Add a Close-Day Procedure

Use this option to add a Close-Day procedure setup. The default setup is entitled MAIN COMPLETE PROCEDURE. This setup is automatically defined when you install TAM. Use the following steps to add a procedure setup:

1. From Home Base, click the Accounting button.
2. Click the Close-Day button.
3. Click Close-Day Setup on the Close-Day window.
4. Click Add Procedure on the Close-Day Setup window.
5. Enter the Setup Number and the Description and click OK. The Agency/Branch/Forms Options screen displays.
6. Select the Print all Agencies and Branches checkbox if you want to print all agencies and branches together in this Close-Day procedure.
   
   If this procedure should not have all agencies and branches printed, deselect this option, highlight the agency or agencies to print in this procedure in the Agencies box, and click Select to move the agencies to the Selected Agencies box.
7. If only certain branches for this agency are to be used, click the View/Modify Branches button. On the View/Modify Branches screen that displays, in the Selected Branches box, highlight the branch or branches that should not be used and click Remove. Click OK.
8. In the Sort Forms By frame, select the appropriate radio button: CSR (A/H), Operator, or Insurer. This sort order determines the order when printing the memos and invoices. For example, if CSR (A/H) is selected, the report will print memos and invoices by CSR (A/H) alphabetically.
9. In the Sub Sort Forms By frame, select the appropriate radio button: Customer or Insurer. This sort order further determines the order when printing the memos and invoices. For example, if CSR (A/H) is selected for the Sort Forms option, and Customer is selected for the Sub Sort Forms option, the forms will print alphabetically by CSR (A/H) and then by customer for that CSR (A/H).
10. Optionally select a checkbox (or checkboxes) at the bottom of the screen:
    • Sort transaction report, invoices, and memos by agency code: This option is available if more than one agency is selected in the procedure. If this option is selected, the sorting and page break are by agency. If the option is not selected, it will not sort by agency or branch.
    • Sort transaction report, invoices, and memos by branch code: This option is available if more than one agency is selected in the procedure and if "Sort transaction report, invoices, and memos by agency code" is selected. If this option is selected, in addition to sorting by agency, it will also sort by branch and page break by branch.  
    • Pause Printing between Agencies: This option is available only if more than one agency is selected and if Sort transaction report, invoices, and memos by agency code is selected. When this option is selected, there will be a pause between the invoices and memos before printing continues. The pause will occur after the first agency selected to be printed. A message displays, prompting, "Print invoices for: Agency 1," where Agency 1 is the first agency to be printed. The report then continues printing for that agency and repeats for the other agencies selected. The pause allows you to type a specific invoice message for that agency, change paper on the printer, or change printers.
    • Pause Printing between Branches: This option is available only if the following are selected:  more than one agency; Sort transaction report, invoices, and memos by agency code; Sort transaction report, invoices, and memos by branch code; and Pause printing between Agencies. During the pause,  a message displays, prompting, "Print invoices for: Agency 1, Branch 1," where Agency 1 is your first agency and Branch 1 is the first branch selected. This continues until all selected branches have been printed. The pause allows you to type a specific invoice message for that branch, change paper on the printer, or change printers.
11. Click OK.
12. The Memo Formats screen displays. Select the appropriate checkboxes.
    • Print Agency/Branch FAX number on MEMOS: Print the agency or branch fax number on the memos. The fax number will appear to the right of the phone number.  
    • Change MEMO form length from 7" to 11" paper: Use this option if you have memo paper that is 8.5" by 11". For shorter than 8.5" by 7" paper, do not select this option.
    • Print Attention field on MEMOS: Use this option to print the client heading on the memo.
    • Suppress page border on MEMOS: Select this option to suppress the page border on memos.
    • Left-Justify signature on MEMOS: Move the signature to the left side. If this option is not selected, the signature will appear on the right.
    • Print Attention field for agency: When this option is selected, the Attention field defined for the agency under Install Agency Structure will print here. If there is no Attention field for the agency and this box is checked, a blank line will separate the agency name from the street address.
    • Column number (4-11) to start printing customer name & address: Choose a smaller column number to have the customer name and address more to the left. Choose a larger number to move the customer name and address more to the right.
13. In the Sort & Identify Memos By frame, choose Operator ID to sort by the Operator code alphabetically (the Operator ID will then print on the invoice or memo), or choose CSR (A/H) to sort by the CSR (A/H) code alphabetically (the CSR (A/H) code will then print on the invoice or memo).
14. The Agency/Branch Phone Desc. on Memos frame pertains to the fax number that is printed. Select Fax, Support, or No Description. See the examples below, noting the text after the Phone number.
    •   Fax:       200 Applied Parkway
                     University Park, IL 60466
                     Phone: 800-999-5368   Fax: 800-999-1111
    • Support:   200 Applied Parkway
                     University Park, IL 60466
                     Phone: 800-999-5368   Support: 800-999-1111
    • No Descr: 200 Applied Parkway
                     University Park, IL
                     Phone: 800-999-5368   800-999-1111
15. In the Print Name On Memos frame, select Agency to print the agency name in the Install Agency Structure, select Branch to print the branch name, or select No Name to leave the upper left corner blank. Use the No Name option if you are printing on agency letterhead that has a logo in the upper left corner.
16. Click OK. The Invoice Format window displays.
17. You can select the default invoice format for the following kinds of invoices: Customer - Item Break, Customer - Customer break, Customer - Policy Break, Broker, Lienholder, and Finance Company.
    • To add a new invoice format, click Add new for the appropriate type of invoice. See Invoice Setup for instructions on creating an invoice format.
    • To edit an invoice format, click Revise for the appropriate type of invoice. See Invoice Setup for instructions on making changes to invoices.
18. Click OK. The Transaction Report Formats screen displays.
19. Three checkboxes are available on this screen:
    • Print Customer name on Transaction Report instead of Customer Number: When this box is selected, the Customer Name instead of the Customer Number will print on the Transaction report.
    • Page break Transaction Report by Operator ID: Select this option to page break by Operator ID on the Transaction report.
    • Print future transactions on Transaction Report: Print the future transactions on the Transaction report. If this checkbox is not selected, a report entitled "Changes to Transaction" will print with only current changes.
20. In the Date to print on Transaction Reports frame, choose to print the Due Date or Effective Date of the transaction on the Transaction report.
21. Click OK.
22. The Modify Procedure screen displays. Select the desired options and click OK.