Add a Company

Follow the steps below to add a carrier.

1. Access the Accounts area.

   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 the Locate button 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. Select Company in the Locate Account dropdown menu of the Account Locate screen.
3. Do one of the following:
   • Click the Add button next to the list.
   • Click New on the options bar and select Company.
   • Click File > New > Company from the menubar.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl]+N.

4. The Add Company Account screen displays. Any applicable field defaults set for the Company Add workflow populate. Setting field defaults streamlines the workflow by lessening the amount of information you must enter each time you add a new company.
   
   In the Account section, select the Billing company checkbox if the company you are adding is a billing company. Select the Issuing company checkbox if the company you are adding is an issuing company.

5. If you select the Issuing company checkbox but not the Billing company checkbox, select the company’s associated Billing company in the dropdown menu.

6. Enter a Prefix, business Name, and Suffix. The Name field is outlined in red to indicate that it is required. For information on capitalization settings that may be applied to proper names automatically, click here.

7. Click the Create Account Name/Code button to generate an account name and code automatically.
8. Select the checkbox for each Type of business that applies to the company. Click the Select/Deselect All link label to toggle all checkboxes. These selections limit the companies (issuing and billing) available for selection on a policy to only the relevant options. The company will display in the Issuing Company and/or Premium Payable dropdown menu only for policies of the selected types of business.
9. Click in the large field in the Address/Phone Number section. Enter the Street, City, State, and County in the highlighted fields that display.

10. Enter the correct Zip Code, or click the lookup button to look up the correct zip code.
    1. In the Locate by section, select the ZIP Code or City radio button to indicate your preferred search method.
    2. Enter at least one number or letter for the desired zip code or city and click Locate or press [Enter]. If more than 500 results are found, you must enter more than one letter or number.
    3. Click to highlight the appropriate zip code in the list and click OK or press [Enter].
11. The Country defaults to United States of America.
12. Optionally enter a Description for that address, or select a new Description from the dropdown list.
    
    Note: Typing a description in the field provided might not be an option, depending on how your agency has set up address descriptions. See Contact Description Configuration for more information.
13. In the Phone Numbers/ Website section, enter the Phone Number and Extension, and a Description of the phone number.
14. Enter the Fax Number and Ext, and a Description of the fax number.
15. Enter the address of the company's Website.
    
    Note: To view the company's website from this screen, click the hyperlink button to the right of the Website field. The Website opens in your browser.
16. Enter details for the Primary Contact. This creates an Individual contact. If you do not enter these details, the system creates a Business contact using the Account information above.
17. You can assign Structure information to the account. Click the Selected radio button and choose the Agency, Branch, Department, and Profit center to which this account belongs. Only users with access to that structure can see the account.
18. Optionally add Comments.
19. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the company information at this time.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
    
    Click Detail to fill in more information.
    
    If you click Finish or Detail, the system checks to ensure that a similar account does not already exist in the system. If this check finds a similar or duplicate account, it warns you. See Duplicate Accounts Search for more information.
20. The Company 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 screen contains the following tabs:
• Account

  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. Optionally 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 organization 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, Ext, and Description for the company's phone number (e.g., Home or Cell).
    2. Enter the Number, Ext, and Description for the company's fax number.
    3. Enter the company's Website address if applicable.

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

    If the company has been configured for the Company Website command, a Website Access link label displays, providing access to the carrier website using Real-Time credentials.

  • Structure

    You can optionally associate this account to specific structure combinations. Only employees with access to those structures can view the account, and the company will only be available for selection on policies with the same structure associations. 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. This lists the structure in the list below. If you leave any selections set at All, the list displays all possible combinations.

    4. Select the checkbox beside each structure combination you want associated 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.

• Type/Billing

  The Type/Billing tab contains these sections:

  • Type

    1. Select the checkbox(es) that pertain to this company:

    • Issuing company: The company issuing a policy. This name displays on printed policy forms.

    • Billing company: The company to which your organization remits the net premium on agency bill business, or from which your organization receives commission on direct bill business.

    • Parent company: This checkbox is for reporting purposes only, specifically in the Company List and Company Commission Agreements reports.

    2. The Billing company and Parent company fields may be enabled, depending on the checkbox(es) you selected. Make the appropriate selection in each enabled dropdown list if applicable.
    3. If the company is an issuing company, select the Issue binder proofs of insurance checkbox if applicable.
    4. Select the Allow on new business and/or Allow on renewal business checkbox(es) if applicable.
    5. Select the appropriate Country of operation.
  • Company/State Code

    The Company/State Code area allows you to enter a code that the company uses in a particular state. You can only enter one code per state.

    You can do the following in this section:

    • Add a Company/State Code
      1. To add a company/state code to the account, do one of the following:
         • Click the Add button .
         • With focus on the list, press [Insert] on your keyboard.
         • With focus on the list, press [Ctrl]+N.
      2. On the Company/State Code screen, select the State in the dropdown menu.
      3. Enter the Code.
      4. Click Finish to add the new code.

      Click Add to add the new code and apply another.

       

      Click Cancel to close the window without saving any changes.

    • Edit a Company/State Code
      1. To edit a company/state code to the account, click to highlight the desired item in the list and click Edit .
      2. On the Company/State Code screen, select the State in the dropdown menu.
      3. Amend the Code.
      4. Click Finish to add the new code.
    • Delete a Company/State Code
      1. Click to highlight the code and do one of the following:
         • Click Delete .
         • Press [Delete] on your keyboard.
      2. You are prompted, "Do you wish to delete this record?" Click Yes.
  • Billing

    1. In the Bill Mode frame, select Agency, Direct, or Both.
       
       The system reads this information when you install a line of business. It does not validate this information when you add a transaction.
       
       If you have a company installed for direct bill only, for example, you can use that company only on direct bill policies. However, you can change the bill mode from direct (what the line has) to agency when adding a transaction. Applied Epic does allow a company that is flagged as direct bill-only to be used on an agency bill transaction.
       
       Note: If the majority of the company's business is direct bill, be sure to select the Direct radio button so that a company payable contact is not created behind the scenes.
       
       If you select Direct or Both, choose a Reconciliation method:

       • Direct Bill Statement
       • No Reconciliation
       • Record Commissions, Do Not Reconcile

    The Reconciliation Method field is for informational and reporting purposes only and does not have an effect on how bills are processed. You will still need to select the appropriate method for each statement. See Add a Direct Bill Commissions Reconciliation.

    2. Optionally choose or change the Batch payment method:
       

       • Disbursement
       • Journal Entry

       This determines whether the system will automatically generate disbursements or journal entries when you process statements for this company through the Batch Process Statements action.
       
       When a company is added, the following required subaccounts are generated (only if Billing company is selected in the Type frame):

       • Company Payable
       • Company Payable Write-Off
       • Direct Bill Receivables
       • Agency Bill Income
       • Direct Bill Income
       • Direct Bill Commission Cash On Account
       • Deferred Company Payables
       • Premium Payable Cash On Account
       • Binder Bill Payable (only for companies with a Bill Mode of Agency or Both, and only if the system is or once was installed to enable binder bill transactions)
  • Company Payable Contracts

    Company Payable Contracts let you set up multiple billing contracts for each carrier. This means you can have a different contract for each agency defined in the system. When you enter transactions, Applied Epic will calculate the company payables due date based on the appropriate contract. The company must be a billing company to have company contracts associated with it.

    You can perform the following actions from here:

    • Add a Contract
      1. You can add a new item in several ways:
         • Click the Add button beside the list.
         • With the list active, press [Ctrl]+[N] on your keyboard.
         • With the list active, press [Insert] on your keyboard.
      2. Enter dates for the contract's Term. You can select the Open checkboxes to leave the contract in effect indefinitely before or after a certain date. Select both Open checkboxes to make the contract effective at all times.
      3. Enter a Description for the contract.
      4. Select the Contract type.
      5. Select how to calculate the Company payable due date, whether you want it calculated + or - a certain time, and how many Days before or after the selected time you want the date calculated.
      6. Enter the day of the month on which the statement is paid. This field is informational only.
      7. Select a Payment contact at the company who should receive the payment. These contacts pull from the contacts entered on the company.
      8. Select the Agencies to which the contract applies. You can have it apply to All agencies, or you can choose Selected agencies to apply the contract to. If you choose Selected, click the checkbox in the list beside each agency to which the contract applies.
      9. Click Add to save this contract and keep the Company Payable Contract screen open.
         
         Click Finish to save this contract and close the screen.
         
         Click Cancel to discard your changes and return to the Account Detail screen.
    • Edit a Contract
      1. Do one of the following to open the contract for editing:
         • Double click the contract in the list.
         • Select the contract and click the Edit button beside the list.

         • Select the contract and press [Enter] on your keyboard.

      2. Edit the dates for the contract's Term. You can select the Open checkboxes to leave the contract in effect indefinitely before or after a certain date. Select both Open checkboxes to make the contract effective at all times.
      3. Edit the contract's Description.
      4. Select the Contract type.
         
         Note: Changing the contract type does not affect existing transactions for the company.
      5. Select how to calculate the Company payable due date, whether you want it calculated + or - a certain amount of time, and how many Days before or after the selected time you want the date calculated.
      6. Enter the day of the month on which the statement is paid. This field is informational only.
      7. Select a Payment contact at the company who should receive the payment. These contacts pull from the contacts entered on the company.
      8. Click Finish to save the changes and close the screen.
         
         Click Cancel to discard the changes and return to the Company Detail screen.
    • Delete a Contract
      1. Do one of the following:
      • Press the [Delete] key on your keyboard.
      • Click the Delete button beside the list.
      2. A verification message displays. Click Yes.
    • Print a List of Contracts
      1. Click the Print button beside the list.
      2. Print the 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 company.
     
     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.
• Categories/History

  The Categories/History tab contains the following sections:

  • Agency Defined Categories

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

    1. To apply a new category to this account, do one of the following in the Agency Defined Categories section:
       • Click the Add button .
       • With focus on the Agency Defined Categories list, press [Insert] on your keyboard.

    2. The Agency Defined Category window displays.
    3. Filter the list of categories 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:

       1. • Category
          • Option

       There is one choice available in the second dropdown menu.

       1. • Contains: Enter at least one character of the search criterion in the field to the right. Click Find.

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

    4. Select the checkbox beside each category you wish to apply to this account. To check all of the items listed, click the Select all checkbox.
    5. Click Finish to add the category and close the Agency Defined Category window.
       
       To remove a category 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 if applicable.
  • 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, you need to first identify 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.

21. When you have made the desired changes, do one of the following:
    • Click Save on the options bar.
    • Click File > Save on the menubar.