How to Process Direct Bill Commission Download Statements

Contents

How to Process Direct Bill Commission Download Statements ........................................................ 1

Company Setup: .................................................................................................................. 1

Employee Commission Setup: ................................................................................................ 2

Accessing the Downloaded Commission Statements.................................................................. 4

Processing Unassigned Entries: .............................................................................................. 4

Correcting Direct Bill Commission Statement Automated Entries: ............................................... 6

Setting up ACORD Transaction Codes: .................................................................................... 9

Reviewing previously downloaded or imported commission statements: .....................................10

Company Setup:

1. Log into Partner XE Administration

NOTE: Administrative permissions are required to access this module.

2. Click Companies link

3. Select Company from the dropdown menu

4. Click Download tab

5. Check box to Activate Direct Bill Commission Statement Entry

Employee Commission Setup:

1. Log into Partner XE Administration

NOTE: Administrative permissions are required to access this module.

2. Click Employee Settings link

3. Select Employee

4. Add all Company Contract Numbers for companies that employee writes business

with and may get commission from. (Click on the button to enter each

company. Click in each field to select from a dropdown menu.)

a. If the agent has a Sub Producer Code assigned that will be downloaded, enter

this information under Sub Code.

b. The Description will fill in automatically

** Note for policies that download into the system - If the producer field in the AL3

file (file sent from the company) is blank or has question marks (?????), Partner XE will look

for the policy in the system and use the producer assigned to that policy.

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5. For any Employee that gets paid Commission you will want to set up their commission

schedule.

6. Click on the Accounting Setup link

NOTE: Commissions can also be set for an employee in Partner XE Accounting >

Employee > Accounting Setup. If this is Multi-Entity, Commission set up must be done in

Partner XE.

7. Click on the Commissions tab

8. Add all applicable Transactions and Commission Amounts that apply to the producer.

Accessing the Downloaded Commission Statements

1. In Partner XE, click on Accounting to Daily Processing screen OR

Click on Accounting > Operations > Daily Processing.

Processing Unassigned Entries:

1. Any item that cannot be processed correctly will show up in the Unassigned Direct Bill

Commission Statement Entries with a hyperlink. Most commonly, items will show in

this section for multi-entity agencies and the system does not know which entity the

items fall under.

2. Click the hyperlink to open the list

3. Any Direct bill entries that could not be processed correctly will show up here. This

allows the user to correct the direct bill entry and process it to the correct company and

entity.

4. Select the correct Entity and Company using the dropdown menus at the top of the

screen. Then, choose which policies to assign to that company by clicking in the Assign

box next to the policy . Click on Assign in the bottom right corner.

If that policy does not match the NAIC code listed for the company it will give the agent an

NAIC Code Mismatch message and ask if the system should continue to assign the item

as requested.

a. If you answer Yes the item is Assigned as the Agent requested.

i. This Direct bill entry now shows on the Direct Bill Commission

Statement Entry to be processed.

b. If you answer No the item is not Assigned and it goes to the next line item to

Process (if there is one).

Correcting Direct Bill Commission Statement Automated Entries:

1. Any statements downloaded will be shown as a Direct Bill Commission Statement

Entry with a hyperlink.

2. Click the hyperlink in the Daily Processing screen

3. Select the company from the dropdown to view

The entries will display Client Name, Policy Number, Policy Eff Date, Trans type,

Trans Eff Date, Net Change Premium Amount, Commission %, Commission

Amount, Producer, Producer Commission Amt, Statement Import Date

Any items highlighted in red did not match on existing database information

including:

Client name

Policy number/effective date

Company

Transaction code (primary code first, then linked)

4. Correct automated entries in red

a. Double click on the item or highlight and click on Open at the bottom of the screen to

open the Direct Bill Entry screen.

b. Click the Search hyperlink and search for the policy number.

c. If it is found, select and click Ok. The information will flood to the direct bill entry.

Click Post on the Direct Bill Entry screen. A message will appear advising that this

item will come off the list once posted and do you wish to continue.

d. If the policy is not found, add the policy into the client summary screen. Once

added, return to the Direct Bill Commission Statement Automated Entries,

open the item and search the policy again.

e. If you do not want to post this item into the accounting database and wish to remove

it from the list, Rt+click on the entry and choose Clear Entry.

f. The items will post as of today’s date unless the Post Date is changed.

g. If items are showing in white and all items appear correctly, click on the Select All

link and click Post.

The items will post to:

Producer Payable (if applicable)

Direct Bill Receivable (if on accrual basis)

Direct Bill Commission Income

Direct Bill Sales Entry to the client ledger

*NOTE: Posting these items does not receive the commission check or reconcile the Direct

Bill entries. These should be processed separately. (see How do I receipt a commission

check from a company? FAQ)

h. Transaction codes will comply to ACORD standards

Setting up ACORD Transaction Codes:

1. We use the ACORD standards for billing transaction codes. Any new codes will need to

be entered in Accounting > Operations > Accounting Tools > Tables Setup >

Transactions (tab)

2. ACORD standard transaction codes are pre-programmed for new users.

3. Matching Errors: As commission statements are downloaded by the companies, there

could be a matching error for the first one or two downloads.

Use the Transaction Linking function to convert the old transaction codes to the

current ACORD standard.

a. Click on ACORD Transaction Links by going to ACORD Transaction Links at the

bottom of the Transactions tab page

b. The Transaction Linking box comes up with a dropdown box listing the

transaction codes. Select an Accounting Transaction Code from the dropdown

menu.

c. Click on Add and enter the downloaded code to match the billing code

that is entered into Partner XE.

d. Click on Save. The Direct Bill download will now match and be processed.

Reviewing previously downloaded or imported commission statements:

1. Click Communication > History

2. Select Module from the dropdown menu (Download Communication / Import AL3)

3. Select State Date and End Date (must be within last 90 days)

4. Select Company from dropdown menu

5. When the selections are made, click Search at the bottom of the screen. Sessions

found will display in the left pane.

6. Click the “+” to the left of the session and it will display the companies included in the

download/import.

7. Click the “+” next to the company and it will display the type of information downloaded

(Commission List)

NOTE: If the Company is left blank, all results will be returned.

8. Click the Commission List and the following information will be displayed on the right

pane:

Client name

Policy number

Effective date

Company name

LOB code

Transaction type

Transaction effective date

Premium amount

Commission %

Commission amount

Producer

9. Click Print to print the list as seen on the screen.