Add a Producer/Broker Payable Reconciliation

1. Access the Reconciliations area.
   1. To access the General Ledger from the Home screen, do one of the following:

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

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

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

   2. Click Reconciliations on the navigation panel or Areas > Reconciliations on the menubar.
2. Click Pr/Br Payables under Reconciliations on the navigation panel. This option only displays if the system setting is turned on.
3. The Producer/Broker Payable Reconciliations screen displays. Do one of the following:
   • Click the Add button to the left of the list.
   • With focus on the list, press [Insert] on your keyboard.
   • Press Ctrl + [N].

The Add Producer/Broker Payable Reconciliation screen displays.

4. Click the Producer or Broker radio button. If the system is installed to reconcile only producers or only brokers, the other radio button is disabled. See System Settings Configuration.
5. Commission Payable Entity is selected by default in the Criteria list. Optionally select Include inactive. This option includes producers or brokers whose accounts have been inactivated or brokers who do not have the Receivable or Commission Payable checkbox selected in broker detail.
   
   Select the All radio button to choose all entities or the Selected radio button to choose specific accounts.
   
   If you choose the Selected radio button, select an entity in the dropdown menu. Click Add. To add another producer/broker, repeat these steps.
   
   Selected entities display in the list at the bottom of the screen. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
6. To specify the producer/broker payable contracts to include, click the All Contracts link label. The label changes to Selected Contracts.
   
   Note: Leaving the default selection of All Contracts also includes items that do not have a payable contract associated to them. You may want to leave All Contracts selected in most cases if you are reconciling producer payables, because producer payable contracts are optional.
   
   In the Available Payable Contracts pop-up window, optionally select the Include Expired checkbox. To filter the contracts that display in the list, modify the Search where criteria and click Find.
   
   Select the checkbox for each contract you want to include, or click the Select All link label to include all contracts listed. Click Finish or press [Enter].
7. Under Month/Date, you can filter by either Accounting month or Payables due date. Select the appropriate radio button to choose how to select items to reconcile and enter a range of dates. You can also select Open for the starting and/or ending date.
   
   The Payables due date for an item is defined by the associated payable contract. If the item does not have a payable contract associated, the program uses the Generate invoice date for the item instead.
8. For the Pr/Br Agency Bill Commission and Pr/Br Direct Bill Commission criteria, you can select Exclude, Accrual, Partially paid, Fully paid, or Accounting method. Accounting method means that payables will be located based on the way your system is installed to pay producers/brokers. You would only rarely want to override this setting by selecting an option other than Accounting method.
   
   Optionally select to Include all future commissions for items due. This option allows you to override the selected accounting method (e.g., if you are creating a statement for producers installed on a Partially paid basis but would like to include all remaining commission for the items on this statement). Selecting Include all future commissions for items due will include all remaining commissions, regardless of the Month/Date and Pr/Br Agency/Direct Bill Commission criteria selected for this statement.
   
   Note: Your selections here will not affect the way that Month-End posts the payable and expense.
9. The Agency, Branch, Department, and Profit Center criteria default to All. To change any of these criteria, click on the appropriate line in the Criteria list.
   
   In the Available frame, click the Selected radio button. Make a selection from the dropdown menu and click Add.
   
   Each structural entity that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
10. Click the Future Adjustments/Premium Revisions line and select the Include or Exclude radio button.
    
    Note: If you opted to include future commissions in step 8, future commission adjustments and premium revisions are automatically included.
11. The Line of Business criterion defaults to All. To modify it, highlight Line of Business and click the Selected radio button. Make a selection from the dropdown menu and click Add.
    Each line of business that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
    
    Note: If you are reconciling a statement for a service only, click the Selected radio button for the Line of Business, Issuing Company, and Premium Payable Entity criteria and select <NO VALUE> from the dropdown menu for each of these criteria.
12. For a broker statement, click Broker External/Internal and select the External, Internal, or Both radio button.
13. The Issuing Company criterion defaults to All. To modify it, highlight Issuing Company and click the Selected radio button. Make a selection from the dropdown list and click Add.
    Each company that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
14. The Premium Payable Entity criterion defaults to All. To modify it, highlight Premium Payable Entity and click the Selected radio button.
    
    In the first dropdown menu, select BR (Broker - External), CA (Carrier), or IN (Broker - Internal). The second dropdown menupopulates with entities of the selected type. Select an entity and click Add.
    
    Each entity that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
15. The Client criterion defaults to All. To modify it, highlight Client and click the Selected radio button. Enter the account lookup code, or click the lookup button to locate the account.
    1. Make a selection in the Locate by dropdown menu.
    2. Enter at least on character of your Locate by selection.
    3. Click Locate.
    4. Click on the account in the list that display and then click finish.
16. Make a selection from the dropdown list and click Add.
    Each client that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
17. If binder bill transactions are enabled in System Settings, select the Binder Transactions criterion and choose to Include open binder transactions or Exclude open binder transactions.
18. In the Statement section, enter a Description of the statement.
19. Check Automatically flag items if you would like the system to flag all included items for payment.
20. Check Create separate statements per contract if you would like the system to generate a separate statement for each commission payable entity/contract combination. If you do not select this option, the system generates a single statement for each commission payable entity.
21. In the Payment section, change the Accounting month and/or Description if applicable.
22. Click Detail to continue the workflow.  
    
    Note: If a suspended statement already exists for the selected producer or broker, organizational structure, contract, and line of business, you are prompted, "Suspended statement(s) already exist. Do you wish to continue working on the following statements?" Click Yes to open the existing suspended statement. Click No to return to the Add Producer/Broker Reconciliation screen and modify your criteria.

23. The Transactions screen displays. Use the filter above the list to narrow the list of transactions if necessary.

    

     

    These are the choices in the first dropdown menu:

    • Client Code
    • Client Name
    • Item #
    • Policy Number
    • Rework
    • Transaction Code

    The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

    • Equals: Enter the search criterion (e.g., the full code or name) in the field to the right. Click Find.
    • Contains: Enter at least one letter of the search criterion (e.g., part of the name or number) in the field to the right. Click Find.
    • Exclude/Include: Select to exclude or include items that meet the criterion in the first dropdown.

    You can apply multiple filters if necessary.

    1. To apply multiple filters to the list, do one of the following:
       • Click the Edit Filter button . 
       • Press [Ctrl] + E.
    2. The Edit Filter pop-up window displays. 
       
       Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

    

    3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
    4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
    5. Click Finish when you have applied all of your desired filters.
       
       To exit the dialog without applying any filters, click Cancel.
24. To record a full or partial payment for a transaction, select the checkbox next to the transaction and enter the Amount to Pay.
25. To perform further actions on a transaction, highlight the desired item and then click the appropriate button. To select multiple items at once, click the Enable Multi-Flag link. Then press and hold the [Ctrl] or [Shift] key while selecting the desired items in the list. To select items individually by selecting their checkboxes instead, click the Disable Multi-Flag link.
26. If you need more information about a transaction, click the Transaction Detail link label to view a summary of the transaction information or click Access > Transactions to enter the transaction detail.

1. • Adjust

     This launches the Adjust Commissions workflow. You cannot adjust agency commission from the Pr/Br Payables Reconciliations area.

   • Write-Off
     1. The Write Off Payable window displays. Revise the default Description if desired (for example, to enter the reason for the write-off).
     2. Confirm that the Amount is correct.
     3. Click Finish to complete the workflow.
        
        Click Cancel to close the window without writing anything off.
     4. To close the Transactions screen, click the X next to the open reconciliation in the navigation panel.

      

   • Activity

     You can use this option to add an activity note to the transaction, which serves as an internal accounting note.

     1. The Add Activity screen displays. Transaction defaults in the Add to dropdown menu. Select a different association if necessary:
         
        • Account
        • Bill
        • Carrier Submission
        • Claim
        • Line
        • Master Marketing Submission
        • Opportunities
        • Policy
        • Services
        • Transaction

     If you select Transaction, the Item # of the selected transaction defaults. If you select any other option, click on the correct item in the list.

     2. Click Continue.
     3. Add the activity as usual.
   • Discrepancy
     1. Clicking this button changes the discrepancy status of the transaction to Discrepancy. You may be prompted to enter an activity, which you should assign to the person responsible for making the correction.
     2. When the discrepancy has been resolved, highlight the transaction again and click Discrepancy to update its discrepancy status to Resolved. If an activity is associated to the discrepancy, you are prompted to close the activity.

Note: Your newly added statement will display in the Producer Broker Payable Reconciliations list only if it matches the criteria for your current search filter. To change the statements that display in the list, edit your Search where options and click Find.

After creating the statement, you have access to the following actions:

1. • Associate GL Item
   • Add Additional Items
   • Modify Payment Month
   • Remove Associated GL Item