Add an Other Interest

1. Access the Accounts area.

   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.
   • 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 Other Interest 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 Other Interest.
   • Click File > New > Other Interest from the menubar.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl]+N.
4. The Add an Other Interest Account screen displays. Select a Prefix, enter a business Name, and select a Suffix. The Name field is required. For information on capitalization settings that may be applied to proper names automatically, click here.
5. Indicate the type of other interest. Check all that apply:
• Additional Interest
• Bill to
• Certificate Holder
6. Click Create Account Name/Code to automatically generate an account name and code.
7. Click in the large field in the Address/Phone Number section. Enter the Street, City, State, Zip Code, and County in the highlighted fields that display.

8. The Country defaults to United States of America.
9. 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.
10. In the Phone Numbers/Website section, tab to or click in the Number field and enter the information.
    
    For international phone numbers, tab to or click in the Number field and click on Country. Select the correct country in the dropdown menu.

Enter the remainder of the phone number in the field.

Note: See Telephone Country Codes Configuration for instructions on adding, editing, or removing a country code.

12. If applicable, click in or tab to the Ext field and enter the extension.
13. Optionally enter a Description of the phone number (e.g. Home or Cell).
14. Repeat steps 10 - 12 to enter a Fax number.
15. Enter the address of the other interest's Website.
    
    Note: To view the other interest's website from this screen, click the Internet button to the right of the Website field. The specified web page displays 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 other interest information at this time.
    
    Click Detail to fill in more information. Continue to step 20.
    
    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.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
20. The Other Interest 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 selected, 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. To change the address, click in the large field in the Address/Phone Number section. Enter the Street, City, State, Zip Code and County (if applicable) in the highlighted fields that display.
        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.

        4. Enter a Site ID if applicable.
           
           Note: Site IDs allow you to enter specific address location numbers for clients’ properties. This user-defined number is available throughout the system for servicing, billing, and reporting purposes.
      • Phone Numbers/Website
        1. Enter or revise the Number, Extension, and Description for the other interest's phone number (e.g., Office or Cell).
        2. Enter or revise the Number, Extension, and Description for the other interest's fax number.

        3. Enter the other interest's Website address if applicable.

        Note: To view the other interest's website from this screen, click the Internet button to the right of the Website field. The specified web page displays 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 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.

    • Billing

      This tab 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 how you would like the page breaks to be when the company'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. If you want a specific invoice layout to be the default layout for this account, choose an Invoice layout from the dropdown list. For instructions on adding an invoice layout, see Invoice Layout.
      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:
         • Account
         • Contact
      5. If you want a specific statement layout to be the default layout for this account, make a choice in the Statement layout dropdown. For instructions on adding a statement layout, see Statement Layouts.
         
         Note: If Statement Layout is set to No Statement, the program 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 from the Transaction level.
    • Identification Numbers

      Add, edit, or delete identification numbers and related information for the other interest.

      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 right of the list or press [Delete].
        3. You are prompted, “Do you wish to delete this record?” Click Yes.
    • Categories/History

      There are three sections on the Categories/History tab:

      • 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.
      • 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 the system, 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 must first identify the account to which the selected account is related. Make the appropriate selection in the first dropdown box 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.