Modify a Close-Day Procedure

• Modify a Close-Day Procedure: Agency/Branch/Forms
• Modify a Close-Day Procedure: Memo Format
• Modify a Close-Day Procedure: Invoice Format
• Modify a Close-Day Procedure: Transaction Report Format
• Modify a Close-Day Procedure: Complete Procedure

Modify a Close-Day Procedure: Agency/Branch/Forms

Use this option to revise the agency and branch Close-Day options for the current run of the program ONLY (unless you choose to save them permanently).

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. Select the Close-Day Procedure to modify.
5. Click the Agency/Branch/Forms button to display the Agency/Branch/Forms Options screen.
6. Select the Print all Agencies and Branches checkbox if 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, highlight the branch or branches in the Selected Branches box 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, 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 procedure. If this option is selected, the transaction report will sort by agency and page break by agency. If the option is not selected, the report 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 by invoices, memos, and by agency code" is selected. If this option is selected, in addition to sorting the transaction report by agency, the transaction report 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 in 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 in a specific invoice message for that branch, change paper on the printer, or change printers.
11. Click OK.

Note: When the Print all Agencies and Branches checkbox is selected, the Selected Agencies window and the View/Modify Branches button are disabled. Click Print all Agencies and Branches to remove the check and enable these if you are modifying the procedure for specific agencies and branches.

Modify a Close-Day Procedure: Memo Format

Use this option to revise the options used to print memos during Close-Day for the current run of the program ONLY (unless you choose to save them permanently).

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. Select the Close-Day Procedure to modify.
5. Click the Memo Format button.
6. On the Invoice/Memo Formats screen, 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 7". 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.  In the examples below, the first memo has no page border; the second memo has page border which includes line around the memo.

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   • Left-Justify signature on MEMOS: Move the signature to the left side. If this option is not selected, the signature will be 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.
7. In the Sort & Identify Invoices and 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.) The Agency/Branch Phone Desc. on Invoices & 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
8. 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.
9. Click OK when you have made all of the necessary changes.

Modify a Close-Day Procedure: Invoice Format

Use this option to revise the options used to print invoices during Close-Day for the current run of the program ONLY (unless you choose to save them permanently).

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. Select the Close-Day Procedure to modify.
5. Click the Invoice Format button.
6. 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.
7. Click OK.

For more details revising Invoice format, review the Create and Use Custom Invoice formats guide.

Modify a Close-Day Procedure: Transaction Report Format

Use this option to revise the options used to print the Transaction Report during Close-Day for the current run of the program ONLY (unless you choose to save them permanently).

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. Select the Close-Day Procedure to modify.
5. Click the Transaction Report Format button.
6. The Transaction Formats screen displays. 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 CSR (A/H): Page break by CSR (A/H) 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.
7. In the Date to print on Transaction Report frame, choose to print the Due Date or Effective Date of the transaction on the Transaction report.
8. Click OK.

Modify a Close-Day Procedure: Complete Procedure

Use this option to revise the Complete Procedure options for the current run of the program ONLY (unless you choose to save them permanently).

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. Select the Close-Day Procedure to modify.
5. Click the Complete Procedure button.
6. Select the checkboxes to modify the setup and then click OK. The program saves the modified setup, and you are returned to the Close-Day Setup window.