Report: Newton Add-on Reports

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A list of add-on reports are available in addition to the extensive report library available to all Newton by Agency Systems users.

Contents

Before You Begin

Access to view the Add-on Reports require the current operator to have the highest Security System level within their operator profile set to level 9.

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

Newton Add-ons Screen

The add-on reports are developed outside of the standard release schedule, with new versions made available independent of a full release. If there are items listed below that are not available within your system, contact support to obtain an update.

  1. Log in to Newton by Agency Systems.
  2. Select the Management Tab.
  3. Select Newton Add-On Reports.
    Managementtab-addons.png

  4. The Newton Add-ons window will display with the current Agency Code pre-filled.
    Addons-2018-05.png
Newton Add-ons Window

Client

Client: Generate XRef for Production Report

Provides a spreadsheet that contains the client number and several fields the policy production report does not; Source of Business, Territory, the three User Codes, State, AlphaCode, and County. These values can be used to group/total the production report in ways not currently available within the policy report window.

The spreadsheet includes active and inactive clients and prospects.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Generate XRef for Production Report.

Ic info black 24dp.png See: Report: Client Query Wizard for a more detailed report of clients.

Client: List Clients With No Policy History

Provides a spreadsheet of active clients with no policy history and no activity after the selected date.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select the activity cut-off Date. (Any client with activity after the selected date is excluded.)
  4. Select Client -> List Clients With No Policy History.
Which filters are used to produce the spreadsheet?
  • Includes active clients only. (Client Profile -> Client Is Active? -> Yes)
  • Includes prospects and clients. (Client Profile -> Client Status -> Client/Prospect)
  • Any client with any policy history is excluded.
  • Any client with activity after the selected date is excluded.

Mncaddons-clientactivity.png


Ic info black 24dp.png With assistance from support , the list of results can be automatically changed to inactive.

Client: List Clients With Most Recent Policy X Date Prior to Cutoff Date

X Date = Policy Expiration Date.

Provides a spreadsheet of active clients whose most recent policy expired prior to the selected date.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select the policy expiration cut-off Date. (Any client with a policy expiring after the selected date is excluded.)
  4. Select Client -> List Clients With Most Recent Policy X Date Prior to Cutoff Date.
Which filters are used to produce the spreadsheet?
  • Includes active clients only. (Client Profile -> Client Is Active? -> Yes)
  • Includes prospects and clients. (Client Profile -> Client Status -> Client/Prospect)
  • Excludes clients with policies expiring after the selected date.

Ic info black 24dp.png With assistance from support, the list of results can be automatically changed to inactive.

Client: Clients by Territory

Creates a text file in the output folder named "ClientTerritory.txt" which provides a listing of clients (Numbers, Names, Phone Number) grouped by Territory.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Clients by Territory.
  4. The report will automatically run and open the output file.

Clients without a territory in their client profile are not included.

Ic info black 24dp.png See: Report: Client Query Wizard for a more detailed report of clients within a specific territory.

Client Data Cleanup

Clients without a Primary Contact

Provides a list of client numbers and names for every client without a contact set to primary.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Clients without a Primary Contact.
  4. Select the desired filters for client type and active status.
  5. Select Run
    Addons-cientwithoutprimary.png
  6. The report will run and open the output file.


Which filters are used to produce the spreadsheet?
  • Client types and active status are based on selected filters.
  • Inactive contacts are ignored.
Force Primary

Ic info black 24dp.png With assistance from support, a primary contact can be set automatically.

  • Lists a spreadsheet containing the client number, name, and status of change.
  • For every client with a primary contact, change the lowest numerical active contact with an email address to primary.
  • Inactive contacts are ignored
  • The email address field is not validated. A contact with any data in the email field is considered a match.

Clients without an Accounting Contact

Provides a list of client numbers and names for every client without at least one contact set to accounting.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Clients without an Accounting Contact.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Client types and active status are based on selected filters.
  • Inactive contacts are ignored.

Clients with no Contacts

Provides a list of client numbers and names for every client without at least one active contact.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Clients with no Contacts.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Client types and active status are based on selected filters.
  • Inactive contacts are ignored.

Clients with no Contact emails

Provides a list of client numbers and names for every client without at least one active contact with an email address.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Clients with no Contact emails.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Client types and active status are based on selected filters.
  • Inactive contacts are ignored.
  • The email address field is not validated. A contact with any data in the email field will not be included.

Clients with no Contact Cell Phone

Provides a list of client numbers and names for every client without at least one active contact with a cell phone number.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Clients with no Contact Cell Phone.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Client types and active status are based on selected filters.
  • Inactive contacts are ignored.
  • Phone numbers with (000) 000-0000 and ( ) - are ignored.

Primary Contacts without an Email

Lists the client number and name for every client with a contact set to primary who doesn't have an email address.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Primary Contacts without an Email.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Only lists clients with a contact set to Primary.
  • Inactive contacts are ignored.
  • The email address field is not validated. A contact with any data in the email field will not be included.

Primary Contacts without a Cell Phone

Lists the client number and name and contact for every contact set to primary who doesn't have a cell phone number.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Primary Contacts without a Cell Phone.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Only lists clients with a contact set to Primary.
  • Inactive contacts are ignored.
  • Phone numbers with (000) 000-0000 and ( ) - are ignored.

Accounting Contacts without an email

Lists the client number, name, and contact for every client with a contact set to accounting who doesn't have an email address.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Client -> Client Data Cleanup -> Accounting Contacts without an email.
  4. Select the desired filters for client type and active status.
  5. Select Run
  6. The report will run and open the output file.
Which filters are used to produce the spreadsheet?
  • Only lists clients with a contact set to accounting.
  • Multiple clients are listed for each unique accounting contact on that client with no email address.
  • Inactive contacts are ignored
  • The email address field is not validated. A contact with any data in the email field will not be included.

Profile Reports

Profile Reports: Chart of Accounts

Provides a complete list of the general ledger chart of accounts, formatted by G/L Type and G/L Sub-Type including Sub-Account Types.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile Reports -> Chart of Accounts.

Ic info black 24dp.png See: General Ledger Profile for more information.

Profile Reports: Listing of Class Code Configuration

Provides a list of class codes and the assigned class names, class type, and risk screen type for each. It is important for the risk screen type to be accurate for each class code in order to produce valid marketing alerts for clients with a specific policy type.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile -> Listing of Class Code Configuration.

The class type and risk screen type are displayed with their description, not the numerical value displayed on the printable class profile report.

Ic info black 24dp.png See: Class Profile for more information.

Profile Reports: Listing of Broker 1099 Override Amounts

Provides a list of broker clients with 1099 overrides saved to the client profile.

The 1099 override value is used on the 1099 report in place of a calculated amount.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile Reports -> Listing of Broker 1099 Overrides.
Which filters are used to produce the spreadsheet?
  • Active and inactive brokers are included.
  • Vendors are not included.
  • Brokers without an override are not included. (See Listing of 1099 Names and Addresses below to list all active brokers.)

Ic info black 24dp.png With assistance from support, the complete list of override amounts can be cleared to 0.00 in a single step.

Ic info black 24dp.png See: Report: 1099s for more information.

Profile Reports: Listing of 1099 Names and Addresses

Provides a list of client 1099 values saved to the client profile. The client number, name, type, entity, and 1099 details are included. Two spreadsheets are produced, one for only brokers, and one for personal and commercial clients.

This report is different from the Listing of Broker 1099 Override Amounts above since it includes all clients with or without an override value, including the address information.

Which filters are used to produce the spreadsheet?
  • Inactive clients are not included.
  • Vendors are not included.
  • It will use the main mailing address if the 1099 override name/address/city/state/zip are not set.
  • Clients with and without an override are included. (See Listing of Broker 1099 Override Amounts above to only list brokers with an override value.)

Ic info black 24dp.png See: Report: 1099s for more information.

Profile Reports: Master/Sub Company Listing

Provides a complete list of the companies grouped by parent company. Each parent company includes a subgroup of assigned sub-companies (subsidiaries). Inactive companies are listed separately.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile Reports -> Master/Sub Company Listing.

Ic info black 24dp.png See: Company Profile - Parent Company for more information.

Profile Reports: Company Contacts

Provides a spreadsheet of active company contacts by company code including contact email addresses. Inactive companies are not included.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile Reports -> Company Contacts.

Ic info black 24dp.png See: Company Tab - Contacts for more information.

Profile Reports: Producer Security Listing

Provides a complete list of the producers (operators), sorted by the security level 1-9. Inactive producers are listed separately.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Profile Reports -> Producer Security Listing.

Ic info black 24dp.png See: Producer Profile for more information.

Policy Reports

Policy Reports: Never Invoiced

Provides a list of policies with a term that starts in the selected range which have never been invoiced. Quotes are not included.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Policy Reports -> Never Invoiced.
  4. Select the policy term effective Starting and Ending Date.
  5. Select Run Report.

Policy Reports: Probable Rewrites

Provides a list of policies that are currently entered as new business, but are most likely rewrites of existing policies with a new carrier.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Policy Reports -> Probable Rewrites.
  4. Select the policy effective term Starting and Ending Date.
  5. Select Run Report.
Which filters are used to produce the spreadsheet?
  • There is a policy term originating with a transaction whose type is new business. The report uses the Transaction Type, not a specific code since many agencies use multiple transaction codes that are considered "New Business".
  • The client has another policy ending +/- 10 days from that policy's origin that is the same class type. The report uses the "Class Type" and "Risk Screen Type" from the Class Code Profile since many agencies use multiple class codes for some lines, such as home or auto.

Accounting

Accounting: Open Months

Creates a text file in the output folder named "OpenMonths.txt" which provides a listing of open months prior to the current month for the selected agency. It is recommended to run this report after completing the month end process to verify all prior months are still closed.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Accounting -> Open Months.
Example OpenMonths.txt

Looking at months from 12-01-2010 to 9-1-2015 for Agency Systems
11-2012 is OPEN
01-2015 is OPEN
04-2015 is OPEN

Ic info black 24dp.png See: Open or Close Month (GL) for more information.

Accounting: Backdated Transactions

Creates a text file in the output folder named "BackDate.txt" which provides a listing of transactions (cash, checks, journals, invoices, vouchers) in the selected period that were backdated to prior months. For example, a cash receipt entered in October 2015, effective in July 2015. The report can be run by transaction effective date or entry date.

Accounting transactions cannot be backdated if prior months are correctly closed during the month end process. The report does not include 0.00 transactions, voided checks or deleted cash receipts.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Accounting -> Backdated Transactions.
  4. Select the accounting transaction types.
  5. Verify the transaction Date Method and Date Range.
  6. Select List Items.
    Mncaddons-listbackdated.png
Example BackDate.txt (Backdated = Number of Days / Number of Months)

Transaction	Effective	Entered		Backdated
-----------	---------	---------	---------
Cash 000066	04/04/2012	08/29/2012	 147/  4
Cash 000067	04/04/2012	08/29/2012	 147/  4

...

Counts of back dated transactions
Cash	Checks	Journals	Invoices	Vouchers
    48	    16	   113		     0		     3

Accounting: Validate Bank Reconcile

The report will verify all the previous bank reconciles for the selected bank.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Select Accounting -> Validate Bank Reconcile.
  4. Select the Bank Code. Select Run.
    Addons-bankrecvalidate.png
Bank Reconcile Validation
  • Are the previously reconciled items still present?
  • Are they still the same amount as when reconciled?
  • Does the date the item currently shows as reconciled match what is shown in the archive?
  • New transactions added to the date range will be on the Backdated Transaction listing, not on this report.

The output creates two text files in the output folder named "Bank___Rec.TXT" and "Bank___RecSummary.TXT". Any transactions that have been modified since the bank reconcile was originally processed will be detailed.

Example: Bank102Rec.TXT
Bank Reconcile for Period 01/01/1950 to 05/22/2017   Performed 5/22/2017 at 9:52:30 AM by DCS
C  000005              07/22/2015  Pay Invoice 000018        1120 44           $2,625.00 Reconciled
     =>Cash is marked as DELETED
C  000006 <CASH>       07/22/2015  Pay Invoice 000018        1120 44           $2,625.00 Reconciled
C  000007 <CASH>       07/22/2015  Pay Invoice 000089        1120 11           $1,000.00 Reconciled
K  00011               09/16/2015  WCPGA0000092059           1120 191           ($150.00)Reconciled
K  00043               09/20/2015                            2110 AET         ($5,373.89)Reconciled
     =>Amount for check now is different - now (-5200.8) was (-5373.89)
K  W0013               09/21/2015  Transmittal cash 000357   1120 1332          ($200.00)Reconciled
     =>Check is marked as Voided
     =>Check is not marked as Reconciled

Ic info black 24dp.png See: Bank Reconcile for more information.

Accounting: Prebilled Invoices

For invoices inside that effective date range, if the invoice is prebilled, list the client number, name, policy number, invoice number, effective date, and GL date.

Addons-prebilled.png

The purpose of this report is to support the aged receivable report. Using the same date method as on the Client AGR (effective/Billing/Invoice date), it lists only the invoices that are prebilled into another GL period. In other words, invoices that would be on an aged receivable in this date range, but would not be on the balance sheet for this date range.

The report does not check the "paid" status of the invoices. It might display items that won't be on the aged receivable unless zero balances are included. (In general, the aged receivable detail needs to include zero balances to find all prebill invoices. If the prebill invoices are paid, they will not display on the aged receivable, but the aged receivable will still include them in the total to adjust the 1120 balance sheet.)

Ic info black 24dp.png See: Report: Balance Sheet for more information.

Marketing

Inactive Clients With Emails

Identifies a list of clients set to inactive with email addresses for email marketing purposes.

Addons-inactiveclients-withemails.png


Primary

All

  • Lists all active contacts with email addresses.
  • Contacts without emails are not listed.
  • Clients without contacts are not listed. (See Clients with no Contacts above to identify missing profiles.)

Active Clients with Emails

Identifies a list of clients set to active with email addresses for email marketing purposes.

Addons-activeclients-withemails.png


Primary

All

  • Lists all active contacts with email addresses.
  • Contacts without emails are not listed.
  • Clients without contacts are not listed. (See Clients with no Contacts above to identify missing profiles.)

Emails for Clients with a Policy that Expires After a Date

Clients with a Policy

Identifies a list of clients with at least one active policy of a specific type. An active policy is a Policy or Binder (not Quote) with an term expiration date after the selected day. A policy cancelled prior to the original term expiration date will still be included if the original term expiration date is after the selected day.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Verify the Output Folder for the location of the spreadsheet.
  4. Select Marketing -> Emails for Clients with a Policy that Expires After a Date. (Requires version 9/6/2018 - Contact support if not listed.)
  5. Verify the filters and select Run.

Contacts - Primary

Contacts - All

  • Lists all active contacts with email addresses.
  • Contacts without emails are not listed.
  • Clients without contacts are not listed. (See Clients with no Contacts above to identify missing profiles.)

Class Filter

The policy class filter can be set by class code, class line type, or risk screen type for the class profile saved to the policy. See Profile Reports: Listing of Class Code Configuration above to verify the current risk screen type for each class code.

Emails for Clients with Exactly one Policy of a Specific Type

Clients with Only One Policy

Identifies a list of clients with exactly one active policy of a specific type. An active policy is a Policy or Binder (not Quote) with an term expiration date after today.

  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Verify the Output Folder for the location of the spreadsheet.
  4. Select Marketing -> Emails for Clients with Example one Policy of a Specific Type.
  5. Verify the filters and select Run.

Contacts - Primary

Contacts - All

  • Lists all active contacts with email addresses.
  • Contacts without emails are not listed.
  • Clients without contacts are not listed. (See Clients with no Contacts above to identify missing profiles.)

Policy Type The policy type is the risk screen type for the class profile saved to the policy. See Profile Reports: Listing of Class Code Configuration above to verify the current risk screen type for each class code.

Email Export for Lola

Lola.png

Visit: Lola Webpage

Turnkey Automated Marketing
  • Prospects and Customers
  • Marketing Campaigns
  • Personalized Landing Pages
  • Custom Design Templates
  • Reporting and Accountability

Lola is a turnkey automated marketing tool for insurance agencies. The export process creates two spreadsheets (PL and CL Clients) for each producer containing client names and email addresses for the purpose of importing into the Lola marketing system.


Before You Begin

Before running your Lola reports, first verify the Risk Screen Type is correct for each class of business.

Ic info black 24dp.png See the class code configuration report and verify the output.

Ic info black 24dp.png See Class Profile to make any corrections to the Risk Screen Type.


Create the Lola Reports
Lola Exports
  1. Select the Management Tab.
  2. Select Newton Add-On Reports (Requires operator security level of 9.)
  3. Verify the Output Folder is the preferred location to save the spreadsheets.
  4. Select Marketing -> Email Export for Lola. (Requires add-on reports version 10-30-2018 or later. If unavailable, contact support.)
  5. The export process will begin immediately.


Understanding the Exports

For each active producer in an agency, a separate spreadsheet is generated for personal lines and commercial lines active customer contacts.

For personal lines, the primary contact for each active customer is listed with each policy currently in effect.

If no contacts exist or if a contact only has a first name, use the customer name.
If no policies are in effect, only the most recent policy is listed.
If there have never been any policies for the client, the primary contact will be listed without policy information.

For commercial lines, all active contacts will be listed for all active policies.

If no policies are active, the contacts will be listed for only the most recent policy.
If there have never been any policies for the client, the contacts are listed without policy information.


Client and Policy Filters
  • All active contacts are considered, with or without email addresses.
  • Both Clients and Prospects are included.
  • Brokers are included in the Commercial Lines output.
  • Binders are included.
  • Quotes are not included.
  • Clients with inactive producers are not included.
  • Any binder or policy transaction that has an expiration date after today is included.
    If today is 7/1/18, a policy with an original term of 1/1/18 to 1/1/19 that was cancelled on 4/1/18 is included on the report.
    The expiration date shown will be that of the final transaction on the policy.
  • Contact names are parsed so that after removing the prefix and suffix, the last word is the last name and everything else is the first name.
    "Jane & John Doe" would yield last name "Doe" and first name "Jane & John".


An exception report is created for active commercial customers who do not have contacts.

Ic info black 24dp.png See Client Data Cleanup above for additional reports to identify clients without complete contact details.