Edit Broker Detail

1. Access the Accounts area and locate the broker in question.

   1. To access Accounts from the Home screen, do one of the following:

      • 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.

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

   1. • Click Home > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Select Broker in the Locate Account dropdown menu of the Account Locate screen.
   2. In the Locate by dropdown menu, select the appropriate option.

   3. Select the suitable checkbox or checkboxes to the right.

      • Insureds
      • Prospects
      • Active
      • Inactive
   4. Enter the first few letters of the name, policy number, phone number, etc. (depending on the selection in the Locate by dropdown menu) and click Locate or press [Enter].
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   5. 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.
2. Highlight the desired broker in the Results list and then do one of the following:
   • Click the Edit button to the left of the list.
   • Click File > Open on the menubar.
   • Click Account Detail on the navigation panel.
   • Double click the item.
   • Press [Ctrl]+O.
   • Press [Enter].
3. The Broker Detail screen displays. The Account section displays the Account name and Lookup code. For information on capitalization settings that may be applied to proper names automatically, click here.
   
   The Do not purge checkbox indicates whether attachments for this account are exempt from the Attachment Purge utility. When this box is checked, the account’s attachments are excluded from the purge even if they meet the purge criteria.
   
   The Type of business offered checkboxes indicate which types of business apply to the broker. The selections limit the premium payable brokers available for selection on a policy to only the relevant options. The broker will display in the Premium Payable dropdown menu only for policies of the selected types of business. Click each Type of business offered checkbox to revise individual selections, or click the Select/Deselect All link label to toggle all checkboxes.
4. The screen contains these tabs:
   • Account

     Use this tab to keep track of basic information for the broker. The Account tab contains the following sections:

     • Address
       1. Click in the large field in the Address/Phone Number section. Enter the Street, City, State/Province, and County (if applicable) in the highlighted fields.
       2. Enter a Description for the address, or select a new Description from the dropdown menu.
          
          Note: Typing a description might not be an option, depending on how your agency has set up address descriptions. See Contact Description Configuration for more information.
       3. Enter a Site ID if applicable.
          
          Note: Site IDs allow you to enter specific address location numbers. This user-defined number is available throughout the system for servicing, billing, and reporting purposes.
     • Phone Numbers/Website
       1. Enter the Number, Extension, and Description for the broker's phone number (e.g., Home or Cell).
       2. Enter the Number, Extension and Description for the broker's fax number.
       3. Enter the broker's Website address if applicable.

       Note: To view the broker's website from this screen, click the Internet button to the right of the Website field. The website opens in your browser.

     • Structure

       You can optionally associate this account to specific structure combinations. Only employees with access to those structures can view the account. You can associate the account to multiple structures:

       1. In the Structure section, click the Selected radio button.
       2. Click the Add button.
       3. Select the Agency, Branch, Department, and Profit center and click Locate. The structure displays in the list. If you leave any selections set to All, the list displays all possible combinations.
       4. Select the checkbox beside each structure combination you want to associate to the account. Click Select All to choose all the combinations.

       5. Click Add to associate the selected structures with the account and choose more combinations to associate.
          
          Click Finish to associate the selected structures and return to the account's detail screen.
          
          Click Cancel to discard changes and return to the detail screen.

     • Comments

       Add comments in this section.

   • Billing

     The Billing tab contains the following sections:

     • Type of Business

       This section indicates the types of accounts to which the broker has access, and the country of operation. Select the applicable checkboxes in this section:

       • Allow on new business
       • Allow on renewal business
     • Billing

       This section allows you to select a statement format and invoice setup for this account. It also enables you to specify whether or not service charges should be applied to overdue balances for this account.

       1. Optionally make a selection in the Invoice page break dropdown to indicate where the page breaks will occur when the broker's invoices print:
          • Client: This creates one invoice for the account.
          • Item: This creates a separate invoice for each item.
          • Policy: This creates a separate invoice for each policy.
       2. To set a specific invoice layout as the default layout for this account, choose an Invoice layout from the dropdown menu. For instructions on adding an invoice layout, see Invoice Layout Configuration.
       3. Select the Apply late charges on overdue balances checkbox if the account should be subject to fees for late payments.
       4. Indicate how you would like the Statement page break to be created:
          • Account
          • Contact
       5. To set a statement layout as the default layout for this account, make a selection in the Statement layout dropdown. For instructions on adding a statement layout, see Statement Layout Configuration.
          
          Note: If Statement Layout is set to No Statement, the system will not generate a statement for the account. If a statement is needed and the account has been installed to not generate a statement, the billing associate can generate the statement at the Transaction level.
       6. Select the appropriate checkbox(es):
          • Include retained commission
          • Include commissions due
   • Accounting

     The Accounting tab contains the following sections:

     • Accounting

       This area allows you to specify how a broker is paid and whether or not he or she receives a 1099 form.

       Note: To view how this broker's commissions are paid on agency and direct bill items for all agencies in your system, click the Agency/Direct Bill Commissions link label. The Agency/Direct Bill Commissions window displays. To print a list of the agencies installed and their commission payment methods for this broker, click the Print icon to the left of the list. When you are finished reviewing information, click Close.
       If the method is set to Accounting Method, it means the broker is paid based on the way the agency has been installed to post broker commissions to the General Ledger in Accounting Methods Configuration.
       You may change the agency and/or direct bill commission payment method for this broker for any or all agencies via the Modify Agency/Direct Bill Commission Method for a Producer/Broker action.

       1. Select/deselect the checkboxes as applicable.
          

          • Receivable: The organization receives the receivable payment from the broker. If this checkbox is selected, Applied Epic filters the Send Invoice To - Broker Account lookup.
          • • Bill broker net: The broker retains his/her share of the payment and is only billed the net amount (agency minus broker) rather than being billed for the gross amount and then paid by the agency.
          • Commission Payable: The broker shares commission on direct bill business or agency bill business. If this checkbox is selected, Applied Epic filters Producer/Broker Commission.
          • Premium Payable: The organization remits the net premium to the broker on agency bill business or receives their direct bill commission from the broker. If this checkbox is selected, Applied Epic filters the broker Premium Payable validation list.
          • Receives 1099 form
          • Automatically post to GL: The system automatically creates month-end journal entries for this broker for each transaction with which he or she is associated. The agency does not have to keep track of the total commission that this broker is supposed to receive. It is automatically done within the month-end journal entries.
       2. Enter the broker's FEIN.
       3. Enter the broker's Social Security # if applicable.
       4. In the Batch payment method dropdown menu, select Disbursements or Journal Entry.

       5. GL Subaccount is filled in automatically. To change the GL subaccount, do the following:

          1. Click Actions on the menubar or options bar.
          2. Select Modify General Ledger Subaccount.
          3. Choose a Payable subaccount in the window that displays.
          4. Click Finish or press [Enter].

          When a broker is added, the following required subaccounts are generated:

          • Broker Payable
          • Deferred Broker Payable
          • Agency Bill Income
          • Direct Bill Income
          • Broker Premium Payable
          • Broker Premium Payable Write-Off
          • Deferred Broker Premium Payables
          • Interagency Broker Premium Payables
          • Interagency Broker Premium Receivables
          • Direct Bill Commission Cash On Account
          • Premium Payable Cash On Account
          • Direct Bill Receivables
          • Broker Commission Payables Write-Off (only if the system is or once was installed to reconcile broker commission payables)
          • Commission Payable Cash On Account (only if the system is or once was installed to reconcile broker commission payables)
          • Binder Bill Payable (only if the system is or once was installed to enable binder bill transactions)

       Select the appropriate radio button to indicate whether the broker works for one of your agencies or works externally:

       1. • Internal agency (If the agency is in Applied Epic, select the agency the broker represents.)
          • External broker

       Click here to learn more about internal and external brokers.

       You can share commission among offices in your organization. To support this functionality, define brokers as External (not part of your organization) or Internal (part of your organization). This helps large organizations that broker business through internal offices. The offices share commission, so the system needs to generate entries for the receiving and payable offices to track money. Applied Epic includes Interagency Commission general ledger required accounts to post the interagency Month-End entries.

       To share commission, enter the other offices as Internal brokers. The Broker Account detail screen lets you set the broker type:

       1. • External: An external broker is the agent down the street who cannot write business through a particular carrier, so he or she comes to your agency to place that business. Month-End posts the broker’s payable commission to the standard Broker Payable and Broker Expense accounts.
          • Internal: Indicates a broker in your organization. You must select the internal office the broker represents:
          • • Agency: If the agency is in Applied Epic, select the agency the broker represents. Month-End posts to the Interagency Commission Payable account instead of the standard Broker Payable account, and it posts to the Interagency Commission Expense account instead of the standard Broker Expense account. Month-End also posts to the Interagency Commission Receivable and Interagency Commission Income accounts for the receiving office.
            • Not Defined in System: If the agency does not exist in the system, select the Not Defined in System option. Month-End posts to the Interagency Commission Payable account instead of the standard Broker Payable account, and it posts to Interagency Commission Expense account instead of the standard Broker Expense account. Since the agency does not exist in Applied Epic, the corporate accountant needs to move money from the Interagency Commission Payable account to the appropriate corporate general ledger account for the other office.
     • Broker Payable Contracts

       When a broker is added in the system, a default payable contract is automatically generated based on the primary contact's address. You can edit this contract if necessary.

       You can perform the following workflows in this area:

       • Add a Broker Payable Contract
         1. Do one of the following:
            • Click the Add button next to the list.
            • With focus on the list, press [Insert] on your keyboard.
            • Press [Ctrl]+N.
         2. In the Payable Contract pop-up window, enter a beginning contract Term date or select a date from the dropdown calendar. To leave the beginning date open, select the Open checkbox above the field.
         3. Enter an ending contract Term date or select a date from the dropdown calendar. To leave the ending date open, select the Open checkbox above the field.
         4. Enter a Description of the broker payable contract. This is the field the account manager or billing associate will use to select the contract, so be sure to define it clearly.

         5. Choose a Contract type:

            • Receivable: The organization receives the receivable payment from the broker. If this checkbox is selected, Applied Epic filters the Send Invoice To - Broker Account lookup.
            • Commission Payable: The broker shares commission on direct bill business or agency bill business.
            • Premium Payable: The organization remits the net premium to the broker on agency bill business or receives their direct bill commission from the broker.
            • Premium/Commission Payable: The broker shares commission on agency and direct bill business and is also a premium payable entity.

         6. Select a Payable due date:

            • Later of Pol Eff, Trans Eff, or Print Date
            • Later of Print or Trans Effective Date
            • Print Date
            • Transaction Effective Date
            • Transaction's Accounting Month + 1 Month
            • Transaction's Accounting Month + 2 Months
            • Transaction's Accounting Month + 3 Months

         Choose + or - in the next dropdown menu and enter the appropriate number in the Days field.

         7. Type the correct date in the Pay statement on ____ of each month field. This determines the due date that will display on reconciliation statements created for this broker. The due date is for informational purposes only.
         8. Select the appropriate Payment contact in the dropdown menu.
            
            Note: Choices in this menu come from the Contacts list for the account.
         9. To apply this contract to every agency, leave the All radio button selected.
            
            To specify the agencies to which the contract applies, click the Selected radio button and then click the checkbox for the appropriate agencies.
         10. To apply this contract to every branch, leave the All radio button selected.
             
             To specify the branches to which the contract applies, click the Selected radio button and then click the checkbox for the appropriate branches.
         11. Click Add to add another contract for this broker.
             
             Click Finish to add the contract and return to broker detail.
             
             Click Cancel to exit the Payable Contract window without saving your changes.
       • Edit a Broker Payable Contract
         1. Click to highlight the contract and do one of the following:
            • Click the Edit button next to the list.
            • Double click the contract.
         2. In the Payable Contract pop-up window, change the beginning contract Term date or select a date from the dropdown calendar if applicable. To leave the beginning date open, select the Open checkbox above the field.
         3. Change the ending contract Term date or select a date from the dropdown calendar if applicable. To leave the ending date open, select the Open checkbox above the field.
         4. Optionally revise the Description of the broker payable contract.

         5. Change the Contract type if necessary:

            • Commission Payable
            • Premium Payable
            • Premium/Commission Payable

         6. Optionally select a different Payable due date:

            • Later of Pol Eff, Trans Eff, or Print Date
            • Later of Print or Trans Effective Date
            • Print Date
            • Transaction Effective Date
            • Transaction's Accounting Month + 1 Month
            • Transaction's Accounting Month + 2 Months
            • Transaction's Accounting Month + 3 Months

         Choose + or - in the next dropdown menu and enter the appropriate number in the Days field.

         7. Amend the date in the Pay statement on ____ of each month field if applicable.
         8. Optionally change the Payment contact in the dropdown menu.
            
            Note: Choices in this menu come from the Contacts list for the account.
         9. Optionally change the agencies/branches to which this contract applies.
         10. Click Finish to save your changes and return to broker detail.
             
             Click Cancel to exit the Edit Payable Contract window without saving your changes.
       • Delete a Broker Payable Contract
         1. Click to highlight the contract and do one of the following:
            • Click the Delete button next to the list.
            • Press [Delete] on your keyboard.
         2. You are prompted: "Do you wish to delete this record?" Click Yes.
       • Print a List of Broker Payable Contracts
         1. Click the Print button to the left of the Broker Payable Contracts list.
         2. Print this list as you would any other document.
   • Compliance/Identification Numbers
     1. Select the FATCA status if known.
     2. In the Identification Numbers area, you can add identification numbers and related information for the broker.
        
        Note: To include inactive Identification Numbers in the list, click the Include Inactive link label in the header.
     • Add an Identification Number
       1. Click the Add button to the left of the list, or press [Insert] with focus on the list.
       2. The Add Identification Number pop-up window displays. Choose the identification number Type. 
       3. The Description populates automatically, but you may edit it if necessary.
       4. Enter the Identification Number.
       5. Enter the Rating if applicable.
       6. Enter an Expiration Date or select a date from the dropdown calendar if applicable.
       7. Select a State/Province and Country if applicable.
       8. Use the Status radio buttons to indicate whether the number is Active or Inactive.
       9. Click Add to add another identification number. When you have entered all numbers, click Finish.
     • Edit an Identification Number
       1. Click to highlight the identification number.
       2. Do one of the following:
       • Click the Edit button to the left of the list.
       • Press [Enter].
       • Double click the identification number.
       3. Make the necessary changes in the Edit Identification Number pop-up window and click Finish.
     • Delete an Identification Number
       1. Click to highlight the identification number.
       2. Click the Delete button to the left of the list or press [Delete].
       3. You are prompted, “Do you wish to delete this record?” Click Yes.
   • Sales

     The Sales tab contains the following sections:

     • Sales Teams

       Use this section to designate the broker as a member of sales teams defined in your system. For instructions on adding new sales teams to the system, see Sales Team Configuration.

       • Add the Broker as a Member of a Sales Team
         1. To add the broker as a member of a sales team, do one of the following:
            • Click the Add button .
            • Press [Insert] on your keyboard with focus on the Sales Teams list.
         2. The Add Sales Team window displays. Filter the list of sales teams if you wish.

            Use the search bar above the list to specify the sales teams that you want to see.

            

            These are the choices in the first dropdown menu:

            • Sales Team
            • Sales Manager

            These are the choices in the second dropdown menu:

            • Equals: Enter the entire Sales Team or Sales Manager name in the field to the right.
            • Contains: Enter at least the first letter of the Sales Team or Sales Manager name in the field to the right.

            Click Find.

            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.
         3. Select the Sales Team to which you wish to add the broker.
         4. Click Finish to add the broker and close the window, or Cancel to close the window without adding the broker.
         5. To designate the broker as a sales manager, select the Sales manager checkbox. This will make the broker available for selection in the Manager dropdown menu in Sales Team Configuration.
            
            Note: You can add a broker to multiple sales teams if you wish.
       • Remove the Broker from a Sales Team
         1. Select the sales team in the list and do one of the following:
            • Click the Delete button  to the left of the list.
            • Press the [Delete] key.
         2. You are prompted, “Do you wish to delete this record?” Click Yes.
     • Sales Targets

       Use this section to define Sales Targets for the broker. These targets enable the broker, as well as the broker’s Sales Manager and the principals of your organization, to quantify and track the broker’s sales performance.

       • Add a Sales Target
         1. Do one of the following:
            • Click the Add button .
            • Press [Insert] on your keyboard with focus on the Sales Targets list.
         2. The Add Sales Target window displays.
         3. Select the broker’s Sales team. If the broker belongs to multiple sales teams, select the team for which you are entering this target.
         4. Enter the Fiscal year. Sales Targets must be specific to a fiscal year.
         5. Enter target values for any or all of the following metrics:
            • Premium
            • Revenue
            • # of policies
            • # of risks
            • # of client contracts

         These fields correspond to fields available on the Opportunity Detail screen. The values entered in Opportunity Detail for opportunities assigned to this broker will be counted toward the broker’s Sales Targets on the New Business YTD dashboard on the Home screen as the broker wins those opportunities.

         6. Select a Sales Target Type of New or Renewal. The broker’s opportunities for new and renewal business count toward the targets for the appropriate Type on the Dashboards.
       • Edit a Sales Target
         1. Filter the list of sales targets if you wish.

            Use the search bar above the list to specify the categories that you want to see.

            

            These are the choices in the first dropdown menu:

            • Fiscal Year
            • Premium
            • Revenue
            • # of Policies
            • # of Risks
            • # of Client Contracts
            • Sales Team

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

            • Equals: Enter the search criterion (e.g. the exact agency code, company code, user ID) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
            • Contains: Enter at least one character of the search criterion. Click Find.
            • Within Range: Search between two calendar dates or numeric values of your choice. Click the down arrow to the right of each field to choose dates from the calendars (if applicable). Click Find.

            To see the filter that is currently applied to the list, hover over the Search where text.

            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.
         2. Click to highlight the desired sales target and do one of the following:
            • Click the Edit button next to the list.
            • Double click the sales target.
         3. In the Edit Sales Target pop-up window, optionally change the Sales team, Fiscal year, Premium, Revenue, # of policies, # of risks, # of client contracts, and/or Type.
         4. Click Finish to save your changes and return to employee detail.
            
            Click Cancel to exit the Edit Sales Target window without saving your changes.
       • Delete a Sales Target
         1. Click to highlight the sales target and do one of the following:
            • Click the Delete button next to the list.
            • Press [Delete] on your keyboard.
         2. You are prompted, "Do you wish to delete this record?" Click Yes.
       • Print a List of Sales Targets
         1. Click the Print button to the left of the Sales Targets list.
         2. Print this list as you would any other document.

     Note: Sales targets for individual brokers will be added together to calculate team sales targets for the Sales Team to which each individual target is associated. Team sales targets are used to generate the data that displays on the Dashboard charts available to the team’s Sales Manager.

   • Categories/History

     These sections are available on the Categories/History tab:

     • Agency Defined Categories

       Use this section to apply agency-defined codes to an account. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Configuration.

       1. To add a new code, do one of the following in the Agency Defined Category section:
          • Click the Add button .
          • With focus on the list, press [Insert] on your keyboard.
       2. The Agency Defined Category window displays. Select a Category from the dropdown menu.
       3. Select an Option from the dropdown menu.
       4. If you have more than one code to add, click Add to add the code and keep the Agency Defined Category window open.
          
          Click Finish to add the code and close the Agency Defined Category window.
          
          Click Cancel to close the Agency Defined Category window without adding the new structure.
          
          To remove a code from the list, highlight it and click the Delete button or press [Delete] on your keyboard. You are prompted, "Do you wish to delete this record?" Click Yes.
     • History
       1. Account Retention shows the date the account was added. This date cannot be revised.
       2. The Data Conversion area pertains to accounts that have been transferred from another system. If this account falls into that category, enter the Date converted or click the down arrow to select a date from the dropdown calendar.
       3. Enter the Prior account ID here.
     • Relationships

       The relationship feature allows you to keep track of accounts that are related to one another, such as a main account and subaccount. For information on making changes to the available relationships in Applied Epic, see Define Relationships.

       1. To add a relationship to the account, do one of the following:
          • Click the Add button .
          • With focus on the list, press [Insert] on your keyboard.

       2. On the Add Relationship screen, begin by identifying the account to which the selected account is related. Make the appropriate selection in the first dropdown menu of the search bar:

          • Lookup Code
          • Account Name

       3. Make a selection in the second dropdown menu:

          • Equals: If you select Equals, enter the entire lookup code, account name, or account type in the field provided.
          • Contains: If you select Contains, enter at least one letter of the lookup code, account name, or account type in the field provided.
       4. Click Find or press [Enter] to bring up a list of matching accounts.
       5. Click on the appropriate account in the list, and click the down arrow button to move the account to the Selected list. To choose all of the accounts in the list, click the double down arrow button.
          
          Note: Press the [Ctrl] or [Shift] key as you click on accounts in the list to choose more than one. To remove an account from the Selected list, click on the correct account and then click the Delete button to the left of the Selected list.
       6. Choose the appropriate relationship Type.
       7. Choose the Role of the account that you are editing.
       8. Click Finish to add the new relationship.
          
          Click Add to add the new relationship and apply another.
          
          Click Cancel to close the window without saving any changes.
5. When you have made the desired changes, do one of the following:
   • Click Save on the options bar.
   • Click File > Save on the menubar.