured
1.
On the Named Insureds summary screen, click Add New.
2.
Complete the Named Insureds Detail screen:
•
Named: Enter name of named insured.
•
Interest/Misc: This field may used to record interest, percentage of ownership, locations that
pertain to particular named insured, etc. The information in this field will prefill to the new Named
Insured Schedule “Interest/Misc.” field.
•
Organization Legal Entity Type: Use the drop-down box to designate the legal entity type
(corporation, LLC, Non-profit etc.) of the named insured being added.
•
FEIN/SSN: Select the FEIN or Social Security Number option and enter the number in the field.
The number will be automatically formatted based on which option is selected.
•
Website: The web site address for the named insured is optional.
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•
Is this a DBA Name: Select the appropriate option.
•
Is this the Primary Named Insured?: Selecting the Yes option will change a prior Primary
Named Insured to the named insured being entered.
•
Long named insured: Enter complete named insured (if longer than ACORD 60 character limit).
•
Description: Enter nature of business description. Information from this area will prefill to the
ACORD 125 Nature of Business section.
•
Year Started: Enter the year business was started.
•
Gross Receipts: Enter the business gross receipts amount. In the adjacent drop-down box,
select annually or monthly.
•
Number of Employees: Enter the number of employees
•
NAICS/SIC: (Primary named insured only) Enter the NAICS/SIC codes.
Click Save or Cancel.
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Related Accounts
Related Accounts Summary
The Related Accounts tab displays all Related Accounts added for this entity. Unlimited Related Accounts
may be added for each entity.
•
Click on the Related Account link to display the Related Accounts Client screen.
•
Click on the Details
to view the Related Account detail.
Customers are Cross-referenced by assigning an Account Relationship. When assigning an Account Relationship,
determine if the Related account being added is Personal or Commercial. You must enter a few characters of their
name for the search. Highlight the appropriate entity and identify the relationship type and if the relationship
should be added to the related account. If you relate a relationship to the other entity, the relationship is
automatically added.
Q. Why add Account Relationships?
A1. By adding account relationships, you can quickly see if a Personal Lines account is perhaps the owner
of one of the Branch’s Commercial Lines accounts. This could be important if the son on the personal auto
policy had one too many tickets and the carrier wanted to cancel and the personal lines account manager
does not know the commercial lines account exists and allows the cancellation to go through causing the
large commercial account to be lost as well. This may not have happened if there had been an Account
Relationship association.
A2. An account in your Branch is a franchise account and has many locations with different managers. To
keep each account separate with a different name and address each were set up as different clients.
However, the main office wants to receive all the invoices separately for each location. By adding the
Account Relationship to each entity, the invoice may be billed to the main office as requested by your
client.
To Add Related Accounts
1.
Select the client to add the related account to.
2.
Select the Related Accounts tab.
3.
Click [Add New]. The Related Accounts Detail screen will appear.
4.
Search by: Select the appropriate search categories from the drop-down boxes. Enter a minimum of 2
characters in the search window in order to have valid criteria for a search. No wild card searches to
search all are available. The Search button will initiate the search and return all suitable matches.
5.
Highlight the appropriate entity to associate. The results will display in alphabetical order. If no results
were found the message, No Results Found on Search is displayed instead.
6.
When commercial is selected, the following choices will be available. The agency will have the ability to
add in setup.
The Related Account is – this is the identification of the associated account that corresponds with the
Relationship Type. Below are some examples:
Relationship Type Selected
The related Account is
Franchiser
Franchisee
Partner
Partner
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PEO
Client Company
Corporation
Subsidiary
Commercial
Personal
•
When personal is selected, the following choices will be available. The agency will have the ability to
add in setup.
The Related Account is – this is the identification of the associated account that corresponds with the
Relationship Type.
Relationship Type Selected
The related Account is
Commercial
Personal
Class Codes
Codes and Values are used to segment prospects and clients for marketing campaigns.
To Add a New Code or Add Value
1.
On the client's Card File, select the Classified tab.
2.
Click Add New.
3.
Click the Details
icon to edit an existing code or value, or click Add New.
4.
Select a Class Code and Designation. These items may be edited by the entity in setup.
5.
Click Save.
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Attachments
The attachment option allows the user to attach photographs, documents, emails, etc to a client or to a client’s
policy. Documents can also be created using pre-designed templates. There are two levels of attachments that can
be created, the Client level and the policy level:
Client Level Attachments
This attachment is created from the Attachment link in the Client menu. An attachment created here would contain
general information pertaining to a Client.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click ATTACHMENTS.
4.
Click the Add New link.
icon of the appropriate client.
Note: The Attachments link on the Client Menu will display all attachments for the client being accessed.
Policy Level Attachments
This attachment is created from the Attachment tab at the policy level. An attachment created here would pertain
to a Client’s policy.
1.
On the Primary menu, click SEARCH.
2.
Click the Details icon of the appropriate client.
3.
On the Client menu, click POLICIES.
4.
Click the Details
5.
Click the Attachments tab.
6.
Click the Add New link.
7.
The Add New Attachment popup window is displayed.
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Note: From this point forward adding an Attachment is the same for both Client and policy levels.
There are five choices, only four are available at this time:
Add Attachment
Allows pictures, word documents, etc. to be attached that have been saved to one of the Agents drives. See Add
Attachment.
Create Document with Template
Allows a document to be created using an existing template that was created in Setup. See Create Document with
Template
Before a template can be appended as an attachment, it must be created in Setup
Create Document without Template
Allows the user to create a document without using an existing template. Documents ‘created’ here cannot be
saved globally to be used on other clients or policies. See Create Document without Template.
Attach Outlook Messages
Allows users to attach an email message from outlook. See Attach Outlook Messages.
Add External Attachment
Not available, this is a future enhancement
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Document Templates
Document templates in Nexsure allow you to create and append custom MS Word or Excel templates to policy
attachments (MS Office 2000 and XP only). Once a template has been created in Setup, it can be used to create
new documents at the client or policy level.
Creating Document Templates
Document templates in Nexsure allow data from the Nexsure database to be integrated into an MS Word or Excel
file. Before a template can be appended as an attachment, it must be created in Setup. Nexsure will add
components to Word or Excel to aid in the template creation. Use of this feature requires MS Office 2000 or XP.
To Create a Document Template
1.
On the Utility menu, click Setup. (If the setup link is not available on the Utility menu, contact the
Nexsure point person within the Agency for assistance).
2.
In the setup console, click Document Templates.
3.
Click Add New.
4.
Enter the following information for the template:
5.
•
Template Name - Enter a brief name of the type of document that is being added so it can be easily
recognized from the client / policy level.
•
Description - The description should describe what the document is to be used for. After the
document has been created, the template name and description may be modified if necessary.
•
Document Type - Select Microsoft Word or Excel.
•
Category - This drop-down can be modified in Lookup Management to fit the organizations needs.
•
Client Stage - Select a client stage:
•
Suspect: Card file only
•
Prospect: Has Marketing policy only (no In Force policy)
•
Client: Has an in-force policy.
To make the document specific to a Line of Business, click Add New.
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Enter the following information pertaining to the Line(s) of Business:
Stage - There are 3 policy stages:
•
Opportunities - No form data included.
•
Marketing - Only form data from marketing included.
•
Policies - Only form data from policies included.
Mode - There are 3 policy modes including an option for all:
New - Select if the document is exclusively used for newly written policies and have a policy mode of
New.
Re-new-co - Select if the document is exclusively used for policies that are a renewal to the agency but
new to the carrier and have a policy mode of re-new-co.
Many documents will be for all modes but there will be exceptions such as new business letters. A
mode of new would only be selected.
Business Type - This relates to the group that the form can be found in. There are 5 types:
•
Benefits
•
Bonds
•
Commercial Lines
•
Financial Services
•
Personal Lines
Use these to help filter through the Line of Business list.
Line of Business - After selecting the specific type select the line of businesses that the document will be
used on by holding down the control key and clicking with the right mouse button. The line of business
must be added in order to use the document on that line of business at client/policy level.
Tip: CTRL + Click will allow multiple lines of business to be selected.
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Required Check Box - Use this check box only if it is required to have the selected line of businesses in
order to access the letter at client/policy level.
Note: Adding lines of business will allow fields that are pertinent to the LOB available for selection when
creating the template.
7.
Click OK, Word or Excel will open, it may take several seconds to open.
8.
Nexsure will add the Office Integration Toolbar to the Word or Excel menus.
9.
Click Nexsure Fields to display the XML Tree window. The XML Tree contains the data fields as they
appear in the policy form.
Tip: For easier manipulation between the Word document and Nexsure field window resize them so they
are side by side.
Note: The Validate Document button can be used to validate the structure of custom fields such as
HideBegin and HideEnd. Use to help locate problems related to custom fields.
•
Position the cursor where the field will need to be in the document.
10. In the XML Tree window click the + in front of each section to expand the available Nexsure fields.
11. In the Word Document window:
•
On the Insert menu, click Date and Time.
•
Select the desired format.
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•
Check the Update automatically checkbox. This will automatically update the date on documents
created using this template.
•
Click OK.
•
Click at the end of the date field and enter down 1 or 2 spaces
12. In the Nexsure Fields window:
•
From the Client contact section, click and drag the First Name and drop it into the word document.
The Nexsure Field Properties pop up box will display:
•
Merge Field / Repeat Index - When generating a schedule the repeat index will allow a specific
number of items to generate. For example, if the number 10 is entered only the first 10 vehicles
on a policy will be generated. Setting the Repeat Index value to zero will allow ALL vehicles on
the policy to generate to the document.
•
Field Mask - Select a decimal format (if applicable) to display numeric values. Leaving ‘Select
Mask’ in the drop-down applies no formatting.
•
Match Field on Form - Select this option if the field populates a specific form type. For
example: to merge a field from a state-specific form, this option must be selected. If Match
Field on Form is not selected, any state-specific fields will not be merged.
•
Match Field on LOB - Select this option if the field will only populate a specific line of business.
•
Hide Page
The Hide Page is used to hide entire pages if the line of business is not present, such as in a
proposal. It can also be used around tables to hide data that does not exist.
When using the Hide Page feature it is easiest to view the document in Normal mode (On Word's
View menu, select Normal). This view will display all the page breaks so they may be included
above or below the HideBegin/HideEnd fields.
HideBegin is the starting position where the page is to be hidden if the condition is met. Place the
cursor where the HideBegin is to be placed.
It is important to select a field that will identify the section to be omitted from the document.
Tip: If the line of business does not exist, consider choosing the Policy ID field. This field is
unique and therefore, if it does not exist the page will be suppressed as desired. Find the Policy
ID field after selecting the line of business in the XML tree.
Drag the field toward the document to display the Nexsure Field Properties. Select Drop as
Conditional Hide Page field. Notice that the “Find the Policy ID field after selecting the line of
business in the XML tree check box is checked. Leaving this box checked automatically places the
HideEnd field immediately after the HideBegin. This HideEnd field will need to be moved to the
end of the page that will be omitted if the Policy ID in this case is not found.
In this scenario, if the field has no data the desired effect is to omit the page, so leave the Delete
page if the value is field blank.
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The HideBegin and HideEnd is dropped into the document. Notice that the HideBegin was placed above the
Section Break (Next Page). Doing this will suppress any empty pages.
Note: If the HideEnd box was not checked in the Nexsure Field Properties window, place the cursor where
the HideEnd should be placed and click the HideEnd button on the toolbar to add.
Select the HideEnd field and cut (use the scissors on the toolbar) and paste (click the clipboard on the
toolbar) the HideEnd field at the end of where the page should be hidden.
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Note: For every HideBegin there must be a corresponding HideEnd. If not when the document is merged
these HideEnd fields will print on the merged document. Use the printed merge fields to help troubleshoot
where missing fields may be.
If it is necessary to have more than one HideBegin before the HideEnd is added, they can be 'nested'.
However, the HideBegin may not be embedded in (IF) conditional statements. If more than one condition
should be met to determine if the page or section should populate, add as many HideBegin fields as
needed. It works like a compare string, making sure the condition is met before populating the section.
Make sure to add a HideEnd for each HideBegin after all conditions are added:
<<HideBegin>>
Section information entered here
<<HideBegin>>
Section information entered here
<<HideBegin>>
Section information entered here
<<HideEnd>>
<<HideEnd>>
<<HideEnd>>
Tip: If the items in the Nexsure Field Properties box are irrelevant to the field being inserted in the
template click OK without entering any data to bypass the dialog box.
•
Click OK.
13. In the Word Document window:
•
Click at the end of the first name, hit space bar.
14. In the Nexsure Fields window:
•
Click and drag last name
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Click OK.
15. In the Word Document window:
•
Click at the end of the last name, hit enter key to tab down.
16. In the Nexsure Fields window:
•
Click and drag mail address 1
•
Click OK.
17. In the Word Document window:
•
Click at the end of the mailing address, hit Enter key to tab down.
18. In the Nexsure Fields window:
•
Click and drag mail city
•
Click OK.
19. In the Word Document window:
•
Click at the end of city, put in a comma, press the space bar.
20. In the Nexsure Fields window:
•
Click and drag mail state
•
Click OK.
21. In the Word Document window:
•
Click at the end of the state, hit space bar.
22. In the Nexsure Fields window:
•
Click and drag mail zip code field.
•
Click OK.
23. In the Word Document window:
•
Click at the end of the zip code, hit enter key to tab down two or three spaces.
•
Type “Dear”, hit space bar
•
In the Nexsure Fields window:
•
Click and drag First Name field.
•
Click OK.
24. In the Word Document window:
•
Click at the end of the first name, put in a comma, hit enter key to tab down two or three spaces.
•
Type out message. IE: “Here is the vehicle schedule you requested. Let me know if you have any
questions.”
•
Hit enter key to tab down two or three spaces.
25. While still in the Word Document window, to create a table:
•
On the Table menu, point to Insert and click Table.
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•
Number of columns: 6
•
Number of rows: 2 (the number of rows will automatically increase to accommodate all items)
•
Click OK.
•
Click in the top row of the first column type “Year”, tab to next row type “Make”, and continue across
the top row until each column has a heading.
Tip: The word document may be customized by changing font size, using bold or italics, centering rows,
etc., as seen in the screen shot above.
Note: If an item is dragged over from the Nexsure Fields window and dropped into an inappropriate spot,
highlight it and drag it to the correct spot or it can be deleted by hitting the delete key.
•
Place the cursor in the 2nd row under year.
26. In the Nexsure Fields window:
•
Click on + in front of Accord 1271 CA (or applicable form)
•
Click on + in front of vehicles
•
Click on + in front of record
•
Click and drag Year field.
•
Using the Nexsure fields property popup select:
•
Repeat Index = set to zero to pull all records, no more, no less.
•
Field Mask = Select Mask
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Table Name = 1 for 1st table
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Click OK.
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27. In the Word Document window:
•
Click at the end of Year and tab to move cursor over to second row under Make column.
•
Repeat steps 27 and 28 for Make, Model and Year.
•
Move the cursor to the second row under the comp column.
28. In the Nexsure Fields window:
•
Click and drag Comprehensive Deductible field.
•
Using the Nexsure fields property popup select:
•
Repeat Index = set to zero to pull all records, no more, no less.
•
Field Mask = $#,##0
•
Table Name = 1 for 1st table
•
Click OK.
29. In the Word Document window:
•
Click at the end of comp deductible and tab to move curser over to second row under collision
column.
•
Repeat steps 29 & 30 for collision deductible.
30. In the Word Document window:
•
Click underneath table
•
Enter down 1 or 2 lines
•
Type “Thank you,”
•
Enter down 1 or 2 lines
31. In the Nexsure Fields window:
•
Under the Client Assignment, click and drag first name field.
•
Click OK.
32. In the Word Document window:
•
Click at the end of the first name, press the space bar.
33. In the Nexsure Fields window:
•
Under the Client Assignment, click and drag last name field.
•
Click OK.
•
When the document has been completed:
•
In MS Word, on the File menu, click Nexsure Save As.
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•
Draft: Selecting Draft allows edits to be made to the template by anyone having access to Setup,
Document Templates.
•
Complete: Selecting Complete only the author of the template, or an administrator, can make
changes to the template.
•
Click OK.
The document template will be saved, closed and added to the system. Once the template is in Nexsure, it can be
added as a client or a policy attachment.
Tip: Save as draft so that it may be modified later. An Agency logo may be added to the top of the page.
Note: When deleting a Nexsure field in Excel, the label must be deleted as well as the comment associated with it.
Simply deleting the label of the cell will not delete the comment. The comment may be deleted by deleting the
entire row, or right clicking the cell and selecting Delete Comment. The same care must be taken when moving the
field to another cell in a spreadsheet. To move a Nexsure field, right-click the field and select Cut, then paste it to
another cell.
Using Document Templates
To Use a Document Template
1.
Access the appropriate client or policy level attachment option
2.
Click the Add New link.
3.
Select the Create Document with Template option.
4.
Enter the attachment name.
5.
Enter the document description.
6.
Click Next. The Nexsure Office Integration popup box will display.
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Enter at least two characters in the template name or description fields, if known.
8.
Choose document type, category & business type from drop-down box.
•
9.
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If the Template name, description, document type, category and business type are not known leave
the fields blank and click Search. All available templates will be displayed in the Available Templates
box.
Click on the appropriate template.
10. Click Next.
11. The Policy Section will be displayed. Select the criteria to default into the document from the drop-down
boxes:
•
Named Insured
•
Contact
•
Location
•
Assignment
•
Line of Business
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12. Click OK.
13. The document will be opened in MS Word or Excel (whichever was specified) and will integrate with client
and policy information.
14. After the integration process is complete, this is now a normal word document. Make any necessary
changes/additions to the document as needed.
15. When the document has been completed:
•
From the Word File menu, click Nexsure Save As.
Draft: Selecting Draft allows edits to be made to the template by anyone having access to Setup, Document
Templates.
Complete: Selecting Complete only the author of the template, or an administrator, can make changes to
the template.
16. Click OK. The Attachment summary view is displayed.
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icon to open the attachment for viewing.
To Close the Attachment After Viewing
1.
On the Word File menu, click Nexsure Save As.
•
Draft: Selecting Draft allows edits to be made to the template by anyone having access to Setup,
Document Templates.
•
Complete: Selecting Complete only the author of the template, or an administrator, can make
changes to the template.
2.
Click OK.
3.
icon to update the Attachment name or the Document description. Click OK to save
Click the Word
the change or Cancel to close the popup window.
4.
The [Show] filter may be used to refine a search.
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Carriers
To Search for a Carrier
1.
On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select Carrier and enter the search criteria.
3.
From the Search Type drop-down list, select Begins with to search items that begin with specific
characters, or Contains to search items that contain specific characters anywhere in the selected field.
4.
Enter the Carrier Name.
5.
Enter the location information.
6.
The First and Last Name fields represent the Carrier contact.
7.
Click Search to begin the search, or click Clear to clear the search criteria.
Adding Carriers
Adding new carriers is done on the Search screen. Before you can add a new carrier, you must conduct a Search
to avoid duplicate entries.
To Add a Carrier
1.
On the Primary menu, click SEARCH.
2.
In the Entity drop-down list select Carrier.
3.
Click the Search Button.
4.
Click Add New Record. The Card File screen is displayed:
Note: The Add New Record link will not display unless an actual search has been run.
•
Carrier Name: Enter the insurance carrier name as you would identify and correspond with
them. The first carrier name is automatically designated as the Parent company. This may be
reassigned only after other names have been added.
•
NAICS Code: Enter the Carrier’s NAICS code as provided by the carrier.
•
Primary Location: The primary location is automatically assigned to the first location added.
The primary location may be reassigned only after other locations have been added.
•
Location Type: Use the drop-down box to identify the type of location. This list may be
populated in Setup under Lookup Management.
Physical Address
•
Address: Enter the primary address for this entity.
•
City: Enter the city for the primary address entered in the previous field.
•
State: Select the state for the primary address entered in the previous fields.
•
Zip: Enter the zip code for the primary address entered in the previous fields.
Mailing Address
•
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City: Enter the city for the mailing address entered in the previous field.
•
State: Select the state for the mailing address entered in the previous fields.
•
Zip: Enter the zip code for the mailing address entered in the previous fields.
•
Phone: Enter the phone number without formatting. Formatting will be applied after the
screen has been saved.
•
Carrier Email: Enter the Carriers email address.
Primary Contact
•
Prefix: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management.
•
First Name: Enter the first name of the contact for this entity.
•
Middle Initial (MI): This field is 1 character long. Enter the middle initial of the
contact.
•
Last Name: Enter the last name of the contact.
•
Suffix: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management.
•
Title: Use the drop-down box that contains items added by the agency in Setup under
Lookup Management. The title is used to identify the contacts occupation.
•
Phone: Enter the phone numbers without formatting. Formatting will be applied after
the screen has been saved. Use the drop-down box to identify the type of phone
number. Extension numbers may be entered up to 6 characters. A brief description may
be entered for each number added. Phone number identities initially are as follows:
•
Home phone
•
Cell phone
•
International phone
•
Office phone
•
Pager
•
Personal Fax
Note: to add additional numbers, see Contacts.
•
5.
E-Mail: The E-mail address for the contact is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The field can contain up to
30 characters with alphanumeric data.
Click Save to save the data or click Clear to clear any data entered. The Carrier Profile will be displayed.
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Carrier Commissions
The Commissions Summary tab displays all Commissions added for the Parent Carrier. Unlimited commissions
may be added for each. A default may be set for each carrier added to the parent for each of the following:
•
Organization
•
Carrier
•
Line of business
Each default is marked with a checked box in the appropriate column when the defaults are set. If a commission
assignment is added other than the default, that commission will default on the client invoice if the carrier, line of
business and organization matches instead of the default commission.
The icons displayed on the summary screen are as follows:
•
Click on the Details
•
Click on the Remove
icon to edit.
icon to delete.
Adding Carrier Commissions
To Add or Edit Carrier Commissions
1.
On the Primary menu, click SEARCH.
2.
Search for the carrier you wish to view the commission detail for.
3.
Click the Details
icon for the carrier.
4.
Select the Commissions tab.
5.
Edit the commission details or click [Add New]
6.
Complete the Commission Detail:
•
Select the Branch Name from the drop-down box to identify which branch the commission is
being setup for. Proceed to Setting up Defaults.
•
Select a Carrier from the drop-down box to identify which carrier the commission is being setup
for. Proceed to Setting up Defaults.
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Select a Line of Business from the drop-down box to identify which line of business the
commission is being setup for. Proceed to Setting up Defaults.
Setting Up Defaults
Organization Default: One organization default may be selected as the overall default for the entire Nexsure site.
Note: There can only be one organization default for an agent’s Nexsure site. The organization default selected
should be what best matches the commission that is received by the agency most of the time.
Branch Default: This option is a future feature.
Carrier Default: One Carrier may be selected as the commission default per carrier within a branch by selecting
the checkbox beside “Carrier Default”. A Carrier Default may be setup for each Branch.
Note: There can only be one carrier default per carrier per branch. The carrier default should be selected to best
match what commission is receive most of the time from that carrier.
Line of Business Default: Each line of business may be added and selected as a commission default for that line
of business, within a branch by selecting the checkbox beside “Line of Business Default”. A Line of Business Default
may be setup for each individual line of business.
Note: There can be only one line of business default per Line of business, per Branch. A line of business default
should be set up for each LOB that has a commission percentage "outside" of the carrier default. If a defaults exists
and another default is selected, it will overwrite the existing default and become the current default.
•
Branch Code is a required field; this number is given to the agency by the carrier and identifies
that agency to that carrier. The commission tab must be completed and the Branch Code entered
in order to populate in applications.
•
Rate Type is what that commission will be calculated off of. The commission is broken down by
“New” business, “Renew” business or “Rewritten” business.
•
% Of Premium is defined as a percentage of the premium entered in the premium field on
the “Policy Info” screen by line of business.
•
Flat Amount is defined as a flat dollar amount entered in the Rate field.
•
Rate is the commission amount, identified by the “Rate Type” field, based on either a flat dollar
amount or a percentage of the premium that will default into the invoice.
•
Min. is the minimum commission percent or amount that can be accepted.
•
Max. is the maximum commission percent or amount that can be accepted.
•
Eff. Date is the date the commissions became effective. The commission effective date setup for a
Carrier tracks with the effective date of the policy. If a policy is entered with an effective date prior
to this date the commission will not pull to the invoice.
•
Exp. Date is the date the commissions will expire. If the Carrier is changing commission rates
enter in the expiration date of this commission.
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Note: If an expiration date is entered that commission will not pull to policies written with an
effective date after that date. A new commission, with the new rate and effective date, may be
added. The effective date of the policy will determine which commission will be pulled to the
invoice.
•
7.
Quota is the amount of either commission or premium amounts the Branch expects to meet for the
Eff. and Exp. Dates entered.
Click Save to accept the changes or Cancel to close the dialog box without saving the changes.
How the System Determines the Proper Carrier Commission
The system will first try to match Branch, Carrier and Lines of Business in that order. If the match is not exact, the
system will search for a default Line of Business within the branch. If no Line of Business exists within the Branch,
the system will then search for the Carrier default within the branch. Finally, if there is no Carrier default within the
branch, the system will then search for the Org default. If there is no Org default the message "No valid default
commissions exist" and the user will need to enter the commission manually.
Adding/Editing Carrier Contacts
1.
2.
On the Contacts summary screen, click Add New. This feature allows the current contact database to be
utilized so that duplicate contact records may be avoided.
•
Beside Apply Contact: select the appropriate option – Search Contact is used to search
existing contacts and to add as a contact to this entity, or select New Contact to add a brand
new contact.
•
Search For Existing Contact Record: Is available when Search Contact is selected. Enter the
last name of the contact as the search criteria. Enter a minimum of 2 characters in order to have
valid search criteria. No wild card searches to search all are available. The Search button will
initiate the search and return all matches in a pop-up window display.
•
The results will display in alphabetical order by last name. If no results are found the message,
"No contacts found for xxxxxx” is displayed instead.
•
Select the No Match button if there are no matching contacts.
•
Select the Use Selection button – after highlighting a contact from the list. If no contact is
highlighted when the User Selection button is selected the following message is displayed:
Please select a value for required field. The selected contact detail is automatically populated
into the current Contact Detail screen with exception of “Title”.
If the New Contact option is selected the Contact Detail screen is displayed ready for completion.
Field Descriptions
•
Prefix: Use the drop-down box that contains items added by the agency in Setup under Lookup
Management.
•
First: Enter the first name of the primary contact for this entity. The primary contact is identified
as the person you would call or correspond with most of the time.
•
Middle Initial (MI): This field is 1 character long. Enter the middle initial of the primary contact.
•
Last: Enter the last name of the primary contact.
•
Suffix: Use the drop-down box that contains items added by the agency in Setup under Lookup
Management.
•
Goes By: Enter the name the contact prefers to be addressed by. This field may be used in
letters or email to the entity.
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Title: Use the drop-down box that contains items added by the agency in Setup under Lookup
Management. The title is used to identify the contacts occupation.
•
Is this the Primary Contact for this account?: There can only be one primary contact and
cannot be deleted. The primary contact can be changed.
•
Personal Numbers: Enter the phone numbers without formatting. Formatting will be applied
after the screen has been saved. Use the drop-down box to identify the type of phone number.
Extension numbers may be entered up to 6 characters. A brief description may be entered for
each number added. Phone number identities are as follows:
•
Home phone
•
Cell phone
•
International phone
•
Office phone
•
Pager
•
Personal Fax
•
To add additional phone numbers:
•
Click on the Add New link to the right of group heading
•
Use the drop-down box to select the identity of the phone number being added.
•
Enter the phone numbers without formatting. Formatting will be applied after
the screen has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Enter a brief description for the phone number if desired.
•
Click Save to save the phone number just added.
•
Click Close to cancel the addition of the new number.
•
The number of Personal Phone numbers that can be added to each contact is
not limited. Click Add New link to add a new phone number.
•
Click on the Details
icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
E-Mail: The e-mail address for the contact is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The screen cannot be saved
until the format is corrected. The field can contain up to 30 characters with alphanumeric data.
There are 2 e-mail addresses to accommodate both work and personal as necessary.
•
Locations: Use the drop-down box to select the address where contacts are located.
•
Contact notes: Can be used for any notation about this contact. The notes can only be viewed
from the contact details screen.
•
Save – The Save button will save new contact information.
•
Cancel – The Cancel link will cancel any modifications or adding a new contact.
•
Delete – The Delete link will delete the contact. The primary contact cannot be deleted
but can be changed. The delete button will not be present if the contact is set to
primary.
•
Update – The Update link will update any modifications to the contact record.
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Adding Carrier Locations
The Locations tab displays all locations added for this entity. Unlimited locations may be added for each entity but
only one can be designated as the primary location. The primary assignment will be identified as a checkbox in the
Primary column. The primary may be reassigned but deletion of the primary is not allowed.
•
Click on the Address link to connect to expedia.com for a map.
•
Click on the Details
•
Click on the Remove
icon to edit or delete the location.
icon to delete the location.
To Add Carrier Locations
1.
Clicking on the [Add New] link on the Locations summary screen will display the Locations Detail
screen. To edit a location see Carrier Locations Summary.
2.
Complete the Locations Detail using the following information:
•
Location Type is used to identify the location. Select the appropriate type from the drop-down
box.
•
Physical Address: The physical address for this location.
•
Mailing Address: The mailing address for this location if different from the physical address.
•
Location Phones: Enter the phone numbers without formatting. Formatting will be applied after
the Locations screen has been saved. Use the drop-down box to identify the type of phone
number. Extension numbers may be entered up to 6 characters. Phone number identities are as
follows:
•
After Hours
•
Automated
•
Backline
•
Building Security
•
Business Phone
•
Fax Number
•
Main Fax
•
Phone
•
Receptionist
•
Technical Support
•
Toll Free
Adding Additional Phone Numbers
•
Click on the Add New link to the right of group heading after accessing the location
record to edit.
•
Use the drop-down box to select the identity of the phone number being added.
•
Enter the phone numbers without formatting. Formatting will be applied after the screen
has been saved.
•
The extension numbers may be entered up to 6 numeric characters.
•
Click on Save to add the new phone number.
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•
Click on Close to abort the addition of the new number.
•
As many phone numbers as needed may be added.
•
Click on the Details
icon beside the number to edit.
•
Click on the Delete
icon beside the number to delete.
•
Cancel – The [Cancel] link will abort any modifications or adding a new Location.
•
Save – The [Save] link will save new location information.
•
Delete – The [Delete] link will delete the Location. The primary Location cannot be deleted but
can be changed. The delete link will not be present if the Location is set to primary.
•
Update – The [Update] link will update any modifications to the Location record.
Carrier Names Detail
1.
Clicking on the [Add New] link on the Carrier Names summary screen will display the Carrier Names
Detail screen. To edit a carrier name see Carrier Summary Names.
2.
Complete the Carrier Names Detail using the following information:
•
Carrier Name - Enter to identify the carrier.
•
Carrier Type - Identifies if the carrier is the issuing, billing or both. The issuing checkbox
identifies the carrier writing the policy. The billing checkbox identifies the carrier who will either
pay the Branch or bill the Branch.
•
Carrier DB Rule - This option is available if "Override by Carrier" is selected in the Posting
Rules. "Post Direct Bill Commission to General Ledger" will be selected (by default) if Direct Bill
Invoice General Ledger Posting is set to "Post to the General Ledger" in the Posting Rules. If
the default is changed, all previous invoices will retain their posting rule at the time they were
posted. Reversals will use the original invoice posting rule.
•
If this option is not selected, direct bill invoice activity will not be available for reconciliation,
receive payment or disbursement. No aspect of the invoice will post to the general ledger.
•
Website: Enter the carriers Web Site address.
•
Contract Year: Entering the contact year is optional.
•
AM Best Rating: Entered by the Branch.
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•
NAIC Code: Entered by the Branch.
•
Carrier E-Mail: The email address for the carrier is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The screen cannot be saved
until the format is correct. The field can contain up to 30 characters with alphanumeric data.
•
Notes: Enter any appropriate notes.
•
Cancel – The [Cancel] link will abort any modifications or adding a new Location.
•
Save – The [Save] link will save new location information.
Location (s): Click the [Add New] link to select or add the address for this carrier. There is no limit to
the number of addresses that may be added.
•
Existing addresses may be added by selecting Use Existing. Select an existing address from the
drop-down box which is populated from locations added to the carrier. A new location may also
be added here, by selecting the Add New option. Complete information should be populated by
accessing the Carrier Location tab and click on the Details
•
icon to edit.
Locations may be removed or edited by the following:
•
Click on the Details
•
Click on the Remove
location.
icon to edit.
icon to delete. This icon does not display on the primary
Carrier Names Summary
1.
2.
The Carrier Names tab displays all Carriers added for this Parent Carrier. Unlimited carriers may be
added for each but only one can be designated as the parent carrier. The parent assignment will be
identified as a checkbox in the Parent column. The parent may be reassigned but it cannot be deleted.
•
Click on the Details
•
Click on the Remove
icon to edit.
icon to delete.
[Add New]: Select the link found in the upper right hand corner of the summary screen within the tabs
border to display a blank data input Carrier Names Detail screen to add a new carrier. (For more
information see Carrier Locations Detail.)
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Retail Agents
Retail Agents are outside producers that broker business through another agency because they do not have a
market. Once they have been added to the system, retail agents can view Actions, Opportunities, Marketing,
Policies and Attachments as they pertain to the individual retail agent. Before you can add a new retail agent, you
must conduct a Search to avoid duplicate entries.
Adding Retail Agents
To Add a Retail Agent
1.
On the Primary menu, click SEARCH.
2.
In the Entities drop-down box, select Retail Agent. Any previously accessed retail agents will be displayed
automatically.
3.
Enter the name of the retail agent in the Name field or enter "%%" to display all existing retail agents.
4.
Click Search.
5.
If the retail agent is in the system, click the Details
agent does not appear, click Add New Record.
6.
Enter the card file information:
7.
•
Agency Name
•
Primary Location
•
Primary Contact Name
•
Phone Numbers
icon for the appropriate retail agent. If the retail
Click Save.
Retail Agent Profile
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The Retail Agent Profile manages all contact, assignment, contracts and commissions information for retail agents
once they have been added into Nexsure.
To Access the Retail Agent Profile
1.
On the Primary menu, click SEARCH.
2.
Search for and select the retail agent by clicking the Details
icon. The Retail Agent Profile will appear:
Card File - The card file displays the agency contact and assignment information
Contacts - Displays contact information as originally added. Contacts information includes:
•
Contact Name
•
Contact Role
•
Personal Numbers
•
Email
•
Contact Notes
To add a new contact, click Add New. To modify the existing contact, click the Details
changes, click the Update link.
icon. After making
Locations - Displays location information as originally added. Location information includes:
•
Location Type
•
Location Numbers
•
Physical Address
•
Mailing Address
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To add a new location, click Add New. To modify the existing contact, click the Details
changes, click the Update link.
icon. After making
Retail Agent Name - Displays the Agency Name and Website. This tab also allows you to Activate or Inactivate a
retail agent. Selecting Inactivate will put a line through the retail agent’s name, serving as a reminder that the
agent is not currently being worked with. Selecting Activate will remove the line through the name.
Assignment - Branch: Select the appropriate branch for this Client Department: Select a department within the
specified branch for this Client. (Departments are a sub-set of the Branch. IE: Personal or Commercial Lines).
Unit: Select a unit pertaining to the Department, if applicable. Units are not required. (Units are a sub-set
of the Department. IE: Home, Auto or Other)
Responsibility: Select the appropriate responsibility. The Responsibilities appearing in the drop-down box
can be added to in Setup, Lookup Management.
Name: Select the name of the person responsible for this Client. The Names appearing in the drop-down
box are appointed from the Employees title at the Branch level.
Primary: Check this box to set this Assignment as the primary responsibility for the account.
Note: A primary Assignment cannot be deleted, it must either be revised or a new assignment can be
added, designated as primary, then the old primary can be deleted.
Retail Agent Contracts
The retail agent contracts tab stores the agent's contract information, Errors and Omissions Coverage and license
information.
To Enter Contract Details
1.
On the Primary menu, Click SEARCH.
2.
Click the Entity drop-down box and select the Retail Agent.
3.
Click the Details
4.
Click the contracts tab.
5.
Enter the contract information. When complete, click Save Contract. Click Copy to create a duplicate of
the same contract. To update the contract at a later point, select the contract on the contracts tab by
clicking the Details
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icon of the retail agent.
icon, make the changes and click Save Contract.
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Contract Information
•
Contract Number
•
Contract Name
•
Effective/Expiration Dates
•
Contract Name
•
Description
Errors & Omissions Coverage
•
Carrier Name
•
Policy Number
•
Limit of Liability
•
Effective/Expiration Dates
License Information
The Contract Details must be saved (Click Save Contract) before adding license information.
•
State/Province
•
License Number
•
License Type
•
Effective/Expiration Date
Tip: If you have administrator rights, custom license types can be added via Lookup Management.
a.
On the Utility menu, click Setup.
b.
In the Setup Console, click Lookup Management.
c.
In the Category drop-down list, select Retail Agent.
d.
In the Types box, select License Types.
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e.
In the Select Item box, select Add New.
f.
In the License Type field, enter the name of the license type.
Retail Agent Commissions
To Add or Edit Carrier Commissions
1.
On the Primary menu, click SEARCH.
2.
Search for the retail agent you wish to view the commission detail for.
3.
Click the Details
4.
From the Retail Agent Profile, click the Commissions tab.
5.
Edit the commission details or click [Add New]
6.
Select the Branch Name from the drop-down box to identify which branch the commission is being setup
for.
7.
Select a Carrier from the drop-down box to identify which carrier the commission is being setup for.
8.
Select a Line of Business from the drop-down box to identify which line of business the commission is
being setup for.
9.
Enter the Retail Agent Code.
icon for the retail agent.
Setting up Defaults
Retail Agent Default: One Retail Agent default may be selected as the overall default for the entire
Nexsure site.
Note: There can only be one Retail Agent default for an agent’s Nexsure site. The Retail Agent default
selected should be what best matches the commission that is received by the agency most of the time.
Carrier Default: One Carrier may be selected as the commission default per carrier within a branch. A
Carrier Default may be setup for each Branch.
Note: There can only be one carrier default per carrier per branch. The carrier default should be selected to
best match what commission is receive most of the time from that carrier.
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Line of Business Default: Each line of business may be added and selected as a commission default for
that line of business, within a branch by selecting the checkbox beside “Line of Business Default”. A Line of
Business Default may be setup for each individual line of business.
Note: There can be only one line of business default per Line of business, per Branch. A line of business
default should be set up for each LOB that has a commission percentage "outside" of the carrier default.
If a default exists and another default is selected, it will overwrite the existing default and become the
current default.
Rate Type is what that commission will be calculated off of. The commission is broken down by “New”
business, “Renew” business or “Rewritten” business.
% Of Premium is defined as a percentage of the premium entered in the premium field on the “Policy
Info” screen by line of business.
Flat Amount is defined as a flat dollar amount entered in the Rate field.
Rate is the commission amount, identified by the “Rate Type” field, based on either a flat dollar amount or
a percentage of the premium that will default into the invoice.
•
Min. is the minimum commission percent or amount that can be accepted.
•
Max. is the maximum commission percent or amount that can be accepted.
•
Eff. Date is the date the commissions became effective. The commission effective date setup for a
retail agent tracks with the effective date of the policy. If a policy is entered with an effective date
prior to this date the commission will not pull to the invoice.
•
Exp. Date is the date the commissions will expire. If the retail agent is changing commission rates
enter in the expiration date of this commission.
Note: If an expiration date is entered that commission will not pull to policies written with an
effective date after that date. A new commission, with the new rate and effective date, may be
added. The effective date of the policy will determine which commission will be pulled to the
invoice.
Quota is the amount of either commission or premium amounts the Branch expects to meet for the Eff. and
Exp. Dates entered.
10. Click Save to accept the changes or Cancel to close the dialog box without saving the changes.
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eServices
Nexsure's eServices provides users real-time inquiry capabilities within a carrier’s web site. This eliminates the
need for the agency to log out of Nexsure or open another browser window to access the carrier’s site. Users will
have access to the very latest information directly from the carrier’s web site – the same information the
Underwriters see. Carrier information can include such things as:
•
Billing Inquiry
•
Invoice Copy
•
Policy Declaration
•
Claims Inquiry
Note: eServices are only available for In Force business. It is not available for Opportunities or Marketing
policies.
Each employee of the Agency, who has login rights to a carrier’s site, must have their login information entered in
Nexsure to access eServices.
Note: In rare situations, where an employee may have more than one login to a carrier’s site, both should be
entered in Nexsure. If you have more than one additional login, you will be prompted to select which additional
login to use when entering that carrier's site.
To Access eServices
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click POLICIES.
4.
Click the Carrier’s name to launch eServices.
5.
The eServices popup window is displayed.
icon of the appropriate client.
Note: The inquiry capabilities are dependent upon the individual carrier’s web site.
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Clicking on the carrier’s logo will take the user into the carrier’s site. The policy number of the Client is
copied to the clipboard for easy access while browsing on the carrier’s web site.
Note: When Nexsure eServices such as billing inquiry is first accessed each day, a copy of the result is
stored within Nexsure for a period of 24 hours. The next time that same option is requested during that
day, that copy is displayed very quickly. The Nexsure eServices refresh checkbox will instruct Nexsure to
ignore what is stored in Nexsure and access the carrier's site for a fresh copy of that information.
7.
One application of the refresh option would be as follows. If a call is received from a client and eServices
needs to be accessed for them but a policy for another client is currently being accessed with the same
carrier, the refresh option in Nexsure can be checked and the default policy number can be replaced with
the caller's policy number. Then when one of the eServices options are accessed, the information returned
will be for that caller's policy.
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Policies Summary
Policies at Client level contain a list of the current policies along with the history, certificates, binders,
verifications and summary of insurance tabs. If no policies exist in Policy Summary when the Policies tab is
selected you will be prompted to check for marketing history or click Cancel to add new marketing policy.
Complete the heading information and click Save Changes. If marketing policies exist, click Details
policy. If a policy has expired the Details
•
•
Click Details
options:
to edit the
icon will be red.
to edit the policy. Right clicking on the
icon will display the following navigation
•
Open - Displays the Underwriting screen to add a new marketing application as described in the
Policy Underwriting topic.
•
Print - Displays a PDF of the entire policy for printing.
•
Summary of Insurance - The Summary of Insurance tab displays the policy info from the
application at the policy level or all policies at the client level. The Summary of Insurance tab is
only active with In Force policies.
•
Create policy edit - Displays the Servicing / Edits screen as explained in the Servicing / Edits
topic.
•
Create endorsement - Displays the Servicing / Endorsements screen, as described in the
Servicing / Endorsement topic.
•
Renew policy - Displays the policy-underwriting screen.
•
Re-market policy - Displays the Servicing / re-marketing screen.
•
Create cancellation - Displays the Servicing / Cancellation screen.
•
Create claim - Displays the Servicing / Claims screen.
•
Create audit - Displays the Servicing / Audits screen as described in the Posting an Audit topic.
•
Create binder - Displays the Servicing / Binders screen as described in the Servicing / Binders
topic.
Click Delete
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Policy Info Tab
The policy info tab is used to maintain the Premiums, Fees, Taxes, Agency Commissions and People Commissions
throughout the life cycle of a policy. The information on this tab is locked down after a marketing policy is placed In
Force and can only be changed through the servicing screen. The information on this tab will default into the
Invoice.
1.
Click the Details
2.
On the Client menu, click Marketing.
3.
Click the Details
4.
Click the policy info tab.
5.
Using the links in the Policy Info tab, or the scroll bar, complete the following sections:
icon of the client
icon of the appropriate Marketing policy.
Miscellaneous
•
Bill Method: defaults to Direct Bill. To change to agency bill click on the Edit link.
•
Annualize: Clearing this checkbox enables exclusion of annualized line items when invoicing. This
option is helpful for short term policies or special event policies. This option is selected by default.
Click the Edit link to change.
•
Add Internal Notes if needed.
•
Click OK to save changes.
Invoice Bill To
•
The Invoice Bill To defaults to the Client, to change the payee click on the Change Bill To link.
•
Choose entity.
•
Click Next.
•
Select name, location & contact from the drop-down boxes.
•
Click Next.
•
Click OK to confirm change.
•
Click the Details icon to add the Level/Line of Business premium.
•
Estimated: The estimated amount of the term premium. This field is input by the Agent.
•
Annualized: The policy value based on the term of the policy including annualized mid-term
audits and endorsement. This field is updated by Nexsure.
•
Billed: The actual premium amount that has been billed in Nexsure. This field is updated by
Nexsure.
•
Input the amount of the Estimated premium.
•
Select the Commission type from the drop-down box.
•
If the premium is Taxable select the Yes radio button.
•
Click OK.
•
If a fee exists for this Line of Business, click the Add New Fee link.
Premiums
Fees
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•
Select the Level/LOB, Fee Code and Service Provider from the drop-down boxes, click OK.
•
Confirm or make the necessary changes to the Non-Premium Fee and Revenue fields:
•
Rate Type: Select Flat or % of Fee.
•
Rate: Enter the appropriate rate, Nexsure will calculate the commission based on the
rate type chosen:
•
Flat: Flat dollar amount entered
•
% of Premium: Commission is calculated based on the premium entered.
•
% of Agency Commission: Commission is calculated on the amount of the
Agency commission.
•
Estimated: Calculates based on Rate - cannot be edited.
•
Annualized: Annual premium.
•
Billed: Will populate when billing occurs - cannot be edited.
•
Entity Type: Select an Entity Type.
•
Entity: Select an Entity
•
GL Account: Select the GL account to bill the fee under.
•
Click OK.
•
If a tax exists for this Line of Business, click the Add New Tax link. (The taxable radio button
must be checked in the premium).
•
Select the Tax On, Level/LOB and Tax Code from the drop-down boxes, click the blue Default
link. The tax will default in from Invoicing setup.
•
Confirm or make the necessary changes to the tax.
•
Click OK.
Taxes
Agency Commissions
If Commission defaults have been set up for the Carrier, they should default in. See Adding/Editing Carrier
Commissions to setup defaults.
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To Edit an Existing Commission
1.
Click the Details icon.
2.
Make the necessary changes to the rate type and rate, click OK.
3.
Nexsure will calculate the % of premium based on the premium entered.
To Add a New Commission
1.
2.
Click Add New Agency Commission
Commission On: Fee selected
1.
Fee option will be available only if fee was flagged as branch commissionable.
2.
Defaults to Policy/All LOBs once Fee is selected.
3.
Level/LOB: Select appropriate line of business.
4.
Select Fee: Fee selection permits the application of fee-specific commission rates. Fees subject to
commission do not need to have the same rate applied and can have a differentiating commission
rate/rate type applied.
5.
Rate Type: Enter the Rate Type.
6.
Rate: Select Flat or % of Fee.
7.
Estimated: Calculates based on Rate
8.
Annualized: Annual premium
9.
Billed: Will populate when billing occurs - cannot be edited
Other Commissions
If Commission defaults have been set up for the Employee, they should default in. See Employee Commissions to
setup defaults.
To Edit an Existing Other Commission
1.
Click the Details icon
2.
Make the necessary changes to the employees, production role and Production Credit amount.
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3.
The Production Role and Production credit amount fields are used to designate the role and percent of
business this employee brought into the Agency on this policy.
4.
Select the Rate type from the drop-down box.
5.
Key in the appropriate rate, Nexsure will calculate the commission based on the rate type chosen:
6.
Flat: Flat dollar amount entered
7.
% of Premium: Commission is calculated based on the premium entered.
8.
% of Agency Commission: Commission is calculated on the amount of the Agency commission.
9.
Click OK.
To Add a New People Commission
1.
Click Add New Other Commission
2.
Employees: Select the Employee from the Employees box or use search People option.
3.
Commission On: Fee selected - Fee option will be available only if the fee was flagged as people
commissionable. Defaults to Policy/All LOBs once the fee is selected.
4.
Level/LOB: Select the appropriate line of business.
5.
Select Fee: Use this option to select fee-specific commission rates. The selection of the fee, rate type and
rate is specific to the fee.
Note: Only fees which are subject to commission will be available.
6.
Production Role: Select the Production Role. The Production Role and Production credit amount fields are
used to designate the role and percent of business this employee brought into the Agency on this policy.
7.
Production Credit Amount: Select the Production Credit Amount. The Production Role and Production
credit amount fields are used to designate the role and percent of business this employee brought into the
Agency on this policy.
8.
Rate Type: Select Flat or % of Fee.
9.
Rate: Enter the appropriate rate, Nexsure will calculate the commission based on the rate type chosen:
12. Flat: Flat dollar amount entered
13. % of Premium: Commission is calculated based on the premium entered.
14. % of Agency Commission: Commission is calculated on the amount of the Agency commission.
10. Estimated: Calculates based on Rate - cannot be edited.
11. Annualized: Annual premium.
12. Billed: Will populate when billing occurs - cannot be edited.
13. Click OK.
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Summary of Insurance
The Summary of Insurance tab displays the policy information from the application at the policy level or all policies
at the client level. The Summary of Insurance tab is only active with In Force policies. Policy info can be printed,
exported to Microsoft Word or Excel. Using the nexMail option grants temporary access to clients allowing them to
view and print their summary of insurance.
To View the Summary of Insurance at the Client Level
1.
Select a client.
2.
From the Client menu, click POLICIES.
3.
Select the summary of insurance tab.
4.
The Excel and Word links will open their respective applications and populate the spreadsheet or
document with the policy summary.
5.
Click the Print link to send the summary to a printer.
To View the Summary of Insurance at the Policy Level
1.
Select a client.
2.
From the Client menu, click POLICIES.
3.
Choose a policy by clicking the Details
4.
Select the summary of insurance tab.
icon.
Tip: You can also access the summary of insurance tab by right clicking on the Details
Summary of Insurance.
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5.
The Excel and Word links will open their respective applications and populate the spreadsheet or
document with the policy summary.
6.
Click the Print link to send the summary to a printer.
To Deliver a Summary of Insurance File
Export the summary of insurance to Word or Excel saving the file to the desktop or file folder.
1.
On the Client menu, click DELIVERY.
2.
In the Others category, click Add New.
3.
Attach the Word or Excel file.
4.
Enter the delivery information.
5.
Click Send.
To Grant Temporary Access to a Summary of Insurance
Grant temporary access to any contact associated with a policy. The contact will be sent an email with a link to
view or print the summary of insurance.
1.
Select a client.
2.
From the Client menu, click POLICIES.
3.
Select the summary of insurance tab. You can also view the summary of insurance from the policy
level.
•
Select a client.
•
From the Client menu, click POLICIES.
•
Choose a policy by clicking the Details
•
Select the summary of insurance tab.
icon.
Tip: You can also access the summary of insurance tab by right clicking on the Details
selecting Summary of Insurance.
4.
Click the NIC
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In the Select Contact drop-down box, choose the recipient of the temporary access. You can grant
multiple contacts access, but they must be sent one at a time.
Note: If the client you wish to grant access to is not in this drop-down list, they must be added from the
Client Profile / contacts tab. Close the Create Temporary User dialog box, add the contact and then the
client will appear in the drop-down list.
6.
Select the number of days the contact will have access.
7.
Enter a custom message, or accept the default: "Please review the summary of insurance."
8.
Click Send. The dialog box will remain open to allow another contact to be selected. If there are no other
contacts to grant access to, click Close.
9.
An email with a link to the Summary of Insurance will be delivered to the contact.
10. The contact must click the link in the email to be redirected to the summary of insurance.
Note: The temporary access link can only be accessed one time.
11. Once the user has accessed the summary of insurance and clicked the LOGOUT link, an email will be
returned to the Nexsure agent notifying them that the contact has reviewed the summary of insurance.
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Importing and Exporting XML to Policies
You can import XML data into Nexsure to easily transfer lists of data (such as schedules of autos or drivers) that
would otherwise have to be entered manually. This is most useful in transferring information from one Nexsure
system to another.
To Import Record Data XML
This procedure is done when filling out policy forms. If the Import / Export option is available for a form item, it
will appear in the upper right corner of the record summary dialog box . For more information on filling out policy
forms, see Working with Forms.
1.
From the record summary screen, click Import.
2.
Browse to the XML data file.
3.
Click Import.
To Export Record Data XML
1.
From the record summary screen, click Export. The XML Export Data dialog box appears.
2.
Right click on the plus or minus sign to the left of the XML and click Save Target As.
3.
Name the file and save it to a specified directory.
4.
Click Save.
Policy Code Definitions
Policy codes can be found on the Underwriting tab of a Client’s policy.
•
Stage: Nexsure determines the stage of a policy. The stages of a policy are:
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Marketing: This stage is displayed for marketing policies that are currently in the process of being
worked on or submitted to a Carrier. See Servicing – Marketing.
•
Policy: This stage is displayed for in-force policies.
•
Edit: This stage is displayed when a policy is in an Edit stage. An Edit would be used to make an internal
change to an In Force policy that would not need to be sent to outside parties such as the Carrier or the
Client. See Servicing – Edits.
•
Endorsement: This stage is displayed when a policy is in an Endorsement stage. An Endorsement would
be used to make a change to an In Force policy that would require a change request to be sent to the
Carrier. See Servicing – Endorsements.
•
Audit: This stage is displayed when a policy is in an Audit stage. The Carrier normally initiates the Audit
with the Client and the audit is based on a prior time frame. When the audit is completed, the Carrier
sends a copy to the Agency for their records. See Servicing – Audit.
•
Mode: Nexsure determines the mode during the Servicing process. The modes of a policy are:
•
New: This mode identifies the policy as a new piece of business written in the agency.
•
Renew: This mode identifies the policy as being renewed with the same Carrier as the expired term.
•
Re-New-Co: This mode identifies the policy as being renewed with a different Carrier then the expired
term.
•
Rewrite: This mode identifies the policy as having been cancelled and coverage is rewritten with either
the existing Carrier or a new Carrier. There is usually a lapse in coverage.
•
Cancelled: This mode identifies a policy as being cancelled.
•
Status: The User identifies the status during the Servicing process. The status is displayed in both the
policy summary view and on the home menu links, if applicable. This results in a quick overview of a
Client’s policy and lets the user know if there is any servicing being processed on a policy and the status
of the item. The statuses of a policy are:
Note: If a policy is being worked on and the Status is changed in the header, make sure to click the
“Save Changes” link under the policy header to save the change.
•
2nd Request: A copy of the item being processed has been submitted to the Carrier and there has been
no response. The status would be changed to 2nd Request and the item re-sent to the Carrier.
•
3rd Request: A copy of the item being processed has been submitted to the Carrier twice and there has
been no response. The status would be changed to 3rd Request and the item re-sent to the Carrier.
•
Declined by Carrier: The Carrier declined to write the coverage being requested for the Client.
•
Declined by Client: The Client declined to write his coverage with the Carrier.
•
Empty: This status is only displayed on a Marketing policy for a new line of business.
•
No Response: There has been no response from the entity to which information was sent to.
•
Pending: The information is incomplete and the item is pending until further information can be gathered.
•
Pending Approval: The item being worked on is pending approval from the Carrier.
•
Quoted: The user has received a quote from the Carrier.
•
Submitted: The item being worked on has been submitted to the Carrier for a quote or approval.
•
Pending Cancellation: A policy that is in the process of being cancelled by the cancellation has not yet
been finalized.
•
Reinstated: A cancelled policy that was reinstated with no lapse in coverage.
•
Rewritten: A cancelled policy that was rewritten with either a new Carrier and/or new effective dates.
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Certificates
Certificates Now (ConfirmNet)
To Receive a Certificate through ConfirmNet
The following is required:
•
An additional login for access to ConfirmNet.
•
The client must have a primary location, and the location must have a primary phone.
•
The client must also have a primary SIC Code.
•
An In Force policy with effective and expiration dates.
Note: Currently, workers compensation, general liability and BOP (Business Owner Policy) are the
only lines of business supported for integration.
To Issue Certificates of Insurance
1.
Select the entity you wish to issue certificates to.
2.
On the client menu, click SERVICING.
3.
Select Certificates Now and click [Next].
Creating Certificates
Nexsure offers the ability to create a certificate of insurance for one or multiple Holder/Additional Interest(s) in a
single process. A separate certificate will be created for each Holder/Additional Interest added. You have the option
to add a Holder/Additional Interest from an existing group of holder that have been used for this insured, search
Nexsure for a Holder/Additional Interest that may be already entered in Nexsure, or create a new Holder/Additional
Interest record.
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To Create a Certificate of Insurance
1.
Select the entity you wish to create a certificate for.
2.
On the client menu, click SERVICING.
3.
In the Certificates row, select New and click [Next].
4.
Select the type of certificate to create and select the Insured's Name.
5.
Select an Authorized Representative Signature. This signature will appear on the certificate. The
authorized representative that you select must have a signature file appended to their employee details
screen.
Note: If you select the Existing Holder option, you must still click on the entities name to highlight it in
the box before clicking [Next].
6.
Enter a Description (optional).
7.
Click [Next].
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In the Coverage Summary area, click the Add New link to add a line of business.
9.
Select the appropriate line(s) of business for the certificate and click Next.
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10. Click the certificate holders tab to add certificate holder(s):
Select one of the following options:
Existing holder for this client - When selecting the existing holder, you must still select the entity name to
highlight it in the box, then click Use Selection.
Search org-level additional interests - Selecting the Search Holders option will open the additional interest
search dialog box.
You can search by name, address, phone number etc. Select Search By item from the drop-down list, enter at
least 2 characters in the search field and click Search.
Select the additional interest you were searching for and click Use Selection.
Notice that when you clicked Use Selection in the search screen, it added the name to the certificate. If you
there are other additional interests in the box you wish to add to the certificate, select each one and click Use
Selection. To select multiple additional interests, hold the Ctrl key, select the name, and click Use Selection.
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Tip: Additional interests can be removed from the certificate by selecting the Remove
that particular name.
icon for
Create New Holder
•
Selecting the Create New Holder option will allow you to enter information on a new additional
interest on the certificate holders tab. Once you have added the additional interest name and
contact information, you can also enter a Description of Operations / Special Instructions at the
bottom of the screen by clicking Add New.
•
Once your information is complete, click Save.
•
Selecting the certificate tab will open the fields for the ACORD certificate form for the additional
interest you just added.
•
To view any other certificate holders you have added, click back on the certificate holder tab.
•
Selecting the Create New Holder option will allow you to enter information on a new additional
interest on the certificate holders tab. Once you have added the additional interest name and
contact information, you can also enter a Description of Operations / Special Instructions at the
bottom of the screen by clicking Add New.
•
Once your information is complete, click Save.
•
Selecting the certificate tab will open the fields for the ACORD certificate form for the additional
interest you just added.
•
To view any other certificate holders you have added, click back on the certificate holder tab.
11. Once the certificate holders have been added, you can view and edit the details of a record by clicking the
Details icon. Clicking the Details icon will also give you access to the Description of Operations/Special
Instructions section for a specific Holder/Additional Interest. Remember, a separate certificate will be
created for each holder listed. Each certificate will display the selected Holder/Additional Interest
Description of Operations/Special Instructions.
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To Add Special Instructions
•
On the Certificate Holders tab, click the Details
•
In the Description of Operations / Special Instructions area, click Add New.
•
Enter any special instructions into the text area. Information entered into this area will appear after the
standard Description of Operations text entered while creating a new Certificate of Insurance.
•
Click Save.
icon for the specified holder.
Tip: To edit any information in this area at a later time, click the Details
instructions.
icon for the specified special
Tip: Clicking the blue column headings will sort multiple certificates by the perspective heading.
12. To populate the certificate form, select the certificate tab.
13. Enter the certificate information using the navigation links on the right. Click Save Changes, then click
Next.
Note: If the Special Conditions and Certificate holders were already added from the Certificate Holders tab
- do not enter them again in this area.
14. Click Print, Issue or click Abort to cancel the certificate.
Note: Once a certificate has been issued, it cannot be modified.
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Certificate Renewal
The renewal process displays policies that have changed since the last issuance of certificates. Temporary access
can be granted to clients so they select which certificates they would like to have reissued.
To Renew Certificates
1.
On the client menu, click SERVICING.
2.
Select Certificates / Renew and click [Next] a list of policies that have changed will be displayed.
3.
Select the policy(s) and click next.
Note: If the certificate form has expired, Nexsure will notify you that a new form is available. Click
Accept to migrate the data to the new form. Please verify that the new form is populated correctly.
4.
Select the Renew option and choose the delivery method, email, fax or both for . To let the client select
which certificates get renewed, see Granting Temporary Access to Clients below.
Note: This process cannot be aborted after [Next] is selected. To review selected certificate(s), select
[Back].
5.
Click [Next].
6.
Renewal certificates are processed in the background and are displayed in blue text on the certificates tab.
A status of Active, shown in black text, indicates the successful creation of the certificate. To confirm
delivery, click the Delivery tab.
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Client Access for Certificates
Clients may have several certificate holders associated with a policy, but not wish to issue certificate renewals to
each holder. Nexsure users can grant temporary Nexsure access to clients so they can select which certificate
holders will be issued a renewed certificate.
1.
On the Client menu, click SERVICING.
2.
Select Certificates / Renew and click [Next]. A list of policies that have changed will be displayed.
3.
Select the policy(s) and click [Next].
4.
Click the NIC
5.
In the Select Contact drop-down box, choose the recipient of the temporary access. You can grant
multiple contacts access, but they must be sent one at a time.
icon.
Note: If the client you wish to grant access to is not in this drop-down list, they must be added from the
Client Profile / contacts tab. Close the Create Temporary User dialog box, add the contact and then the
client will appear in the drop-down list.
6.
Select the number of days the contact will have access.
7.
Enter a custom message, or accept the default.
8.
Click [Send]. The dialog box will remain open to allow another contact to be selected. If there are no
other contacts to grant access to, click [Close].
9.
An email with a link to the certificate(s) will be delivered to the contact.
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10. The contact must click the link in the email to be redirected to the certificate(s).
Note: The temporary access link can only be accessed one time.
11. Once the user has accessed the certificate(s) and clicked the LOGOUT link, an email will be returned to
the Nexsure agent notifying them that the contact has reviewed the summary of insurance.
Certificate Batch Printing
Use certificate batch printing to print multiple (unlimited) certificates at once.
To Batch Print Certificates
1.
On the Primary menu, click SEARCH.
2.
Select a client.
3.
On the Client Menu, click POLICIES.
4.
Select the certificates tab.
5.
Select the policies you wish to print separately or click select all to select all of the certificates. Clicking
deselect all will uncheck all of the certificates.
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Note: Only certificates with holders are available for batch printing.
6.
Click the Print Selected link. The default is 1 copy but up to 99 copies can be selected.
7.
Click OK to confirm the batch print job. The certificates will be sent to the default printer.
Note: When a certificate is printed it records it in the Printed column on the certificate summary screen.
Copying Certificates
The copy certificates feature allows you to copy certificate coverages and or all holders attached to a particular
certificate. It can be copied to the current account or to a related account (up to 25 related accounts at one time).
To Copy a Certificate
1.
Select the client.
2.
On the Client menu, click POLICIES.
3.
Click the certificates tab.
4.
Click the Details
5.
Click the Copy link. The Copy Record(s) dialog box appears:
icon for the certificate you wish to copy.
Note: If the certificate form has expired, Nexsure will notify you that a new form is available. Click
Accept to migrate the data to the new form. Please verify that the new form is populated correctly.
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•
Copy certificate coverages - Copies all coverages, but does not copy certificate holders.
•
Copy all holders attached to this certificate - Copies all holders, but does not copy coverages.
•
Copy to this account - The copy of the certificate will reside on the current client.
•
Copy to related account - The copy of the certificate will reside on any related account you
select. See below:
In this example Brown's Market is selected as a related account. The copied certificate will appear on the
related accounts certificate tab.
To View the Copied Certificate on the Related Account
1.
On the primary menu, click SEARCH.
2.
Search for and select the related account.
3.
On the Client menu, click POLICIES.
4.
Click the certificates tab. The copied certificate will appear:
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The Coverages from the copied certificate will be populated, with the following modifications:
•
No Coverage Summary - to add, click the Add New link.
•
Named Insured - Changed to the Related Account named insured.
•
Mailing Address - Will need to be added when coverages are added.
Note: The copied certificate will appear with a new certificate number and the current date as the
issued date. The copied certificate will not be marked as issued.
5.
Click Copy. After the copy is complete the Copy Records dialog box will remain open.
Note: Though you can add unlimited copies, you can only copy 25 at a time.
6.
If you are finished copying certificates, click Cancel. The copied certificate will appear on the certificates
tab with a new certificate number and the current date as the issued date. The copied certificate will not
be marked as issued.
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Verification
Servicing / Verification
The Verification screen is for generating verification of coverage forms, such as Auto ID cards.
1.
Click Search and select the client.
2.
On the client menu, click SERVICING.
3.
Select Verification and click [Next].
4.
Select a policy to generate verification for. If there are multiple records on a policy, such as multiple
vehicles on an auto policy, you can use the Select All Records or Deselect All Records options. Once
you have selected the records for verification, click [Next].
5.
Each vehicle on the policy will be displayed in the Verification Summary. Select a Form in the drop-down
list; the ACORD 50 is the default.
6.
Select the Insured.
7.
If you have selected a form or insured other than the default, click Save Changes.
8.
Click Issue for individual vehicles Issue All.
9.
Click Print to send the verifications to a printer or to PDF format.
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Accounting Summary
The account summary gives a brief overview of your organization's operating account, operating payables, carrier
payables and trust account balances. The summary screen also displays alerts as to undeposited funds or if your
premium exceeds the trust balance. The information on the summary tab reflects booked information or balance
sheet information for what ever organization is selected.
The information on the summary screen is specific to how the summary screen is accessed. For example, if you
click ORGANIZATION on the Primary menu, and then select the accounting tab, the account summary will reflect
the entire organization. If you click ORGANIZATION on the primary menu, then select a territory or branch the
account summary will display account summary information accordingly.
Current Through - Displays the last day of the current period. This column will display the cumulative total of all
subordinate org levels (roll up) based on the account number defined in the mandatory accounts funds as of Last
Updated. Accounts include:
•
Operating Account
•
Operating Payable
•
Carrier Payable
•
Trust Account
Previous Through - Displays the ending cumulative total on the last day of the period immediately proceeding the
current period of all subordinate org levels (roll up) based on the account number defined in the mandatory
accounts:
•
Operating Account
•
Operating Payable
•
Carrier Payable
•
Trust Account
Alerts
Undeposited Funds - Calculated as of last updated.
Current Through Premium Exceeds Trust Balance - Calculated by deducting the Carrier Payable balance from
the Trust Account balance.
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Batch Summary Tab
Invoices and Disbursements can be printed in batches from the Batch Summary tab.
Invoices Tab
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Territory tab.
3.
Click the Details
4.
Click the Accounting tab
5.
Click the Batch Summary tab. Any batches that have been generated will appear.
6.
To view a batch, click the Details
Batch.
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icon of the selected batch. A window will display all items in this
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7.
Click the Refresh link to refresh the view.
8.
Click the Print Selected link to print individual items selected.
9.
Click the Edit link to edit the batch name, description, check, preview format and printer selected.
10. Click the Close link to close the window.
11. Click the Close link to return to the Batch summary view.
12. Use the Select All or Deselect All links to select batch items to print, or select each batch individually by
clicking in the select box.
13. Click the Print Selected link.
14. Click OK.
Invoices Tab
The Invoices Tab allows access of posted, unposted and reversed invoices, including installments, for printing and
research purposes.
To Access the Invoices Tab
1.
On the Primary menu, click ORGANIZATION.
2.
Click the territories tab.
3.
Click the Details
4.
Click the accounting tab.
5.
Click the transactions tab.
6.
Click the invoices tab.
7.
Clicking the Details
8.
To return to the invoices summary view, click the Transaction Summary link.
9.
Use the [Show] filter to display all posted invoices.
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icon will display the invoice for review.
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10. Select Invoices to print.
11. Click the Create Print Batch link to create new print batch (Invoices must be posted to Batch printing).
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12. Edit batch name and description if needed.
13. Select the check style, preview format and printer from the drop-down list.
14. Select restricted box to limit access.
15. Select print now to print invoice(s) immediately
16. Click OK to add batch to print.
17. A window will appear with the Batch print number.
To Add an Invoice to an Existing Batch Select the Invoice to be Added
1.
Click the Add to Existing Batch link.
2.
In the popup window, select the Batch to add the Invoice to from the Last batch created window.
3.
Click OK. The Invoice has been added to the existing Batch and will be available on the Batch Summary
tab.
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Invoice Defaults Tab
To Locate the Invoice Defaults Tab
1.
On the Primary menu, click ORGANIZATION.
2.
Click the accounting tab.
3.
Click the invoicing setup tab.
4.
Click the invoice defaults tab.
Permit Production Credit over 100%
•
If unchecked
•
If checked
, the policy info and invoicing production credit can exceed 100% but the user will be
informed that the amount exceeds 100%.
•
If you change settings, be sure to use the [Update] link to save the change.
, neither policy info nor invoicing production credit can exceed 100%.
Bank Accounts
Bank accounts can be associated with any level of your organization that has books. Bank accounts are added as
Financial Entities on the Search screen. The bank account summary screen displays all bank accounts associated
with the selected organization level.
To Add a New Bank Account
1.
On the Primary menu, click ORGANIZATION.
2.
Click the accounting tab.
3.
Click the bank accounts tab, and then click Add New.
4.
Enter the bank account information.
5.
Click Update.
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To View Bank Account Details
1.
Select the bank account you wish to view the details for and click the Details
icon.
2.
The bank account detail tab gives a description of the account as well as the account numbers and
contact information. If you change any information on this tab, you must click Update for the changes to
take effect.
Note: Multiple financial entities with the same name can be distinguished by selecting a different address
from the Address drop-down box.
3.
The accounting transactions tab shows all transaction activity for the account, such as journal entries,
deposits, disbursements etc. To view details on each transaction click its Details
icon.
Balance Detail
To view the Balance Detail
1.
Locate a client via Search.
2.
Click on the client's Details
3.
Click on TRANSACTIONS from the Client menu.
icon.
The Balance Detail is the default view. The default date will be through the last day of the current month.
The default sort Date Booked is in ascending order.
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Note: The date is the only field that will change dynamically depending upon the system date. The date can be
changed.
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Assign Books
If an entity has assets and liabilities then it will need to be assigned "books" to have a balance sheet. By default,
the Organization level is selected and must carry a balance sheet. You can then determine which other entities in
the organization will require a balance sheet (Region, Territory or Branch).
To Assign Books
1.
On the Primary menu, click ORGANIZATION.
2.
Click the accounting tab.
3.
Click the setup tab.
4.
Click the assign books tab.
5.
Select the entities you wish to assign books to and click Update.
Accounting Periods
The Accounting period is the time for which accounts are prepared. Accounting periods will be divided into 12
monthly units for the next fiscal year. If "Include Adjustment Period" is selected, a 13th period will be created
beginning and ending on the last day of the fiscal year. This period should be used for year-end adjustments. You
can set up the accounting periods as far into the future as needed.
Use the Search Filter to search for specific accounting periods which have been entered.
To Add Periods for the Next Fiscal Year
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab.
3.
Click the Setup tab and then click the Accounting Periods tab.
4.
Click Add Period.
Editing Account Periods
Account period dates can only be edited at the Org level. However, once an Org Setup is saved as "complete"
account period dates cannot be changed. Beginning and ending dates must be in chronological order and cannot
overlap, with the exception of the adjustment period.
Note: The adjustment period's beginning and ending dates will always be the last day of the last period.
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To Edit a Period
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab.
3.
Click the Setup tab and then click the Accounting Periods tab.
4.
Select the period you wish to edit and click the Details
5.
Edit the account period as needed and click Update.
icon.
Locking and Closing Periods
Locked
When a period has been locked it can no longer be posted to without appropriate security access. Locked periods
can also be unlocked at anytime (with appropriate security access) to make adjustments to the period.
To grant locked period posting access
6.
On the Utility menu, click Setup.
7.
In the Setup Console, click Security Administration.
8.
Select the User Rights Templates tab.
9.
In the Entity Types drop-down, select Client. In the User Template Types box, select Standard Client Rights.
10. Click the Edit link.
11. In the Security Wizard scroll down and select Transactions from the list.
12. In the Rights area, select all "Post Locked" check boxes that will have access granted to.
13. Click Save and Close.
Closed
When a period is closed it cannot be reopened. Be sure that all adjustments to the period have been made prior to
putting it in a closed status.
Periods must be closed in chronological order. If you attempt to close a period out of order, you will be prompted
to close any subordinate periods before closing the current period.
Year-End Adjustments
Year-end is when an organization's fiscal year comes to an end. Typically, it is the last day of the last month of
their fiscal year. The system's year-end entries must “0” each level income and expense accounts. This creates an
offsetting entry to retained earnings by book level. That increase or decrease to retained earnings will appear in
the first month of the next fiscal year.
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At any given time of the current year, this process will always look at whatever the total income and expense
balances are as of that moment to make entries. The “Year end Adjustment” process should not be cumulative. In
other words, if I click “Year End Adjustment” on August 15 just to see retained earnings values for the next fiscal
year, the system should not be creating a posted entry per se. It should consider the year-to-date values every
time and not hold any previous “Year End Adjustment” entries. Retained earnings in the next fiscal year should
simply reflect “0” totals from the previous year for income and expense with the appropriate retained earnings
accounts updated by an offsetting amount.
Other year end processing done by an organization generally involves working with an accountant to produce
adjusting entries for the year. This typically occurs several months after the end of the fiscal year. Locking and
unlocking the fiscal periods will facilitate moving forward with year end entries generated for the fiscal year without
having to close the month.
Once year-end entries are completed and the final postings validated, the last month of the fiscal year can be
closed. Final year end adjustments should be generated prior to closing the last month of the fiscal year as well as
the adjustment period. Nexsure handles each book level calculations separately. Org level year-end pertains to
entries unique to org. Trial balance summary by general ledger number enables easy view of total balance retained
earnings.
Sample of year-end balances with adjusting entries and beginning balances.
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Posting Rules
Posting rules determine how your organization will post to the general ledger.
To Setup the Posting Rules
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab.
3.
Click Setup, then click Posting Rules.
4.
Select the desired options as follows:
Global Invoice General Ledger Posting
Post to the General Ledger - This option must be selected to enable direct bill posting to the general ledger. This
option can be overridden on a per carrier basis (see below).
Do Not Post to General Ledger - This option will eliminate any general ledger posting for invoicing globally or
specific to direct bill, entries for people and carrier or tax authority reconciliation on an organizational level. This
option would typically be used by an agency that would journal entry figures based on production reports.
If this option is selected, all other activity is disabled including direct bill options.
Invoices created will update production, account current, invoice transaction registers and any other reports that
use invoice information exclusively. General ledger reports include:
•
Direct Bill Commission Receivable
•
Accounts Receivable
•
Carrier Payable
•
People Payable
As well as all financials and any other reports updated by information other than invoices.
Agency Bill Accounting Method
•
Accrual
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Posting Rules
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•
Cash as Received
•
People Payment Accounting Method
•
Pay on Invoiced
•
Pay on fully paid / Accrue Expense
•
Pay on partially paid / Accrue Expense
Direct Bill Invoice General Ledger Posting
Post to the General Ledger - Posts direct bill invoices to the general ledger.
Do Not Post to General Ledger - Prevents direct bill invoices from posting to the general ledger. To override
this option by carrier, select "Override by Carrier".
Override by Carrier - Selecting this option will provide the ability to override the "Do Not Post to General
Ledger" option on the Carrier Names screen for specific carriers.
Note: If "Override by Carrier" is not selected after carriers have been set to alternative rules, those rules will
revert to match the Organization's posting rules.
Direct Bill Accounting Method
Accrual
Cash as Received
People Payment Accounting Method
Pay on Invoiced
Pay on fully paid / Accrue Expense
Pay on partially paid / Accrue Expense
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Account Groups
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Account Groups
Adding Account Groups
To Add a New Account Group
1.
On the Primary menu, click ORGANIZATION.
2.
On the organization screen, select the accounting tab.
3.
Click the setup tab, then select the account groups tab.
4.
Click Add New, the Add Account Group screen will appear.
5.
a.
Select a Classification
b.
Name the Account Group
c.
Enter a Display Order number
d.
Enter the Number Range
e.
Enter a Description (optional)
Click Update.
To Edit an Existing Account Group
1.
On the Primary menu, click ORGANIZATION.
2.
On the organization screen, select the accounting tab.
3.
Click the setup tab, then select the account groups tab.
Note: To search for an account group that is not displayed on the screen, use the Search Filter by clicking
Show and entering search criteria.
4.
Select the account group you wish to edit and click the Details
5.
Make the necessary changes and click Update.
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Account Types
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Account Types
Account types are subdivisions of account groups. For example a branch may use account types to divide
commercial and personal lines.
Adding Account Types
To Add a New Account Type
1.
On the Primary menu, click ORGANIZATION.
2.
On the organization screen, select the accounting tab.
3.
Click the setup tab, then select the account types tab.
4.
Click Add New, the Account Type screen will appear.
5.
•
Select the Account Group to add the account type to.
•
Name the Account Type.
•
Select the Normal Balance, Debit or Credit.
•
Enter the Display Order.
•
Enter the Group Number range available.
•
Enter the Begin and End Type Number range.
•
Enter a description (optional).
Click Apply.
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To Edit an Existing Account Type
1.
On the Primary menu, click ORGANIZATION.
2.
On the organization screen, select the accounting tab.
3.
Click the setup tab, then select the account types tab.
Note: To search for an account type that is not displayed on the screen, use the Search Filter by clicking
Show and entering search criteria.
4.
Select the account type you wish to edit and click the Details
5.
Make the necessary changes and click Update.
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Financial Institution Setup
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Financial Institution Setup
Financial institutions are banks used by the organization. Financial institutions are created from the Search screen
and used in the accounting screens of Nexsure.
To Setup a Financial Institution
1.
You must search for a record before entering a new one. On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select Financial Institution, enter search criteria and click Search.
3.
If the institution you wish to add is not already in the system, click Add New Record.
4.
On the Card File tab, fill in all location and contact information.
5.
Click Save.
Additional Interest Setup
Additional Interest entities are designated as entities who have a legal interest in a policy. These entities may
include financial institutions, private individuals, mortgage companies, certificate holders, etc. Additional Interests
are created from the Search screen and used in the policy, Invoicing "Bill To" and Accounting screens of Nexsure.
To Setup an Additional Interest
1.
You must search for a record before entering a new additional Interest. On the Primary menu, click
SEARCH.
2.
From the Entity drop-down list, select Additional Interest, enter search criteria and click Search.
3.
If the institution you wish to add is not already in the system, click Add New Record.
4.
On the Card File tab, fill in all location and contact information.
5.
Click Save.
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Vendor Setup
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Vendor Setup
Vendors are outside entities to which payments are made for operating expenses such as rent, office supplies, etc.
Vendors are created on the Search screen and used in the Accounting screens of Nexsure.
To Add a Vendor
1.
On the Primary menu, click SEARCH.
2.
Click the Entity drop-down box and select Vendor.
3.
Type the Vendor name in the Vendor field and click Search. The vendor name, entered here will prefill to
the Vendor card file tab.
Note: The Add New Record link will not display unless an actual search has been run.
4.
If vendor is not in the system, click the Add New Record link.
Vendor Info:
•
Complete the Vendors Name
•
Enter the Vendor’s Website, if applicable.
•
Primary Account Address:
•
Select the Location Type from the drop-down box
•
Enter the Vendors Location Address
•
Enter the Vendors City
Note: Clicking on the ellipsis button after the City will display all Cities and Zip Codes associated to
the city entered. Select the applicable City, State and Zip code from the drop-down box and click Use
Selection to prefill the State and Zip Code fields to the card file.
•
Enter the State
•
Enter the Zip Code - If the City and State are unknown, enter the Zip code. Clicking on the ellipsis
button after the Zip Code field will display the City and State associated to the Zip Code. Click Use
Selection to prefill the City and State fields to the card file.
•
Enter the Location’s phone number. (No formatting is needed).
•
Primary Contact:
•
Apply Contact:
•
Use Existing: Select this option to search all contacts in Nexsure.
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•
Enter at least two characters in the Last Name fields.
•
Click Search
•
If the contact is found click on the name and click the Save Button.
•
If the contact is not found, click the Add New radio button.
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Add New: Select the Prefix from the drop-down box. Items may be added to the drop-down box in
Setup under Lookup Management.
•
Enter the First Name of the contact.
•
Enter the Middle Initial (MI) of the contact.
•
Enter the Last Name of the contact.
•
Select the Suffix from the drop-down box. Items may be added to the drop-down
box in Setup under Lookup Management.
•
Select the Title from the drop-down box. Items may be added to the drop-down box
in Setup under Lookup Management.
•
Select the Contact Role from the drop-down box. Items may be added to the dropdown box in Setup under Lookup Management.
•
The E-Mail address for the contact is optional, however if the format is entered
incorrectly an error will be returned to warn of the improper format. The E-Mail
address field must contain the @ and . signs.
•
Phone Numbers:
•
Select the Type of phone number from the drop-down box.
•
Enter the phone numbers, without formatting, for this contact. Formatting will
be applied after the screen has been saved.
•
Up to a six digit Extension may be entered.
•
A description may be entered for each number using alpha or numeric
characters.
Note: Items with a red * Asterisk are required fields.
5.
Click Save.
6.
The Clear button will clear the screen of all information except the Vendor Name.
Working with Vendors
The vendor entity must be entered in Search, see Adding a Vendor, to be able to associate it to a General Ledger
Account at the Territory level. Associating the Vendor to a General Ledger Account at the territory level will make it
available for setting up Account Payable records and Disbursements.
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Territory tab.
3.
Click the Details
4.
Click the Vendors tab.
5.
Click the Add New link.
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6.
Click the ellipsis
7.
The Nexsure Accounting screen will be displayed. Enter at least three characters of the vendor name in
the search field and click Search.
8.
Select the vendor name and click OK.
9.
Enter a Description for the Vendor.
10. Click the ellipsis
button next to the Name field.
button next to the Default GL Account field
11. The Nexsure Accounting screen will be displayed.
Note: The Region and Territory should be grayed out; this will confirm that the Vendor is being added at
the Territory level. If it is not grayed out, click Cancel and start at step 1.
12. The Branch, Department and Unit, if applicable, may be selected from the drop-down boxes. This
information may be left blank.
13. The Classification, Group and Type, may be selected from the drop-down boxes. This information may
be left blank.
14. Enter at least two characters in the General Ledger account name or number field and click the Search
button.
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Tax Authority Setup
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15. All general ledger accounts will be displayed. Select the appropriate General Ledger number and click OK.
16. The General Ledger number will be pulled over to the Default GL Account number for the Vendor.
Note: If this account is not accurate, click the Clear link to clear the field. Click the ellipsis
run a new search.
button to
17. Enter the Account Number for this vendor.
18. Click the Primary Contact drop-down box to select a contact, if applicable.
19. Click the Default Address drop-down box to select an address, if applicable.
20. Click the Update link. The vendor will appear in the Vendor tab summary view.
Tax Authority Setup
Tax Authorities are entities which policy generated taxes are paid. Tax Authorities are created on the Search screen
and are used in the Accounting screens of Nexsure.
To Setup a Tax Authority
1.
You must search for a record before entering a new one. On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select Tax Authority, enter search criteria and click Search.
3.
If the tax authority you wish to add is not already in the system, click Add New Record.
4.
On the Card File tab, fill in all location and contact information.
5.
Click Save.
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Premium Finance Company Setup
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Premium Finance Company Setup
Premium Finance Companies are outside entities used by the organization to finance policies. Premium Finance
Companies are created from the Search screen and are used as an alternate "Bill To" in the invoicing and
accounting screens of Nexsure.
To Setup a Premium Finance Company
1.
You must search for a record before entering a new one. On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select Premium Finance Company, enter search criteria and click
Search.
3.
If the premium finance company you wish to add is not already in the system, click Add New Record.
4.
On the Card File tab, fill in all location and contact information.
5.
Click Save.
Retail Agent Setup
Retail Agents are outside producers that broker business through another agency because they do not have a
market. Retail Agents are created from the Search screen and used in the Policy Assignment, Invoicing "Bill To"
and accounting screens of Nexsure.
To Setup a Retail Agent
1.
You must search for a record before entering a new one. On the Primary menu, click SEARCH.
2.
From the Entity drop-down list, select Retail Agent, enter search criteria and click Search.
3.
If the retail agent you wish to add is not already in the system, click Add New Record.
4.
On the Card File tab, fill in all location and contact information.
5.
Click Save.
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Allocation Plan Setup
207
Allocation Plan Setup
Organizations with multiple branches, departments and possible units may have a policy of dividing expenses
during the course of an accounting transaction based on the organizational structure. Creating a general ledger
allocation plan provides a template for easily dividing expenses within the organization. Allocation plans can be
created for accounts payable and journal entries.
To Create an Allocation Plan
1.
On the Primary menu, click ORGANIZATION.
2.
Click the territories tab.
3.
Select the territory to add the plan to by clicking the Details
4.
Click the accounting tab and select the general ledger tab. Any previously created allocation plans will be
displayed on this screen.
icon.
Note: The territory level is used in this example, but allocations can also be setup at the organization
level. When created at the territory level, general ledger defaults will be based on that territory.
Depending on user security to other territories, defaults may be overwritten.
5.
Click the Add New link.
Name: Enter a name for the allocation plan. Enter a name that can be easily recognized from a
list of other possible allocation plans.
Allocation Type: Select Balance Sheet or Income & Expense. Balance Sheet will restrict
selection of organizational entities to Region and force a Territory. Income & Expense will permit
all organizational entities as well as both income and expense accounts when allocation is used.
Description: Add a description of the plan (optional).
Active: This is selected by default. To create a plan to be used at a later time or to deactivate a
current plan, clear this checkbox.
6.
Click OK. The GL Plan screen appears:
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Intra-Office: Selected by default if the allocation uses multiple territories requiring intra-office
transactions.
GL Allocation Summary: Click to return to the GL Allocation list screen. Any line items added will
be saved, but allocation factors will not be saved unless Save or Allocate has been clicked.
Copy Allocation: Creates a new allocation screen displaying "copy of" in front of the original plan
description.
Allocate: Takes any allocation factor entered and creates appropriate percent values.
Save: Saves the allocation information without closing the screen.
7.
Click the Add New link.
Region: Defaults based on territory but can be changed depending upon security to other
entities.
Territory: Available based on Region – defaulted based on entry level but can be changed
Branch: Available based on previous territory selection.
Department: Available if branch selected.
Unit: Available if applicable for department.
Allocation Factor: enter a percentage amount (numerical).
8.
Click OK.
Note: After a line item has been added, Allocation Type cannot be edited. At this point, the Income and
Expense has been designated as the selection which permits pulling all entities but will not be available for
balance sheet accounts. To switch the allocation type, you must delete all org line items.
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The plan name and description as entered and can be edited by clicking the Details icon.
Note: In this example, the Intra-office checkbox is unchecked. Adding a different territory to the
allocation will automatically place a check in the box. You cannot check or uncheck the checkbox. Deleting
the different territory in an allocation group will uncheck the checkbox.
9.
Click Add New to continue adding desired groups.
•
Note there can be a single line item = to 100%.
•
Click Save, Allocate or OK. Line items will be split per Allocation Factor percent to equal
100%.
•
Clicking Cancel or GL Allocation Summary will return to the GL Allocation Summary list,
saving changes as of the last “Save” or “Allocate”.
•
Clicking the Remove
•
Note that if an allocation plan has been used, its use is held in the existing posted
transaction.
icon deletes the item selected.
Intra-Office transaction capability
With GL allocation permitting selection of multiple book levels (territories), subsequent use in
accounts payable and journal entries permits intra-office transactions.
Allocation is complete.
Copying an Allocation Plan
1.
On the Primary menu, click ORGANIZATION.
2.
Click the territories tab, select territory by clicking the Details icon.
3.
Click the accounting tab, then select the general ledger tab.
4.
Click the gl allocation tab and click the Details
5.
Click Copy Allocation
6.
Click OK and system returns to the original GL Allocation Plan details.
7.
Click GL Allocation Summary.
icon on the desired plan to copy.
The Plan is an exact copy of original with the following exceptions:
•
Active Status is unchecked
•
Date Created is the date copy was created
Click the Details
complete.
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Received Payments Default
210
Received Payments Default
The Receive Payments Defaults tab allows the Agency to determine how they want payments to be applied. The
information on the received payments defaults tab can be changed at any time, if changes are made, click the
Update link to save.
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab
3.
Click the Invoicing Setup tab.
4.
Click the Receive Payments Defaults tab.
•
Third Party Payment - Future enhancement that, when checked, will indicate if the payment was
received from a 3rd party (insurance carrier, additional interest, bank, etc.)
•
Select the Payment Type default from the drop-down box.
•
Cash
•
Check
•
Credit Card
•
EFT (Electronic Funds Transfer)
•
ACH (Automatic Check Handling)
•
Credit Card
•
Reference: The Reference field will default in to all received payments.
•
Description: The Description field will not default in to all received payment.
•
Assign payments: Selecting this checkbox will allow Nexsure to automatically allocate the payment
to outstanding invoices.
•
Assign Payments Defaults
•
Default Assignments:
•
Invoice Balance/ Oldest First
When a payment is received and is an exact match to an outstanding invoice, Nexsure will apply it to that invoice
first. If an exact match is not found, Nexsure will apply the payment to the oldest open item first.
Oldest Invoice/ Invoice Balance - When a payment is received, Nexsure will apply it to the oldest open item
first.
Allow Manual Assignment Allocation: Selecting this check box will allow the user to override payments that
have been automatically allocated by Nexsure.
Allocate Assignment Defaults - Spread assignment evenly across premiums, fees and taxes. Selecting this
option allows the payment to be applied proportionally to the premiums, fees and taxes.
Use the following rules: Selecting this option allows the Agency to delegate the order of how a payment will be
applied. Only one selection can be made for Premiums, Fees and Taxes.
Multiple selections can be made for the First, Second and Third options. (IE: Agency can select to have the
payment applied to Fees and Taxes first and the Premiums second).
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Chart of Accounts
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Chart of Accounts
The chart of accounts for use by all entities is created at Organization. All entities and departments and units then
have the applicable general ledger numbers based on the Organization chart of accounts. Mandatory General
Ledger numbers are set at Organization and are then used by all other entities.
Organization Chart of Accounts Rules
•
Organization has a full set of books – Balance sheet and Income and Expense chart of accounts.
•
All Entities (Organization, Region, Territory, and Branch) have at least Income and Expense chart of
accounts.
•
Departments and Units at most have only Income and Expense chart of accounts – they never have
books.
•
If “Include Departments/Units Chart of Accounts” is unchecked in setup, then departments and units do
not have chart of accounts
•
Only Region, Territory and Branch can optionally have “Books” and, therefore, balance sheet chart of
accounts.
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Mandatory General Ledger Numbers
Nexsure provides extensive flexibility and power in terms of transactions and automated work-flow. To properly
record general ledger information internally, a series of mandatory general ledger numbers are required.
Classification is assigned by the system. As a specific general ledger number is selected, the Account Type and
Group populate.
Note: The General Ledger Number range indicated below is typical but is not required. The specific Classification
indicated is required. If a mandatory general ledger number is required based on setup variation, the specific
variation code will be indicated after Classification.
Income Posting Variations
Agency Bill Accrual (Income hits general ledger at invoicing)
Agency Bill Cash Basis (Income hits general ledger as payments are received and applied to insured invoice)
Direct Bill Accrual (Income hits general ledger at invoicing)
Direct Bill Cash Basis (Income hits general ledger as commission payments are reconciled as received from carrier)
People Payable Posting Variations
Pay People on Invoiced
•
AB and DB payable and expense is created at invoicing.
Pay People on Fully Paid
•
AB people payable due and expense is created when insured pays agency in full and the payment is
applied to the invoice.
•
•
Installments paid in full will create payable and expense as they are paid.
DB people payable and expense is created when agency reconciles receipt of commission statement and
check where commission due agency is paid in full.
•
Installment commission paid in full will create payable due and expense as they are reconciled.
Pay People on Fully Paid, Accrue Expense
•
AB people payable non-due and expense is created when invoice is posted.
•
•
People payable due is created when insured pays agency in full and the payment is applied to the
invoice, clearing non-due payable.
DB people payable non-due and expense is created when invoice is posted.
•
People payable due is created when agency reconciles receipt of commission statement and
check, paying the commission in full, clearing non-due payable.
Pay People on Partially Paid
•
AB people payable due and expense is created proportionately based on the amount of payment when
insured pays agency and the payment is applied to the invoice.
•
DB people payable due and expense is created proportionately based on the amount of payment
reconciliation posted.
Pay People on Partially Paid, Accrue Expense
•
AB people payable non-due and expense is created when invoice is posted.
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•
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People payable due is created proportionately based on the amount of payment when insured
pays agency and the payment is applied to the invoice, clearing non-due payable.
DB people payable non-due and expense is created when invoice is posted.
•
People payable due is created proportionately based on the amount of payment reconciliation
posted , clearing non-due payable.
Invoice Mandatory General Ledger Numbers
Note: Mandatory General Ledger Numbers cannot be deleted or flagged as inactive. General ledger numbers with
transactions cannot be deleted. Once the balance is zero, they can be flagged as inactive.
Agency Bill Accounts Receivable
The following 4 Accounts Receivable general ledger numbers are used for agency bill invoice transactions that
should be debited or credited with additional or return premium. If desired, a separate general ledger number can
be established for each Bill To or they can all be assigned the same general ledger number. It is recommended
that Retail Agent have a separate accounts receivable general ledger number.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Client
100000 range
Receivables
Current Asset
Asset
2. Additional Interest
100000 range
Receivables
Current Asset
Asset
3. Premium Finance
Company
100000 range
Receivables
Current Asset
Asset
4. Retail Agent
100000 range
Receivables
Current Asset
Asset
Direct Bill Accounts Receivable
The following direct bill Commissions Receivable general ledger number is necessary for direct bill invoice
transactions to record commission due the agency. The offsetting entry will depend upon whether or not an agency
records commission income on an accrual or as cash is received. Accrual will offset immediately to the direct bill
income account. Cash as received will be held in a non-earned income account until reconciliation occurs, flagging
that payment has been received and income should be recorded.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Commissions
Receivable
100000 range
Revenue
Receivables
Current Asset
Asset
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Unearned Income
The following unearned income general ledger numbers are required only if an agency is cash basis as received for
either agency bill or direct bill. If setup is not cash basis, the system will disable the applicable section reference.
Description
General Ledger Number
Classification
Setup Variation
1. Agency Bill
Commission Unearned
Income
100000 to 300000 range
Asset/Liability/Equity
Cash
2. Agency Fee
Unearned Income
100000 to 300000 range
Asset/Liability/Equity
Cash
3. Vendor Fee
Commission Unearned
Income
100000 to 300000 range
Asset/Liability/Equity
Cash
4. Direct Bill
Commission Unearned
Income
100000 to 300000 range
Asset/Liability/Equity
Cash
Invoice Payables
The following payable general ledger numbers represent moneys that will be due based on invoice entry. Non-due
accounts will be disabled depending upon system setup. Note items 5, 10 and 11 are used for cash basis income
recognition for fee expenses and payables due to other vendors. Carrier Payable is the account total used for the
balances displayed in alerts.
General
Ledger
Number
Account
Type
Account
Group
1. Carrier Payable
200000
range
Insurance
Payables
Short Term
Liability
Liability
2. Binder Bill
Payable
200000
range
Insurance
Payables
Short Term
Liability
Liability
3. Tax Authority
Payable
200000
range
Insurance
Payables
Short Term
Liability
Liability
4. Vendor Payable
200000
range
Insurance
Payables
Short Term
Liability
Liability
5. Vendor Payable
Non-due
200000
range
Insurance
Payables
Short Term
Liability
Liability
6. People Payable
Due
200000
range
Insurance
Payables
Short Term
Liability
Liability
7. People Payable
Non-due
200000
range
Insurance
Payables
Short Term
Liability
Liability
8. Retail Agent
Payable Due
200000
range
Insurance
Payables
Short Term
Liability
Liability
Description
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Classification
Setup Variation
Cash
People Pay-Paid
Accrue Expense
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9. Retail Agent
Payable Non-due
200000
range
Insurance
Payables
Short Term
Liability
Liability
People Pay-Paid
Accrue Expense
10. Agency Fee
Expense Payable
(Non-due)
200000
range
Insurance
Payables
Short Term
Liability
Liability
Cash
11. Vendor Fee
Expense Payable
(Non-due)
200000
range
Insurance
Payables
Short Term
Liability
Liability
Cash
Income
The following payable general ledger numbers represent moneys recorded as income based on the invoice entered.
Note that Agency Fee and Vendor Fee Income exists but alternative general ledger numbers may be assigned as an
aspect of the fee setup process. Service Charge Income may be implemented in a future release as the general
ledger number for automatic Service/Late charge fees generated.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Agency Bill
Income
400000 range
Agency Bill
Revenue
Insurance Income
Income
2. Direct Bill
Income
400000 range
Direct Bill
Revenue
Insurance Income
Income
3. Agency Fee
Income
400000 range
Fee Revenue
Fee Income
Income
4. Service
Charge Income
400000 range
Service Charge
Revenue
Other Income
Income
5. Vendor Fee
Commission
Income
400000 range
Fee Revenue
Fee Income
Income/Under
Ops Income
Retail Agent Expense
The following expense general ledger numbers represent moneys based on commissions paid to retail agents.
Classification can be either income or expense.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Retail Agent
Expense Agency Bill
400000 to 900000 range
Commissions
Paid
Insurance Income
Income/Expense
2. Retail Agent
Expense - Direct
Bill
400000 to 900000 range
Invoice
Commissions
Sales Expense
Income/Expense
Expense
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The following People expense general ledger number represent moneys based on commissions paid to agency
personnel entered in the system as employees , used as the offset to people payable due or non-due. Vendor Fee
expense reflects activity related to vendor fees.
Description
General Ledger Number
Account Type
Account Group
Classification
1. People
Commission
Expense
500000 range
Invoice
Commissions
Sales Expense
Expense
2. Vendor Fee
Expense
500000range
Other Sales
Expense
Sales Expense
Expense/Under
Ops Expense
Bank Activity Mandatory General Ledger Numbers
Accounts Payable Entry
The following general ledger numbers represent general ledger numbers used in the accounts payable entry
function. Accounts payable entry automatically uses the Operating Payable general ledger number as the credit.
Use of Reconciliation Clearing Account and subsequent selection of the accounts payable item in check issuance
(disbursement entry) will make the item available as a disbursement in reconciliation. Discounts taken may be
implemented in a future release.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Operating
Payable
200000 range
Accounts Payable
Short Term
Liability
Liability
2.
Reconciliation
Clearing
Account
100000 range
Receivable
Current Asset
Asset/Liability/
Equity
3. Discounts
Taken
400000 to 999999 range
Discount/Interest
Inc
Other Income
Income/Expense
Check Issuance
Generating a disbursement may pull entries from the general ledger, accounts payable, invoicing, or reconciliation.
The primary definitive accounts would be a trust or operating account. Additional bank accounts using alternative
general ledger numbers are setup at organization or books level entities and selected when issuing disbursements.
These accounts balances are used in Alerts on the accounting summary screen.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Trust
Account
100000 range
Cash Accounts
Current Asset
Asset
2. Operating
Account
100000 range
Cash Accounts
Current Asset
Asset
Receive Payments
Accounts receivable general ledger numbers will be set at invoicing mandatory general ledger numbers and are
disabled. Undeposited funds should always be cleared by deposit on a timely basis. Using Reconciliation Clearing
Account will enable selection of payment in reconciliation.
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Description
General Ledger Number
Account Type
Account Group
Classification
1. Client
Set at invoicing
Receivables
Current Asset
Asset
2. Additional
Interest
Set at invoicing
Receivables
Current Asset
Asset
3. Premium
Finance
Company
Set at invoicing
Receivables
Current Asset
Asset
4. Retail
Agent
Set at invoicing
Receivables
Current Asset
Asset
5.
Undeposited
Funds
100000 range
Receivables
Current Asset
Asset
6.
Reconciliation
Clearing
Account
Set at Accounts Payable
Receivables
Current Asset
Asset/Liability/
Equity
Make Deposit
Making a deposit presents items based on selected ranges created through Receive Payments. Alternative general
ledger numbers may be used based on bank account selected for deposit. These accounts balances are used in
Alerts on the accounting summary screen.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Trust
Account
Set at check issuance
Cash Accounts
Current Asset
Asset
2. Operating
Account
Set at check issuance
Cash Accounts
Current Asset
Asset
Reconciliation Mandatory General Ledger Numbers
Adjustments
Accounts available to balance reconciliation permit an offset to a designated Commission Differences account. Use
of Reconciliation Clearing Account will enable selection at disbursement entry.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Commission
Differences
400000 to 999999 range
Invoice
Commissions
Sales Expense
Income / Expense
2.
Reconciliation
Clearing
Account
Set at Bank Activity
Receivable
Current Asset
Asset/Liability/
Equity
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Journal Entry Mandatory General Ledger Numbers
Journal Entry
Year-end processing will create net entries to zero income and expense with an offsetting entry to Retained
Earnings.
Description
General Ledger Number
Account Type
Account Group
Classification
1. Retained
Earnings
300000 range
Equity
Equity
Equity
Intra-Office Mandatory General Ledger Numbers
Description
General Ledger Number
Account Type
Account Group
Classification
1. Intra-Office
Primary Offset
110000-110999 range
Receivable
Current Assets
Asset/Liability/
Equity
2. Intra-Office
Secondary
Offset
220000-229999 range
Non-Insurance
Payable
Short Term
Liability
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Locking General Ledger Numbers
General ledger access can be disabled based on an employee's user rights. Access to general ledger account
posting can be restricted in all areas including:
•
Receive Payments
•
Journal Entry
•
Deposits
•
Disbursements
•
Invoices
•
Reconciliations
Administrators can grant users the ability to override locked general ledger accounts by modifying the user right's
template using the Security Administration screen in the Setup Console.
Note: This feature does not affect automatic system posting to any general ledger account that has the Disable
Access box checked.
To Disable General Ledger Access
1.
On the Primary menu, click ORGANIZATION.
2.
Select the accounting tab and click the general ledger tab.
3.
Click the chart of accounts tab.
4.
Select the general ledger account by clicking the Details
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Select the Disable Access checkbox and click OK.
In any area of Nexsure where a general ledger number can be selected by clicking an ellipsis
general ledger accounts will appear as grayed out:
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Granting Disable Override
To Modify the General Ledger Security Template
1.
On the Utility menu, click Setup.
2.
In the Setup Console, select Security Administration.
3.
Click the user rights template tab.
4.
Select the User Template Type to apply the changes to, i.e. Accountant.
5.
Click Edit.
6.
In the Core Components list on the right, select General Ledger.
7.
Select or clear the Allow Override checkbox.
8.
Click Save.
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Trial Balance
The trial balance sheet lists all general ledger numbers with a balance as of a given point in time. You can generate
a trial balance for specific periods by using the search filter, then print the report or export the file.
To View a Trial Balance Sheet
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab.
3.
Click the General Ledger tab, then click Trial Balance. To view a specific accounting period, click Show
to display the Search Filter.
4.
After the trial balance sheet has been generated, click Print to send it to a printer, or Export to save it to
a file.
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Balance Sheet
You can generate a balance sheet for specific periods by using the search filter, then print the report or export the
file. The balance sheet will only be active with an entity which has books assigned.
To View a Balance Sheet
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Territory tab and select a territory which has books assigned to it.
3.
Click the Accounting tab.
4.
Click the General Ledger tab, then click Balance Sheet. To view a specific accounting period, click
Show to display the Search Filter.
5.
After the balance sheet has been generated, click Print to send it to a printer, or Export to save it to a
file.
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Income Statement
The Income Statement is a report which shows income and expenses for all entities. You can use the search filter
to choose a specific accounting period to generate the statement for. Once the Income statement is generated, you
have the option to print or export the file.
To View an Income Statement
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Accounting tab.
3.
Click the General Ledger tab, then click Income Statement. To view a specific accounting period, click
Show to display the Search Filter.
4.
After the statement has been generated, click Print to send it to a printer, or Export to save it to a file.
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Bank Accounts
Bank accounts can be associated with any level of your organization that has books. Bank accounts are added as
Financial Entities on the Search screen. The bank account summary screen displays all bank accounts associated
with the selected organization level.
Adding Bank Accounts
To Add a New Bank Account
1.
On the Primary menu, click ORGANIZATION.
2.
Click the accounting tab.
3.
Click the bank accounts tab, then click Add New.
4.
Enter the bank account information.
Name: Click the ellipsis
button to search for and select a bank account that has been
previously entered into the system. Bank accounts are entered as a Financial Entity on the search
screen.
Account Description: Enter a description for the account, such as, "Operating Account".
GL Account: Click the ellipsis
button to search for and select a general ledger account number
that has been previously entered into the system. General ledger numbers are assigned on the
general ledger tab.
Account Number: Enter the account number for the bank you have selected.
ABA Routing Number: Enter the ABA Routing Number (Optional)
Next Check #: Enter the number for the next check to be issued.
Primary Contact: This box will be automatically filled with the information supplied when the
bank account was entered into the system.
Status: Active or Inactive.
5.
Click Update.
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To View Bank Account Details
1.
Select the bank account you wish to view the details for and click the Details
icon.
2.
The bank account detail tab gives a description of the account as well as the account numbers and
contact information. If you change any information on this tab, you must click Update for the changes to
take effect.
3.
The accounting transactions tab shows all transaction activity for the account, such as journal entries,
deposits, disbursements etc. To view details on each transaction click the Details
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Agency Billing
Agency billing generates a record for the agency showing the amount received from the client and the amount due
to the carrier.
To Invoice Using Agency Billing
1.
Select the client you wish to invoice.
2.
On the Client menu, click Transactions.
3.
Click Add New Invoice.
4.
Select the Policy option. In the View drop-down list, select Current or History.
5.
Select a policy number from the Policies field and click OK.
6.
Using the Quick Navigation panel, complete the following screens:
Invoice Header
•
Bill Method: Select Agency (default).
•
Bill Type: Select Regular Bill (hits all appropriate general ledger accounts), Binder Bill (hits
accounts receivable, binder bill payables and appropriate income and expense accounts) or Manual
Bill (is recorded in the system but does not affect any general ledger accounts).
•
Department: Select a Department.
•
Unit: Select a unit. Units are a subset of departments that provide additional income and expense
breakdown if needed.
•
Effective Date: Select the effective date of the transaction. The default effective date is the date
booked. This date determines the period that the invoice will post in.
•
Full Pay: Select if billing in full.
•
Compound Billing: Select if the premium is being spread over multiple payments. Selecting this
option will add the following additional fields:
1.
Down Payment Amount:
2.
Down Payment Date Due:
3.
Payment Plan:
4.
Number of Compound Billings:
5.
View Other CBs: Shows other billing dates a client may have. This is to synch up billing
dates.
6.
1st Compound Billing Eff. Date:
7.
Fee Option:
8.
Tax Option:
9.
Rounding Option:
•
Amount Due: Defaults from premium entered on policy.
•
Date Due:
•
Days until Past Due:
•
# of Print Days Before Eff. Date:
•
Unique Invoice Message:
•
Internal Note:
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Bill To
This information is pulled from the policy but can be changed. Any named insured may be selected as the
"Bill To" on invoices.
To Change Bill To information
1.
In the Quick Navigation panel, select Bill To.
2.
Click Change Bill To. The Bill To pop up appears with the Client option selected with all named
insureds displayed.
Tip: If a long list of named insureds is displayed, enter a name in the search field and click
Search.
3.
Select the entity and named insured to bill.
4.
Click Next.
5.
Select the location and contact name from the drop-down lists and click Next.
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The new Bill To information is displayed, click OK to confirm the change.
Policy Header - Displays policy information.
Annualize - (Checked by default) Clearing this checkbox enables exclusion of annualized line items
when invoicing. This option is helpful for short term policies or special event policies.
Invoice premium - This screen allows you to make changes to a current policy premium by clicking the
Details
icon. You can also add a new premium.
Invoice Non-Premium - Add any new non-premium items to the invoice. These include fees and
taxes.
Invoice Commissions - Add any commissions to the invoice. If default commissions exist in Carrier or
People screens, the will be created automatically. Defaulted commissions can be edited.
7.
Once the invoice has been created, click Invoice Details to verify the information in the new invoice. If all
information is correct, click Post Now.
8.
Invoice Posting - Displays general ledger posting entries for this invoice.
9.
Receivable Tab - Displays client's receivables data including payments assigned for agency bill or carrier
receivable data for direct bill.
10. Payables Tab - Data for Carrier, People and Tax Authority payables including payments assigned.
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Direct Billing
Direct billing generates an invoice to be sent to the client and records the commissions due to the agency.
To Invoice Using Direct Billing
1.
Select the client you wish to invoice
2.
On the Client menu, click Transactions.
3.
Click Add New Invoice.
4.
Select the Policy option. In the View drop-down list, select Current or History.
5.
Select a policy number from the Policies field and click OK.
6.
Using the Quick Navigation panel, complete the following screens:
Invoice Header
•
Bill Method: Select Direct.
•
Annualize: (Checked by default) Clearing this checkbox enables exclusion of annualized line items
when invoicing. This option is helpful for short term policies or special event policies.
•
Department: Select a Department.
•
Unit: Select a unit. Units are a subset of departments that provide additional income and expense
breakdown if needed.
•
Effective Date: Select an effective date.
•
Full Pay: Select if billing in full.
•
Compound Billing: Select this option if the premium is being spread over multiple payments.
Selecting this option will add the following additional fields:
•
Down Payment Amount:
•
Down Payment Date Due:
•
Payment Plan:
•
Number of Compound Billings:
•
View Other CBs: Shows other billing dates a client may have. This is to synch up billing
dates.
•
1st Compound Billing Eff. Date:
•
Fee Option: Gives you the option to add any applicable fees.
•
Tax Option: Select if the items are taxable.
•
Rounding Option:
•
Amount Due:
•
Date Due:
•
Days until Past Due:
•
# of Print Days Before Eff. Date:
•
Unique Invoice Message:
•
Internal Note:
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Bill To
This information is pulled from the policy but can be changed. Any named insured may be selected as the
"Bill To" on invoices.
To Change Bill To Information
1.
In the Quick Navigation panel, select Bill To.
2.
Click Change Bill To. The Bill To pop up appears with the Client option selected with all named
insureds displayed.
Tip: If a long list of named insureds is displayed, enter a name in the search field and click Search.
3.
Select the entity and named insured to bill.
4.
Click Next.
5.
Select the location and contact name from the drop-down lists and click Next.
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The new Bill To information is displayed, click OK to confirm the change.
Policy Header - Displays policy information
Invoice premium - This screen allows you to make changes to a current policy premium by
clicking the Details
icon. You can also add a new premium.
Invoice Non-Premium - Add any new non-premium items to the invoice. These include fees
and taxes.
Invoice Commissions - Add any commissions to the invoice. If default commissions exist in
Carrier or People screens, the will be created automatically. Defaulted commissions can be
edited.
7.
Once the invoice has been created, click Invoice Details to verify the information in the new
invoice. If all information is correct, click Post Now.
8.
Invoice Posting - Displays general ledger posting entries for this invoice.
9.
Receivable Tab - displays client's receivables data including payments assigned for agency bill or
carrier receivable data for direct bill.
10. Payables Tab - data for Carrier, People and Tax Authority payables including payments assigned.
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Binder Bill Invoicing
Binder bill invoicing hits the general ledger but does not appear on the agents account current statement. Binder
bills are available for Agency Billed policies only.
To Create a Binder Bill Invoice
1.
Click on the Details
2.
On the Client menu, click POLICIES.
3.
Click the Details
4.
5.
6.
icon of the client.
icon on the appropriate policy.
Select the transactions tab.
Click Add New Invoice.
Click Edit Invoice Header link.
7.
Choose Binder Bill as the invoice type.
•
Click OK.
•
In the Quick Navigation panel, click Invoice Posting.
•
Click Post Now.
Note: Invoice posting for binder bills creates entries to accounts receivable and binder bill payable only.
No posting rules will be taken into consideration with binder bill invoices.
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Reversing Binder Bills
To Reverse the Binder Bill
1.
At the policy level, click the transactions tab. If there are several invoices, go to the Select view dropdown box and choose Open Binder Bill.
2.
Click the Details
3.
On the binder invoice header, click Reverse Now.
icon of the posted binder invoice.
The reversal process displays three options:
•
Open payment for manual apply to invoices: Will open receive payment with the entire
amount as residual.
•
Go to Receive Payment - note that it now has a residual amount.
•
Open and assign credits to invoices as applicable.
•
•
•
The original and reversal can be applied against each other.
Open payment and auto-apply: Will re-apply the receive payment to the replacement invoice.
•
Replacement invoice will have the credit.
•
The original and reversal invoice will need to be applied to each other.
Leave payments applied: No change to the receive payment, it will remain against the original
binder bill.
•
No activity required.
Note: If credits exist for binder bill invoices, the message returned will be the same except for the
reference to the locked or closed period:
Locked or closed period: "Entry is in locked or closed period"
Open period: "Entry is in an open period"
The binder bill reversal creates a replacement invoice. The invoice header shows the replacement
invoice number and the original binder number.
4.
Make any necessary changes to the premium, fees, taxes etc.
5.
Click Post Invoice. If the premium has been changed, the user will receive a prompt to generate a
manual invoice, select Yes and click OK.
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In the summary view there will be:
•
"+" in front of the replacement invoice with "posted" status only
•
"-" in front of the reversed binder bill invoice
•
(M) is the manual invoice
Related Receive Payment Activity
•
Open payment for manual apply to invoices:
•
Go to Receive Payment, note that it now has a residual amount.
•
Open and assign credits to invoices as applicable.
•
•
•
The original and reversal can be applied against each other.
Open payment and auto-apply:
•
Replacement invoice will have the credit.
•
The original and reversal invoice will need to be applied to each other.
Leave payments applied:
•
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List Billing
List Bill provides a means of splitting a premium over multiple entities and locations. A list bill is comprised of one
master policy billed to multiple locations. The master policy provides insurance coverage for locations insured on a
policy. Up to 300 combined locations and related accounts can be associated to the master account and of those,
up to 15 may be selected into a single List Bill plan for automatic inclusion in an invoice. The locations are attached
to the Master Client via its Related Accounts tab.
List billing is based on a percentage of the risk that each location will pay thus creating multiple receivables and
multiple payables based on the entities involved in each individual billing. The Carrier payables are based on an
installment schedule generated over the specified number of locations, not time.
List Bill Setup
1.
All Clients (the master Client and the related accounts) are added to Nexsure following the normal
procedures. See Adding Suspects, Prospects and Clients for assistance.
2.
Each Clients location(s) should be added on their respective locations tab. See Adding Locations for
assistance.
3.
All related accounts need to be associated to the Master Client via its Related Account’s tab. As a result of
list billing the related accounts policy will reside with the Master Client. See Adding a Related Account for
assistance.
4.
The master policy(ies) is added to Nexsure through Marketing following the normal procedures. See Policy
Underwriting for assistance.
Note: The Client containing the policy to be list billed is the Master Client for that policy and all related
accounts. The master policy provides insurance coverage for all locations. When completing the ACORD
application for the Master Client add the locations, coverage’s, limits, etc., for the related accounts as well.
5.
The premium information is entered on the policy info tab following the normal procedures. See Policy Info
Tab for assistance.
6.
The Marketing policy is In-Forced following the normal procedures. See In-Forcing a Marketing Policy for
assistance.
Creating a List Bill Plan
Setting up a list bill plan is done at the Client level. On the Client menu, click Transactions. The list bill is only
available on the master client; it is created as a template to be used for billing the master policy and related
account locations.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click Transactions.
4.
Click the List bill plans tab.
5.
Click the Add New link. The Add New Bill Plan popup is displayed.
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•
Plan Name: Enter the plan name.
•
Plan Description: Enter the plan description
•
Active: Leaving this box checked it makes the list bill plan available for use, if unchecked, the plan is
not available for use at invoicing and is marked inactive.
•
Click OK.
All current locations of the master account and the related accounts are displayed. As locations and
related accounts are added or deleted, they will be shown here.
Note: For a related account with multiple locations, the related account will be displayed once with each
location.
7.
Select the locations to be included in the list bill plan by clicking in the appropriate Select checkboxes. As
locations are selected, the allocate factor and the ellipsis button are activated.
8.
In the Allocation Factor column, enter a value based on square footage, premium dollars, total
insurance to value, etc. for each related account or location.
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Note: Select one type of factor and be consistent for each location.
9.
Click Allocate. Each value will be divided by the total amount of related accounts (or locations) and
calculate its percentage of the total in the Percent column. The total of the Percent column will equal
100%.
Seven related accounts or locations can be displayed per 'page'. Nexsure runs a per page total (This Page
Total) as well as a collective total (All Pages Total). The Allocation Factor box will display in red once that
unit's total has been added to the page total field.
10. Click Save.
11. If the allocation factors are changed, click the Allocate link to update the page total and percentages
based on the new allocation factors.
12. Clicking the Details
icon of a location will display the specific location information for the selected line
item. If changes are made click OK to save or Cancel to close without saving.
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13. Clicking the ellipsis button to the right of a location displays the producer(s) (Account Managers are not
displayed) commission record(s) at the bottom of the screen in a summary view for that line item. The
number displayed to the right of the ellipsis button is the total number of producer(s) for that line item.
The commission defaults in if it has been set up for the Producer. The location record is highlighted in gray
to designate the record being worked.
Note: For the Master Account, Producers will not prefill. The producer(s) displayed are at the Client level
NOT the policy level.
14. If the Producer is displayed with the incorrect commission rate, click the Details icon of the commission
record, adjust the commission and click OK to save the change.
15. If no producer(s) is displayed, click the [Add New] link to pull the producer in to create a commission
record for that line item.
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16. The Add People Commission popup is displayed. The Employees box defaults to the employees that are
assigned at the client level as producers.
•
Select the Employee from the Employees box or use search People option.
•
Select the Commission On from the drop-down box.
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Select Fee: Fee selection permits the application of fee-specific commission rates. Fees subject to
commission do not need to have the same rate applied and can have a differentiating commission
rate/rate type applied.
Note: Only fees which are subject to commission will be available.
•
Select the Production Role and Production credit amount from the drop-down boxes
•
The Production Role and Production credit amount fields are used to designate the role and percent of
business this employee brought into the Agency on this policy.
•
Select the Rate Type from the drop-down box
•
Key in the appropriate rate, Nexsure will calculate the commission based on the rate type chosen.
•
Click OK.
Note: An unlimited number of people commission records may be added for each location, as people
commission records are added, the commission column tallies the number of commission records for each
location.
17. Click the Copy Plan button to copy the existing plan, if desired. This removes the need to re-key an
existing plan and reduces the chances of duplicate entries.
18. A confirmation window is displayed. Click OK to confirm and return to the original list bill plan.
19. Once the list bill plan template is created, or copied, click List Bill Summary to exit.
20. All list bill plans created will appear in a summary view on the list bill plans tab. Notice the copy displays
with “copy of” before the original plan name and the Active check box is not checked.
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Note: You must edit the copy and check the activate box to activate the copy.
21. Click the Details icon of the copied plan. The entire plan along with the Plan Name and Description can be
edited as needed. Click the Active checkbox to activate the new bill plan and click the Save link to save.
Click the List Bill Summary link to exit the plan.
List Bill Plan Invoicing
Once a List Bill Plan has been created, it is used as a billing template. The Invoice is created at the Client level on
the Master Client.
1.
On the Primary menu, click SEARCH.
2.
Click the Details
3.
On the Client menu, click Transactions. The transaction summary tab is displayed.
4.
Click the Add Master Invoice link. The Invoice Add Policy popup window is displayed.
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5.
Select the Policy option, select Current or History from drop-down box, highlight the policy number to
be billed and select the List Bill Plan from the drop-down box. Click OK.
6.
Select the appropriate check boxes for Premium, Fees and/or Taxes to default in from the policy info
tab of the master client, click OK.
7.
Using the links in the Quick Navigation panel, or the scroll bar, complete the following screens:
•
•
Invoice Header
•
Verify the Bill Method, Bill Type, Invoice Type, Department and Unit.
•
The Effective Date defaults to the Effective Date of the policy.
•
Date book defaults to effective date of policy or invoice creation date based on whichever one is
later.
•
Enter the number of Days until Past Due.
•
Enter the number of Print Days Before the Effective Date.
•
Click OK.
Premiums - Changes can be made to the existing premium by clicking on the Details icon. A new
premium can be added by clicking the add new premium link.
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•
Fees - Changes can be made to existing fees by clicking on the Details icon. A new fee can be added
by clicking the add new fee link.
•
Taxes - Changes can be made to existing taxes by clicking on the Details icon. A new tax can be
added by clicking the add new tax link.
•
Agency Commission - If a default commissions exist for the Carrier it will automatically default in.
Changes can be made to Agency commissions by clicking on the Details icon. A new agency
commission can be added by clicking the add new agency commission link.
Note: The Other commissions will become available after the Invoices are created.
8.
Click the List Bill Detail link in the quick Navigation. A new List Bill Schedule is generated. The list bill
schedule is based on the information in the list bill plan template.
9.
Click the Create invoices link. A separate invoice is created for each location shown in the schedule and
automatically posts.
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10. Each location has its own unique Invoice number. The total number of invoices will be reflected in the
header.
Note: Each invoice ID numbers displays on the transaction summary tab at the client level where the
location record is located.
11. Click the Transaction Summary to close the master invoice. The Transaction summary view of the
master client displays only the invoice(s) for the master Client.
12. Each invoice is displayed with the master invoice number stacked below. The master number is a hotlink,
clicking on the link will launch the entire bill plan for review and modification.
13. The select client drop-down box will display the accounts related to the master client. Select one of clients
in the drop-down box to access that related accounts transaction summary tab.
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14. The Transaction Summary view of the related account selected will display the invoices for that Clients
location.
icon of one invoice; Invoice header will display the master client info along with the
15. Click the Details
location that is being billed for this invoice.
Note: If an agent makes changes to a policy level assignment it will affect list bill. List bill assignment
comes from the client level.
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Installment Billing
Installment billing is used when spreading a premium over a number of payments.
To Invoice using Installment Billing
1.
Select the Client to be invoiced.
2.
On the Client menu, click the policies link.
3.
Click the Details
4.
Click the transactions tab at the policy level.
5.
Click Add Master Invoice link.
6.
Click check boxes for premium, fees and/or taxes to default in from the policy info tab, click OK.
7.
Using the links in the Quick Navigation panel, or the scroll bar, complete the following screens:
icon for the appropriate policy.
Edit Invoice Header
a.
Verify the Bill Method, Bill Type, Department and Unit.
b.
The Effective Date defaults to the Effective Date of the policy.
c.
Date Booked defaults to effective date of policy or invoice creation date based on whichever one is
later.
d.
Enter the Down Payment Amount.
e.
Enter Down Payment Date Due.
f.
Chose the Payment Plan from the drop-down box.
Note: The down payment is not included in the number of installments.
Annual: Due date of 1st installment is based off date entered in 1st Installment Effective Date
field. Subsequent installments billed in 1 year increments up to the specified number of
installments.
Note: If client is paying in full, (no down payment), click [Add New Invoice] link and bill as full
pay.
Semi Annual: Due date of 1st installment is based off date entered in 1st Installment Effective
Date field. Subsequent installments are billed in 6 month increments up to the specified number of
installments..
Quarterly: Due date of 1st installment is based off date entered in 1st Installment Effective Date
field. Subsequent installments are billed in 3-month increments up to the specified number of
installments.
Monthly: Due date of 1st installment is based off date entered in 1st Installment Effective Date
field. Subsequent installments are billed in 1-month increments up to the specified number of
installments.
Weekly: Due date of 1st installment is based off date entered in 1st Installment Effective Date
field. Subsequent installments are billed in 1-week increments up to the specified number of
installments.
Same Date: Due date of 1st installment is based off date entered in 1st Installment Effective
Date field. Subsequent installments are billed on the same date as the 1st Installment up to the
specified number of installments.
g.
Enter the Number of Installments.
h.
Enter the 1st Installment Effective Date. (All subsequent installment default from this date).
i.
Enter the number of Days until Past Due.
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Enter the # of Print Days Before Effective Date.
This field is used to calculate the date when the installment will automatically post and makes
the invoice available to print in batch.
EX: 1st installment effective date is 7/20/2004
Print date field entered is the number 15
Installment will post on 7/5/2004 and be available for batch printing on that date
If zero used in this field, each installment will post from the date in the effective date field in
their scheduled month.
To suspend the posting of an invoice the User should leave this field blank to avoid Nexsure
automatically posting the installment.
Note: If the month is locked or closed, the invoice will post in the current month.
k.
Choose fee, tax & rounding options from the drop-down boxes.
l.
Input Unique Invoice message – this will print out on the invoice.
m. Input Internal Note.
n.
Click OK.
Change Bill To
This information is pulled from the Client but can be changed by clicking the Change Bill To link.
To Change Bill To Information
1.
In the Quick Navigation panel, select Bill To.
2.
Click Change Bill To. The Bill To pop up appears with the Client option selected with all named
insureds displayed.
Tip: If a long list of named insureds is displayed, enter a name in the search field and click
Search.
3.
Select the entity and named insured to bill.
4.
Click Next.
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5.
Select the location and contact name from the drop-down lists and click Next.
6.
The new Bill To information is displayed, click OK to confirm the change.
Policy Header - Displays the Policy Header Information.
Base Forms - Displays base forms for the policy.
LOB Forms - Displays all Lines of Business forms on the policy.
Premiums - Changes can be made to the existing premium by clicking on the Details
premium can be added by clicking the add new premium link.
Fees - Changes can be made to existing fees by clicking on the Details
by clicking the add new fee link.
Taxes - Changes can be made to existing taxes by clicking on the Details
added by clicking the add new tax link.
icon. A new
icon. A new fee can be added
icon. A new tax can be
Agency Commission - If a default commissions exist for the Carrier it will automatically default in.
Other Commissions
Changes can be made to Agency commissions by clicking on the Details
icon.
A new agency commission can be added by clicking the add new agency commission link:
•
Commission On: Fee selected
•
Fee option will be available only if fee was flagged as branch commissionable (this has not
changed)
•
Defaults to Policy/All LOBs once Fee is selected
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•
Level/LOB: Select appropriate line of business
•
Select Fee: Fee selection permits the application of fee-specific commission rates. Fees subject to
commission do not need to have the same rate applied and can have a differentiating commission
rate/rate type applied.
Note: Only fees which are subject to commission will be available.
•
Rate Type / Rate: Enter rate information.
•
Click OK.
Other Commissions - If a default commissions exist for the Employee it will automatically default in.
Changes can be made to Employee commissions by clicking on the Details
icon.
A new employee commission can be added by clicking the add new other commission link:
•
Select the Employee from the Employees box or use search People option.
•
Select the Commission On from the drop-down box.
•
Select Fee: Fee selection permits the application of fee-specific commission rates. Fees subject to
commission do not need to have the same rate applied and can have a differentiating commission
rate/rate type applied.
Note: Only fees which are subject to commission will be available.
•
Select the Production Role and Production credit amount from the drop-down boxes
•
The Production Role and Production credit amount fields are used to designate the role and percent
of business this employee brought into the Agency on this policy.
•
Select the Rate Type from the drop-down box
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•
Key in the appropriate rate, Nexsure will calculate the commission based on the rate type chosen.
•
Click OK.
8.
Click the Installment plan link in the Quick Navigation. A new installment schedule will be generated,
click OK.
9.
The installment schedule is based on the information in the Invoice header.
•
The amount of an installment can be changed by clicking on the Details
icon. Change the
amount and click Update. Click cancel to close the popup, click on Installment Plan in the
Quick Navigation to revise the existing Installment schedule.
•
An installment may be billed to another entity. See Change Bill To.
This information is pulled from the policy but can be changed by clicking the Change Bill To link.
a.
Select the new Bill To entity.
b.
If Finance Company, Additional Interest or Retail Agent is selected, the appropriate entities
will be displayed. Enter at least 2 characters to narrow search results.
c.
Once you have selected an entity click next. Select the Name, Location and Contact from the
drop-down boxes.
d.
Click next.
e.
A popup box will confirm the change, click OK to complete.
f.
A Bill To Log will display the date and time changed, the prior bill to entity and the user who
made the change.
•
The Installment ID includes the installment number followed by its description letter or number.
•
The Installment date, print date, past due date and description default from the information in
the Invoice Header.
a.
Verify the Bill Method, Bill Type, Department and Unit.
b.
The Effective Date defaults to the Effective Date of the policy.
c.
Date book defaults to effective date of policy or invoice creation date based on whichever
one is later.
d.
Enter the down payment amount.
e.
Enter down payment due date.
f.
Chose the payment plan from the drop-down box.
g.
Enter the Number of Installments.
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h.
Enter the 1st Installment Effective Date.
i.
All subsequent installment default from this date.
j.
Enter the number of Days until Past Due.
k.
Enter the number of Print Days Before the Effective Date
i.
This field is used to calculate the date when the installment will automatically post and
makes the invoice available to print in batch. EX: 1st installment effective date is
7/20/2004.
ii.
Print date field entered is the number 15.
iii.
Installment will post on 7/5/2004 and be available for batch printing on that date.
iv.
If zero used in this field each installments will post from the date in the effective date
field in their scheduled month.
v.
To suspend the posting of an invoice the User should leave this field blank to avoid
Nexsure automatically posting the installment.
Note: If the month is locked or closed, the invoice will post in the current month.
l.
Choose fee, tax & rounding options from the drop-down boxes.
m. Input Unique Invoice message – this will print out on the invoice.
•
n.
Input Internal Note.
o.
Click OK.
The amount of each installment is based on the total premium, amount due of the down payment
and number of installments.
10. Click the Create Invoices link.
11. Each installment will now have its own unique Invoice number. The total number of invoices will be
reflected in the header.
12. Click the Transaction Summary to close the master invoice.
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13. The Transaction Summary view displays each installment number with the master invoice number stacked
below. The master number is a link, clicking on the link will launch the entire installment plan for review
and modification.
14. Unposted invoices can be removed, security permitting, but posted invoices must be reversed.
Splitting an Installment
Each Installments Invoice may be billed to more than one entity.
To Split an Installment
1.
Click the Details
2.
Click the POLICIES link on the Client menu.
3.
Click the Details
4.
Click the transactions tab.
5.
Click the Details
6.
Click edit invoice header.
7.
Change the number of billings to the number of entities splitting the installment.
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icon of the appropriate policy.
icon of the unposted installment invoice to split.
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8.
Click OK.
9.
Click on the compound billing schedule link in the Quick Navigation. A new installment schedule will be
generated, click OK.
10. This installments invoice is now split between the number of billings, with all installments being billed to
the entity shown in the header.
11. The Entity for each installment can be changed:
•
Click the Bill To icon
•
Chose entity
•
Click next
•
Select name, location & contact from the drop-down boxes
•
Click next
•
Click OK to confirm change
•
Close the installment schedule window by clicking the X in the upper right corner of the window.
12. The invoice will post on print date (or tonight, if date is in the past).
13. Each installments invoice will need to be split if the split applies to all.
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Delivery Option for Installment Invoicing
To Deliver an installment invoice
1.
From the Client menu, click the policy link.
2.
Click the Details
3.
Click the transactions tab.
4.
Click the Details
5.
Under the invoice header, click Print.
icon for the appropriate policy.
icon of the posted installment to be delivered.
Note: The invoice must be posted in order to deliver.
6.
Select the Invoice Format from the drop-down list and select the invoice to print.
7.
Click OK.
8.
Click Deliver. The invoice must be in Adobe PDF format to deliver. Delivery can be sent via email or fax.
1.
Fill out the Delivery screen and click Send.
2.
Close the Delivery window.
3.
Delivery details can be viewed from the delivery link on the client menu.
Endorsements and Installment Billing
Endorsements are processed normal through Servicing. The Endorsement does not need to be posted to make
premium adjustments to any remaining unposted installments.
1.
Click the Details
2.
On the Client menu, click POLICIES.
3.
Click the Details
4.
Click the transactions tab.
5.
Click on the Master Invoice ID link of any installment.
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6.
Click on Modify Master link.
7.
In the Modify Master box, select split. Leave the other options unchecked and click OK.
8.
Scroll to the Premium link and click on the Details
9.
In the Amount Due field put in the additional or return premium (a return premium will need a “-“ in
front of the amount), generated by the endorsement.
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10. Click OK.
11. Click on the Installment Plan link. The amount of the additional or return premium will be divided over
the number of the original installments.
12. Click on the Create Invoices link. The amount of the additional or return premium will be divided over
the remaining unposted installment invoices.
13. Click the Transaction Summary link.
14. The remaining unposted installment invoices will post according to their respective dates.
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Journal Entry
A Journal Entry is an entry made directly to specific general ledger accounts. Journal entries must balance before
posting is allowed. If a particular entry is made on a consistent basis, it can be created as a “recurring” entry.
To Add a New Journal Entry
1.
On the Primary menu, click ORGANIZATION.
2.
Select the accounting tab.
3.
Select the transactions tab and click journal entry.
4.
Click Add New, or click Add Recurring.
Recurring journal entries must have been previously created as “Recurring” to be available to
add. If recurring journal entries have been created, they can be selected from the drop-down list.
•
Journal Entry ID: This number will be automatically assigned once the entry is made.
•
Posted: Checkbox will populate once entry is posted.
•
Date Booked: Displays the date entry was booked. Enter the date manually or click the
calendar icon to select a date.
•
Date Created: Displays the date entry was created.
•
Created By: User that created the entry.
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Recurring: Select this option to save the journal entry so it may be easily selected next time it
needs to be entered. This eliminates the need to enter all of the journal entry information each
time it is entered. See "Recurring Journal Entries".
Note: If "Recurring" is selected, the "Post" option becomes unavailable as it will be determined
when creating the recurrence schedule.
•
Set Properties: This option becomes active once "Recurring" is selected.
•
Frequency: Displays the journal entry schedule.
•
Start Date: Displays the journal entry starting point.
•
Expiration: Displays the recurrence expiration.
•
Auto Post: If checked, the journal entry will post automatically at 12:40 AM. If
unchecked, the entry will be created based on rules and will be available to post, edit or
delete.
•
Reference: (optional) Use this as a type of internal note.
•
Description: (optional) Add a description of the entry. It will be displayed on the Journal Entry
Summary screen. The description will also populate the Description field in the General Journal
Entry group below.
5.
Select an account number by clicking the ellipsis button.
6.
Use the drop-down lists or search fields to select the organization and general ledger account information
and click OK.
7.
Enter the amount of the Debit/Credit.
8.
Click Add Row to enter the corresponding general ledger account and Debit/Credit amount, or click Add
Allocation to apply an allocation template.
9.
Click Save. You can then Print, Post or Abort the entry. Before you can post the entry, it must be in
balance.
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Recurring Journal Entries
If a particular journal entry is made on a consistent basis, it can be created as a “recurring” entry. Recurring
entries can be created on any recurring schedule needed. Recurring entries can also be scheduled to automatically
post.
To Create a Recurring Journal Entry
1.
On the Primary menu, click ORGANIZATION.
2.
Select the accounting tab.
3.
Select the transactions tab and click journal entry.
4.
Click Add New.
•
Journal Entry ID: This number will be automatically assigned once the entry is made.
•
Posted: Checkbox will populate once entry is posted.
•
Date Booked: Displays the date entry was booked. Enter the date manually or click the calendar
icon to select a date.
•
Date Created: Displays the date entry was created.
•
Created By: User that created the entry.
5.
Select the Recurring option.
6.
Click Set Properties.
Note: If not selected, previous recurring journal entries will apply and the entry will be available through
[Add Recurring] on the Journal Entry screen.
7.
Select the Recurring Schedule:
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Monthly
Daily
Monthly Recurrence Schedule
•
Daily Recurrence Schedule
•
Every number of days will create journal
entry on that number of days
•
Every weekday will create journal entry
Monday to Friday
Recurrence Range
•
Start date – defaults from Journal Entry
screen and determines the first occurrence
•
Continuous – journal entry will be created
until end is defined
•
Continue for number of occurrences –
journal entry will be created for set number
of occurrences.
•
End by specific date – journal entry will
be created until date is reached.
•
If end by date = the prescribed
occurrence of a journal entry, the
entry will be created. For
example, end by date = July 21,
2006 the journal entry will occur
on July 21. If end by date = July
23, 2006 then the last journal
entry will also occur on July 21
since July 23 is not a weekday.
Automatically Post
•
If checked, journal entry will post during a
night process automatically (12:40 AM).
•
If unchecked, journal entry will be created
but will not post.
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Day ## of every # month(s) –
specific date the number of months
designated.
•
Example – Day 15 of every 1
month will create the journal
entry on the 15th of each
month beginning in August.
•
Example – Day 15 of every 3
months will create the journal
entry on the 15th of every 3rd
month. In this example, with
7/21/2005 as start date, the
first entry will be August with
subsequent entries occurring in
November, February 2006, May
2006, August 2006 and so on.
•
To effect a different month,
“Start” could be changed to
later month to begin the series
in that month.
Recurrence Range
•
Start date – defaults from Journal Entry
screen and determines the first
occurrence
•
Continuous – journal entry will be
created until end is defined
•
Continue for number of occurrences –
journal entry will be created for set
number of occurrences.
•
End by specific date – journal entry will
be created until date is reached.
Automatically Post
•
If checked, journal entry will post during
a night process automatically (12:40
AM).
•
If unchecked, journal entry will be
created but will not post.
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Yearly
Weekly
Yearly Recurrence Schedule
Weekly Recurrence Schedule
•
Every # of week(s) on a specific day (or
days) will create journal entry on that day
every designated number of weeks.
•
Example – every 1 week on Tuesday
will create the journal entry every
Tuesday
•
Example – every 2 weeks on Tuesday
will create the journal entry every
other Tuesday
Recurrence Range
•
Recurrence Range
•
Start date – defaults from Journal Entry
screen and determines the first
occurrence
•
Defaults from “Date Booked” but
may be changed based on rules for
using “Date Booked” in a journal
entry.
Today’s date is the default.
•
Start date – defaults from Journal Entry
screen and determines the first occurrence
•
Continuous – journal entry will be created
until end is defined
•
Continuous – journal entry will be
created until end is defined
•
Continue for number of occurrences –
journal entry will be created for set number
of occurrences.
•
Continue for number of occurrences –
journal entry will be created for set
number of occurrences.
•
•
End by specific date – journal entry will
be created until date is reached.
•
Example – 24 occurrences will result in
24 weeks of Tuesday journal entry
End by specific date – journal entry will be
created until date is reached.
Date may not be in a closed or locked period
Automatically Post
•
If checked, journal entry will post during
a night process automatically (12:40
AM).
•
If unchecked, journal entry will be
created but will not post.
Automatically Post
8.
Only option is “Occurs” with the specific
day designated.
•
If checked, journal entry will post during a
night process automatically(12:40 AM).
•
If unchecked, journal entry will be created
but will not post.
Click OK.
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Journal Entry Summary: Saves the entry and returns to Journal Entry transaction list view.
Recurring entries must be in balance, clicking Transaction Summary while not in balance will
prompt a message notifying you to balance the journal entry.
Print: Prints journal entry line items.
Note: Post is not available for a recurring entry.
•
Abort: Deletes the entry.
•
Save: Saves the entry, remaining in the journal entry screen.
•
Add Allocation: Displays available allocations for entry, see Using Allocations.
•
Add Row: Adds general ledger line items.
Note: In the example above, items cannot be selected since they are recurring journal entries
and are not posted. Only Journal Entries created from recurring journal entries that are
unposted or single journal entries created and unposted can be selected for the Post Selected
process.
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Using Allocations
Organizations with multiple branches, departments and possible units may have a policy of dividing expenses
during the course of an accounting transaction based on the organizational structure. Creating a general ledger
allocation plan provides a template for easily dividing expenses within the organization. Allocation plans can be
created for accounts payable and journal entries. Before using an allocation template it must be created first, see
Allocation Plan Setup.
Accounts Payable Allocations
To Use Allocations with Accounts Payable
1.
On the Primary menu, click ORGANIZATION. Select the Org level where your bank accounts are located,
for example - Territories.
2.
Select the accounting tab.
3.
Select the transactions tab and click accounts payable.
4.
Click Add New. The Entity Search dialog appears.
5.
Search for the Entity to pay.
Note: If the entity has an alternate payment address, it can be selected from the Select Address dropdown list.
6.
Click OK.
7. Enter the accounts payable information as covered in the accounts payable topic.
8. Click Add Allocation. An allocation plan must have been previously created to activate this link.
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•
GL Allocation Name - Select the allocation plan from the drop-down list. The Entity where the
transaction is created must be part of the allocation plan to be available.
•
Description - defaults from allocation plan.
•
Type - Select debit or credit for fill in to accounts payable item.
•
Amount - defaults from the first AP entry but can be changed. If the amount is changed,
additional rows or allocation must be entered to balance.
Click the GL Account Number ellipsis.
•
Classification - classification availability depends on the allocation plan's Type.
•
A Balance Sheet Type will display: Classification Asset, Liability and Equity
•
An Income & Expense Type will display: Classification Income, Expense, Under
Ops Income and Under Ops Expense
•
Group - selection is dependent upon the classification selected.
•
Type - selection is dependent upon the classification selected.
•
Enter a partial name or GL account number and click Search.
10. Select the general ledger number and click OK.
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11. Click OK to close the Add GL Allocation pop up.
The allocation in this example divided items evenly across 2 organizational levels. Intra-territory angle creates
additional entries to keep the books in balance.
Processing the disbursement for the accounts payable item in this example will:
•
Credit bank $3,200.00 (Territory 001)
•
Debit accounts payable $3,200.00 (Territory 001)
•
No additional entries via disbursement (accounts payable processing) need to occur to Territory
002
•
Territory 002 may eventually repay territory 10, crediting the bank and debiting Intra-Office
Secondary Offset.
•
Territory 001 receipts repayment, debiting undeposited funds and crediting Intra-Office Primary
Offset.
Journal Entry Allocations
To Use Allocations with Journal Entries
1.
On the Primary menu, click ORGANIZATION. Select the Org level where your bank accounts are located,
for example - Territories.
2.
Select the accounting tab.
3.
Select the transactions tab and click journal entry.
4.
Click Add New.
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Note: The first General Journal Entry line must be completed with a general ledger number and debit or
credit value before Add Allocation can be used.
5.
Enter the journal entry information as covered in Journal Entry, and click Add Allocation.
•
GL Allocation Name - Select the allocation plan from the drop-down list. The Entity where the
transaction is created must be part of the allocation plan to be available.
•
Description - defaults from allocation plan.
•
Type - Select debit or credit for fill in to accounts payable item.
•
Amount - defaults from the first AP entry but can be changed. If the amount is changed,
additional rows or allocation must be entered to balance.
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•
Classification - classification availability depends on the allocation plan's Type.
•
A Balance Sheet Type will display: Classification Asset, Liability and
Equity
•
An Income & Expense Type will display: Classification Income, Expense,
Under Ops Income and Under Ops Expense
•
Group - selection is dependent upon the classification selected.
•
Type - selection is dependent upon the classification selected.
•
Enter a partial name or GL account number and click Search.
•
Select the general ledger number and click OK.
•
Click OK to close the Add GL Allocation pop up.
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Note: Process for journal entry is different from Accounts Payable in that a determination must be made
for the initial line item with subsequent offsets. In this example, corporate accounting for the territory
level has been credited the entire amount with the gl allocation providing subsequent allocation for the
same general ledger number. It could be the first line is bank interest or bank service charges with
allocation created to distribute to other levels.
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Disbursements
To Make a Disbursement (Post/Print a Check)
1.
On the Primary menu, click ORGANIZATION.
2.
Select the book level tab and click the Details
3.
Click the accounting tab.
4.
Click the transactions tab, then select the disbursements tab.
5.
Select a bank account from the drop-down list.
6.
Click Add New Disbursement.
7.
Select an entity type from the drop-down list.
8.
Enter at least 2 characters of the name for the entity you wish to disburse to and click Search.
9.
Select the entity in the search results and click OK.
icon for the entity desired.
10. Complete the Disbursement Header information and click Save.
11. In the Quick Navigation panel, click Invoices. All invoices for this client in the selected territory will be
displayed.
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12. Select the invoice to disburse by marking the checkbox and click Pay All Selected.
13. Click Post. You will be prompted to confirm the post, click OK. The posted and printed from the
Disbursement Summary screen.
Note: You must Post a disbursement before you can Print it.
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Posting a Zero Disbursement
A zero disbursement can be done to clear open items on a client’s account.
Scenario: Client is invoiced for full payment of new business BOP policy. Full payment of BOP policy received on
client’s account, (unapplied to invoice resulting) in a residual amount.
Endorsement processed on BOP policy resulting in a return premium. Client is invoiced for full payment of new
business Auto policy. Payment received on client’s account, (unapplied to invoice) resulting in a residual amount.
(Amount received was Auto premium minus return premium from BOP endorsement). The disbursement process
can be used to clear open items for the client in one transaction process.
Client Level Invoice Summary View
Client Level Unassigned Payments View
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Receive Payment Tab Summary View
Note: Amount received on clients account displays as a Residual amount in receive payments tab summary view.
To Process a Zero Disbursement
1.
On the Primary Menu, click ORGANIZATION.
2.
Click the Territory tab.
3.
Click the Details
4.
Click the Accounting tab.
5.
Click the Transaction tab.
6.
Click the Disbursements tab.
7.
Select appropriate bank account from the drop-down list.
8.
Click [Add New Disbursement] link.
9.
Select Client as entity type from the drop-down list.
icon of the appropriate territory.
10. Enter at least 2 characters of the name of the client you wish to disburse to and click Search.
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11. Select the client in the search results and click OK.
12. Complete disbursement header as appropriate and enter description.
Note: To avoid a check number from being assigned, the Disbursement Method should be set to EFT.
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13. Click on the Invoices link in Quick Navigation.
14. Select all applicable invoices to pull into the disbursement.
Scenario:
•
Invoice # 4171 full pay BOP policy.
•
Invoice # 4174 return premium - BOP endorsement.
•
Invoice # 4187 full pay Auto policy.
15. Click Pay All Selected link under disbursement header.
Note: Selected items are calculated into the disbursement when the Revised Balance column is zero and
the Credit Assigned column shows an amount. The Details icon can be used to assign partial credit to an
invoice.
16. Click on Payments Received link in Quick Navigation.
17. Select applicable payments received on clients account to pull into the disbursement.
18. Click the Save link under Disbursement header to activate Pay All Selected link.
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19. Click Pay All Selected link under disbursement header.
Note: Selected items are calculated into the disbursement when the Balance column is zero and the
Return Amount column shows an amount. The Details icon can be used to apply a partial amount of a
receipt into the overall disbursement.
20. Click Save link under disbursement header.
Note: Notice Disbursement header is updated and reflects a $0.00 disbursement amount.
21. Click Post link
22. Click OK to post zero disbursement. Disbursement summary view shows zero amount posted.
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Receive Payments
Use the Receive Payment tab to post received payments to the general ledger. They will then be available for
deposit.
To Receive a Payment
1.
On the Primary Menu, click ORGANIZATION.
2.
Select the territories tab and select the appropriate Details
a payment.
3.
Select the accounting tab.
4.
Select the transactions tab and click receive payments.
5.
Click Add New.
6.
Select the Entity Type (the default is Client) and search for the entity name.
7.
Select the entity name and click OK.
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•
Enter the Date Booked (current date is default).
•
If the payment is a 3rd Party Type, select the checkbox.
•
Select the Payment Type from the drop-down list.
•
Enter a Reference number. If payment is by check, enter the check number.
•
Enter the Payment Amount.
•
Enter a Description (optional).
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8.
Click Save.
9.
Select the Invoices link. All invoices for the selected client in the selected territory will be displayed.
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10. Nexsure will automatically select the closest matching invoice based on payment and date. Click Pay All
Selected.
11. Click Post. Once received payments are posted, they will be available on the receipts screen of the
deposit tab.
NSF / Receive Payment Reversal
If a client’s receive payment has been returned to the agency after it was included in a deposit, you have to
remove the money from the bank account and reverse the application of the receive payment to specific invoices.
This process also allows for the creation of a charge back to the client for the returned payment. Charging a fee
back for NSF is available ONLY for clients. NSF flag functionality is available for the following entities but is for
information purposes only and will not create a fee:
•
Employee
•
Retail Agent
•
Carrier
•
Additional Interest
•
Finance Company
•
Tax Authority
•
Vendor
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To reverse a receive payment
14. Locate the original receive payment and click the Details
icon.
15. Click Reverse.
16. In the Reverse Payment pop up, select NSF from the drop-down list. Enter a note in the Reversal Reason field
(up to 20 characters).
17. Click OK to complete process.
Note: Both the reversing entry and the original entry will have "Reversal Reason" displayed.
18. Click Payment Summary to view the reversal on the receive payments tab:
The following actions should occur after completing the reversal of a deposited receive payment:
ƒ
Bank account will be credited for the amount of the reversed receive payment.
ƒ
Credit transactions will display in the bank account’s accounting transactions tab.
ƒ
Client’s transaction summary will reflect the reversal of all associated applications to invoices.
Note: To remove the amount from the bank account, you must add a negative Deposit picking up the reversed
receipt by clicking the Receipt link on the deposit.
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Deposits
To Make a Deposit
1.
On the Primary Menu, click ORGANIZATION.
2.
Click the accounting tab.
3.
Click the transactions tab and select the deposits tab.
4.
Select the bank account you wish to deposit to from the drop-down list.
5.
Click [Add New Deposit].
A deposit ID number will be assigned by Nexsure and be displayed in the deposit header. The deposit header
also displays other general information such as the date created, who created the deposit and bank account
information including balances.
6.
Enter the Date Booked (current date is default).
7.
Select the Deposit Method, such as EFT (electronic file transfer).
8.
Enter the Anticipated Total dollar amount.
9.
Enter a description and internal note (optional) to help identify the deposit.
10. In the Quick Navigation panel, click Receipt. This will show a list of existing received payments.
11. Select the payments you wish to deposit, or click Select All.
12. Click Post to post the deposit to the general ledger, or click Abort to cancel the deposit.
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Accounts Payable
To Make an Accounts Payable Entry
1.
On the Primary menu, click ORGANIZATION. Select the Org level where your bank accounts are located,
for example - Territories.
2.
Select the accounting tab.
3.
Select the Transactions tab and click accounts payable.
4.
Click Add New. The Entity Search dialog appears.
5.
Search for the Entity to pay.
Note: If the entity has an alternate payment address, it can be selected from the Select Address dropdown list.
6.
Click OK.
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Enter the Date Booked (current date is default).
8.
Enter payable Date Due.
9.
Select Recurring to setup a recurring accounts payable.
283
Note: The recurring accounts payable option fully automates the accounts payable process. This topic
covers the Recurring option, for more information see Recurring Accounts Payable.
10. Enter an internal Reference and Description for the payable transaction (optional).
11. In the Debit field, enter the amount owed, in the Credit field, enter the amount being paid.
Note: If you are making more than one payment to the same vendor, click Add Row to add another line
item.
12. In the Credit field, enter the amount being paid. The difference (if any) will be displayed below.
13. Click Save to save the payable information, then click Post to return to the Accounts Payable
Summary.
14. Click Post to post the payable information to the general ledger. The Posted check box will be selected.
Once a disbursement has been made, the Processed checkbox will be selected as well.
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Accounts Payable Auto Processing
This process allows you to create a disbursement by selecting multiple accounts payable items and posting them all
at once, bypassing the need to create a new disbursement for each item. All posted, unprocessed accounts
payable entities can be selected for auto processing.
Note: Accounts payable items that anticipate a refund and require a receive payment entry cannot be selected for
auto processing.
To Auto-Process AP Items
1.
On the Primary menu, click ORGANIZATION. Select the accounting territory by clicking the Details
icon.
2.
Select the accounting tab.
3.
Select the Transactions tab and click accounts payable.
4.
Click Add New.
5.
Search for the Entity to pay.
Note: If the entity has an alternate payment address, it can be selected from the Select Address dropdown list.
6.
Click OK.
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Enter the Date Booked (current date is default).
8.
Enter payable Date Due.
9.
Enter an internal Reference and Description for the payable transaction (optional).
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10. Accounts Payable should be the credit amount that will be paid. Enter the amount owed in the Credit
field. The difference will be displayed below.
Note: If you are making more than one payment to the same vendor, click Add Row to add another line
item.
11. The 2nd line item will be the expense or offset detail related to the amount that is owed. Enter that
amount into the Debit field. The difference, unless an additional row is needed, should be “0”.
12. Click Save to save the payable information, then click Post to return to the Accounts Payable
Summary.
13. Click Auto Process Accounts Payable. A list of the posted, unprocessed AP items will be displayed.
Note: Items creating a debit to accounts payable (expecting receive payment) will not be available for
auto processing.
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14. Select a bank account from the drop-down list.
15. Select AP items for auto processing by clicking in the Select box, or clicking the Select All link.
16. Click Process Accounts Payable. All selected AP items will be auto processed and will now appear on the
Disbursements tab.
17. To print a check for an item in the disbursement list, click the Details
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Reconciliation
Reconciliation posting clears existing income/receivable totals and/or payable totals. Reconciliation items must be
posted by invoicing with offsets to the reconciliation clearing account as recorded with disbursement issuance or
cash payments received.
To Perform a Reconciliation
1.
On the Primary menu, click ORGANIZATION.
2.
Select the territory tab and select the territory you wish to reconcile.
3.
Select the accounting tab.
4.
Select the transactions tab and click reconciliation.
5.
Click Add New Reconciliation.
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Select an Entity Type from the drop-down list and search for the entity.
Note: If you select Carrier, you are given the option to select any subordinate carriers associated with a
parent carrier. Subordinate carriers will be followed by an (s). Note also that if you search for a subordinate
carrier, the primary carrier will also be displayed followed by a (p).
7.
Click OK.
8.
In the Description field, enter a description that identifies the reconciliation (such as March 05
commissions).
9.
In the Quick Links list, click Transactions. By default, all agency billed posted invoices will be displayed.
Note: Each invoice is posted showing the individual LOBs for that policy. There may be multiple invoices
with the same invoice ID, these are not duplicates, but different LOBs on a package policy.
10. If there are direct bill invoices that need to be included in the reconciliation, click Show, in the bill method
drop-down list, select Direct Bill or Both and click OK.
11. Select the invoices to include in the reconciliation by clicking in the checkbox. If you are making a partial
payment on an invoice, click the Details icon and enter the amount.
12. Click Save.
13. Click Pay All Selected.
Important: If you have more than one page (or screen) of invoices, clicking Pay All Selected will only pay
the invoices that are displayed on the current page. If you selected invoices on other pages, navigate to
each page and click Pay All Selected.
14. Click OK. Verify that the proper amount appears in the Paid column.
15. Click Post.
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Direct Bill Carrier Statement Entry
This process allows you to create and post invoices quickly from a Carriers Direct Bill Commission Statement,
through Reconciliation, without having to access individual Clients. No invoicing is done at the Client’s policy level
but the Policy Info tab does need to be completed with all applicable information.
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Territory tab.
3.
Click the Details
4.
Click the Accounting tab.
5.
Click the Transaction tab.
6.
Click the Reconciliation tab.
7.
Click the Add New Reconciliation link.
8.
Select Carrier in the entity type drop-down box
9.
Search for the appropriate Carrier, select Subordinate Carriers if applicable, and click OK.
icon of the appropriate territory.
10. The date booked field will apply to all items added.
11. Enter a description.
12. In the Quick Navigation panel, click Transactions. By default, all posted agency billed invoices will be
displayed.
Tip: Any existing invoices that need to be included in this reconciliation should be reconciled before
entering the carrier statement.
13. Click the [Add Carrier Statement Transactions] link
14. The Search filter will open and default the Bill Method to Direct Bill. The sort field and sort order can be
used to match the search criteria to the Carrier’s Statement. Click Search.
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15. A list of Clients will be displayed. The Clients must have an In Force policy and premium information
entered on the policy info tab.
16. The information in the unposted invoice, pulled from the policy info tab, can be edited.
•
Click on the “item id” hotlink to launch an unposted invoice into edit mode.
•
The date booked will be the same for all entries and is designated at the reconciliation.
•
Make the necessary changes to premiums, fees, and taxes. The Agency & people commission
should adjust automatically. The Invoice will display at both the client and policy level but can
only be edited from the unposted reconciliation.
•
Click the Reconciliation link under the Invoice header to return to the reconciliation.
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Repeat steps 16a-d for all unposted invoices where the amount does not match the Carriers
Statement.
17. Select the Clients, appearing on the Carrier statement, to create the Invoices for. Click the Create
Invoices link under the Reconciliation header.
18. To post the Invoices click the Post Invoices link under the reconciliation header.
19. Click Pay All Selected. To check your work against the carrier statement before posting, print Remittance
Advice (see below).
20. Click Post.
Making a Payment
1.
In the Quick Navigation panel, click Receipts/Disbursements.
2.
Click Add New Disbursement.
3.
Select the disbursement.
4.
Click OK.
5.
Click Post
6.
Click Print Check.
Submitting Remittance Advice
1.
Once the reconciliation is completed and posted click the print link under the reconciliation header.
2.
Select Remittance Advice in the Print Selection drop-down box.
3.
Click OK.
4.
Click the print link in the adobe toolbar to print out the remittance advice to compare to the Carrier’s
statement.
5.
Click the Delivery link under the Reconciliation header to email or fax from Nexsure.
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Revising Commission During Reconciliation
This process will allow the adjustment of commissions to be made during the reconciliation process without
reversing or re-billing invoices. Adjustments to commission can be made to both Direct and Agency billed invoices.
To Revise a Commission
1.
On the Primary menu, click ORGANIZATION.
2.
Click the Territory tab.
3.
Click the Details
4.
Click the Accounting tab.
5.
Click the Transaction tab.
6.
Click the Reconciliation tab.
7.
Click the Add New Reconciliation link.
8.
Select Carrier in the entity type drop-down box
9.
Search for the appropriate Carrier, select Subordinate Carriers if applicable, and click OK to display the
reconciliation header screen for the select Carrier. The Date Booked will default to today’s date.
icon of the appropriate territory.
10. Enter Description.
11. Click the Transactions link in Quick Navigation.
12. Transactions screen defaults to posted Agency Bill invoices; click the Search filter [Show] link and search
by Agency bill, Direct bill or both to pull them into the reconciliation. (Use the other search criteria for a
more refined search).
13. Click the Item ID hotlink to launch the posted invoice into edit mode.
14. Click the Details
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15. If Agency commission is based on a percent of the premium, it will automatically display a second line
item with the difference and the amount due (credit or debit). If people commission is based on a percent
of the Agency commission, it will adjust automatically. The people commission can also be adjusted by
clicking on the Details icon. This will also generate a second line item based on the difference.
16. Click the Post Adjustment link to post the commission changes made to the invoice.
17. Click the Reconciliation (ID) link under the invoice header to return to the reconciliation.
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18. Repeat steps 14-18 for all invoices where the commission amount does not match the Carrier Statement.
19. Continue the Reconciliation process.
20. Once the reconciliation is completed and posted, click the Print link under the reconciliation header.
21. Select Remittance Advice in the Print Selection drop-down box.
22. Click OK.
23. Click the Print link in the Adobe toolbar to print out the remittance advice to compare to the Carrier’s
statement.
24. Click the Delivery link under the Reconciliation header to email or fax from Nexsure.
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Reports
Nexsure offers a comprehensive list of over 40 reports covering all areas of Nexsure. Nexsure also offers Ad Hoc
reporting (Ad Hoc reporting must be purchased separately, contact your Nexsure sales rep. for details). Using the
report criteria screens you can sort and select only the report criteria you need. After the results are displayed they
can be saved or printed as a MS Word, Excel or Adobe Acrobat PDF file.
To Access the Reports Screen
1.
On the Primary menu, click REPORTS.
2.
On the Report menu, click Reports.
3.
Select a Report Type from the drop-down list.
Report Types:
•
Accounting
•
Management
•
Clients/Contacts
•
Organization
•
Marketing
•
Opportunities
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•
Policies
•
Ad-Hoc
If an Accounting report is being generated, select a Report Category.
Accounting Report Categories:
5.
•
Accounts Payable
•
Accounts Receivable
•
General Ledger
•
Production
•
Profitability
•
Reconciliation
•
Entities
Select a report from the Available Reports box.
Note: A description of each report will be displayed when it is selected.
6.
Click Ok. The report summary screen is displayed.
7.
All previous reports of that type and category will be displayed. Existing reports can be modified by
selecting the report and clicking the New Report Criteria link. If this is the first time the report has been
generated click New Report Criteria.
8.
Enter the Organization Information.
Note: These fields cannot be populated directly. You must click the Select link to enter the organization
information.
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Click Select. The Nexsure Organization Criteria dialog box will appear. Using the drop-down lists, select
the desired organization information (Region, Territory, Branch, Department, Unit) you wish to query for
the report and click Add. This feature allows you to add as many regions, territories, etc. to the report as
needed. Once information has been added to the Include box, it can be removed by selecting the item and
clicking the Del button or Clear to remove all items. If the organization information is correct, click OK.
10. Enter the remaining report criteria.
11. In the Report Format Options drop-down list select how the report should be saved as (PDF, Word or
Excel file).
12. Click OK. The report will appear on the report summary screen.
Note: Some reports may take a few minutes to generate depending on the size of the report. The Status
will display a percentage of completion until the report is complete. Click the Refresh link to update the
progress.
13. Once a report is complete, click the Print icon
.
14. Select the default printer.
15. The Restricted option prevents other users from viewing the report.
16. Selecting Print Now will send the report to the printer immediately.
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Security Administration
User login security can be administered at an Organization level, as well as on an employee level basis. Some
security options are:
•
Enable special password requirements.
•
Create specific log in and log out times by user.
•
Add expiration date and time to login accounts.
•
Lock down Login Screen contact link.
•
Lock down mandatory General Ledger use by user.
•
Period Security - Enable specific individual’s rights to post to locked month.
•
Email notification upon login.
Organization-Wide Login Security
To Set Organization-wide Login Security Settings
To setup org-wide security, you must have administrator rights.
1.
On the Utility menu, click SETUP.
2.
In the Setup Console, click Security Administration.
3.
Use the drop-down lists to set the security level.
Note: When effective date column is blank, the rule takes effect immediately. When expiration date
column is blank, the rule remains in effect indefinitely.
4.
Click Save to keep the security settings.
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Tip: Click the Access Log tab to view a time stamped list of all login activity in your organization.
Employee-Specific Login Security
In addition to the organization's security defaults, individual employees can have specific security settings that
supersede the organization defaults. To modify employee login security settings, you must have administrative
rights.
To Set Employee Security
1.
On the Primary menu, click ORGANIZATION.
2.
Select the employees tab.
3.
Click the Details
4.
Select the security tab.
5.
Select the login security settings and click Update.
icon for the employee you wish to modify the security settings for.
User Rights Templates
User Rights Templates are used to assign security to the following entities:
•
Organization
•
Carrier
•
Retail Agent
•
Client
•
Additional Interest
•
Premium Finance Co.
•
Tax Authority
•
Vendor
•
Financial Entity
To Add a User Template
1.
On the Utility menu, click SETUP.
2.
From the Setup Console, click Security Administration and select the user rights tab.
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3.
Click Add. Each new template added is automatically stored with the Date Created, Last Modified and
Modified By, which can be seen when an installed template is selected from the templates screen.
4.
On the Template screen, enter the following fields:
•
Enter the Template Name in the space provided.
•
Enter a description in the Description field.
5.
To assign security rights for a specific area, select a Core Component from the Security Wizard.
Selecting View, Add, Modify, Delete or import will grant security access for those particular items.
6.
Click Save to save the added Template or Close to cancel without saving.
To Edit a Template
1.
Click Edit and select Core Components.
2.
Click Save to save the added Template or Close to cancel.
Note: When a template is modified all users associated with the template should be synchronized to update
their security with the modifications. See below.
Synchronizing Users Security
1.
Select the user assigned tab. On the user assigned screen, a list of assigned users is displayed.
2.
Click the Synchronize all User(s) button to sync user’s security.
3.
You will be prompted to Synchronize all users’ rights. Click OK.
If modifications have been made to a template and the users security have not been synchronized, a red
“
” will display in the In Sync column. Once the user(s) security has been synchronized the In Sync
column will display a green check mark “
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Task Log
The task log is on the client menu (T-LOG) and also in Setup / Security Administration. The T-Log records client
events (history of the client). Items recorded are:
•
Task
•
Action
•
Policy #
•
Memo
•
User
•
Date / Time
When accessing the T-Log from the client menu, all user actions associated with that client. When accessing the TLog from the Setup / Security Administration screen, all user actions associated with the current user are
displayed.
Clicking the Details
icon for an item in the T-Log will jump to that place in history.
Note: Information that accessed by clicking the Details icon, while it can be changed, cannot be saved and has no
effect on the rest of the system. It is intended for viewing purposes only.
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Nexsure Setup
Actions
To Add or Modify the Defaults for Actions
1.
On the Utility menu, click SETUP.
2.
From the Setup Console click Actions.
3.
By default the Actions are displayed by Topic. Use the navigation link at the top of the page to view
other pages. Click the [View Types] link to display the list of Types. Click the [View Topics] link to
display the default view of Topics.
4.
Click [Add New] to add a new Action to setup. The New Actions Popup screen is displayed.
5.
Select a Topic. Topics are unique and allow grouping like items together such as the renewal topic. This
topic would be used on every action during the renewal process, which would then make it easier to
determine where you are in the renewal process.
6.
•
If a desired Topic does not exist, click Add to add a new one. The Add New Topic Popup screen
is displayed.
•
Enter the new Topic and enter a description in the Description area. Click the Next button to
complete the addition of the new Topic. The New Actions Popup screen is displayed. To cancel
the addition of the New Topic, click the Back button.
Types are not unique and may be reused for any topic, so be careful when adding to make sure the type
is not being repeated.
•
To add a new Type, Select the Type tab and click the Add New link. The Add New Type Popup
screen is displayed.
•
Enter a name for the new Type. Select an icon from the drop-down list. The icon will appear on
the Home / Actions screen with the action that is associated with it.
Note: The icon also determines how the action interacts with MS Outlook. Assigning a type to a
appointment or phone call icon will synchronize the action with your Outlook Calendar. Assigning
any other icon to the type will synchronize the action with the Outlook Tasks pad. See Creating
Actions.
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Enter a description in the Description area. Click the Next button to complete the addition of
the new Type. The New Actions Popup screen is displayed. To cancel the addition of the New
Type, click the Back button.
7.
From the Days Due drop-down list select the number of days to default the Due date from the current
date when the Action is created by the User.
8.
From the Priority drop-down list select Normal or High. If the Action’s priority is considered High a red
flag icon will display on the action in the summary view. If Normal no icon will be displayed. The user
may change the Priority as needed when the Action is created.
9.
The Action status may be set with a default of either Open or Closed. When adding a new Action the
status would generally default to Open since Actions are meant to remind the user to do something. The
User may change the status as necessary when the Action is added or modified.
10. The Description entered in setup is strictly to identify the Action in setup.
Color Scheme
You can change the Nexsure color scheme or add your company logo to the Nexsure login page. Customizing your
interface will allow Nexsure to more closely match your company's look and feel.
To Change the Color Scheme
1.
On the Utility menu, click SETUP.
2.
In the Setup Console, select Color Schemes.
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3.
In the Color Schemes drop-down list, select a color scheme. Selecting a scheme will present a preview in
the color scheme Preview window.
4.
When you have chosen a scheme, click Change Scheme.
To Add a Custom Logo Graphic
1.
On the Utility menu, click SETUP.
2.
In the Setup Console, select Color Schemes.
3.
Beside Apply Image, select Use New.
4.
Beside New Logo File: click Browse. Select your logo file in .gif format.
Note: The graphic dimensions must be no bigger than 135 x 58 pixels and a file size no larger than 10 Kb.
To resize a graphic that is too large, use a graphics program such as Microsoft Paint or Microsoft Photo
Editor.
5.
Click Change Scheme.
Adding a Default Message
You can add a message that will appear to all users when they login. For example: "Welcome to Sample Insurance
Agency, Please login."
1.
On the Utility menu, click SETUP.
2.
In the Setup Console, select Color Schemes.
3.
In the Default message to all users box, enter a message.
4.
Click Change Schemes.
The Lookup Management screens are where the agency has the most control over what is displayed in certain
drop-down boxes. Lookup Management consists of three sections:
•
Categories
•
Types
•
Items
Categories are main areas of Nexsure (Additional Interests, Carriers etc.) Types are groupings within Categories.
Items are the actual drop-down list options. Items that appear in light gray are system generated items and while
they cannot be changed or deleted, the agency is not required to use them.
Listing of Types Within Each Category and the System Generated Items Within Each Type
Category
Types
System Generated Items
Additional Interest
Interest Types
Corporation
Default
Individual
Partnership
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Category
Types
System Generated Items
Carrier
Location Types
(Carrier)
Corporate Headquarters
Home Office
Satellite Office
Client
Business Types
Corporation
Default
Individual
Partnership
Code Classes
Internet Access
Code Designation
(No System Generated Items)
Client Relationship
Types
Corporate/Subsidiary
Franchiser/Franchisee
Partner/Partner
PEO/Client Company
Financial Entity
How Relates
(No System Generated Items)
Location Types
(Client)
Corporate Headquarters
Referred By
Default Past Client
Location Types
Branch Office
General Office
Corporate Office
Document Integration
Category
Proposal
Miscellaneous
Attachment File
Types
(No System Generated Items)
Delivery Types
Email
Fax
FTP
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Types
System Generated Items
Phone Types
After Hours
Automated
Back Line
Building Security
Business Phone
Fax Number
Main Fax
Phone
Receptionist
Technical Support
Toll Free
Organization
Location Types
(Organization)
Corporate Office
General Office
Home Office
People
Contact Roles
Daughter
Husband
Son
Wife
Marital Status
Married
Single
People Availability
Status
Offline
Online (Available)
Online (Unavailable)
Name Prefixes
Dr.
Miss
Mr.
Mrs.
Ms.
Titles
Account Manager
Default
File Clerk
Producer
Premium Finance
Company
Location Types
Corporate Headquarters
Home Office
Satellite Office
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Category
Types
System Generated Items
Retail Agent
Location Types
Corporate Headquarters
Home Office
Satellite Office
Tax Authority
Location Types
Corporate Headquarters
Home Office
Satellite Office
Vendor
Location Types
Accounting Office
Corporate Headquarters
Home Office
Satellite Office
Retail Office
Service Center
Adding Lookup Management Items
To Add a Lookup Management Item
1.
On the Utility menu, click SETUP.
2.
On the Setup Console, click Lookup Management. A summary list of existing Categories and Types will
appear.
3.
From the drop-down list, select a Category. The Types available for the Category will be displayed.
4.
Select the Type for the Category.
5.
Select [Add New] in the Item list.
6.
Enter the Item Label. This is what will appear in the drop-down list.
7.
Click [Add New] to add the New Item to the drop-down list.
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Editing Lookup Management Items
Note: Items in gray cannot be modified.
To Edit a Lookup Management Item
1.
On the Utility menu, click SETUP.
2.
On the Setup Console, click Lookup Management. A summary list of existing Categories and Types will
appear.
3.
From the drop-down list, select a Category. The Types available for the Category will be displayed.
4.
Select the Type for the Category.
5.
Select the Item to be modified in the Item list.
6.
Modify the Item Label. This is what will appear in the drop-down list.
7.
Click [Update] to complete the modification.
Deleting Lookup Management Items
Note: Items in gray cannot be deleted.
To Delete a Lookup Management Item
1.
On the Utility menu, click SETUP.
2.
On the Setup Console, click Lookup Management. A summary list of existing Categories and Types will
appear.
3.
From the drop-down list, select a Category. The Types available for the Category will be displayed.
4.
Select the Type for the item you wish to delete.
5.
Select the Item you wish to delete.
6.
Click [Delete] to delete the Item from the drop-down list.
Customizing Opportunities for a Branch
The Setup - Opportunities - Branches screen is for adding and managing customer qualifying questions that will be
used on the Opportunities screen. Each branch can use the same group of questions or (Template) or use their own
unique set of questions and answers. After you create the qualifying questions and answers, you can assign a
numerical value for each answer which will calculate a grade for prospective clients.
To Setup Qualification Questions for a Branch
Selecting the Branches link displays a list of branches previously setup on the right side of the screen.
Note: If no templates exist, click on the link to add a new branch template. "No record(s) found. Please go to here
to add new data."
1.
On the Setup Console, click Opportunities, then click Branches.
2.
Click the Details icon
Branch will open.
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On the Templates screen you can:
Add a Question
1.
Click [Add New].
2.
From the Question drop-down list, select a question.
3.
From the Answer drop-down list, select an answer.
4.
In the Value field, assign a value based on the importance of the answer. For example, 1 being highest.
5.
At the bottom of the dialog box, click Add.
6.
Continue to add values to the remainder of the available answers.
7.
When completed click Save. The new question will be available for that Branch next time the
Opportunities screen is accessed.
Create a New Question
1.
Click [Add New].
2.
Beside the Question drop-down list, click Add.
3.
From the Answer drop-down list, select an answer.
4.
In the Value field, assign a value based on the importance of the answer. For example, 5 being highest.
5.
At the bottom of the dialog box, click Add.
6.
Continue to add values to the remainder of the available answers.
7.
When completed click Save. The new question will be available for that Branch next time the
Opportunities screen is accessed.
Edit the Value of an Existing Answer
1.
On the Templates tab, only one question and the corresponding answer will appear per page. Select the
answer you wish to change the value for and click the Details
2.
icon beside the answer.
In the Value field, enter or edit the value of the answer.
Change the Order of Questions and Answers
1.
On the Templates tab, Click [Order].
2.
All the questions will appear with a corresponding drop-down box to input the desired order.
3.
Select an order place for each question.
4.
Click Next. The answers for each question will appear.
5.
You can change the order of the answers for each question, or you can keep them as they were.
6.
Click Save then click Close.
Delete a Question
1.
On the Templates tab, only one question and the corresponding answer will appear per page. Select the
question you wish to delete and click the Remove icon.
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Buying Modes
The Setup - Opportunities - Buying Mode screen is where you can add or modify Buying Modes that will display
on the Client Opportunities screen in the Buying Mode drop-down list.
To Add a New Buying Mode
1.
Click [Add New]
2.
Enter a Buying Mode. For example: Very Interested.
3.
Enter a brief description of the Buying Mode.
4.
Click Save.
To Modify an Existing Buying Mode
1.
Select the Buying Mode you wish to modify.
2.
Click the Details
3.
Modify the Buying Mode.
4.
Click Save.
icon beside the Buying Mode.
Contact Roles
The Setup - Opportunities - Contact Roles is where Suspect/Prospect's role as Contact is defined. The Contact Roles
added here will display on the Client Opportunities screen. The Contact Roles are limited to 4 entries. If no contact
roles exist, you will be prompted to add new data.
To Add a New Contact Role
1.
Click [Add New].
2.
Enter the Contact Role. For example: Economic Buyer
3.
Selecting Active will make that Contact Role available in the Contact Role drop-down list. If you select
Inactive the Contact Role will not be available for selection in the drop-down list.
4.
Enter a brief description for the Contact Role (optional).
5.
Click Save.
To Modify a Contact Role
1.
Click the Details
icon beside the Contact Role you wish to modify.
2.
Modify the Contact Role
3.
Click Save.
To Change the Order of Contact Roles
1.
Click [Order]
2.
Each Contact Role will have a drop-down list. Select an order number for each Contact Role.
3.
Click Save.
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Grades
The Setup - Opportunities - Grades screen displays the system ranking results. This includes the minimum number
of points needed in order for the opportunity to be ranked in a particular grade. The system default rank may also
be set on this screen. The grades added on this screen will be displayed on the Opportunities screen based on the
total points.
To Add a New Grade
1.
Click [Add New].
2.
Enter a grade in the field. For example: Gold
3.
Select Active to activate the grade in the ranking system.
4.
Enter the minimum number of points needed for this grade.
5.
Select the Default option if this grade should be the system default grade.
6.
Enter a brief description that describes the answer.
7.
Click Add to save the grade and continue adding another entry.
8.
When completed, click Save.
Labels
The Setup - Opportunities - Labels screen lets you name the different groups on the Client Opportunities screen.
For example, Qualifying Information or Contact Information. The default names for the 4 groups are: Qualifying
Information, Opportunity Criteria, Opportunity Status and Contacts.
To Assign or Modify a Label Name
1.
Click [Add New]
2.
Enter a Label Name.
3.
Enter a description for the label (optional).
4.
Click Save.
To Modify an existing label name, click the Details
icon next to the Label Name.
Printing Blank Forms
You can print standard insurance forms, such as ACORD forms, from the Setup - Print Blank Forms screen.
To Print a Blank Form
1.
On the Utility menu, click SETUP.
2.
Under Setup Console, click Print Blank Forms
3.
Select the Form Standard, State, Type and Line of Business and click List. All available forms matching
your criteria will be displayed in the window below.
4.
Place a check mark
in the box next to Suppress page number (# of ##) when
printing/delivering forms if desired.
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Note: In order to view/print the ACORD 125 Commercial Application, Form Standard must be set to All.
4.
Click the View
5.
Click the Print
icon. The form will open in a new window.
icon.
Note: To view and print forms you need to have the Adobe Acrobat Viewer installed.
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Index
2
Actions Setup ..................................................302
2nd Request
Adding
Policy Code Definition ................................... 171
actions ........................................................... 7
3
branch locations ...........................................100
3rd Request
carrier contacts.............................................150
Policy Code Definition ................................... 171
carriers........................................................146
documents ...................................................131
A
Abort
a Claim ......................................................... 48
Access for clients
named insureds ............................................127
opportunity questions ....................................308
photos .........................................................131
Certificates .................................................. 179
qualifying answers ........................................308
summary of insurance................................... 168
qualifying questions ......................................308
Access Log ..................................................... 298
records in forms ............................................ 23
Account Groups .............................................. 198
regions ......................................................... 93
Account Types ................................................ 199
related accounts ...........................................129
Accounting
territories...................................................... 98
Balance Sheet .............................................. 223
Income Statement........................................ 224
Trial Balance Sheet....................................... 222
accounting periods
Additional Interest
adding .........................................................123
additional logins
adding new ..................................................114
closing ........................................................ 193
for eServices ................................................114
locking ........................................................ 193
Agency Billing .................................................227
Accounts Payable
agent commissions
auto processing............................................ 284
policy info tab...............................................164
Accounts Payable ............................................ 282
AL1 ................................................................. 82
ACORD
AL3 ................................................................. 82
Claims forms ................................................. 48
AP .................................................................284
printing blank forms ..................................... 311
Applications ..................................................... 27
using Nexsure with forms ................................ 23
assign books ...................................................193
ACORD ............................................................ 27
Assignment.....................................................109
ACORD Level 1 ................................................. 82
Attachment
ACORD Level 3 ................................................. 82
Actions
adding ............................................................7
Actions ..............................................................6
Actions .......................................................... 302
Actions Setup
topics.......................................................... 302
types .......................................................... 302
binders ......................................................... 42
Attachments ........................................... 131, 133
Audit
Policy Code Definition ....................................171
Audits
posting new .................................................. 46
Auto Processing ...............................................284
Index
314
B
C
balance sheet ..........................................193, 223
Cancellations...............................................68, 69
Bank Account - Setup ...................................... 225
Cancelled
Bank Accounts ................................................ 201
Policy Code Definition ....................................171
Batch............................................................. 180
Carrier downloads............................................. 84
Batch certificate printing .................................. 180
Carrier eServices .............................................161
Batch Invoice Printing ...................................... 186
carrier eServices setup .....................................114
Batch Printing certificates ................................. 180
Carrier Statement ............................................289
Batch Summary Tab ........................................ 186
Carriers
Bill Plan
Adding Carriers.............................................146
Creating a ................................................... 236
Carrier Commission Setup..............................148
Bill Plan ......................................................... 236
Carrier Contacts............................................150
Billing
Carrier Locations...........................................152
Installments ................................................ 247
commission detail .........................................148
List Bill........................................................ 236
Searching Carriers ........................................146
Splitting Installments .................................... 253
Carriers ..........................................................148
Binder
changing extension duration ............................ 41
cash receipts...................................................277
Certificates
creating a ...................................................... 38
Copying .......................................................181
delivering a ................................................... 42
Creating a new .............................................173
emailing a ..................................................... 42
printing .......................................................180
extending a ................................................... 41
Renewal.......................................................178
faxing a......................................................... 42
Temporary Client Access ................................179
Binder.............................................................. 38
using ConfirmNet ..........................................173
Binder.............................................................. 41
Certificates .....................................................173
Binder.............................................................. 41
Certificates .....................................................179
Binder.............................................................. 42
Certificates .....................................................181
binder bill
Certificates Now ..............................................173
reversing..................................................... 233
Changing
binder bill invoicing ......................................... 233
colors ..........................................................303
Binder Log........................................................ 37
company logo...............................................303
Binder Term ..................................................... 41
login message ..............................................303
Binders
system colors ...............................................303
from the servicing screen ................................ 39
Chart of Accounts ............................................211
books ............................................................ 193
chat ...............................................................113
Branch Employee Security ................................ 101
Claims........................................................47, 48
Branches
classification ...................................................198
about .......................................................... 100
Classified ........................................................130
adding ........................................................ 100
Client Contacts
Business Rules Setup......................................... 91
Contacts Security..........................................118
editing.........................................................118
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Client Contacts ............................................... 116
Direct Billing ...................................................230
Client Locations .............................................. 122
Disbursements
Client Policies ..........................................163, 171
auto processing ............................................284
Client Profiling ................................................ 121
Disbursements ................................................270
Codes
document templates ........................................133
adding Classified .......................................... 130
Downloads
Color Scheme Setup ........................................ 303
Carrier commissions ....................................... 84
Commission
Commissions ................................................. 84
revising during reconciliation ......................... 292
Downloads ..................................................73, 82
Commission Downloads ..................................... 84
E
Commissions
Edit
adding/editing.............................................. 148
detail .......................................................... 148
Policy Code Definition ....................................171
Editing
policy info tab .............................................. 164
opportunity answers......................................308
Commissions .................................................. 111
opportunity questions ....................................308
Commissions .................................................. 148
Edits ............................................................... 44
ConfirmNet..................................................... 173
EFT Deposits ...................................................281
Contacts
Email .............................................................168
adding at Region level..................................... 93
employee commissions.....................................111
carrier......................................................... 150
Employee information ......................................104
making a Nexsure user ................................... 93
Employee Security ...........................................112
Contacts .......................................................... 93
Employees
Copy Plan....................................................... 236
adding .........................................................104
Copying Certificates......................................... 181
contacting ....................................................113
Coverage and Premium ...................................... 27
details .........................................................104
Coverage/Limits................................................ 27
picture.........................................................104
Creating Certificates ........................................ 173
Employees ......................................................104
creating/document templates ........................... 133
Empty
Policy Code Definition ....................................171
D
Declined by Carrier
Policy Code Definition ................................... 171
Delivery
binders ......................................................... 42
Claims .......................................................... 48
Endorsement
Policy Code Definition ....................................171
Endorsements
installment billing..........................................255
eServices
Installment invoices...................................... 255
accessing .....................................................161
Departments .................................................. 103
setting up ....................................................114
Deposit Method............................................... 281
Excel..............................................................133
Deposits......................................................... 281
Expirations....................................................... 54
Description of Operations ................................. 173
Expired policies ................................................ 56
Digital photos ................................................. 131
Exporting
Direct Bill Carrier Statement ............................. 289
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policy information ................................... 28, 171
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Invoice
F
fees
policy info tab .............................................. 164
Financial Institution Setup ................................ 201
Batch Printing...............................................186
Invoices Tab ...................................................187
Invoicing
fiscal year ...................................................... 193
Agency Bill ...................................................227
Flat ................................................................. 69
binder bill ....................................................233
Fleet
Creating a List Bill Plan ..................................236
entering in a schedule ..................................... 25
Direct Bill .....................................................230
Forms
Installment billing .........................................247
coverage and premium ................................... 27
Installment delivery ......................................255
printing blank .............................................. 311
List Bill Plan .................................................242
working with .................................................. 23
Splitting Installments ....................................253
FSC ................................................................. 73
Invoicing ........................................................227
Future Status Renewal ....................................... 56
Invoicing ........................................................230
G
IVANS ........................................................73, 82
General Ledger
IVANS downloads ............................................. 82
journal entries ............................................. 258
J
General Ledger Numbers.................................. 212
Journal Entry...................................................258
global assignment ........................................... 109
L
H
List Bill ................................................... 236, 242
History
List Bill Plan ....................................................242
sending an expired policy to ............................ 56
Locations ........................................................122
Holder Certificates........................................... 173
Login Security ......................................... 112, 298
I
M
Import status messages..................................... 82
Marketing
Importing
adding codes and values ................................130
policy information....................................28, 171
Policy Code Definition ....................................171
Importing FSC .................................................. 73
Marketing ........................................................ 13
IMX ............................................................... 113
Master Invoice.................................. 247, 253, 255
Income Statement .......................................... 224
memos .............................................................. 6
Installment
Messaging ......................................................113
Splitting ...................................................... 253
Mode
Installment Billing ........................................... 247
Installments
Policy Code Definition ....................................171
Monoline.......................................................... 27
Delivery ...................................................... 255
MS Office/document integration.........................133
endorsements on.......................................... 255
MS Outlook .....................................................302
Installments ................................................... 247
N
Instant Messenger........................................... 113
Named Insureds
Interface
Carrier commission downloads ......................... 84
Interface .................................................... 73, 82
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adding .........................................................127
New
Policy Code Definition ....................................171
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renewing ...................................................... 56
nexMail
certificates................................................... 179
verification ...................................................184
summary of insurance................................... 168
Policy Code Definitions .....................................171
nexMail .......................................................... 168
Policy Info Tab ................................................164
nexMail .......................................................... 179
Populate
used in Claims ............................................... 48
No Response
Policy Code Definition ................................... 171
Posting
journal entries ..............................................258
O
Office............................................................. 133
Posting a Claim ................................................ 48
online services ................................................ 161
premium
Opportunities
policy info tab...............................................164
adding new.................................................... 10
Premium Finance Company Setup......................206
branch ........................................................ 308
Profiling
setting up.................................................... 308
client...........................................................121
Opportunities.................................................... 10
Promotions .....................................................130
Opportunities.................................................. 308
Pro-Rata .......................................................... 69
Organization Setup.............91, 93, 96, 98, 100, 101
Q
Outlook
Quoted
Policy Code Definition ....................................171
assigning action type icons ............................ 302
calendar and taskpad with Actions .................. 302
R
P
reassignment ..................................................109
Package Policies ................................................ 27
receipts ..........................................................277
Payables ........................................................ 282
received payments...........................................277
Payment
Received payments defaults ..............................210
sending checks or disbursements ................... 270
Reconciliation
payment type default....................................... 210
Carrier Statement .........................................289
Pending
revising commissions during...........................292
Policy Code Definition ................................... 171
Pending Approval
Policy Code Definition ................................... 171
Pending Cancellation
Policy Code Definition ................................... 171
Reconciliation ..................................................287
Recurring journal entries ..................................258
Region Employee Security.................................. 96
Regions ........................................................... 93
Reinstated
photos ........................................................... 131
Policy Code Definition ....................................171
Plan............................................................... 236
Reinstating ...................................................... 69
Policy
Related Accounts
cancellations .................................................. 68
adding .........................................................129
editing a........................................................ 45
Related Accounts .............................................129
endorsements ................................................ 65
Remittance Advice ...........................................289
expiration ...................................................... 54
Renew
issuing certificates ........................................ 173
Policy Code Definition ....................................171
Policy Code Definition ................................... 171
Renewal of Certificates .....................................178
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Retail Agent .................................................206
Re-New-Co
Policy Code Definition ................................... 171
Security .......................................................299
Reports Overview ............................................ 295
Tax Authority ...............................................205
Retail Agent Setup .......................................... 206
Vendor ........................................................202
reversing a binder bill ...................................... 233
Setup Console .................................................. 41
Rewrite
Short Rate ....................................................... 69
Policy Code Definition ................................... 171
Signature file ..................................................104
Rewriting ......................................................... 69
Sorting records................................................. 23
Rewritten
Special Instructions..........................................173
Policy Code Definition ................................... 171
Splitting Installment Invoices ............................253
Stage
S
Scanned images.............................................. 131
Schedules ........................................................ 25
Policy Code Definition ....................................171
Status
Security
adding contact ............................................. 118
Policy Code Definition ....................................171
Submitted
adding region employee .................................. 96
Policy Code Definition ....................................171
Security ......................................................... 112
Summary of Insurance .....................................168
Security ......................................................... 298
Supplements .................................................... 27
Security ......................................................... 299
Synchronizing Users.........................................299
Security Administration .................................... 298
T
Sending a check.............................................. 270
Task Log.........................................................301
Servicing Claims ............................................... 48
Tax Authority Setup .........................................205
Servicing the Policy
taxes
policy info tab...............................................164
Binders ......................................................... 39
Certificates Now ........................................... 173
Templates
opportunity question templates ......................308
New Certificates ........................................... 173
Renewal ........................................................ 56
User rights ...................................................299
Servicing the Policy ........................................... 39
Templates.......................................................133
Servicing the Policy ........................................... 45
templates/using ..............................................133
Servicing the Policy ........................................... 65
Temporary access............................................168
Servicing the Policy ......................................... 184
Territory .......................................................... 98
Setup
third party payment .........................................210
Bank Accounts ............................................. 201
T-Log .............................................................301
color ........................................................... 303
Tracking .........................................................301
eServices .................................................... 114
Trial Balance ...................................................222
Financial Institution ...................................... 201
U
List Bill........................................................ 236
User rights......................................................299
opportunities ............................................... 308
User Security .......................................... 112, 298
organization business rules.............................. 91
V
Premium Finance Company............................ 206
Vehicle entry.................................................... 25
qualifying questions ...................................... 308
Vendor
Nexsure User’s Guide
Version 1.83.0
Index
319
adding a...................................................... 202
Client Edits by User ........................................ 44
Vendor Setup ................................................. 202
Client Expirations by User ............................... 54
Vendors
Client Marketing Policies by User...................... 13
adding at Territory Level ............................... 203
VIN ................................................................. 25
Associating with a GL account ........................ 203
W
Vendors ......................................................... 203
Word..............................................................133
View
X
Actions by User ................................................6
Xchange
Binder Log by User ......................................... 37
overview......................................................161
Cancelled policies by User ............................... 68
XML ......................................................... 28, 171
Client Claims by User ...................................... 47
Nexsure User’s Guide
Version 1.83.0