Chapter 10 - Administration
Contents
1. Chapter 10 Administration Sub Agent Maintenance More detailed information is required for adding a sub agent Prior to establishing the sub agent you must ascertain if the sub agent is either a Gross or Nett Sub Agent a If the sub agent is a Gross Sub Agent meaning the total Gross premium is paid to you and you pay commission to the sub agent Prior to establishing the sub agent it is necessary to create a Creditor in Insurer Creditor Maintenance b If the sub agent is a Nett Sub Agent meaning he pays you the total premium less commission Prior to establishing the sub agent it is necessary to create a Debtor in Client Enquiry and Policy Processing Please Note It is important to think about the naming convention you use to make sub agents easily identifiable it is suggested you give them a code starting with SUB Creditor and BK Debtor The same code is then used as the Executive Sub Agent code Gross Sub Agent Once the creditor is set up you can set up the Executive Sub Agent By clicking on the Sub Agent box the following screen will appear Ibais User Manual 10 34 BA Insurance Systems Chapter 10 Administration Sub Agent Details CRICKET INSURANCE P L Dat WW Data Defaults in from Creditor SYDNEY NSW 2000 Telephone 02 999 9999 O2 999 8886 Contact Person MR CRICKET Management Fund Broker Group No Codes in BKCODES La Overseas Subagent Do Not Use C Commission Rates New Business Rate2. Site Specific Screens Standard ae EEN Site Specific rs Screen Description ae OI A70 Premium Summary SE A7ON D A72 Premium Summary SB A72N D A70 I Instalment Details SB A7ON I SB A72N I Screen Description SSES Standard Site Specific Claim Screen Description re er des Screen Description Screen Saleah Quick Quote Screen Description Policy List Format Standard Finally click on Accept to update the system bais User Manual 10 26 BA Insurance Systems Chapter 10 Administration Policy Wording This function allows you enter and maintain the Policy Wording details The Policy Wording populates in the Policy Transaction Screen under Wording Clauses and Notes when new business or renewal is transacted Each Policy Wording is given a unique code and description Accessing Policy Wording Click on All Options on the top menu as shown below to display all available options Select Broking Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Logout Favorites Available Forms and Reports Type EC ET Category Select Category Sub Category Select Sub Category Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration no o Je od Insurance Ad i inistration Insurance This will then open u
3. CA Statutory Charges C5 Marine Details C5 Auto Rating o Codes File b System Codes A Executive b Global User b Actual Insurers General Letter Template o System Parameters System Wide Parameters o Trust Bank Account Re Print Credit Control Letters CC Letter Run Date Broking Reprint Credit Control Letters Chapter 10 Administration Ei Client Code BE Client Name Enter in the date on which the letter s you wish to reprint were created Input the client or clients which you wish to reprint the letters for and hit the button If you do not input any clients then all letters from the selected date will be reprinted Ibais User Manual 10 11 BA Insurance Systems Chapter 10 Administration Insurance Administration Preferred Insurers This function allows you enter the Insurer s Commission rate for a Policy Class Once this is done the commission rate is automatically populated when a new business or renewal transaction is processed on that Policy Class Accessing Preferred Insurers Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Favorites Available Forms and Reports Type EISEN v Category Select Category Sub Category Select Sub Category e
4. Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration Insurance End of Period Insurance Ad inistration This will then open up the Insurance Administration menu Select Policy Setup and Preferred Insurers DesignBais Editor DesignBais Help Change Password Account Selection Run 3 Form Logout Favorites Insurance Administration a CA FSRA Details C5 Documents Insurance Administration Policy Setup Insurance Administration allows for the Bb Policy maintenance of all of the Master Files and Codes Classification Files that will affect Insurance Functions A Policy Class Apra Codes b Risk Class Risk Class Apra Codes b Renewal Type o Processing Type General Screen Defaults Read in Clauses b Policy Wording P Messages WP Documents F Policy Class J Endorsements Risk Class Endorsements Preferred Insurers Ju aaa Ibais User Manual 10 12 BA Insurance Systems Chapter 10 Administration The following screen will appear Preferred Insurers Submit H clear Delete ae e Policy Class FAM Insert the Policy Class or Look up Default Brokerage 20 0000 Insurers Brokerage 1 ALLIANZ anz Insurance 20 0000 Insert the Insurer Code or Look up The Insurers name will default in Insert the Brokerage Commission rate for the Insurer The I
5. have the Endorsement without it having to be selected Finally Endorsements can be made mandatory if required meaning they will appear on all policies automatically for this Policy Classification and cannot be removed at the time of processing Contact BA Support to set this up if required Ibais User Manual 10 16 BA Insurance Systems Chapter 10 Administration General Screen Defaults Please note General Screen Defaults is only for text based processing This function allows you maintain an existing policy schedule or template for each Policy Class The Policy Schedule located in the Policy Specific Details will populate with the default text set up here for completion when processing Accessing General Screen Defaults Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Favorites Available Forms and Reports Type Category Select Category v Sub Category Select Sub Category Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration Insurance End of Period nsurance Adar inistration This will then open up the Insurance Administration menu Click on Policy Setup and
6. 11 14 45 19 COMPLFETEN 00 05 55 wiln R436 WARRIT New Ibais User Manual 10 50 BA Insurance Systems Chapter 10 Administration Cancelling Modifying a Submitted Change Client Code Run Cancelling a run will stop the scheduled run from happening and will retain the details so that they may be reused later if required Details of Cancelled runs will also be shown on both on screen report and printed report Additional client code changes can be added or stored details can be modified and saved until you are ready to input a new Scheduled Date of Run and Scheduled Run Time and submit again Change Client Code Submit _ Delete Details Refresh Status Current Client Current Client Name New Client New Client Name Merge EE wHEE002 POIDER VBScript i The details shown have recently been CONCELLED L You may Save or Submit these details with or without amendment Press Delete bo remove the details From the current run setup Scheduled Date of Run 30 08 2011 Scheduled Run Time 09 10 Current Run Status Run Cancelled Previous Changes Earliest Previous Run Date to include 01 06 2011 Peete os ie pe force eneen beane 30 08 11 09 00 06 CANCELLED wilp WHEEO02 POIDER 30 08 11 08 52 14 COMPLETED 00 06 20 wilp ANTZP ANTZ New Print Summary Print Details 2352 WHEEOO2 Merge 2351 PABLO ew 29 08 26 48 COMPLETED 00 06 02 wil WBT ABBIT New A T HA E as EE Refresh screen will indicate if the SS ee a
7. 28 10 28 ok DEG OWERDUE Credit Control Letters 10 28 10 29 ok BKOVERDUE R 10 Overdue Report 10 29 10 29 ok BAEODCAB BKOVERDUE R10 CL4 Overdue Report Specified Classes 10 29 10 29 ok BAECDCAE BKEXCEPTION R20 End of Day Exceptions 10 29 10 29 ok BAEODCAB DR UI AR REAGE AR Re age 10 29 10 29 ok DB U TRANPURG Purge AP Transaction File 10 29 10 29 ok Last Refreshed 10 29 10am Date Finished 29 05 2008 Time Finished 10 29 10am Message You can either Log out at this point or continue with your normal lba is processing bais User Manual 10 5 BA Insurance Systems Chapter 10 Administration End of Month The End of Month process performs the various functions that allow the system to be moved to the next financial month and it produces specified monthly reports Please Note End of Month should only be run when all users are out of the system It is advisable to run an End of Day before running End of Month as these two processes perform completely different and separate functions Select the End of Month option from the End of Period menu End of Period End of Period allows for the running of the End of Day procedure an End of Week set of Reports and the End of Month Procedure Status Enqguiry Show the status of jobs that have been submitted or are running and a history of previously submitted yobs End of Day End of Day will make renewal active bill Installments and produce credit control letters The Clie
8. Actual Insurers as these will be required if this option is selected General Insurer Placement This flag indicates that all placements are underwritten 100 with APRA authorised general insurers This option is not allowed where the Overseas Insurer Flag is set to Y Lloyds Placement This flag indicates that all placements are underwritten 100 with Lloyds cover holders UFI Placement This flag indicates that all placements are underwritten 100 with a UFI s If a general insurance intermediary places with a mixture of general insurers Lloyds or UFI s then the first option Mandatory Supporting Insurers should be used Where the General insurance intermediary is flagged as Foreign the data collected will be represented based on the Placement Flag of the Supporting Insurer s Unauthorised Foreign Insurer Where the entity is identified as a UFI you will be required to complete additional information APRA Details APRA Category Unauthorised Foreign Insurers Country Select Country ASIC Type ASIC Type Firstly you will be required to enter the country code of the UFI Secondly you will be required to enter the ASIC Type defined below hole pese En Atypical Risks exempt classes High Risk i e Nuclear Terrorism Shipowners P amp l Please refer to regulations for specific risks Foreign Law placement is subject to foreign law Customised exemption t
9. Client Salutation BKF SUBJECT Letter Subject BKF DATE Letter Date dd mmm yyyy BKF ADDRESS Client Address if present else Insurer Address BKF MAIL CONTACT Client Mailing Contact BKF CLIENT Client Code CLI LNAME Insured Name Full from customer file POL CLIENT NAME Insured Name from Memorandum Number ARM TRADE NAME Debtor Name ARM DR ADDRESS Debtor Address Policy Memorandum PCL DESC Policy Class Description APM TRADE NAME Insurer Name POL CR POLICY Underwriter Policy Number POL START Policy Start POL END Policy Expiry BKF OWNER Letter owner EXC NAME Executive Name based on owner EXC TITLE Executive Title based on owner EXC PHONE DIRECT Executive Direct Phone based on owner EXC EMAIL Executive Email based on owner Once the codes and text has been input press Submit The letter template is now created Ibais User Manual 10 24 BA Insurance Systems Chapter 10 Administration Invoice Detail Notes Wide This function enables you to specify whether or not you want to allow the entry of 80 character wide Invoice Detail Notes If you tick the box the Invoice Detail Note field in the Policy Transaction and Policy Maintenance Screen wraps at 80 characters If you leave this box un ticked then the Invoice Details field will still wrap at 60 characters Please note your invoice document s may need to be modified to cater for this wider text Ple
10. General Screen Defaults Home Account Selection Change Password All Options Favourites Report Cabinets Logout a Insurance DE R to Insurance Administration OO FSRA Details L Documents CO ee Insurance Administration allows for the A Policy maintenance of all of the Master Files and Codes Classification Files that will affect Insurance Functions D Policy Class Apra Codes A Risk Class Risk Class Apra Codes A Renewal Type A Processing Type General A Screen Cefaul d Clauses The following screen will then appear bais User Manual 10 17 BA Insurance Systems Chapter 10 Administration Insert the Policy Class or Look up Schedule Headings and L efault Text Maintenance Only Policy Class PHH Householders Screen Input G210 as the screen name or Look up When the data is input the screen will expand further as below GE oo EH EE EE El Bee Bee Schedule Headings and Default Text Maintenance Only Policy Class PHH Householders screen G210 Schedule of Cover Heading Text Click to Change Default Schedule First Lines Schedule of Cover BO SITUATION BO BD HOME BUILDING BO Building Removal of Debris Landlords Fixtures and Fittings Excess BO HOME CONTENTS BO Household Contents Specified Contents as specified below Landlords Contents Excess 5 Click here to open the screen up to make any amendments Ibais User Manual
11. Open Item and History Ledgers No GL Transactions No General Ledger Enquiry No Receipt Enquiry No The following screen will be displayed Ibais User Manual 10 37 BA Insurance Systems Chapter 10 Administration You may Look up an existing Creditor to maintain their details or enter a new Creditor A code must be created for a new Creditor it can be alpha or numerical Insurer Creditor Masterfile Ci BA INSURANCE SYSTEMS Trading Name Search Key Abbreviated Name Postal Address A C N A B N Registered For GST GST Registration No Input Tax Credit Account No Postcode Creditors Telephone No Fax Number Head Office Phone No Contact Person Creditor Type Underwriter Classification Code Currency Code AUSTRALIAN DOLLARS Terms Code Sundry Creditor Transaction Age Method Payment Method Release In Full GST VAT Exempt Comm GST VAT Claims GST VAT Master Group Fire Lewy Code Physical Address Insurer Details Bank and Electronic Fund Transfer Details Override PF Controls Restrictions Please contact support for details if you need to set up these fields Policy Claim Numbers Insurer Add on Charges Credit Rating Details Documents Ibais User Manual 10 38 BA Insurance Systems Chapter 10 Administration How to enter a new Insurer Creditor Masterfile is detailed below Company A C N or A B N these Insert Creditors full Trading Name this Enter a search will print
12. System Codes li i u hold ouseholders E SE New icy Class HH u E Global User New Risk Class HBA H holders Building P Actual Insurers Breeder Maintenance General Letter I Template System Parameters o System Wide Parameters Trust Bank Account Premium Funder Classes Re Print Credit Control Letters Q End of Period o Change Policy Class Input the new manual policy class that you want the policy altered to Please select carefully as this cannot be altered once the process is completed Once the details are entered click on Submit You will be asked to confirm the change VBScript This change is NOT reversible are you really sure e Im Final confirmation is displayed when the policy class change is complete CR Conversion completed Please ensure that the insurer is notified Le accordingly Ibais User Manual 10 47 BA Insurance Systems Chapter 10 Administration Change Merge Client Codes This document describes the necessary steps and processes involved in changing or merging Client Codes Client codes may be changed for many reasons the most common of which are Alteration correction of an existing code converts all records to the new code and deletes the old one Merging of a client s policies and details to another existing client Precaution This process should be used with utmost care Changing a current Client Code to a New Code is a process which can
13. a Add Commission rates for this Sub Agent Renewal Rate Brokers Fee Commission Rate Click to have system automatically calculate commission on Endorsement Auto Calculate Commission For Adjustment Endorsements Add On Charge Description Please Note Sub Agent Commission Rates can be based on A percentage of Premium A percentage of Brokerage A percentage of Premium plus Broker s Fee This is determined by the option in the system parameters Different rates can be entered for new business and renewals Payments to a gross paying sub agent are processed through the Creditor payment cycle in the same way as Insurer payments Ibais User Manual 10 35 BA Insurance Systems Chapter 10 Administration Nett Sub Agent Once the Debtor is set up you can set up the Executive Sub Agent Sub Agent Debtor It is imperative that Nett Sub Agents are flagged as Sub Agents and Debtors as shown above The following screen will then appear Sub Agent Details CRICKET INSURANCE BROKERS SCG SYDNEY NSW 2000 Data defaults in from Debtor 02 999 9999 02 999 8888 Contact Person MR CRICKET Management Fund Broker Group No Codes in BKCODES w Commission Rates New Business Rate 15 00 _ E 3 Add Commission rates for this Sub Agent Renewal Rate 15 00 Click to have system automatically _ pin calculate commission on Endorsement Auto Calculate Commission For kl Adjustment Endorsements mn Brokers Fee
14. ba last run was cancelled 26 08 11 15 47 26 COMPLETED 00 06 07 wilp WABBIT WBT New 23 08 11 15 30 53 COMPLETED 00 05 54 wilp WHOO001 WABBIT Merge 3 Reporting on Completed Change Client Code Runs Change Client Code Current Status New Client Name Current Client Current Client Name New Client Code Change Earliest Previous Run Date to reduce the size of both the on screen and printed reports Previous Changes on screen report provides a summary of each run since the nominated Earliest Run date Scheduled Date of Run Scheduled Run Time Current Run Status No Current Run Established Earliest Previous Run Date to include 30 08 2011 Print Summary Print Details Gg Print button provides full details of the 30 08 11 08 52 14 COMPLETED 00 06 20 wilp Sm New displayed ru ns 352 ENA Merge 51 PABLO See example following Ibais User Manual 10 51 BA Insurance Systems Chapter 10 Administration The report provides totals of each file for all Clients in the run Completed Page H of 2 K 4 D p Search Search Next Actions REP 15948 12196 actions v XLS BA Insurance Systems Pty Ltd Run Time 30 AUG 2011 08 57 Change Client Codes Previous History Report Includes all previous runs scheduled to commence on or after 30 08 11 Tai Started Finished 08 45 54 00 06 20 COMPLETED 3348 wip ARMASTER 08 52 14 ARO AROIHIST ARPAYMENTS ARSHIPTO BKCLAIMS B
15. left in the Manual for completeness All functions may not be available in your system How to Access the Administration Functions The system is driven through the lbais Home Page The bbais Security System only enables access to panels and functions that you are allowed You may access the functions via the All Options tab at the top of the screen or via your Favourites Administration is divided into Accounting Insurance and Claims Ibais User Manual 10 1 BA Insurance Systems Chapter 10 Administration End Of Period The End of Period allows for the running of the End of Day procedure an End of Week set of Reports and the End of Month Procedure and Reports Accessing End of Period Click on Administration on the Home Page or All Options on the top menu as shown below to display all available options Select End of Period from the Administration Insurance list Home Account Selection Change Password All Options Favourites Report Cabinets Logout Available Forms and Reports Type X Category Select Category v Sub Category Select Sub Category Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims aims Administration Insurance nsurance Admini tion Online Policy Map Maintenance This will then open up the End of Period menu as below End of Period End of Period allows for the running
16. on the will appear on all documents also insert key for the remittance abbreviated Name Insurer Creditor advice Trading Name Search Key Abbreviated Name Postal Address A C N A B N Registered For GST GST Registration Mo Input Tax Credit Insert the Creditors full Postal address this will appear on all documents Le PO Box and Postcode Account No Postcode Creditors Telephone No Account number allocated to you by Creditor Fax Number Head Office Phone No Contact Person This is not a mandatory field you may Enter details for Account contact person Phone enter GST details Fax and Name Click if registered for GST Enter GST Registration No and Input Tax Credit as a i e 100 Click to get the drop down menu this enables you to ANZIC code listing select the creditor type This field controls the payment terms ae A to the Creditor Click to get the dro Soe Li down menu and a cl oi terms will Classification Code appear Please note if this is Currency Code changed after the initial set up Terms Code 30days wei contact support to update existing outstanding invoices credit terms Sundry Creditor F Foreign EE Payment Method Release In Full A Will default to If ticked this Invoice Date will release Please note this part paid items Payment method will be Computer Cheque this method allows the running of This function relates to claims payments ONLY It allows you to
17. process is the policy in full if part inception paid items are effective date being released the automatic payment cycle Please contact support for assistance in setting up Electronic payment method if you intend to use ABA files a claims payment where an actual creditor does not exist in the system Ibais User Manual 10 39 BA Insurance Systems Chapter 10 Administration These fields apply only for overseas underwriters To have GST Exempt for Commission and Premium just click the GST Exempt option If you DO want GST on just one section you can tick the appropriate box to include it ie if there is to be GST on Premium but not Commission tick the GST Exempt and the Premium GST boxes GST VAT Exempt F Premium GST VAT F Comm GST VAT F Claims GST VAT F Is only if you use Master Groups in Master Group No Codes in BKCODES Claims Fire Lewy Code FSL Code Physical Address Creditor s physical address The Claims GST box should be ticked for overseas insurers where the GST on claims paid is not collected from the insurers but is posted separately and claimed back in your ATO Tax return You have the option to print closings or not Le Sunrise underwriter does not require a closing Please note this is underwriter driven and not policy driven Click to obtain selection Insurer Details Insurer Type Print Closing Underwriting Agency Flag Do Not Use Click if Insurer is a
18. set up in BA Contact support to set up the FSG and for assistance in completing the FSRA Details Licence No Auth Representative No Type Selected N Unauthorised FSRA FSRA properties of the transaction s Alternate Executive FSRA Details Ag Fsc Date FSG Web Page FSG Document Ibais User Manual 10 31 BA Insurance Systems Chapter 10 Administration Change Account Executive Account Executive on clients and policies can be altered in bulk using the Change Account Executive option under Insurance Administration Input the existing Exec Code and the New Exec code that you want to change to Change Account Executive Old Executive New Executive You can narrow the selection of records to be altered by Division and by Client Code If left blank all records for the old exec code will be updated to the new exec code Division Transactions gt Date Client Name Leave the Transactions gt Date field blank to update all history to the new exec code If you input a date here the change will only be applied to transactions greater than or equal to that date ie using today s date will only change transactions processed today and not any older policies Previous Changes Last 20 Changes shown only SS eroas hevelen leens aa Snn rr 08 06 11 12 06 WILP ANDS B ZORRO Run complete 1 records changed 08 06 11 12 05 WILP ANDS B EGG Run comple
19. 10 18 BA Insurance Systems Chapter 10 Administration The screen will then display as follows and allow amendments to be made Schedule Headings and Default Text Accept H Previous Policy Class FHH Householders Screen G210 Schedule of Cover Heading Schedule of Cover Field Default Text _BD_ SITUATION _BO BD HOME BUILDING BO Building Removel of Debris Landlords Fixtures and Fittings Excess BD_HOME CONTENTS BO Household Contents Specified Contents as specified below Landlords Contents Excess Insert Text or make any amendments When you have completed the changes press Please note Text may be copied in from Word however you must insure that the font is Courier New size 11 and that there are NO tabs or any other formatting at all e g bullet points If you accidentally copy in any formatting your resultant print out from bais will not work correctly so please proceed with caution if copying data in from outside the system Ibais User Manual 10 19 BA Insurance Systems Chapter 10 Administration You may Bold and Underline the text by using the following commands Bold BD switches bold on insert at the beginning of the text to be bolded BO switches bold off insert at the end of the text to be bolded Underline UL switches underlining on insert at the beginning of the text to be bolded UO switches underlining off insert at the end of the text to b
20. Commission Rate D I Effective Add On Date ne Add On Charge Description Please Note Sub Agent Commission Rates can be based on A percentage of Premium A percentage of Brokerage A percentage of Premium plus Broker s Fee This is determined by the option in the system parameters Different rates can be entered for new business and renewals Payments from a nett paying sub agent are processed in the same way as client receipts in cash receipts this is made possible because the sub agent is also the debtor on the policy and only the nett amount is shown on the account Ibais User Manual 10 36 BA Insurance Systems Chapter 10 Administration Insurer Creditor Maintenance This function allows you to add an Insurer Creditor Masterfile It is used to create and maintain creditor records for Insurers and Gross paying sub agents Accessing Insurer Creditor Maintenance Click on All Options on the top menu as shown below to display all available options Select Insurer Creditor Maintenance from the Accounting list Available Forms and Reports Type Select Type iv Category Select Category EN Sub Category Select Sub Category aw Type Category Sub Category orm Report ick to Run Favorites Accounting Maintenance Insurer Creditor Maintenance Processing Bank Statement Reconciliation No Brokerage and GST Transfers No Cancel Receipt No Cash Receipts No Creditors Open Item and History Ledgers No Debtors
21. KCLIENT BKFAX BKINSTALLMENT BKJOURNAL BKMARKET BKNOTES BKNOTES IMG BKOVERDUE BKPOLICY BKPOLICY HIST BKQUESTREQ BKTRANS E E WS Co S BKINSTINV BKPFUND BKPFUND HIST BKEXCEPTION ARFOLLOWUP ARINVREG ARJOURNAL EI _ aoo ARSLSHIST ARSLSJNL ARTRANS BKTRANS OLD BKTRUST DET BKTRUST HIST BCCLAIMS BKINSURER BKPFCOBR BKPRODDATA BKUCASH BKBROKE BCCOSTC BKBILLED BKBIPEND BKBOX BKPARAMS_R30 Change Client Codes Previous History Sorted by Date and Time of Run Page 1 of 2 Ibais User Manual 10 52 BA Insurance Systems Chapter 10 Administration Maintaining Foreign Currency Exchange Rates The menu item Foreign Currency Exchange Rates enables the rates to be updated Available Forms and Reports Type Select Type Category Select Category sl Sub Category Select Sub Category D Favorites Type Category Sub Category Form Report Click to Run Favorites D Accounting Maintenance Insurer Creditor Maintenance Inter Currency Exchange Rates Processing Bank Statement Reconciliation Brokerage and GST Transfers Cancel Receipt Cash Receipts Creditors Open Item and History Ledgers Debtors Open Item and History Ledgers GL Transactions General Ledger Enquiry Receipt Enquiry Payments Cancel Payment Creditor Payments Debtor Refund Payments Manual Creditor Payment Sundry Creditor Payments AP Creditor Master AP Creditor Trial Balance Once you have called the function then enter the Compa
22. LETED 00 05 54 wilp WHOO001 WABBIT Merge 23 08 11 15 16 36 COMPLETED 00 05 48 wilp ANTZ ANTZP New 23 08 11 15 05 14 COMPLETED 00 05 59 wilp ANTZO01 ANTZ Merge 23 08 11 14 55 29 COMPLETED 00 05 59 wilp ANT 001 ANTZOOL New 23 08 11 14 45 19 COMPLETED 00 05 55 wiln R436 WARRIT New M Change Client Code Current Status teed fea Current Client Current Client Name wae E New Client Name Merge BE E Once run has commenced the status will indicate progress Larger databases will take longer to process Reindex phase is a lengthy process and will occur Previous Changes Earliest Previous Run Date to include GER rit Summary d print Detaile after the file changes have emm finished SE ENS Scheduled Date of Run Scheduled Run Time 4 Current Run Status Run in Progress Process ID 3348 ep D ile Reindexing armed at 05 40 19 on 30 05 29 08 11 11 26 48 COMPLETED 00 06 02 wilp WABBIT a 29 08 11 11 18 13 COMPLETED 00 05 44 wilp 2295 WBT Merge 3 29 08 11 08 48 49 COMPLETED 00 05 40 wilp 2350 WBT Merge E 29 08 11 08 33 00 COMPLETED 00 05 42 wilp 2297 WBT Merge 26 08 11 15 47 26 COMPLETED 00 06 07 wilp WABBIT WBT New 23 08 11 15 30 53 COMPLETED 00 05 54 wilp WHOO001 WABBIT Merge 23 08 11 15 16 36 COMPLETED 00 05 48 wilp ANTZ ANTZP New 23 08 11 15 05 14 COMPLETED 00 05 59 wilp ANTZOO1 ANTZ Merge 23 08 11 14 55 29 COMPLETED 00 05 59 wilp ANT OO1 ANTZOO1 New 23 08
23. Liability Default These fields are for standard BA users It allows some policy classes to have default limits of liability The APRA details section allows the required category to be defined for APRA reporting APRA Details N APRA Category APRA Category Relevant choices for this dropdown are shown below APR A Category APRA Category Domestic or General Insurers APRA authorised General Insurance Intermediary placed indirectly Lloyds underwriters Unauthorised Foreign Insurers Additional fields are presented for General Insurance Intermediary and Unauthorised Foreign Insurer General Insurance Intermediary Where the entity is identified as a General Insurance Intermediary you will be required to complete another field Placement Type APRA Details APRA Category General Insurance Intermediary placed indirectly e Placement Type Placement Type iS raeme TI Placement Type Domestic or General Insurer Placements Lloyds Placement Mandatory Supporting Insurer Details UFI Placement Ibais User Manual 10 41 BA Insurance Systems Chapter 10 Administration The available Placement Types identified as part of the legislation changes are Mandatory Supporting Insurer Details This flags that Supporting Insurer details will be mandatory when processing a policy It will not be possible to leave blank and advise at a later time See instructions for setting up
24. Member of Team Leader of Team TP generated emails Activate Document Control Default Division This area is for team reporting Contact support FSRA Details to set up if you use team reporting D Fsc Date FSG Web Page FSG Document FSG Pdf Please Note It is recommended that when creating an Executive code that you use the user ID The variation on Executives is explained in further detail below Ibais User Manual 10 30 BA Insurance Systems Chapter 10 Administration Claims Executive Only Claims Executive Only Click the box if the Executive is a Claims Executive only otherwise leave blank if they are a Policy and Claims Executive Alternate Executive The system allows you to nominate an Alternative Executive to act as a back up to the Executive Click on the down arrow to get the list of Executives Reports can be run in Alternate Executive order Alternate Executive Please Note The Alternate Executive is set up as an Executive and is only defined as Alternate Executive by being added as an Alternate Executive on another Executive record or as an Alternate Executive on a policy Once all details are entered press Submit to complete the recording of the Executive details Authorised Representative If the Executive is an Authorised Representative click on the down arrow for the selection as shown below If you choose Y Authorised FSRA the Licence No must be entered and the FSG must be
25. a ie f EST mer Insurance Administration LC FSRA Details C Documents CO Polep ER Insurance Administration allows for the A Policy l maintenance of all of the Master Files and Codes Classification Files that will affect Insurance Functions A Policy Class Apra Codes A Risk Class Risk Class Apra Codes Renewal Type Processing Type _ General Screen Defaults Clauses hy Ibais User Manual 10 21 BA Insurance Systems Chapter 10 Administration The following screen will then appear Insert the General Schedule Text Name if you are creating a new Clause or Look up if you want to Enter short description of General Schedule Text name This description is used when in Look up Drop down menu will provide list of Policy Classes so that this Clause can be linked to the correct Policy Class or leave it Blank to make it available for all Policy Classes modify an existing clause General Schedule Text aen A Ges JM eee General Schedule Text Name PRIVACY Privacy Notice Description Policy Class Available On Lookup Click Yes to see in Look Up or leave Blank if no longer weww PRIVACY POLICY vus required in Look up We respect your privacy Information we gather about you is used only for the purpose of obtaining insurance quotations and placing insurance cover in accordance with your needs No information about you will be disclosed to third parties without your consent A
26. als Nuclear Shipowners P and I Space Terrorism Wit ar BA Insurance Systems Chapter 10 Administration The section below enables the payment of the funds by bank transfer It can be used for Allianz e remit or if using a bank ABA file If you are setting up this section for the first time please contact Support prior to using as we need to set up the directories on the server or to confirm you are using a compatible bank ABA file Bank and Electronic Fund Transfer Details Bank State Branch Mo Account No to be Credited Title of A C to be Credited Process Output Path Broker Code Payment Type File Name Prefix File Name Suffix Output Size Limit This section allows you to email closings to the Insurer and to also send a blind copy to another party Documents Default Document Email Address Default Document BCC Address Policy Class Email Address BCC Address Email addresses can be added for specific policy classes Policy classes not in this list will go direct to default email address Once all details are entered press to save the Insurer Creditor details Ibais User Manual 10 45 BA Insurance Systems Chapter 10 Administration Changing Sunrise Policies back to Manual This function allows a policy with a Sunrise Policy class to be altered to any manual non Sunrise policy class In certain circumstances it may become necessary to take a policy off Sunrise If this is requ
27. ase log a support call for assistance with this In Insurance Administration click on System Parameters as shown below Home Account Selection Change Password All Options Favourites Report Cabinets Logout Brokin es A peser PRO Insurance Administration C5 FSRA Details KO Documents 5 Policy Setup Insurance Administration allows for the C5 Statutory Charges maintenance of all of the Master Files and Codes E Marine Details Files that will affect Insurance Functions O Rating Details A Codes File m Association Class Codes A System Codes Executive A Global User A Actual Insurers Breeder Maintenance General Letter Template System E rust Ban LA Account Premium Funder LJ Classes P Re Print Credit LI Control Letters A End of Period Then scroll down the screen until you see the Site Specific Screen option and then click on the a icon to expand this section of the screen as shown Ibais User Manual 10 25 BA Insurance Systems Chapter 10 Administration Click on the icon to expand screen section Credit Control Premium Warranty Site Specific Screens Document Control Other Parameters Premium Funding Claims SVU Parameters Submit The following screen will display At the bottom of the screen you will see the Invoice Notes Wide field as shown below If you want wide Invoice Notes click on this field to flag that you want 80 characters instead of 60
28. bais INSURANCE AIS be Chapter 10 Administration Ibais User Manual BA Insurance Systems Chapter 10 Table of Contents CHAPTER 10 ADMINISTRATION ccccccceeeeesseccccsssssennneeeeeeeeeeeeeeeaeooooeasssssnseeeeeeeesesseaaaaaoones 10 1 KEE deeg 10 1 HOW TO ACCESS THE ADMINISTRATION FUNCTIONS ccccccccccccceeseeesseseeeeeeeceeeeeeeeeeeeeaaaaaaaaseeeeeseseeeeeeeess 10 1 leben e e a eee 10 2 ACCES SIN End of Period DEE 10 2 END EE 10 3 END OF MONTE a seaadesieseiesicasmmoncinewoss ects RE 10 6 AS E e ET EE 10 9 K sdlue die eidel 10 10 INSURANCE ADMINISTRATION DEE 10 12 Beie BEE 10 12 ACCESSING Preferred INSUTETS Se dise ae ri qu 10 12 OOS eu EE 10 14 Accessing lee ren LEE 10 14 General SOCKS Co ASS ee eo 10 17 Accessing General Screen Defaults M 10 17 Read In RS LE ETS PPT ER 10 21 ACCESSING Read mClauses iisseneeessrreeeeeeseenn 10 21 General Letter Template ccccccccccccccccceeeseeeceeeeeeseeeeeeeceeeeesaeeeseeeeeeessseeeeeeeeeeesseeaseeeeeeeeeseaas 10 23 Invoice Detail Notes Wide iii 10 25 POCS WORDING x Eee een ae dede de dense ed soma no te es ste Sen eee 10 27 Accessing Policy Wording EE 10 27 START DATE MAXIMUM DAYS INEUTURE iii 10 29 EXECUTIVE MAINTENANCE EE 10 29 Accessing Executive MAINTENANCE iii 10 29 Claims Executive TEE 10 31 Alternate Executive ee TE PE RER DR penta pendenesueutdatieituninausmests 10 31 Authorised Representative cccccccssssccccceess
29. be reversed however when a current Client Code id merged with an existing Client there is no possibility of reversal For this reason the use of this procedure should be restricted to users with a higher than normal understanding of the structure and complexity of the bais system It is highly recommended that all details are thoroughly checked prior to initiating a run This process should only be run when no staff are logged into the system you can schedule it to run at a later date time to ensure that nobody is processing e g Late at night Setting Up a Change Merge Client Code Run Access the Change Client Code option from the Insurance Administration menu This option is only available to people with Administration access Input the current client code that you want to alter under Current Client and the new code you want to change it to or merge it with under New Client Code The system will confirm if it is a merge Ibais User Manual 10 48 BA Insurance Systems Chapter 10 Administration New Client Codes will be created where the New Client Code doesn t exist Client Code already exists so Current Client s details will be merged Change Client Code Save Dhtai New Client Code ANTS WHEEOO2 PABLO Current Client Name New Client Name Client Codes can only be used once within a Change Client Code Run Merging multiple Clients to anothe
30. cedure Status Enguiry Show the status of jobs that have been submitted or are running and history of previously submitted jobs End of Day End of Day will make renewal active bill Installments and produce credit control letters The Client and Underwriter Ledgers are re aged End of Week End of Week allows group of of reports to be run on demand as single task End of Month End of Month will move the system into the next financial month and produce the specified monthly reports 4n End of Day should be run before running End of Month Ibais User Manual 10 3 BA Insurance Systems Chapter 10 Administration The following screen will be displayed Job Summary End of Period Submission EOP Type End of Day fies Title Date Last Run Date of Run Sequence End of Day Rollover 16 04 2008 29 05 2008 Delay Start Until Monitor Job Step Module Program BE DB G EOC BK DB G OVERDUE BK BKOMERDUETRLD BK BKOVERDUE R10 CLASS BK BKEXCEPTION R20 DB U AR REAGE AP DE U TRANPURG AP DB U AP REAGE DB U TRANPURG Description End of Day Program Credit Control Letters Overdue Report Overdue Report Specified Classes Month July Period 1 2004 1 2004 1 2004 1 2004 Type Module Mandatory AP Mandatory AR July Mandatory Mandatory GL July July End of Day Exceptions Mandatory AR Re age Run Purge AP Transaction File Run AP Re age Run D d OD Dh WU N e Purge AR T
31. copy of our Privacy Policy can be obtained from our web site WWW insurance com au or contact our office for a printed copy to be mailed to you Insert Text this is free format When all details are entered press Submt to complete the setup Delete will delete the Clause Warning Ibais User Manual 10 22 BA Insurance Systems Chapter 10 Administration General Letter Template This function allows you to enter a letter template By setting up a template the letter will exist when you Generate a Letter Click on General Letter Template and the Letter Maintenance Screen as follows will appear Please Note The Letter Maintenance function can be used to amend an existing letter template OR add a new letter template Letter Maintenance Delete Letter Id Gs Look up existing or insert new Letter Id Description Ensure both Letter Id and Description is meaningful to enable future location of letter ext of Letter Insert Text of Letter you may copy an existing default For example a BASE letter or start with blank letter You may Bold Italic or Underline Ibais User Manual 10 23 BA Insurance Systems Chapter 10 Administration Please Note To start with a blank letter use the applicable codes to populate the data from the Client s detail fields and insert the relevant text NEW CODE DESCRIPTION BKF FROM From BKF TO Attention BKF DEAR Dear ARM SALUTATION
32. e underlined The use of these commands will force the line along extra spaces disregard these when you are lining up the document Once this is finalised click SD want to write the record to complete the setup You will be asked to confirm if you Click Yes and the set up is completed Ibais User Manual 10 20 BA Insurance Systems Chapter 10 Administration Read In Clauses Please note The Read in Clauses is only for text based processing This function allows you to enter new or maintain existing Clauses that can be read into the schedule Accessing Read in Clauses Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Logout Favorites Available Forms and Reports Type Category Select Category v Sub Category Select Sub Category Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration Insurance End of Period Insurance Ad i inistration This will then open up the Insurance Administration menu Select Policy Setup and Read in Clauses Home Account Selection Change Password All Options Favourites Report Cabinets Logoi Insurance
33. ective Date 1 01 2008 Perils P Enter effective date of endt Full Details Policy is extended to cover 60 day unoccupancy provided written notification is advised and the property is regularly checked Insert description or details of Endorsement this is free format A Note About Endorsement Numbering Endorsements are numbers in the format n n which indicates the Endorsement number and the version number Endorsement Number gt N N e Version Number Le An endorsement number 3 2 is the second version of endorsement 3 You may copy existing endorsement clauses from one Policy Class to another by selecting the Copri button Ibais User Manual 10 15 BA Insurance Systems Chapter 10 Administration By selecting Copy the following screen will appear Copy Clauses Previous Copy From Policy Class ayy Aviation Endorsement No 28 2 These details will default in Description 30 Day Cancellation Clause Copy To Policy Class Endorsement No Description Insert new Policy Class and Endorsement no Once screen is updated click HEETE and the copy is completed This will return you to Endorsement screen Once all the details are entered press __ Submit _ to complete the setup Warning Delete will delete the Endorsement Please Note When processing a policy the endorsements are available on look up They can also be set up to default in so that all policies processed automatically
34. eeeecceeeseceeeseeeeeeeeseeeeceeessaaeceeessaaeeeeesseageeeeseaas 10 31 Change ACCOUNT EXECUTIVE wissscccctsieesdscancccnntecsusesinacsecetedesacenneccscntedenedeacecend desaddanacdeeuvedsersstenses 10 32 SUB AGEN TiNIAINEIEN BING Basen acascanceconnecasassneacencstecsuaesaaecoenstedesasiantansncusedeesuetendenesdedexadesantseeunaduenditense 10 34 SS SD FS E 10 34 IGT SU AGS E 10 36 INSURER CREDITOR MAINTENANCE ii iiiiiiiiiiiiiiiiiiisseeeeeeeeereeenennnnnnnnnnssse 10 37 Accessing Insurer Creditor Maintenance Vs 10 37 CHANGING SUNRISE POLICIES BACK TO MANUAL ire 10 46 CHANGE MERGE CLIENT CODES ccccccccssececcccessececeecasseeeesecasseeeesscseeeeesscsaeeeesccseeeesscasseeeesscaees 10 48 Setting Up a Change Merge Client Code Run 10 48 Enquiring on a Submitted Change Client Code Run ss 10 50 Cancelling Modifying a Submitted Change Client Code Run 10 51 Reporting on Completed Change Client Code Runs nnnnssnnnssnnneneeennrrrrrrreesrrrnrrrreeenrrnrreeeee 10 51 MAINTAINING FOREIGN CURRENCY EXCHANGE RATES anoaa0aannnnnnnnnnnnnennsnernnnnnnrrrrrrrrreresseennnnnnnnnni 10 53 Ibais User Manual BA Insurance Systems Chapter 10 Administration Chapter 10 Administration Overview This document details the functions of Administration in bais PLEASE NOTE some functions outlined in this Manual are specifically related to Brokers and Agents or alternatively Insurance Companies The functions have been
35. eted Jobs Jobs Completed On or Alter Outstanding Jobs Type Seq Fun Date Completed Jobs Type ESC ESC EOhM E Oh E Oh Please Note Seg CO OO QA A Run Date 29 05 2008 03 06 2008 02 06 2008 03 06 2008 19 08 2008 Title Title End of Day Rollover End of Day Rollover End of Month Follower End of Month Rollover End of Month Rollover Start Date Finish Date 29 05 2008 03 06 2008 02 06 2008 02 06 2008 19 08 2008 Start Time Finish Time 10 29 10 46 11 29 11 49 11 22 Status Status Complete Complete Complete Complete Complete View Details View Details View Details View Details View Details View Details Wiew Details View Details will allow you to see the End of Day or End of Month run in detail for that date it will display all reports date and time run When viewing the details screen to return to the outstanding and completed jobs screen press the Ibais User Manual Job Summary button or hyperlink BA Insurance Systems Chapter 10 Administration Reprint Credit Control Letters Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list Available Forms and Reports Type X Category Select Category Sub Category Select Sub Category Favorites Type Category Sub Sen Form Report Click to Run Ad
36. hat cannot be placed in the Australia market requires application to ASIC Not Applicable the system will either assume that no value or blank is not applicable or alternatively as part of the release process all existing records will be set to Not Applicable Ibais User Manual 10 42 BA Insurance Systems Chapter 10 Administration APRA has indicated the following order of reporting precedence this will be determined based on the Client ASIC Type first followed by the Insurer ASIC Type 1st High Value Insured 2nd Atypical 3rd Foreign Law 4th Customised lf a UFI applies to more than one Insurer ASIC Type each type will need to be setup as a separate Insurer record Therefore only the Client ASIC Type will be compared to the Insurer ASIC Type to determine reporting precedence Actual Insurers Where business is placed through a foreign intermediary bais has mandated that the Actual Insurers on the placement be recorded The UFI reporting requirements dictate that these Actual Insurers are identified in accordance with the reporting rules bais has been updated to enable this reporting Actual Insurers Underwriter Code Underwriter Name Postal Address Country Overseas Withholding Tax Unauthorised APRA Details AFRA Category APRA Category APRA Category E a i E Domestic or General Insurers APRA authorised Lloyds underwriters Unauthorised Foreign Insurers T
37. hese changes are Mandatory and a transaction involving Actual Insurers will not be allowed to proceed until the APRA category is updated Ibais User Manual 10 43 BA Insurance Systems Chapter 10 Administration Policy and Risk Class Changes The new reporting structures require additions to both policy and risk classes These changes are required where insurance is placed with a UFI The changes are the same for policy class and for risk class In a transaction the risk class will take precedence Two new maintenance forms have been developed specifically for these changes Policy Class APRA Codes and Risk Class APRA Codes Both are accessed from the Insurance Administration Policy Setup menu Policy Class APRA Data Collection codes Policy Class APRA Class APRA Class Atypical Class Atypical Class e Risk Class APRA Data Collection codes Risk Class Apra Class APRA Class Atypical Class Atypical Class APRA Class 4PR4 Class Not_Applicable Ay vation CTP_motor_vehicle Commercial motor_vehicle Atypical Class Atypical Class Not Applicable Aviation lability Biological Consumer_credit Domestic_motor_vehicle Employers liability Fire and ISR Homeowners householders Marine Mortgage Other Other_accident Professional indemnity Public and product_liability Travel Ibais User Manual 10 44 Equine Medical clinical tri
38. ired at renewal time the policy can simply be renewed onto a manual policy class and no further intervention IS required However if the policy is to be removed from Sunrise mid term for some reason you will need to use the Change Policy Class function in Insurance Administration This function is restricted so if you do not have access you will need to refer this to the nominated person in your office to assist you Firstly before changing any from Sunrise to manual policy it is important that you understand the following e This function is irreversible if you change the wrong policy it will have to remain manual until the next renewal when the insurer can send it through as an import renewal for you e If you change the correct policy to the wrong manual policy class you will have to cancel this policy and re enter it you cannot change from one manual class to another using this function e When a policy is converted to a manual policy class it is important that the insurer is notified so that their system is also updated accordingly e All future transactions will then be completely manual and the insurer will require closings to be sent so that they can process the same transactions on their system like any other manual policy Access the Change Sunrise Policy Class option from the Insurance Administration menu This option is only available to people with Administration access The image below shows the screen used to cha
39. ministration Accounting Accounting Administration __ tz End of Period General Ledger Account t Claims Claims Administration Insurance Online Policy Map Set Up Premium Funders Remove Portfolio Funding E Statutory Reporting APRA Extract Information APRA Form 701 Audit listing APRA Form 701 Audit report Category C ER APRA Form 701 Table 2 _ APRA Parameter Maintenance APRA Reporting Extract Maintenance Brooklyn Rating Codes _ Company Branch DRE STONES Users and Security User and Security Administration Refine by Description Refine Select Insurance Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run 3 Form Favorites Insurance Administration CA FSRA Details C5 Documents Insurance Administration 5 Policy Setup Insurance Administration allows for the CA Statutory Charges maintenance of all of the Master Files and Codes 5 Marine Details Files that will affect Insurance Functions CA Rating Details b Codes File o System Codes P Executive o Global User L Actual Insurers Breeder Maintenance General Letter Template System Parameters A System Wide Parameters Trust Bank Account Premium Funder o Re Print Credit Control Le Ibais User Manual 10 10 BA Insurance Systems Home Administration CA FSRA Details C Documents C Policy Setup
40. n Actual Insurers only needs to be By clicking on this field it will Underwriting Agency clicked if another insurer needs to not allow any processing on this be declared as the holding security code except for Cancellations and Endorsements These fields only apply if the Insurer is based overseas Click if Creditor is an Overseas Insurer Click if they are a member of the Price Waterhouse Fire Brigade scheme If ticked FBC Charges will be calculated Enter the Withholding tax it must be expressed as 100 as the actual rate is stored elsewhere in the system Overseas Flag Member FRC Scheme F Withholding Tax Unregistered Insurer Binder Exists Include In Bulk Closing Intermediary Pass Prem GST VAT Click if Insurer L OU operates a binder Only for overseas Click if Insurers Click if insurer is premium GST to included be passed to O S in a bulk insurer invoice closing Click if the Insurer is not registered with the local Prudential Regulatory Click if insurer operates as an Intermediary this will allow a free text entry of Actual Insurer body additional charges may apply The Foreign Insurers Notification will print Ibais User Manual 10 40 BA Insurance Systems Chapter 10 Administration Broker Report Codes These Report Codes are for UW Agency Code Steadfast Brokers The Description wn codes are provided by Steadfast Click on down Partner arrow for options ME Policy Class Description
41. nge a policy from Sunrise to manual Account Selection Change Password All Options Favourites Report Cabinets Logout O Adminstration Change Policy Class submit 5 FSRA Details C Documents E Policy Setup E Statutory Charges Policy Class 5 Marine Details Start Date End Date Status Rating Details Insured L Codes File Association LA Class Codes System Codes L Executive P Global User 2 Actual Insurers P Breeder Maintenance General Letter Template A System Parameters A System Wide f Parameters Trust Bank Account Premium Funder Classes Re Print Credit Control Letters P End of Period Change Policy Class Memorandum No Executive Division New Policy Class New Risk Class Ibais User Manual 10 46 BA Insurance Systems Chapter 10 Administration Input the Memo Number and verify that the details are correct Remember this is an irreversible change ALWAYS double check that you have the correct policy Home Account Selection Change Pass vord All Options Favourites Report Cabinets Logout N Broking 5 i Administration Change Policy Class 5 FSRA Details 5 Memorandum No 3477 Documents hotes CA Policy Setup C5 Statutory Charges Policy Class LUMHC Lumley Home and Contents C5 Marine Details Start Date 28 08 2011 End Date 28 08 2012 Status A Rating Details Insured Richard Michael L Codes File Executive MH Division BRI Association Class Codes d
42. nsurer can be ranked in order of preferred choice Multiple Insurers can be added by tabbing through the fields or clicking on the to open a new field When all Insurers are added press __ Submit to complete the setup Warning By clicking on Delete all the commission details for that Policy Class will be erased Should you wish to delete one line only click on x to delete the line Please Note If a policy is endorsed mid term the commission rate will remain at what it was incepted or renewed on until the next renewal then it will reflect the changed commission Ibais User Manual 10 13 BA Insurance Systems Chapter 10 Administration Endorsements Please note Endorsements is only for Standard BA This function allows you to enter new or maintain existing endorsements The Endorsement Clauses populates in the Policy Transaction Screen under Wording Clauses and Notes when a new business or renewal is transacted Each Endorsement must be given a unique Clause and Version Number so that any changes to the endorsement can be tracked Accessing Endorsements Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Logout Favorites Available Forms and Reports Type Category Select Category v Sub Ca
43. nt and Underwriter Ledgers are re aged End of Week End of Week allows a group of of reports to be run on demand as single task End of Month will move the system into the next financial month and produce the specified monthly reports 4n End of Day should be run before running End of Month The following screens will be displayed Ibais User Manual 10 6 BA Insurance Systems Chapter 10 Administration You may delay the End of Month process to start on a set date or at a set time by completing the Delay Start Until and Time you may then turn your machine off and it will run in the background If you do SET Insert End of Month preset the date and time you should Date of Run ESCHER Date always check the EOP had run correctly Delay Start Until in the Status Enquiry screen before you Monitor Jab allow users to log back into the system End of Period Submission Job Summary of Month dks Sequence Title End of Month Rollover Step Module Program Description Type Module Month Period BE DB G CHECKEOP Set EOM Flag Mandatory a June 12 2008 BE GLREPORTS R1i0 Trust Account Summary June 12 2008 BE EETRANE RISS Monthy Sales Summary June 12 2008 BK EKEARNEDYR 100 Monthly Earned Summary March 92008 BK BEEGRMED R10 Brokerage Earned Detail BE BEEGRMED R105 Brokerage Earned by Executive BE GLREPORTS R20 Trust Trial Balance BK BKREPORTS RS00 Control Totals Balancing BE EKREPORTS RE 70 Unallocated Cash BK BEREPORTS R510 BRK Debto
44. ny number and the Currency It is important to change all of the rates Average Buy and Sell All of these rates should be the same Check that your calculated rates are in line with preceding rates Foreign Currency Exchange Submit Delete Home Currency Indonesian Rupiah Foreign Currency P UR Euro Bank Average Rates Financial Year 2009 Financial Year eriod Average Rate Period 07 2009 70 0182 4 Average Rate 70 2395 2009 70 5617 2009 65 6410 2009 68 2451 2009 64 7987 2008 64 7987 2008 64 7987 2008 69 5783 Buy Sell Rates Date 31 07 200 Date rime Buy Rate Sell Rate Time 14 56 30 06 2009 70 0182 70 0182 a Buy Rate 70 2395 22 06 2009 70 5617 70 5617 02 Sell Rate 70 2395 27 02 2009 65 6410 65 6410 30 01 2009 68 2451 68 2451 01 01 2009 64 7987 64 7987 f Q LAL AS Ibais User Manual 10 53 BA Insurance Systems Chapter 10 Administration The calculation for rates is 1 Exchange Rate Foreign Exchange Factor of the system For example Indonesia has a foreign exchange factor of 1 000 000 The Euro exchange rate is 14 237 Rupiah to a Euro The calculation is 1 14237 1000000 70 2395 In the example above the rate will change to 70 2395 when the form is submitted Ibais User Manual 10 54 BA Insurance Systems
45. of the End of Day procedure an End of Week set of Reports and the End of Month Procedure Status Enquiry Show the status of jobs that have been submitted or are running and history of previously submitted jobs End of Day End of Day will make renewal active bill Installments and produce credit control letters The Client and Underwriter Ledgers are re aged End of Week End of Week allows group of of reports to be run on demand as single task End of Month End of Month will move the system into the next financial month and produce the specified monthly reports 4n End of Day should be run before running End of Month Ibais User Manual 10 2 BA Insurance Systems Chapter 10 Administration End of Day The End of Day process performs various functions the more significant of which are detailed below Instalment documents are generated Credit Control Letters are generated Status of renewals R are updated Email reminders for Claims and Tasks to be actioned are generated Debtors and Creditors ledgers are re aged Some reports may be generated Please Note End of Day should only be run when all users are out of the system If a user is in a record whilst the End of Day is in progress it will lock the record Select End of Day option from the End of Period menu End of Period End of Period allows for the running of the End of Day procedure an End of Week set of Reports and the End of Month Pro
46. p the Insurance Administration menu Select Policy Setup and Policy Wording Home Account Selection Change Password ll Options Favourites Report Cabinets Logout Ja Insurance D LE a TES Insurance Administration CO FSRA Details 9 Documents PE Insurance Administration allows for the A Policy maintenance of all of the Master Files and Codes Classification Files that will affect Insurance Functions A Policy Class pra Codes A Risk Class Risk Class pra Codes Renewal Type Processing Type General Screen Defaults 2 The following screen will appear bais User Manual 10 27 BA Insurance Systems Chapter 10 Administration Insert the Policy Wording Code or Look up Code is numeric and is unique for identifying a policy wording Policy Wording O4 Steadfast Domestic Wording Policy Wording Steadfast Domestic Wording Insert Policy Enter Abbreviated Wording detailed or short Policy description this Wording name or is s free format description When all the details are entered press __ Submit to complete the setup Warning Delete will delete thePolicy Wording Code Ibais User Manual BA Insurance Systems Chapter 10 Administration Start Date Maximum Days In Future A parameter exists to allow restrictions on Future Start Dates If this field contains a value then it will be treated as the maximum number of days into the future that a
47. policy can incept If you wish to have this restriction implemented in your system please contact Support Executive Maintenance This function allows you to add an Executive and all details It is used to identify who is responsible for a client policy claim and to track transactions and income through reporting Le Allows Debtors Reports to be run by executive or alternate executive Accessing Executive Maintenance Click on Administration on the Home page or All Options on the top menu as shown below to display all available options Select Insurance Administration from the Administration list Available Forms and Reports Type Et ze Category Select Category X Sub Category Select Sub Category Favorites Type Category Sub ERR Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration Insurance End of Period Online FO Yap Ma ena Online Policy Map Set Up Premium Funders Remove Portfolio Funding Statutory Reporting APRA Extract Information APRA Form 701 Audit listing APRA Form 701 Audit report Category APRA Form 701 Table 1 APRA Form 701 Table 2 APRA Parameter Maintenance APRA Reporting Extract Maintenance Brooklyn Rating Codes Company Branch Rating Table Maintenance Users and Security User and Security Administration Refine by Description Refine and the Insurance Administration screen will open Ibais Use
48. r Client must be done with successive runs Scheduled Date of Run 30 08 2011 Scheduled Run Time Current Run Status No Current Run Established Previous Changes Earliest Previous Run Date to include CHHAT Print Summary Print Details Fun Date amp Time e ka es OLD Clients NEW Clier ts No es 29 08 11 11 26 48 COMPLETED 00 06 02 wilp WBT WABBIT A 29 08 11 11 18 13 COMPLETED 00 05 44 wilp 2295 WBT Merge WW 29 08 11 08 48 49 COMPLETED 00 05 40 wilp 2350 wer Merge d 29 08 11 08 23 00 COMPLETED 00 05 42 wilp 2297 wer mere R 26 08 11 15 47 26 COMPLETED 00 06 07 eil WABBIT wer New i 23 08 11 15 30 53 COMPLETED 00 05 54 wilp __WHOOOO1 MABBIT Merge 23 08 11 15 16 36 COMPLETED 00 05 48 wilp antz ANTZP New 23 08 11 15 05 14 COMPLETED 00 05 59 wilp ANTZOO1 ANTZ Mene 23 08 11 14 55 29 COMPLETED 00 05 59 wilp ANT 001 ANTZ001 New E 23 08 11 14 45 19 COMB ETES 0N 05 55 wilm Sa 36 WARATT New b Click Submit will initiate a Phantom Summary of Change Client Code runs Process which will commence the since the nominated Earliest Date Change Run after the Scheduled Run Date amp Time Once submitted you do NOT need to keep this screen open until the scheduled run Simply click on Home or Favourites to proceed with other work Ibais User Manual 10 49 BA Insurance Systems Chapter 10 Administration Enquiring on a Submi
49. r Manual 10 29 BA Insurance Systems Chapter 10 Administration Home Account Selection Change Password All Options Favourites Report Cabinets Logout Insurance E EST TEE Insurance Administration C5 FSRA Details O Documents Policy Setup Insurance Administration allows for the Statutory Charges maintenance of all of the Master Files and Codes E Marine Details Files that will affect Insurance Functions L Rating Details A Codes File A LL LU Global TE Actual Insurers Select Executive and the following screen will appear Executive Maintenance ae Executive You may Look up an existing Executive or add a Name TIM TRAINER new Executive Enter Details of Executive Title mR Direct Phone No az 911 1111 ane You then have the choice to Fax Mo e i p l ge ll eii nominate if the Executive is a Epa ltimtrainer trainer com au Claims Executive Authorised Representative Sub Agent or Claims Executive Only Licence Mo Alternative Executive 4uth Representative Sub Agent Please Note These are explained ano Banio SFR RETON ROION Executive to Receive Further No Executive Selected UserlD to Receive Messages should have the Messages eater cnn EE executives UserID if this is not used as the S No Item Selected Executive code this allows the system to link back to the correct UserID in Task Management Team No Codes in BKTEAM and for all automated messages and system
50. ransaction File Run ar Submit Press the Submit button to start the End of Day and the screen will change to below End of Period Progress Job Summary EOP Type EOD Sequence o Date Last Run Date of Run Date to Start Date Started Submitted By Title End of Day Rollover 16 04 2008 29 05 2008 Time to Start Time Started ands Step Program Description LUN a Start Time Finish Time Status Cabinet DRGEOD End of Day Program N DB G OWERDUE BEKOVERDUE R1i0 Credit Control Letters Overdue Report BKOVERDUE R1i0 CL4 Overdue Report Specified Classes BKEXCEPTION R2O DB U AR REAGE DEU TRANPURG Pause End of Period Stop end of Period Restart End of Period Date Finished Ibais User Manual End of Day Exceptions AR Re age Purge AP Transaction File Last Refreshed Time Finished This box shows the status and progress of the End of Day run BA Insurance Systems Chapter 10 Administration lt may take a few minutes for the End of Day to run When the task is complete the Time Finished field and the message EOP Completed will be displayed as shown below End of Period Progress EOP Type EOD Sequence 0 Title End of Day Rollover Date Last Run 16 04 2008 Date of Run 29 05 2008 Date to Start Time to Start Date Started 29 05 2008 Time Started 10 28 37am Submitted By ands Program Description in DEI Start Time Finish Time Status Cabinet DB G EOD End of Day Program 10
51. rs Ageing by Debtor BK BEREPORTS R5105 BRE Debtors Ageing by Executive BE EKREPORTS RS30 Return Premiums Underwriter r m m e e rem rem me 2 ze e e _ EN DD d M OU OF HM rz Press the submit button to start the End of Month and the screen will change to below the function is running in the background End of Period Progress ESP Type COM Sequence 0 Title End of Month Rollover Date Last Run Date of Run 27 10 2008 Date to Start Time to Start Date Started Time Started Submitted By chac Step Program Description d Start Time Finish Time Status Cabinet CES CHECKE Ob Set EOM Flag GLREPORTS R10 Trust Account Summary BAEOM CAB BETRANS Ri55 Monthy Sales Summary BAEOMCAB BKEARNEDYR 100 Monthly Earned Summary BAEOMCAB BKEARNECYE 10 Brokerage Earned Detail BAEOMCAE BKEARNEDYRIOS Brokerage Earned by Executive B amp EOMCAB GLREPORTS r20 Trust Trial Balance BAEOMCAB Pause End of Period E Last Refreshed Stop end of Period E Restart End of Period TI Date Finished Time Finished Message This box shows the status and the progress of the End of Month run Ibais User Manual 10 7 BA Insurance Systems Chapter 10 Administration Depending on the size of the database it may take several minutes for the End of Month to run When the task is complete the Time Finished field and the message EOP Completed will be displayed as shown below End of Period Progress EGP Type EG Sequence 0 Title End of Mon
52. te 1 records changed 08 06 11 12 04 wii lanos ANTZ Run complete 907 records changed 08 06 11 12 04 WILP ANDS PIGOUT Run complete 2237 records changed 08 06 11 12 02 ANDS WILP ANTZ Run complete 3146 records changed B EGG B ZORRO PIGOUT 08 06 11 11 07 ABC EGGZEK Run complete 177 records changed 08 06 11 11 07 EGGZEK ABC Run complete No records were changed History of the last 20 changes made is shown here Once the details are completed you can click Submit and the process will begin to run A progress screen is displayed as below Ibais User Manual 10 32 BA Insurance Systems Chapter 10 Administration Ibais Pulse Test Change Account Executive Progress Indicator nn Change Account Executive Progress Indicator Change OLD Account Executive ANDS Mary Montgomery NEW Account Executive STAJ jenell Selected Division DOM Domestic Transactions gt Date ME Selected Clients Client Name BE Process Filename No of Percent Records Complete 1 of 8 BKCLIENT 2 100 2 of 8 BKTRANS 100 3 of 8 BKPOLICY 4 of 8 BKPOLICY HIST 5 of 8 BKINSTALLMENT 6 of 8 ARMASTER 7 of 8 BKTEAMSALES 8 of 8 BKEARNED Change Process is Complete Sales History needs to be rebuilt Press Exit Once your see the confirmation that the process is complete you can click Exit to return to the Change Account Executive screen bais User Manual 10 33 BA Insurance Systems
53. tegory Select Sub Category Favorites Type Category Sub Category Form Report Click to Run Administration Accounting Accounting Administration End of Period General Ledger Account Claims Claims Administration Insurance End of Period Insurance Ad i inistration This will then open up the insurance Administration menu Select Policy Setup and Endorsements DesignBais Editor DesignBais Help Change Password Account Selection Run a Form Insurance E E Administration S Insurance Administration LO FSRA Details Ci Documents CO Policy Setup Insurance Administration allows for the F Policy maintenance of all of the Master Files and Codes Classification Files that will affect Insurance Functions P Policy Class Apra Codes A Risk Class a Risk Class Apra Codes A Renewal Type Processing Type General Screen Defaults Read in Clauses A Policy Wording a Messages WP F Policy Class Endorse ts Ibais User Manual 10 14 BA Insurance Systems Chapter 10 Administration The following screen will appear Enter Abbreviated or short Endorsement name or description Insert new Endt no or Look up existing Endt no Must be in format nn nn i e 1 1 Insert the Policy Classification or Look up Endorsements UC copy JM suwmt JM cer MN vis Householders Classification PHH Endorsement No 55 1 Short Description 60 Day Unoccupancy Clause Standard Latest Indicator Eff
54. th Rollover By clicking on the Job Summary Date Last Run button this will take you to the Date of Run 27 10 2008 Status Enquiry screen which shows a Date to Start Time to Start history of jobs done date time Date Started 27 10 2008 Time Started O1 12 20pm Submitted By chac Step Program Description Start Time Finish Time Status Cabinet ER CE LL AP FREAGSE Reage AF Open Items 131241 13 21 ok 38 DB UAP GI Monthly AF Reage 13 21 13 21 ok EK CBU TRAMPURSG Transaction Purge 13 21 13 21 ok 40 C E U PE Calendar Update 13 21 13 21 ok 41 DBU SL CFCA Foreign Currency Variance 13 21 13 21 ok 42 DB U PE GL Calendar Update Purge 13 21 13 21 ok 43 DB GCHECKEOb Reset EOM Flag 13121 15 21 ok Last Refreshed 01 21 24pm The time will update as it processes Date Finished 27 10 2008 Time Finished 01 21 24 pm the steps You may scroll up and Message down to view the status of the steps You can either Log out at this point or continue with your normal lbais processing Please Note The reports are set by BA these run to Report Cabinets and may be printed from here When End of Month is completed the financial periods will update to the new financial period Ibais User Manual 10 8 BA Insurance Systems Chapter 10 Administration Status Enquiry The Status Enquiry function allows you to view the Outstanding Jobs and Completed Jobs it will display the Run Date the Function the Finish Date Time and Status Outstanding and Compl
55. tted Change Client Code Run If you access the Change Client Code screen again before the Scheduled Run begins the screen will display the run details after a message alerts you that the details are Waiting to be actioned eee eee ee eee ee a EZ Click Refresh to obtain latest view of Run Status SE Current Client Current Client Name me ss New Clien Name Merge SE Modify Details will allow the current Run to be stopped and modified provided that its status is still Run Waiting to Commence VBScript ES Scheduled Date of Run Scheduled Run Time Current Run Status Run Waiting to Commence Process ID 3348 Change Client process will commence at 08 45 on 30 AUG 11 The details shown are Waiting to be actioned The update run is scheduled to comlsence as soon as Fees be Scheduled Date and Time have passed Previous Changes Earliest Previous Run Date to include PRATE Click Save to remove them from their Scheduled state and Time save the details for later amendment or submitting Run Date amp Time Taken OLD Clients NEW Clients Action Click Cancel to cancel the scheduled run 29 08 11 11 26 48 COMPLETED 00 06 02 wilp WABBIT N 29 08 11 11 18 13 COMPLETED 00 05 44 wilp 2295 WBT Merge 3 29 08 11 08 48 49 COMPLETED 00 05 40 wilp 2350 WBT Merge SI 29 08 11 08 33 00 COMPLETED 00 05 42 wilp 2297 WBT Merge 26 08 11 15 47 26 COMPLETED 00 06 07 wilp WABBIT WBT New 23 08 11 15 30 53 COMP
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