View Transaction Detail - Detail Section

If a transaction is direct billed, if it is a reversing item, or if the transaction code was generated by the General Ledger system (e.g. a PYMT generated for a receipt, RETP generated for a return premium disbursement, or ADVC generated for a direct bill advance disbursement), none of the fields in this section can be modified. You also cannot modify transaction detail if a receipt or premium payable payment has been applied to the transaction, if its commission has been adjusted, or if the premium has been revised.

When none of those conditions apply, you can modify the following fields, provided you have the appropriate security rights:

If the transaction is the result of a split receivable (a child transaction), you cannot modify any fields in transaction detail directly. Any modifications made to the detail for the parent transaction, however, will automatically update the child transaction.

If you make any modifications to an installment item, the Update Installments window displays when you click Save or exit transaction detail. Indicate whether you want to modify all installments, only the selected installment, or the selected installment and installments that follow it. Click Finish.

Note: If you make a change to a date/month field and opt to update multiple installments, updates to other installments are applied incrementally. If you change the accounting month for an installment from January to February and opt to update all installments, for example, the accounting month for each installment is advanced by one (rather than changed to February for all installments).

The transaction Code, Description, Amount, Bill #, Item #, Bill method, and Installment # (if applicable) display at the top of the Detail screen. You can edit the Description if necessary. If this is a binder bill transaction, a status of Binder - Open or Binder - Closed also displays in this area.

Billing Tab

The Billing tab contains the Detail, Structure, General Ledger, History, Reversal/Void, Status, and Item Balance frames, which are all described below.

Generate invoice date: This is the date when the invoice containing the transaction should be generated. You can update it as long as an invoice has not yet been generated for the transaction. For installment items, the Generate invoice date defaults based on your settings in Installment Plan Configuration.
Effective date: The effective date of a transaction is equal to the effective date for the service summary row selected when the transaction was entered (i.e., the effective date for the policy, cancellation, or endorsement). You cannot update this date in transaction detail; to correct an erroneous Effective date, you must reverse the transaction and rebill it.
A/R due date: This is the date that payment is due from the client. The A/R due date defaults based on your settings in Transaction Code Configuration.
Accounting month: The accounting month is the month in which the transaction will be posted to the General Ledger based on your agency's Accounting Method Configuration. You cannot change it to a month that is locked, posted, or finalized.
Production month: The production month represents the month in which the policy was sold. For basic transactions, the production month is the same as the accounting month. For installment transactions, the production month for all installments is the same as the accounting month for the first installment item.
GL account #: This is the offsetting General Ledger account defined in Transaction Code Configuration (applies to Miscellaneous User Defined, Tax, Fee, Service Charge, and Account Opening Balance transaction code classes only).

The Structure frame displays the agency, branch, department, and profit center associated to the transaction. You cannot modify the Agency in transaction detail; if it is incorrect, you must reverse the transaction and rebill it.

The information in this frame applies only if the transaction is a PYMT, ADVC, or RETP generated by the entry of a receipt or disbursement.

Refer #: Displays the reference number for the General Ledger item (receipt, disbursement, or voucher) that generated the transaction. Click the link label to open receipt detail or disbursement detail.
Disb Check #: Displays the check number for the associated disbursement.
Cleared: Displays Yes if the receipt or disbursement has been reconciled on a Bank Reconciliation statement; otherwise displays No.

The History frame displays the date and time the transaction was entered and the user who entered it. It also displays the date, time, and username corresponding to the transaction’s last revision.

Item reversal #: If the transaction has been reversed, click the item number link label to open the reversing entry’s transaction detail. If the transaction is a reversing entry, click the item number link label to open the original transaction’s detail.
Void refer #: This only applies if the transaction is a PYMT, ADVC, or RETP and the associated General Ledger item was voided. If you are viewing the original PYMT, ADVC, or RETP, this is the reference number of the offsetting General Ledger item; if you are viewing the reversing PYMT, ADVC, or RETP, this is the reference number of the original General Ledger item.
Reason: Displays the reason the item was voided (if applicable). This files on the original entry only (not the reversing entry).
Details: Displays additional information entered when the item was voided (if applicable). This files on the original entry only (not the reversing entry).

The following statuses may display in this area:

Activities: Indicates that at least one activity has been attached to the transaction (activity may be open or closed).
Reversed: Indicates that the transaction was reversed or is a reversing entry.
Split: Indicates split commissions.
Adjusted: Indicates that commission has been adjusted (agency, producer, or broker).
Financed: Indicates that at least a portion of the receivable has been financed.

Receivable balance:

Direct billed items: Displays as $0.00.
Agency billed items: Displays the remaining receivable balance for the item (i.e., the sum of all the process rows in the Receivables section of Transaction Detail).
Reversed/reversal items: Displays as $0.00.

Payable balance:

Direct billed items: Displays N/A.
PYMT, RETP, or ADVC items: Displays N/A.
Agency billed items: Indicates whether the premium payable for this item is Open, Partially paid, or Closed.

Invoice Tab

The Invoice tab contains the Invoice, Send Invoice To, Invoice Message, Status, and Item Balance frames, which are all described below.

None of the fields in the Invoice frame can be modified. To move this item to a different invoice or to no invoice, see Move a Transaction.

Generate invoice: This field is selected if an invoice should print for this item and deselected if the item should not be included on an invoice.
Invoice #: Invoice on which this item will print.
Batch #: Invoice batch (used when multiple invoices are generated at the same time).
Date last generated: Date the invoice was last generated during the Generate Invoice action.

You cannot change the Type of entity to whom the invoice will be sent (Broker, Client, Finance Company, or Other Interest). If the transaction is broker billed, the Bill broker net checkbox selection defaults based on whether the broker is set up to be billed net for this particular client account (if billed at the Account level) or policy/line (if billed at the Policy or Line level). You can override this selection at the transaction level, unless your system is installed to reconcile broker commissions.

To select a different contact to send the invoice to, click the lookup button to the right of the Contact field. Information for the selected contact defaults in the Address field. The information can be changed if necessary. The Delivery method defaults but can be changed if necessary. If you choose Email or Fax, complete the Email or Fax field. If necessary, you can enter multiple Email addresses separated by semicolons, up to 250 characters.

Optionally enter an Invoice Message.

You can click the Select Message link label to choose from your Message Gallery. Select the predefined message and click Finish.

The following statuses may display in this area:

Activities: Indicates that at least one activity has been attached to the transaction (activity may be open or closed).
Reversed: Indicates that the transaction was reversed or is a reversing entry.
Split: Indicates split commissions.
Adjusted: Indicates commission has been adjusted (agency, producer, or broker).
Financed: Indicates that at least a portion of the receivable has been financed.

Receivable balance:

Direct billed items: Displays as $0.00.
Agency billed items: Displays the remaining receivable balance for the item, i.e., the sum of all the process rows in the Receivables section of Transaction Detail.
Reversed/reversal items: Displays as $0.00.

Payable balance:

Direct billed items: Displays N/A.
PYMT, RETP, or ADVC items: Displays N/A.
Agency billed items: Indicates whether the premium payable for this item is Open, Partially paid, or Closed.