Difference between revisions of "Policy: Change A Policy Number"

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     <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|September 2015]]</td>
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    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Policy]] Newton User Guide: [[Newton User Guide#Policy|Policy]]</td>
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     <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
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    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Policy:_Change_A_Policy_Number&oldid=3839 Click Here]</td>
 
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<li>[[Policy Express]]</li>
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<li>[[Policy Dashboard]]</li>
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<li>[[Policy Keyword Search]]</li>
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<li>[[Policy & Billing]]</li>
 
<li>[[Policy: Create A Policy]]</li>
 
<li>[[Policy: Create A Policy]]</li>
<li>[[Training 3: Entering Policy Information]]</li>
 
 
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A policy number in Newton can represent a [[Policy: Create A Policy|policy, quote or binder]], and must be unique.
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The steps below outline the process of changing the [[#Policy Transaction (Sequences)|entire transaction history of a policy or quote]] to a different number. A policy number in Newton can represent a [[Policy: Create A Policy|policy, quote or binder]], and must be unique.
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After changing the policy number, the original policy number can be re-used on a different client.
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== Before You Begin ==
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All [[Policy_%26_Billing#Policy_Transactions_.28Sequences.29|previous policy terms for the policy]] will be changed. The original policy number will no longer be listed in Newton.
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[[File:Ic_info_black_24dp.png]] To leave the existing policy history in place and renew the policy to a new number, see:
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[[Policy: Renew A Policy]].
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[[File:Ic_info_black_24dp.png]] To convert a quote to a policy with a new number, see: [[Policy: Convert A Quote To A Policy]].
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Access to edit Policies or Binders requires the current operator to have [[Security System|Security System: AR -> Policy Transaction -> Edit]] access.
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Access to edit Quotes requires the current operator to have [[Security System|Security System: AR -> Quoted Transaction -> Edit]] access.  
  
Many items in Newton are attached to a policy number including:
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[[File:Ic_info_black_24dp.png]] See: [[Security System]] for more information.
*[[Invoice: Create An Invoice|Invoices]]
 
*[[Training 4: ACORD Forms|ACORD Forms]]
 
*[[Attachment Integration|Attachments]]
 
*[[Email Integration|Emails]]
 
*[[Diary|Diary Items (Suspense)]]
 
*[[:Category:Memo Writer|Memos]]
 
*Activities, [[Claims]] and other items.  
 
  
The steps below outline the process of changing the entire transaction history of a policy or quote to a different number. 
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== Change A Policy Number Using The Policy Dashboard ==
*All previous policy terms for the policy will be changed.
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The '''Policy Dashboard''' is typically opened from the [[Client Tab: Client Dashboard|Client Dashboard]], however it can also be opened directly from the [[#Policy Keyword Search|Policy Keyword Search]], the [[User Dashboard Tab]], the [[Company Tab]], the [[Management Tab]], or from [[Policy & Billing]].  
*The original policy number will no longer be listed in Newton.
 
*After changing the policy number, the original policy number can be re-used on a different client.
 
*To leave the existing policy history in place and renew the policy to a new number, see: [[Policy: Renew A Policy]].
 
*To convert a quote to a policy with a new number, see: [[Policy: Convert A Quote To A Policy]].
 
  
=== Change A Policy Number ===
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#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
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#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
#Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
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#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].
#'''Left-Click''' the desired policy number to open '''[[Policy Express]]'''.  
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#Select '''Policy Tasks''' -> '''Change Policy or Quote Number'''.
#Select '''Policy Tasks -> Change Policy or Quote Number'''.
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#:[[File:Poldash-dashboard-toolbar-policytask.png]]
 
#Enter the '''New Policy''' number.
 
#Enter the '''New Policy''' number.
 
#Verify the '''[[Company Profile|Company Code]]'''.
 
#Verify the '''[[Company Profile|Company Code]]'''.
 
#Enter any activity details in the '''Policy Log''' field.  
 
#Enter any activity details in the '''Policy Log''' field.  
#Optionally select '''Create Diary''' and enter a '''Diary Description''' to create a suspense item on your [[Dashboard Tab (User)|Dashboard Tab]].
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#Optionally select '''Create Diary''' and enter a '''Diary Description''' to create a diary item on your [[User Dashboard Tab]].
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#Optionally enter additional information regarding the change to the '''[[KB67640614|Policy Log (Activity)]]'''.  
 
#Select '''OK'''.   
 
#Select '''OK'''.   
  
When finished, the [[Policy Express|Policy Dashboard]] will automatically refresh with the new policy number.  The updated policy number will be visible within the '''Policies''' band on the [[Client Tab]].
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When finished, the [[Policy Dashboard]] will automatically refresh with the new policy number.  The updated policy number will be visible within the '''Policies''' band on the [[Client Tab]].
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[[File:Ic_info_black_24dp.png]] For additional information see: [[Policy Dashboard]]
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== Change A Policy Number Using Policy & Billing ==
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[[Policy & Billing]] is typically opened from the [[Policy Dashboard]], however it can also be opened directly from the [[Client Tab: Client Dashboard|Client Dashboard]], or the [[Main Menu and Tab Navigation|Main Menu]].
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#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].
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#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
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#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]]. 
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#Select '''Policy & Billing''' within the top toolbar.  ''(To skip the Policy Dashboard, left-click the premium amount on the [[Client Tab: Client Dashboard|Client Dashboard]].)''
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#The [[#Policy Transaction (Sequences)|most recent transaction for the policy]] will open in [[Policy & Billing]].
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#Select '''Policy''' -> '''Change Policy Number'''.
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#Enter the '''New Policy''' number.
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#Verify the '''[[Company Profile|Company Code]]'''.
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#Select '''OK'''.
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[[File:Ic_info_black_24dp.png]] For additional information see: [[Policy & Billing]]
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== Error: Policy Already Exists ==
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During the change policy number process, if the '''New Policy''' number matches an existing policy, the  message "Error: Policy %PolicyNumber% already exists" will display. 
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This message can occur if the policy is already in the system under a different client, or the same client.  First use the [[Policy Keyword Search]] or [[Policy & Billing]] to attempt to locate the policy, and determine the entry error.  
  
If the change policy number process was interrupted and the message '''"Error: Policy %PolicyNumber% already exists"''' displays when the change process is attempted a second time, [[Error: Policy Already Exists|click here]].
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[[File:Ic_info_black_24dp.png]]  See: [[Error: Policy Already Exists]] if the change policy number process '''was interrupted''' and the message '''"Error: Policy %PolicyNumber% already exists"''' displays when the change process is attempted a '''second time'''.

Latest revision as of 21:05, 7 May 2018

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

The steps below outline the process of changing the entire transaction history of a policy or quote to a different number. A policy number in Newton can represent a policy, quote or binder, and must be unique.

After changing the policy number, the original policy number can be re-used on a different client.

Before You Begin

All previous policy terms for the policy will be changed. The original policy number will no longer be listed in Newton.

Ic info black 24dp.png To leave the existing policy history in place and renew the policy to a new number, see: Policy: Renew A Policy.

Ic info black 24dp.png To convert a quote to a policy with a new number, see: Policy: Convert A Quote To A Policy.

Access to edit Policies or Binders requires the current operator to have Security System: AR -> Policy Transaction -> Edit access.

Access to edit Quotes requires the current operator to have Security System: AR -> Quoted Transaction -> Edit access.

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

Change A Policy Number Using The Policy Dashboard

The Policy Dashboard is typically opened from the Client Dashboard, however it can also be opened directly from the Policy Keyword Search, the User Dashboard Tab, the Company Tab, the Management Tab, or from Policy & Billing.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select Policy Tasks -> Change Policy or Quote Number.
    Poldash-dashboard-toolbar-policytask.png
  5. Enter the New Policy number.
  6. Verify the Company Code.
  7. Enter any activity details in the Policy Log field.
  8. Optionally select Create Diary and enter a Diary Description to create a diary item on your User Dashboard Tab.
  9. Optionally enter additional information regarding the change to the Policy Log (Activity).
  10. Select OK.

When finished, the Policy Dashboard will automatically refresh with the new policy number. The updated policy number will be visible within the Policies band on the Client Tab.

Ic info black 24dp.png For additional information see: Policy Dashboard

Change A Policy Number Using Policy & Billing

Policy & Billing is typically opened from the Policy Dashboard, however it can also be opened directly from the Client Dashboard, or the Main Menu.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select Policy & Billing within the top toolbar. (To skip the Policy Dashboard, left-click the premium amount on the Client Dashboard.)
  5. The most recent transaction for the policy will open in Policy & Billing.
  6. Select Policy -> Change Policy Number.
  7. Enter the New Policy number.
  8. Verify the Company Code.
  9. Select OK.

Ic info black 24dp.png For additional information see: Policy & Billing

Error: Policy Already Exists

During the change policy number process, if the New Policy number matches an existing policy, the message "Error: Policy %PolicyNumber% already exists" will display.

This message can occur if the policy is already in the system under a different client, or the same client. First use the Policy Keyword Search or Policy & Billing to attempt to locate the policy, and determine the entry error.

Ic info black 24dp.png See: Error: Policy Already Exists if the change policy number process was interrupted and the message "Error: Policy %PolicyNumber% already exists" displays when the change process is attempted a second time.