Difference between revisions of "Client Profile"

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[[Category: Profiles]][[Category:Mailing Labels]]
 
[[Category: Profiles]][[Category:Mailing Labels]]
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
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<tr>
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    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Client]] Newton User Guide: [[Newton User Guide#Client|Client]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|March 2017]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Client_Profile&oldid=4028 Click Here]</td>
 +
</tr>
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
     <td>Related Pages</td>
 
     <td>Related Pages</td>
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<td>
 
<td>
 
<ul>
 
<ul>
 +
<li>[[Client Keyword Search]]</li>
 
<li>[[Client Tab]]</li>
 
<li>[[Client Tab]]</li>
<li>[[Training 2: Setting Up Your Agency]]</li>
+
<li>[[Client: Contacts (Create, Edit, or Delete)]]</li>
 +
<li>[[Client: Related Clients (Cross-Reference)]]</li>
 +
<li>[[Policy Keyword Search]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
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<ul>
 
<ul>
 
<li>[[:Category:Profiles|Profiles]]</li>
 
<li>[[:Category:Profiles|Profiles]]</li>
<li>[[:Category:Mailing Labels|Mailing Labels]]</li>
 
 
</ul>
 
</ul>
 
</td>
 
</td>
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</table>
 
</table>
  
The client profile represents the initial client or prospect record for an insured within Newton.  Prior to entering policy information, a client profile must first be created.  Clients can be created manually, through [[:Category:Rating Integration|rating integration]], or [[:Category:Download|through download]].  
+
The client profile represents the initial client or prospect record for an insured within Newton.  Prior to [[Policy: Create A Policy|entering policy information]], a client profile must first be created.  Clients can be created manually, through [[:Category:Rating Integration|rating integration]], or [[:Category:Download|through download]].  
  
 
Before entering a new client or prospect into Newton, you should always [[Client Keyword Search|search existing clients]] first to avoid creating duplicates.
 
Before entering a new client or prospect into Newton, you should always [[Client Keyword Search|search existing clients]] first to avoid creating duplicates.
== Frequently Asked Questions (FAQ) ==
+
 
*[[Talk:Client_Profile#How_do_I_recover_a_deleted_client.3F|How do I recover a deleted client?]]
+
== Before You Begin ==
*[[Talk:Client_Profile#How_do_I_export_client_addresses_for_Christmas_cards.3F|How do I export client addresses for Christmas cards?]]
+
Access to view the Client Profile requires the current operator to have [[Security System|Security System: Profiles -> Client -> View]] access.
 +
 
 +
[[File:Ic_info_black_24dp.png]]  See: [[Security System]] for more information.
 +
 
 +
== Create a Client ==
 +
Before creating a new client code, first verify a similar code does not already exist.  Select '''Find Client''' from the Newton main menu to [[Client Keyword Search|search for existing clients]].
 +
#From the '''[[Main Menu and Tab Navigation|Main Menu]]''', select '''Setup''' -> '''Client'''.  ''(For [[Agency Profile|General Agencies]] select Setup -> Agent (Client))''
 +
#Select '''Create New'''.
 +
#Leave the client number field as '''*AUTO*'''.  The next client number can be changed in the [[Agency Profile]].
 +
#Enter the '''Name''' for the client.  This name will appear in drop-down selection lists when entering data, or running reports.
 +
#Press '''<TAB>''' to step through the DBA, address, and contact fields.
 +
#Enter the default [[Producer Profile|'''Producer''' code]] or enter '''*''' for a list. The client producer will default as the [[Policy: Create A Policy|policy producer for new policies]].
 +
#Optionally enter the default [[Producer Profile|'''Sub Producer''' code]] or enter '''*''' for a list.
 +
#:[[File:Ic_info_black_24dp.png]]  Sub-Producers are assigned to clients, and to invoices in order to split commission. [[Commission Download]] will automatically assign client sub-producers to new [[Direct Bill|Direct Bill invoices]].
 +
#Optionally enter the default [[Producer Profile|'''CSR''' code]] or enter '''*''' for a list.
 +
#Select the '''Line Type''' of commercial or personal lines. You can also select Broker-Billed for outside agents who write through your agency.
 +
#:[[File:Ic_info_black_24dp.png]]  This '''does not''' restrict the type of policies and forms the client can have.  '''Home''' and '''Work''' numbers change to '''Phone''' and '''Fax''' for a commercial client.
 +
#Select the '''Details''' tab.
 +
#Optionally select any [[Client: User Code, Territory, and Source of Business Profile|User Codes]] or other marketing fields.
 +
#Select '''Statement Delivery''' if client's statement will not be delivered using '''[[Agency_Profile#Accounting_Setups_Tab|agency default]]'''.
 +
#Select '''Client Status''' of '''Client''' or '''Prospect'''.
 +
#Select '''Save'''.  (Requires  [[Security System|Security System: Profiles -> Client -> Entry]] access.)
 +
#Select '''Exit'''.
 +
 
 +
== Edit a Client ==
 +
#[[Client_Tab#Find_a_Client|Load a '''Client''']] on a [[Client Tab]].
 +
#Select '''Edit'''.
 +
#Enter or modify any desired values.  (Example: Name, [[#Related Clients (Cross-Reference)|related to]], [[#Contacts Tab|contacts]], [[#Active Status (Active or Inactive)|active status]], [[#Client Status (Client or Prospect)|prospect status]]).
 +
#Select '''Save'''. (Requires  [[Security System|Security System: Profiles -> Client -> Edit]] access.)
 +
#Select '''Exit'''.
 +
 
 +
== Delete a Client ==
 +
Deleting a client should not be done if the client code has ever been used for any policy or accounting transactions.  Instead, [[#Edit a Client|Edit the Client]] and [[#Active Status (Active or Inactive)|change '''Details tab''' -> '''Client is Active?''' to '''No''']].
 +
 
 +
#[[Client_Tab#Find_a_Client|Load a '''Client''']] on a [[Client Tab]].
 +
#Select '''Edit'''.
 +
#Select '''Delete'''.  (Requires  [[Security System|Security System: Profiles -> Client -> Global]] access.)
 +
#Confirm '''Yes'''.
 +
#Select '''Exit'''.
  
 
== Client Profile Screen ==
 
== Client Profile Screen ==
Select '''Profiles -> Client'''.  ''(Requires [[Security System]]: Profiles -> Client -> View)''
+
From the '''[[Main Menu and Tab Navigation|Main Menu]]''', select '''Setup''' -> '''Client'''.  (Optionally select '''Edit''' from a [[Client Tab]])
  
[[File:Menu-profiles-client.png]]
+
[[File:setup-client.png]]
 +
;Client Profile Toolbar
 +
*'''Find:''' - Find a client using the [[Client Keyword Search]].
 +
*'''First:''' - Skip to the first client.
 +
*'''Previous:''' - Skip to the previous client.
 +
*'''Next:''' - Skip to the next client.
 +
*'''Last:''' - Skip to the last client.
 +
*'''Create New:''' - Create a new client.
 +
*'''Edit Codes:''' - Opens the [[Client: User Code, Territory, and Source of Business Profile|User Code Profile Menu]].
 +
*'''Delete:''' - [[#Delete a Client|Delete client profile]].
 +
*'''Wiki:''' - Wiki Help Documentation.
 +
*'''Save:''' - Save the current profile item. (ALT + S)
 +
*'''Exit:''' - Exit the profile windows. (ALT + X)
  
The client profile screen can also be accessed from the basic tab of an existing client by selecting '''Edit Client''' or '''New Client'''.
+
=== Active Status (Active or Inactive) ===
==== Client Profile Menu Options ====
+
[[#Delete a Client|Deleting a client]] should not be done if the client code has ever been used for any policy or accounting transactions.  Instead, [[#Edit a Client|Edit the Client and change '''Details tab''' -> '''Client is Active?''' to '''No''']].
*'''Add''' - Create a new client ''(Requires [[Security System]]: Profiles -> Client -> Entry)''
 
*'''Delete''' - Delete a client ''(Requires [[Security System]]: Profiles -> Client -> Global)''
 
*'''Find''' - [[Client Keyword Search|Load an existing client]].
 
*'''Edit Codes''' - Opens the [[User Code Profile|User Code Profile Menu]].
 
*'''Exit''' - Close the window. You will be prompted to save if you have changed the client.
 
  
== Client Profile Fields ==
+
[[File:Setup-client-active-2020.png]]
=== Client Profile Basic Information Tab ===
 
[[File:Menu-profiles-client.png]]
 
{| class="wikitable"
 
|-
 
! Field
 
! Description
 
|-
 
|Client #
 
|Currently assigned client number, or displayed as *AUTO* for a new client. The next client number can be changed in the [[Agency Profile]].
 
|-
 
|Client Name
 
|Name assigned to the client, either first and last name or business name.
 
|-
 
|DBA Name
 
|
 
|-
 
|Line Type
 
|Select commercial or personal lines. You can also select '''Broker-Billed''' type for outside agents who write through your agency.
 
  
This does not restrict the type of policies and forms the client can have. It is strictly for your information. If you select commercial, “Home” and “Work” numbers change to “Phone” and “Fax.”
+
=== Client Status (Client or Prospect) ===
|-
+
After a prospect is converted into a client, the [[#Edit a Client|client profile should be edited]] and the '''Client Status''' changed from '''Prospect''' to '''Client'''.  
|Addresses
 
|After entering the address lines, enter the zip code to pre-fill the city and state.
 
|-
 
|Producer
 
|The producer field is required and will be the default producer for new polices. See [[Producer Profile]].
 
|-
 
|Sub-Producer
 
|Sub-Producers are assigned to clients, and to invoices in order to split commission.  [[Commission Download]] will automatically assign client sub-producers to new [[:Category:Direct Bill|Direct Bill invoices]]. See [[Producer Profile]].
 
|-
 
|Service Rep (CSR)
 
|CSR codes are only assigned to clients, however a CSR's dashboard will include all policies saved to clients for that CSR. See [[Producer Profile]].
 
|}
 
  
=== Client Profile Details Tab ===
+
[[File:Setup-client-prospect-2020.png]]
[[File:Menu-profiles-client-details.png]]
 
  
{| class="wikitable"
+
=== Related Clients (Cross-Reference) ===
|-
+
Client profiles can be related to each other, allowing the [[Producer Profile|operator]] simple one-click access to multiple [[Client Tab|client tabs]].
! Field
 
! Description
 
|-
 
|Can Write New Business
 
|Yes or No, indicating the client as active or inactive.  Inactive clients can be excluded from the [[Client Keyword Search]] and from the [[Report: Client Query Wizard|Client Query Wizard]].
 
|-
 
|Gets Late Charges?
 
|See [[Automatic Late Charges]]
 
|-
 
|Territory
 
|Identifies the territory for the client, configured in the [[User Code Profile]], and available as a filter for the [[Report: Client Query Wizard|Client Query Wizard]].
 
|-
 
|Source Of Business
 
|Identifies the source of business for the client, configured in the [[User Code Profile]], and available as a filter for the [[Report: Client Query Wizard|Client Query Wizard]].
 
|-
 
|User Codes
 
|Identifies the User Codes (1,2, and 3) for the client, configured in the [[User Code Profile]], and available as a filter for the [[Report: Client Query Wizard|Client Query Wizard]].
 
|-
 
|Organization Type
 
|Corporation, Individual, or Partnership.
 
|-
 
|Web Page
 
|Website address for the client, displayed on the client basic tab and as an icon in the client toolbar.
 
|-
 
|Alpha Code
 
|System generated code based on the client name, and client type, used for sorting on printable reports.
 
|-
 
|Related To
 
|See [[#Related Clients (Cross-Reference)|Related Clients (Cross-Reference)]]
 
|-
 
|Client Status
 
|Client or Prospect, displayed on the client basic tab.
 
|-
 
|Schedule Items
 
|Drivers, Vehicles, Properties and Equipment saved to the client, and available on the client basic tab.
 
|}
 
  
==== Related Clients (Cross-Reference)====
+
[[File:Ic_info_black_24dp.png]]  See [[Client: Related Clients (Cross-Reference)]] for more information.  
Client profiles can be related to each other, allowing the operator simple one-click access to multiple client profiles.
 
  
Multiple clients are related in a group, '''which can be more than two clients'''.  Each client is individually related to all clients in a client group.  
+
=== Contacts Tab ===
 +
Contacts can be viewed from the Client Profile, or from the [[Client Tab|Client Dashboard]].
  
[[File:Forum-82-relatedclients.png]]
+
[[File:Ic_info_black_24dp.png]] See [[Client: Contacts (Create, Edit, or Delete)]] for more information.
  
When a group is initially created, the first related client is assigned as the primary client.
+
=== Insureds Tab ===
===== Assign a Related Client =====
+
Only available if '''Line Type -> Broker Billed''' is configured in the [[#Client Profile Screen|client profile]].
#[[Client_Tab#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
 
#Select '''Profile'''.
 
#Select the '''Details Tab'''.
 
#Select '''Related To -> ''' and choose the related client.
 
#Select '''Save''', then '''Exit'''.
 
===== View a Related Client =====
 
[[Client_Tab#Find_a_Client|Load a '''Client''']] on one of the [[Client Tab|client tabs]].  
 
  
Related Clients are directly below the Contacts band.  The related clients band is only visible if the currently selected client is related to another client.  
+
Each client profile, configured as type Broker, can contain a schedule of insureds which are assigned to policies for the client.  
  
The list includes the client name, DBA, address, and phone numbers.
+
[[File:Ic_info_black_24dp.png]]  See [[Client_Tab:_Client_Dashboard#Insured|Client Dashboard]] for more information.
:[[File:Clientbasic-showrelated.PNG]]
 
  
===== Remove a Related Client =====
+
== Frequently Asked Questions (FAQ) ==
A primary client which has other client's assigned cannot be edited until all sub-client references are removed.  
+
*[[#How do I recover a deleted client?|How do I recover a deleted client?]]
#[[Client_Tab#Find_a_Client|Load the sub-client]] on a [[Client Tab|client tab]].  
+
*[[#How do I export client addresses for Christmas cards?|How do I export client addresses for Christmas cards?]]
#Select '''Profile'''.
+
*[[#How do I correct the county for a client?|How do I correct the county for a client?]]
#Select the '''Details Tab'''.  
+
*[[Client: Related Clients (Cross-Reference)|How do I assign more than two clients to a related client group?]]
#Select '''Related To -> ''' and remove the displayed client number.  
+
*[[#How do I delete a duplicate client?|How do I delete a duplicate client?]]
 +
*[[#How do I track a customer contractor license expiration date?|How do I track a customer contractor license expiration date?]]
 +
 
 +
----
 +
===How do I recover a deleted client?===
 +
:I accidentally deleted a client from Agency Systems.  How do I re-enter the client without losing all policy details and activity?
 +
 
 +
----
 +
;Answer
 +
Deleting a client should not be done if the client code has ever been used for any policy or accounting transactions. Instead, [[#Edit a Client|Edit the Client]] and [[#Active Status (Active or Inactive)|change '''Details tab''' -> '''Client is Active?''' to '''No''']].
 +
 
 +
A client with accounting transactions can not be deleted.  If a customer is deleted by accident, restoring the profile is easy. 
 +
 
 +
First, locate the deleted customer number.
 +
#Select '''Reports''' -> '''Other''' -> '''History Reports'''.
 +
#Select '''Report by...''' -> '''Report by action'''.
 +
#Select the '''Start date''' and '''End date''' for when the client was deleted.
 +
#Select '''Action...''' -> '''Deleting items'''.
 +
#Select ''''Preview...'''.
 +
#:[[File:Report-transhistory-action-deleting.png]]
 +
#Find the action item and the corresponding client number.
 +
 
 +
Next, [[#Create a Client|create a new client profile]] using the customer number.  
 +
#Select '''Setup -> Client'''.
 +
#Select '''Create New'''.
 +
#Delete '''*AUTO*''' and enter the deleted client number.  
 +
#Select '''<TAB>''', then '''Yes''' when prompted to create the client.
 +
#Enter the missing information for the customer profile. ''(The policy details and activity will be restored automatically)''.  
 
#Select '''Save''', then '''Exit'''.
 
#Select '''Save''', then '''Exit'''.
 +
#[[Client_Keyword_Search|Load the restored client]] on one of the [[Client Tab|Client Tabs]].
  
After all sub-clients are removed, the original primary client can now be reassigned.
+
----
 +
=== How do I export client addresses for Christmas cards? ===
  
=== Client Profile 1099 Information Tab ===
+
:Is there a way to extract from Newton to CSV/Excel etc a list of customers and their full address so that we can produce mailing list for Christmas Cards?
[[File:Menu-profiles-client-1099.png]]
 
  
=== Client Profile Contacts Tab ===
+
----
Contacts can be viewed from the Client Profile, or from the client '''Basic Tab'''.  The [[Client Keyword Search]] can be used with contact e-mail addresses, and the contact’s date of birth [[Report: Client Query Wizard#Filter by Client Details|can be used for reports, such as birthday mailings and age-group-targeted marketing]].
+
;Answer
  
[[File:Menu-profiles-client-contacts.png]]
+
Listed below are step by step instructions to produce a client list exported to Excel for active clients.
 +
:[[Report:_Client_Query_Wizard:_Export_All_Active_Client_Email_Addresses_Excluding_Prospects|Export All Active Client Email Addresses Excluding Prospects]].
  
==== Copy Contacts From An Existing Client ====
+
Once the list is in Excel, you can delete the columns you don't need. To remove multiple contacts from the CSV file, see below.  
One or more contacts can be copied from an existing client.
+
:[[Report: Client Query Wizard: Remove Multiple Contacts From CSV]].
#Load a '''Client''' on one of the four client tabs.
 
#Select '''Edit''' above the contact list.
 
#Select the '''Contacts tab'''.
 
#Select '''Copy'''.
 
#:[[File:client-edit-contacts-copy.png]]
 
#Enter the existing source client number, or use the client keyword search to select the client. (''To search left-click the display area labeled "Must Enter Client".'')
 
#Select the desired contacts, and select '''Copy'''.
 
#:[[File:client-edit-contacts-copy-copyfrom.png]]
 
#Exit the client profile screen and the copied contacts will display on the client basic tab.  
 
#:[[File:client-edit-contacts-copy-complete.png]]
 
  
==== Copy Contacts From Drivers ====
+
In addition, Newton can print mailing labels directly, without first exporting to Excel.
Select '''Create Contact''' from the client dashboard to open the contact entry screen.  
+
:[[Report:_Client_Query_Wizard:_Print_Mailing_Labels_For_All_Active_Clients_Excluding_Prospects|Print Mailing Labels For All Active Clients Excluding Prospects]].
  
Select '''Copy''' within the top toolbar to create contacts from drivers, in addition to copying contacts from other clients.
+
----
 +
=== How do I correct the county for a client?  ===
  
:[[File:Clientbasic-contacts-copy.png]]
+
:We were wondering where the county pulls from on the Client Screen.   We have a church with a zip code of 64804 that pulls up Jasper County but it is in Newton County.  How can I change the county?
  
Select '''From -> Drivers''', and select the existing drivers to copy as contacts.  Select '''Copy''' when finished.  
+
----
 +
;Answer
 +
Many zip codes will span multiple counties.  In order to display the correct county code for a client with a multi-county zip code, enter the full zip code plus the four digit zip extension.  
  
:[[File:Clientbasic-contacts-copy-fromdriver.png]]
+
The additional 4 digit extension will accurately identify and display the correct county on the client's basic tab.
  
Any selected item will always create a new contact, and will merge both driver information with client information if not defined.  For example, if the driver address is not defined within the driver schedule, the contact will automatically use the client mailing address.
+
----
 +
=== How do I delete a duplicate client? ===
  
=== Client Profile Insureds Tab ===
+
:Could you give me instructions on how to delete duplicate client screens? I have accidentally set up the same new client twice and would like to get rid of one of them.
Only available if '''Line Type -> Broker Billed''' is configured on the [[#Company Profile Basic Information Tab|Basic Information Tab]].
 
  
Each client profile, configured as type Broker, can contain a schedule of insureds which are assigned to policies for the client.  
+
----
 +
;Answer
 +
 
 +
If a client has been used in accounting, they can't be deleted. First [[Policy: Move A Policy To Another Client|move any policies from one client to another]], then [[#Edit a Client|mark them inactive]] to hide the client from [[Client Keyword Search|search lists]] and [[:Category:Download|downloads]].
 +
 
 +
If the client does not contain any accounting data, [[#Delete a Client|select the "Delete" button on the client profile screen]].
 +
 
 +
----
 +
=== How do I track a customer contractor license expiration date? ===
 +
 
 +
:How do I enter and keep track of a customer contractor license expiration date?
 +
 
 +
----
 +
;Answer
 +
 
 +
The simple way is to enter a [[Diary|diary item]], with the suspense date set to the expiration date, assigned to [[Producer Profile|whomever in your office]] is responsible for keeping up with the license information.
  
[[File:Menu-profiles-client-insureds.png]]
+
It is useful to use a unique diary category in order to easily create a printable list for all open items.

Latest revision as of 18:17, 9 April 2020

Ic description black 24dp.png Newton User Guide: Client
Ic info black 24dp.png Required Software Version: March 2017
Ic settings backup restore black 24dp.png Legacy Instructions Available: Click Here
Related Pages
Related Categories

The client profile represents the initial client or prospect record for an insured within Newton. Prior to entering policy information, a client profile must first be created. Clients can be created manually, through rating integration, or through download.

Before entering a new client or prospect into Newton, you should always search existing clients first to avoid creating duplicates.

Before You Begin

Access to view the Client Profile requires the current operator to have Security System: Profiles -> Client -> View access.

Ic info black 24dp.png See: Security System for more information.

Create a Client

Before creating a new client code, first verify a similar code does not already exist. Select Find Client from the Newton main menu to search for existing clients.

  1. From the Main Menu, select Setup -> Client. (For General Agencies select Setup -> Agent (Client))
  2. Select Create New.
  3. Leave the client number field as *AUTO*. The next client number can be changed in the Agency Profile.
  4. Enter the Name for the client. This name will appear in drop-down selection lists when entering data, or running reports.
  5. Press <TAB> to step through the DBA, address, and contact fields.
  6. Enter the default Producer code or enter * for a list. The client producer will default as the policy producer for new policies.
  7. Optionally enter the default Sub Producer code or enter * for a list.
    Ic info black 24dp.png Sub-Producers are assigned to clients, and to invoices in order to split commission. Commission Download will automatically assign client sub-producers to new Direct Bill invoices.
  8. Optionally enter the default CSR code or enter * for a list.
  9. Select the Line Type of commercial or personal lines. You can also select Broker-Billed for outside agents who write through your agency.
    Ic info black 24dp.png This does not restrict the type of policies and forms the client can have. Home and Work numbers change to Phone and Fax for a commercial client.
  10. Select the Details tab.
  11. Optionally select any User Codes or other marketing fields.
  12. Select Statement Delivery if client's statement will not be delivered using agency default.
  13. Select Client Status of Client or Prospect.
  14. Select Save. (Requires Security System: Profiles -> Client -> Entry access.)
  15. Select Exit.

Edit a Client

  1. Load a Client on a Client Tab.
  2. Select Edit.
  3. Enter or modify any desired values. (Example: Name, related to, contacts, active status, prospect status).
  4. Select Save. (Requires Security System: Profiles -> Client -> Edit access.)
  5. Select Exit.

Delete a Client

Deleting a client should not be done if the client code has ever been used for any policy or accounting transactions. Instead, Edit the Client and change Details tab -> Client is Active? to No.

  1. Load a Client on a Client Tab.
  2. Select Edit.
  3. Select Delete. (Requires Security System: Profiles -> Client -> Global access.)
  4. Confirm Yes.
  5. Select Exit.

Client Profile Screen

From the Main Menu, select Setup -> Client. (Optionally select Edit from a Client Tab)

Setup-client.png

Client Profile Toolbar
  • Find: - Find a client using the Client Keyword Search.
  • First: - Skip to the first client.
  • Previous: - Skip to the previous client.
  • Next: - Skip to the next client.
  • Last: - Skip to the last client.
  • Create New: - Create a new client.
  • Edit Codes: - Opens the User Code Profile Menu.
  • Delete: - Delete client profile.
  • Wiki: - Wiki Help Documentation.
  • Save: - Save the current profile item. (ALT + S)
  • Exit: - Exit the profile windows. (ALT + X)

Active Status (Active or Inactive)

Deleting a client should not be done if the client code has ever been used for any policy or accounting transactions. Instead, Edit the Client and change Details tab -> Client is Active? to No.

Setup-client-active-2020.png

Client Status (Client or Prospect)

After a prospect is converted into a client, the client profile should be edited and the Client Status changed from Prospect to Client.

Setup-client-prospect-2020.png

Related Clients (Cross-Reference)

Client profiles can be related to each other, allowing the operator simple one-click access to multiple client tabs.

Ic info black 24dp.png See Client: Related Clients (Cross-Reference) for more information.

Contacts Tab

Contacts can be viewed from the Client Profile, or from the Client Dashboard.

Ic info black 24dp.png See Client: Contacts (Create, Edit, or Delete) for more information.

Insureds Tab

Only available if Line Type -> Broker Billed is configured in the client profile.

Each client profile, configured as type Broker, can contain a schedule of insureds which are assigned to policies for the client.

Ic info black 24dp.png See Client Dashboard for more information.

Frequently Asked Questions (FAQ)


How do I recover a deleted client?

I accidentally deleted a client from Agency Systems. How do I re-enter the client without losing all policy details and activity?

Answer

Deleting a client should not be done if the client code has ever been used for any policy or accounting transactions. Instead, Edit the Client and change Details tab -> Client is Active? to No.

A client with accounting transactions can not be deleted. If a customer is deleted by accident, restoring the profile is easy.

First, locate the deleted customer number.

  1. Select Reports -> Other -> History Reports.
  2. Select Report by... -> Report by action.
  3. Select the Start date and End date for when the client was deleted.
  4. Select Action... -> Deleting items.
  5. Select 'Preview....
    Report-transhistory-action-deleting.png
  6. Find the action item and the corresponding client number.

Next, create a new client profile using the customer number.

  1. Select Setup -> Client.
  2. Select Create New.
  3. Delete *AUTO* and enter the deleted client number.
  4. Select <TAB>, then Yes when prompted to create the client.
  5. Enter the missing information for the customer profile. (The policy details and activity will be restored automatically).
  6. Select Save, then Exit.
  7. Load the restored client on one of the Client Tabs.

How do I export client addresses for Christmas cards?

Is there a way to extract from Newton to CSV/Excel etc a list of customers and their full address so that we can produce mailing list for Christmas Cards?

Answer

Listed below are step by step instructions to produce a client list exported to Excel for active clients.

Export All Active Client Email Addresses Excluding Prospects.

Once the list is in Excel, you can delete the columns you don't need. To remove multiple contacts from the CSV file, see below.

Report: Client Query Wizard: Remove Multiple Contacts From CSV.

In addition, Newton can print mailing labels directly, without first exporting to Excel.

Print Mailing Labels For All Active Clients Excluding Prospects.

How do I correct the county for a client?

We were wondering where the county pulls from on the Client Screen. We have a church with a zip code of 64804 that pulls up Jasper County but it is in Newton County. How can I change the county?

Answer

Many zip codes will span multiple counties. In order to display the correct county code for a client with a multi-county zip code, enter the full zip code plus the four digit zip extension.

The additional 4 digit extension will accurately identify and display the correct county on the client's basic tab.


How do I delete a duplicate client?

Could you give me instructions on how to delete duplicate client screens? I have accidentally set up the same new client twice and would like to get rid of one of them.

Answer

If a client has been used in accounting, they can't be deleted. First move any policies from one client to another, then mark them inactive to hide the client from search lists and downloads.

If the client does not contain any accounting data, select the "Delete" button on the client profile screen.


How do I track a customer contractor license expiration date?

How do I enter and keep track of a customer contractor license expiration date?

Answer

The simple way is to enter a diary item, with the suspense date set to the expiration date, assigned to whomever in your office is responsible for keeping up with the license information.

It is useful to use a unique diary category in order to easily create a printable list for all open items.