Add a Client Contract Service

Client Contract Services are the fee-for-service offerings that brokerages commonly promote. Before using this feature, add the appropriate service codes in Service Code Configuration.

1. Locate the account in question and access the Client Contracts area.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.
   4. Select the suitable checkbox or checkboxes to the right:
      • Insureds
      • Prospects
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
   7. Highlight the desired item in the Results list.
   8. Click Client Contracts on the navigation panel or Areas > Client Contracts on the menubar.
      
      Note: You can access Client Contracts from the Account Detail screen in the same manner.
2. Click Services in the navigation panel.
3. Do one of the following:
   • Click the Add button on the Services screen.
   • Click the New > Service on the options bar.
   • Click File on the menubar and select New > Service.
4. Choose the correct Service from the dropdown.
5. Optionally enter the Contract Number and a Description.
6. Optionally select the desired Term and Inception and Expiry dates from the dropdown menus.
   • The Inception date defaults to today’s date, but you can change it if necessary.
   • The Expiry date defaults based on the Term and Inception date selected.
7. Select an Agency.
8. Select a Branch.
9. Select a Department.
10. Select a Profit Center.
    
    Note: The Agency, Branch, Department, and Profit Center default, but you can make changes to these selections if necessary.
11. Click Detail to add more information.
12. The information you enter displays in the Service section. Change the Profit Center if desired.
13. Optionally enter fee information under Detail.
    • Select Flat or Hourly under Type.
    • Enter the Contracted fee and Contracted hours.
14. The screen contains the following tabs:
    • Association
      1. Click the Add button to associate a policy or line to the service you are adding.
      2. Click the Policy or Line radio button to select the Service association type.
      3. Select the checkbox to Include history to include History policies in the list.
      4. Select the checkbox for the desired policy or line. Make multiple selections if desired.
      5. Click Add to add more policies or lines of business.
         
         Click Finish when all your selections have been made.
         
         Click Cancel to close the window without saving changes.
      6. If you wish to remove an association from the list, click to highlight the item in question and click Delete or press [Delete] on your keyboard.
    • Itemizations
      1. Click the Add button to add individual services to be billed.
      2. If desired, select the Date.
      3. Enter a Description of the Service Itemization.
      4. If desired, enter a Service provider or click the lookup button  to select the service provider from a list and click Finish.
         
         Note: On the Service Provider screen, the Provider type defaults to Employee, but you can select a different Provider type if necessary.
      5. Optionally enter an Account contact, or click the lookup button  to select the account contact from a list and click Finish.
      6. If the service involves travel, you can optionally enter the Distance for the Service Itemization and select the Miles or Kilometers radio button as appropriate.
      7. Enter the number of Hours and the Hourly rate for the Service Itemization if applicable. Click Calculate to calculate the Total fee for the item based on the information you have entered.
      8. Click Finish.
      9. Repeat steps a-h to add additional itemizations.
    • Servicing

      Select the Servicing Contacts for the service from the dropdown menus.

    • Pr/Br Commissions
      1. To add a Pr/Br Commission, click the Add button .
      2. Select Broker Payable or Producer Payable from the Pr/Br dropdown menu.
      3. Select the correct Code from the dropdown menu.
      4. Optionally select the Type and enter the Percent or Amount.
      5. Enter the Production credit % and Order #.
      6. To add another Pr/Br Commission, click Add and repeat the steps above.
      7. Click Finish.
    • Comments

      Optionally enter any notes or remarks relevant to the service.

15. To add an attachment to the client contract service, click Attachments on the navigation panel.
    1. Click the Add button.

    2. In the Add Attachment window, select the appropriate radio button and click Continue.

       • Email

         Note: Your organization's email program must be integrated with Applied Epic to attach emails to items in Applied Epic.

         1. Click the Browse button.
         2. In the Attach Existing File window, click on the email that you would like to attach.
         3. If the email contains an attachment, the Save attached files checkbox is selected by default. If you do not want to add the email's attachment(s), deselect the checkbox.
         4. Click Finish.
         5. In the Attach Existing File window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
         6. Click Finish or press [Enter] to add the attachment.

         Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

       • Existing client document
         1. In the Available Attachments window, select the checkboxes for all of the attachments you want to add. If needed, you can filter the list to locate the correct attachments more easily.
         2. Click Finish or press [Enter] to add the attachment(s).

         Click Cancel or press [Esc] to exit the workflow without adding the attachment(s). You are prompted, "Do you wish to discard changes?" Click Yes.

       • Existing file
         1. Click the Browse button.
         2. Locate the file or files you want to attach and click Open. You can select multiple files by holding the [Shift] or [Ctrl] key while clicking.
         3. Enter or modify the Description of each attachment.
         4. If Applied Epic is installed locally on your computer, you can remove the files from their original locations by selecting the Delete original after attaching checkbox for each attachment. If you access Epic through a web browser, you must delete the files manually after completing the workflow if you no longer need the originals.
         5. Click Finish or press [Enter] to add the attachment.

         Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

    3. To remove an attachment from the service, click to highlight the attachment and click Delete .

Note: You can also add attachments to a service by clicking New > Attachment and selecting the attachment type in the options bar.