Add a Transaction - General

1. At Home Base, click Clients & Files.
2. Select Customers from the dropdown menu above the list.
3. In the list, select the customer and click the Invoices button.
4. Click the Add button below the button bar, and then click Add a Transaction to display the Enter New Transactions window.
5. The General Transactions radio button is selected by default. Click the policy associated with the transaction.
   Note: If you are billing a package policy as a whole, make sure that the PCKG line is selected. If you are billing each line separately, select the appropriate line.
6. Click OK to activate the Enter General Transactions screen.
7. To flag the transaction to print via the Print Invoices workflow, check Print Invoices.
   Note: This is only available for agency bill items. If a direct bill invoice needs to be printed, you will need to access it via Update Transactions and select the Print checkbox.
8. The Effective Date defaults to the policy effective date. If you are billing a cancellation, endorsement, or premium audit, you may need to revise the effective date accordingly.
9. The A/R Due Date defaults to the later of the Effective Date or the Tran Date but can be revised if necessary. The Accounting Month defaults to the later of the Effective Date or the Due Date but it may also be revised. The Tran Date is the current TAM system date and cannot be changed.
10. Double click in the Tran field to display the Transaction Type window. Click here for more information on the available transaction types.
11. Locate a transaction type by using the scroll bars or cursor keys to move up and down. Select a transaction type and click OK.
    
    Note: Click Show Policy Information to display the General Policy Information at the bottom of the screen. Click Hide Policy Information to hide it.
12. Enter a description in the Description field.
    
    Note: You can use the Description Macros to automatically add certain types of data to transaction descriptions. To do so, right click in the description field where you would like to insert the data, select Description Macros, and choose one of the following (or simply type the keyboard shortcut, which is shown in bold type for each of the macros below):
    • Month-Short &m&
    • Month-Long &M&
    • Calendar Quarter &q&
    • Policy Type &t&
    • Customer Code &c&
    • Policy Number &p&
13. Enter the transaction amount in the Amount field.
    
    Note: Select View additional Information to enable a scrollbar and access the following columns: Prt?, Eff Date, Due Date, Actg Mo, and Actg Yr. These fields can be revised (see steps 7-9 above). For example, if you were adding multiple endorsement transactions with different endorsement dates, you would want to select View additional Information so that you could change the Eff Date for each row.
14. Enter or revise the Policy Premium if necessary. The premium defaults for NEW and REN transactions.
15. Click Actg Notes to add an internal accounting note to the transaction (if desired). See Accounting Notes for further details.
16. If you wish to add an invoice message, click Messages. See Invoice Messages for further details.
17. To add another transaction, double click the Tran field in the next line and repeat steps 11-16.
18. The Line Item Information frame shows whether any splits, overrides, invoice messages, or accounting notes exist for this item. If so, the corresponding field displays in red.
19. When you have finished adding transactions and verified that the Total and Policy Premium (if applicable) amounts are accurate, click OK. To delete a transaction (e.g. if a duplicate transaction was added erroneously), highlight the row and click Delete Row.
20. If your agency is set up with the Provincial Tax Method, the Provincial Tax Entry screen displays (applies only to agency billed transactions). Select the appropriate radio button:
    •  
    • Do not tax premium- Do not calculate tax for this transaction.
    • Tax separate from premium- Calculate tax for this transaction, assuming that the transaction amount you entered on the previous screen does not include tax.
    • • The Taxable Premium field displays the transaction amount. If only a portion of the premium is taxable, modify the amount in this field. The Tax Amount field below updates accordingly.
      • The Tax Percentage field defaults to your system's Provincial Tax percentage. If this transaction is subject to a different rate, modify the amount in this field. The Tax Amount field below updates accordingly.
      • The Tax Amount field multiples the Taxable Premium by the Tax Percentage. If you modify this field, the Tax Percentage field updates accordingly.
    • Tax included in premium- Calculate tax for this transaction, assuming that the transaction amount you entered on the previous screen includes tax.
    • • The Taxable Premium field displays the transaction amount less the tax amount. You cannot directly modify this field.
      • The Tax % Used Previously field defaults to your system's Provincial Tax percentage. If this transaction is subject to a different rate, modify the amount in this field. The Taxable Premium and Tax Amount fields update accordingly.
      • The Tax Amount field multiples the transaction amount by the Tax % Used Prev. If you modify this field, the Taxable Premium and Tax % Used Prev fields update accordingly.

    After you have filled in the information, click OK. A TAX transaction for the Tax Amount is automatically entered on the customer's transaction list.

    If your agency is set up with the User-Defined Tax Method, the Taxes and Fees Generated screen allows you to verify or delete any applicable automatically generated taxes/fees.

    • To revise the amount of an item in the Taxes and Fees list, highlight the row and modify the Amount of Tax field.
    • To delete an item that should not be generated for this transaction, highlight the row and click Delete Tax Item.

21. Click Yes to confirm the entry.