Edit/View a Direct Bill Commissions Reconciliation

You can edit an existing Direct Bill Commissions reconciliation statement with any status other than Finalized and can add, edit, or delete transactions from these statements. Finalized statements are only available in read-only mode.

Direct bill transactions can also be added to the system by import if the carrier sends commission in a Microsoft Excel spreadsheet (see Import - Direct Bill Transactions) or by download, if the carrier supports Direct Bill Commission Download (see Company/Broker Interface Configuration).

To save time, you can set defaults for many of the fields on the reconciliation in Field Default Configuration if your selections will be the same for most reconciliations.

4. Click the statement in the list and then do one of the following:
   • Click the Edit button on the Disbursements screen.
   • Click File > Open on the menubar.
   • Double click the reconciliation.
   • Press [Ctrl]+O.
   • Press [Enter].
5. The company abbreviation and agency abbreviation for the selected reconciliation display on the navigation panel under the Direct Bill Commissions option.

There are two options below the reconciliation:

1. • Summary

     A summary of the selected reconciliation displays. Click on a criterion to see the parameters chosen for it.

     Only the Description can be modified.

   • Detail

     To edit or view additional information for the reconciliation, click Detail.

     The next steps vary, depending on whether the statement you are editing is a recorded direct bill commission or a reconciled direct bill commission:

     • Add a Direct Bill Commission
       1. The Record Direct Bill Commissions screen displays a list of policies within 90 days of expiry based on your selected criteria (up to 10,000). To narrow this list further, use the Search where options to specify the policies that you want to see. To record commissions on a policy, highlight it in the filtered policies list and then click the Add button in the Recorded Commissions list.

       To collapse either list to view more entries in the other list, click the chevron in the header.

       2. A smaller Record Direct Bill Commissions windows displays information from the selected policy. Use the search options and click Locate to locate a different policy if necessary.
       3. Select a radio button in the Record Transaction section if it does not default:
       • Commission
       • Premium
       • Both

       You can also specify whether to add the transaction for a Policy or a Line.

       4. Choose a Transaction from the dropdown menu.
       5. The current system date defaults in the Effective date field but can be changed if necessary.
       6. The Description defaults but can be changed if necessary.
       7. Select an agency commission Type.
       8. Enter the agency commission amount or percentage.

       Note: The remaining fields vary, depending on whether this is a commission, premium, or both.

       9. Enter an Agency Commission % or an Agency Commission Amount, depending on the Type you chose.
       10. Select a Producer/Broker Code if applicable.

       If you choose a producer or broker, select a commission Type, enter the Percent or Amount (depending on the Type you chose), and enter the Production Credit % and Order #.
       
       Note: The Order # is the order in which producers and brokers receive credit for the selected policy.

       11. Optionally enter additional producers and/or brokers.
       12. Select the Clear policy on add checkbox if you have additional transactions to add for different policies. This option clears the information entered for the currently selected policy when you click the Add button, so you can locate the next policy more efficiently. If you have additional transactions to add for the same policy, leave the checkbox deselected.
       13. Click Finish to record the transaction and complete the workflow.
           
           Click Add to record the transaction and add another one.
           
           Click Cancel or press [Esc] to close the window without recording the transaction.
       14. You have access to the following actions:
           • Associate GL Item
           • Modify Payment Month
           • Remove Associated GL Item
     • Edit a Direct Bill Commission - Recorded Commissions

       Note: You can edit direct bill commissions only on suspended statements that have not been reopened. If a statement has been reopened, you can only edit items added since it was reopened.
       
       If the transaction's accounting month is locked, posted, or finalized, the item is in view-only mode. In this case, you must do the following:

       • Use the Delete icon (if available) to the left of the list to remove the item (otherwise, manually enter a reversing commission item).

       • Enter a new transaction with the correct information.

       1. Click the highlight the statement in the list.
       2. Do one of the following:
          • Click the Edit button to the left of the list.
          • Double click the direct bill commission.
          • Press [Enter].
       3. The Record Direct Bill Commissions screen displays providing a list of up to 10,000 policies that are within 90 days of expiration based on the criteria set. To narrow the list of filtered policies further, use search where to specify the policies that you want to see. To record commissions on a policy first highlight the policy in the filtered policies list and then click the Add button in the Recorded Commissions list.
       4. To collapse either the Filtered Policies or Recorded Commissions list, click the Chevron for the list you wish to collapse. This will provide more viewing area to find the policy or commission.
       5. If the policy that you are currently working on needs adjustment, click Access > Policy to make the adjustment, then click Refresh.
       6. A smaller Record Direct Bill Commissions windows displays, the information from the policy selected defaults but can be changed if needed, or you can locate a different policy.
       7. The Record Transaction section will default based on your field default see Field Default Configuration. If nothing defaults or to make changes select the appropriate radio button:
       • Commission
       • Premium
       • Both
       8. Optionally change the Transaction in the dropdown menu.
       9. Change the Effective date if applicable.
       10. Change the Description of the transaction if necessary.
       11. Optionally change the transaction Amount.
       12. Optionally change the commission Type.
       13. Optionally alter the Agency Commission % or Agency Commission Amount, depending on the Type you chose.
       14. To change the information for a producer or broker, highlight the entity in the list and make the necessary edits in the fields below it.
       15. Add a Producer/Broker Code if applicable.
           
           If you add a producer or broker, select a commission Type, enter the Percent or Amount (depending on the Type you chose), and enter the Production Credit %. You can change these items if they are incorrect.
       16. Select the Clear policy on add checkbox if you have additional transactions to add for different policies. This option clears the information entered for the currently selected policy when you click the Add button, so you can locate the next policy more efficiently. If you have additional transactions to add for the same policy, leave the checkbox deselected.
       17. Click Finish to record your changes and complete the workflow.
           
           Click Add to record the transaction and add another one.
           
           Click Cancel to close the window without recording the transaction.
     • Edit a Direct Bill Commission - Reconciled Commission
       1. The Transactions screen displays. Enter your desired search criteria to populate the list.
       2. Select the checkbox in the Recv'd column for each commission that has been received. 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. The Com Rec'd amount defaults into the column for each selected item.

       Note: If a transaction has multiple splits, only the first item will be flagged. To flag additional splits on that transaction, you must either flag the transaction again or manually flag the other splits.

       3. Perform any of the following on the items that display in the list:  
          • Partial Pay
            1. Click to highlight the item, then click the Partial Pay button.
            2. The Partial Payment window displays. Basic information displays in the Transaction Detail section.
            3. In the Premium & Commission Received section, enter the partial Commission, Percent, and Premium amounts.
            4. Change the broker and producer commission Percent and Amount if applicable.
            5. Click Finish when the information is complete.
               
               Click Cancel or press [Esc] to close the window without entering a partial payment.
            6. To close the Transactions screen, click the X next to the open reconciliation in the navigation panel.

            

          • Adjust

            1. Click to highlight the item, then click the Adjust button.

            2. The Adjust Commissions window displays. Change the agency commission Type if desired.

            3. Adjust the agency commission Percent or Amount if applicable.

            4. Change the broker commission Type if desired.

            5. Adjust the broker commission Percent or Amount if applicable.

            6. Optionally change the broker's Production Credit.

            7. Change the producer commission Type for each affected producer.

            8. Adjust the broker commission Percent or Amount for each affected producer.

            9. Optionally change the producers' Production Credit.

            10. Click Finish when the information is complete.
                
                Click Cancel or press [Esc] to close the window without making any adjustments.
                
                Note: Supplemental Income transactions cannot be adjusted.

            11. To close the Transactions screen, click the X next to the open reconciliation in the navigation panel.

            

          • Close
            1. Click to highlight the item, then click the Close button.
            2. You are prompted, "Do you wish to close this item without a commission payment?" Click Yes.
            3. To close the Transactions screen, click the X next to the open reconciliation in the navigation panel.

            

          • Write-Off

            The final commission your organization receives for each transaction may not match the estimated commission that you originally billed, resulting in a balance that needs to be removed.
            
            You can write off individual items or use the Multi-Flag view of the suspended statement to write off multiple items at once.

            Add the Write Off column to the list from the Select Columns link label.

            1. Click to highlight the item. If you want to write off multiple items at once, click the Enable Multi-Flag link label. Then press and hold the [Ctrl] or [Shift] key while selecting items in the list.
               
               If Applied Epic is installed locally on your computer, you can press [Ctrl] +A to select all items in the list.
            2. Click the Write Off button, or right click a selected item and select Write Off from the context menu (if Multi-Flag is enabled).
            3. The Direct Bill Commission Write-Off window displays. Confirm the Write off amount.
               
               If only some of the selected items are eligible for a write-off, the Write-off amount reflects only the eligible items. A count of eligible items out of the total number of selected items also displays.
            4. Click Finish to write off the items. Balances remain on any items ineligible for a write-off.
               
               Click Cancel to close the window without writing anything off.
            5. To close the Transactions screen, click the X next to the open reconciliation in the navigation panel.

            

          • Risks
            1. Click to highlight the item, then click the Risks button.
            2. The Adjust Risks window displays. Revise the number of Risks Insured and Total Eligible if desired.
            3. Click Finish.

       You also have access to the following actions:

       1. • Associate GL Item
          • Modify Payment Month
          • Remove Associated GL Item
     • Delete a Direct Bill Commission

       Note: You can delete direct bill commissions only on suspended statements.

       1. Click the highlight the direct bill commission in the list

       2. Do one of the following:

          • Click the Delete button to the left of the list.
          • Click File > Delete on the menubar.
          • Press [Ctrl]+D.
          • Press [Delete] on your keyboard.

       3. You are prompted, "Are you sure you want to delete this record?" Click Yes.

     • Print a List of Direct Bill Commissions
       1. Do one of the following:
          • Click the Print button to the left of the list.
          • Click Print > Listview on the options bar.
          • Click File > Print > Listview on the menubar.
          • Press [Ctrl]+P.
       2. The Print window displays. Print this list as you would any other document.
          
          Please note that only the items shown in the current list print.