Difference between revisions of "Policy: Move A Policy To Another Client"

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[[Category:Policy Tasks]]
 
[[Category:Policy Tasks]]
 
<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#Policy]] Newton User Guide: [[Newton User Guide#Policy|Policy]]</td>
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</tr>
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<tr>
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    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
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</tr>
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<tr>
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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:_Move_A_Policy_To_Another_Client&oldid=3821 Click Here]</td>
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</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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</tr>
 
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<tr>  
 
<tr>  
 
<td>
 
<td>
 
<ul>
 
<ul>
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<li>[[Training 3: Entering Policy Information]]</li>
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<li>[[Client Profile]]</li>
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<li>[[Client: Related Clients (Cross-Reference)]]</li>
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<li>[[Policy Dashboard]]</li>
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<li>[[Policy & Billing]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
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</tr>
 
</tr>
 
</table>
 
</table>
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Policies can be moved between clients for a number of reasons.
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Policies can be moved between [[Client Profile|clients]] for a number of reasons.
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*Incorrect duplicate entry.
 
 
*Merge two duplicate client records together.
 
*Merge two duplicate client records together.
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*Policy [[Daily Process for Policy Downloads|downloaded]] to wrong client.
 
*Combine two clients who become associated due to getting married.  
 
*Combine two clients who become associated due to getting married.  
 
*Split two clients apart who are no longer associated due to a divorce.  
 
*Split two clients apart who are no longer associated due to a divorce.  
 
*Split two clients apart to separate personal lines vs. commercial lines business.
 
*Split two clients apart to separate personal lines vs. commercial lines business.
  
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=== Move A Policy Without Accounting History ===
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== Before You Begin ==
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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.
 +
 
 +
Access to edit Quotes requires the current operator to have [[Security System|Security System: AR -> Quoted Transaction -> Edit]] access.
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 +
[[File:Ic_info_black_24dp.png]]  See: [[Security System]] for more information.
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 +
== Move A Policy Without Accounting History ==
 
This process will move the policy record, all policy activity, and all items including attachments, memos, and forms to the new client.  
 
This process will move the policy record, all policy activity, and all items including attachments, memos, and forms to the new client.  
  
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This option will not be listed if the policy has '''ever''' been invoiced.
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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]].  
  
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#Load the Client on one of the four Client Tabs.
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#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
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#Left-Click the '''Policy Number''' within the Active Policies band to open [[Policy Express]].
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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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#Select '''Automated Procedures -> Move Policy to New Client'''. ''(If the option is not listed, see "[[#Move A Policy With Accounting History|move a policy with accounting history]]" below.)''
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#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].
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#Enter the '''New Client's Number''', or enter a * to search by keyword.  
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#Select '''Policy Tasks''' -> '''Move Policy to Another Client'''. ''(If prompted with "The policy cannot be moved after it has been invoiced." see [[#Move A Policy With Accounting History|the section below]].)''
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#To optionally create a follow up diary item, select the '''Create Diary''' option.  
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#:[[File:Poldash-dashboard-toolbar-policytask.png]]
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#Select '''Ok'''.
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#Enter the '''New Client's''' [[Client Profile|Name or Number]] in the drop-down.
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#When the process completes, a message will appear on scree stating '''Process Completed'''.
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#To optionally create a follow up [[Diary]] item, select the '''Create Diary''' option.  
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#Enter any additional activity details in the '''Policy Log''' field and select '''Ok'''.
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#:[[File:Poldash-move.png]]
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#When the process completes, a message will appear on screen stating '''Process Completed'''.
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 +
[[File:Ic_info_black_24dp.png]] For additional information see: [[Policy Dashboard]]
  
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=== Move A Policy With Accounting History ===
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== Move A Policy With Accounting History ==
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[[File:Policytask-movepolicy-cannotbemoved.png|right]]
 
If a policy has accounting history, but later needs to be moved to another client, different steps are required.
 
If a policy has accounting history, but later needs to be moved to another client, different steps are required.
  
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All the previous policy terms and transactions will remain under the original client, while new transactions to the policy will appear under the new client.
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All the [[Policy_%26_Billing#Policy_Transactions_.28Sequences.29|previous policy terms and transactions]] will remain under the original client, while new transactions to the policy will appear under the new client.  This is common when a client is divorced and the policy is moved to a new profile in Newton.  
  
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#Load the Client on one of the four Client Tabs.
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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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#Left-Click the '''Policy Number''' within the Active Policies band to open [[Policy Express]].
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#Select '''Create Item -> Invoice''' to open [[Express Billing]].
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#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
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#Select '''Policy -> Close Transaction'''.
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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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#Select '''Policy -> NEW Transaction'''.
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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_%26_Billing#Policy_Transactions_.28Sequences.29|most recent transaction for the policy]] will open in [[Policy & Billing]].
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#Select '''Policy''' -> '''Close Transaction'''.
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#Select '''Policy''' -> '''New Transaction'''.
 
#Enter a [[Transaction Profile|transaction code configured as type endorsement]] such as END.   
 
#Enter a [[Transaction Profile|transaction code configured as type endorsement]] such as END.   
 
#Select '''Finish'''.
 
#Select '''Finish'''.
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#Select '''Other -> Change Client Number.
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#Select '''Policy''' -> '''Change Client Number'''.
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#Enter the '''New Client's Number''', or enter a * to search by keyword.
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#Enter the '''[[Client Profile|New Client's Number]]''', or enter a * to [[Client Keyword Search|search by keyword]].
 
#Select '''Ok'''.
 
#Select '''Ok'''.
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#When the process completes, close [[Express Billing]].
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#When the process completes, close [[Policy & Billing]].
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 +
[[File:Ic_info_black_24dp.png]] For additional information see: [[Policy & Billing]]
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 +
== Related Clients (Cross Reference) ==
 +
[[Client Profile|Client profiles]] can be related to each other, allowing the [[Producer Profile|operator]] simple one-click access to multiple [[Client Tab|client tabs]]. 
 +
 
 +
After moving a policy to a new client, if the original client contains previous activity or other shared business, relating the two profiles to each other is recommended.
 +
 
 +
[[File:Ic_info_black_24dp.png]] For additional information see: [[Client: Related Clients (Cross-Reference)]]

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

Policies can be moved between clients for a number of reasons.

  • Merge two duplicate client records together.
  • Policy downloaded to wrong client.
  • Combine two clients who become associated due to getting married.
  • Split two clients apart who are no longer associated due to a divorce.
  • Split two clients apart to separate personal lines vs. commercial lines business.

Before You Begin

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.

Move A Policy Without Accounting History

This process will move the policy record, all policy activity, and all items including attachments, memos, and forms to the new client.

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 -> Move Policy to Another Client. (If prompted with "The policy cannot be moved after it has been invoiced." see the section below.)
    Poldash-dashboard-toolbar-policytask.png
  5. Enter the New Client's Name or Number in the drop-down.
  6. To optionally create a follow up Diary item, select the Create Diary option.
  7. Enter any additional activity details in the Policy Log field and select Ok.
    Poldash-move.png
  8. When the process completes, a message will appear on screen stating Process Completed.

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

Move A Policy With Accounting History

Policytask-movepolicy-cannotbemoved.png

If a policy has accounting history, but later needs to be moved to another client, different steps are required.

All the previous policy terms and transactions will remain under the original client, while new transactions to the policy will appear under the new client. This is common when a client is divorced and the policy is moved to a new profile in Newton.

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 -> Close Transaction.
  7. Select Policy -> New Transaction.
  8. Enter a transaction code configured as type endorsement such as END.
  9. Select Finish.
  10. Select Policy -> Change Client Number.
  11. Enter the New Client's Number, or enter a * to search by keyword.
  12. Select Ok.
  13. When the process completes, close Policy & Billing.

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

Related Clients (Cross Reference)

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

After moving a policy to a new client, if the original client contains previous activity or other shared business, relating the two profiles to each other is recommended.

Ic info black 24dp.png For additional information see: Client: Related Clients (Cross-Reference)

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