Cash Payment Fee Wizard

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Agency Fee Wizard Training 6: Accounting

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Cash Profiles Receivables

The cash payment fee wizard allows the operator to easily add multiple fees while taking a payment. Multiple user-defined templates can be used for the same transaction creating a quick-and-easy process, with the complex adjustments automated in the background.

Payment Fee Wizard Templates

Access to the payment fee setup screen requires the operator to have Security System -> AR -> Late Charge Setups -> Read & Entry access.

The available fee profiles are configured by selecting Setup -> Other -> Payment Fee Setup.

Create A New Fee Wizard Template For Income

1. Select Create New.
2. Enter a Fee Name.
3. Select the fee invoice line Transaction code. (Select Setup -> Transaction to create a new code)
4. Select the fee invoice line Class code. (Select Setup -> Class to create a new code)
5. Select the Fee Type as Income.

   Income: Records the entire receivable as GL 4110 (Agency Bill income). A portion of the invoice can be optionally split with a producer and/or sub-producer. The income can be optionally moved to a separate GL account.

6. Enter a Default Fee amount. If Editable is selected, the amount can be altered when a fee is entered.
7. The Producer code will default to the current policy producer unless a specific code is selected. Enter a producer commission percentage if desired.
8. The Sub Producer code will default to the current policy sub-producer unless a specific code is selected. Enter a sub-producer commission percentage if desired.
9. Select Save -> Exit.

To automatically move the income from 4110 to another GL account, select Offset GL to specify the account.

Create A New Fee Wizard Template For Expense

1. Select Create New.
2. Enter a Fee Name.
3. Select the fee invoice line Transaction code. (Select Setup -> Transaction to create a new code)
4. Select the fee invoice line Class code. (Select Setup -> Class to create a new code)
5. Select the Fee Type Expense.

   Expense: Automatically moves the entire fee amount from 4110 (Agency Bill Income) to a user-specified offset GL.

6. Enter a Default Fee amount. If Editable is selected, the amount can be altered when a fee is entered.
7. Select the Offset GL where the Agency Bill Income (4110) balance will be offset.
8. Select Save -> Exit.

Edit or Delete an Existing Fee Wizard Template

Select Setup -> Other -> Payment Fee Setup.

To edit an existing template, select the fee name from the drop-down to make changes.

To delete an existing template, select the fee name from the drop-down and select Delete.

How To Add A Fee To A Cash Payment

1. The new cash payment fee wizard can be accessed from any of the Attach Payment screens including:
   • Policy Express -> Create Item -> Payment
   • Basic Tab -> Active Policies Band -> Right-Click -> Attach Payment
   • Account Tab -> Right-Click -> Attach Payment
   • Policy & Billing -> Payments -> Attach Cash -> Create New Client Cash Receipt
2. Select Fees.
3. Enter the customer's check # or select F2 for cash.
4. Enter the policy premium payment Amount.
5. Select the policy Transaction code. (Typically FEE). The previously selected code will be automatically loaded.
6. Select the desired Fee Types.
7. Edit the fee amount for each if desired or available.
8. The total fee amount and total receivable will be displayed.
9. Select the desired Print Items, and select Ok.

Example Fee Processing

Attach A Cash Transmittal to a 0.00 Invoice

It is very common for direct bill payments to be left on-account before a policy is invoiced. The policy express -> payment option will only attach the transmittals to an invoice if it is attached to the current (last) sequence. The majority of users leave the items on-account, since the accounting transactions offset to create a 0.00 balance.

If your office prefers to always have the cash transmittals attached to an invoice, the new payment fee wizard can be used to create a 0.00 invoice on-the-fly.

Cash Transmittal 0.00 Invoice Setup

Create a class code for the 0.00 invoice.

1. Select Setup -> Class.
2. Select Create New.
3. Enter a 3 digit class code, and name. (From Example: PAY - PAYMENT)
4. Select <TAB> to populate the alpha code.
5. Select Class Type Other.
6. Select Save then Exit.

Create a payment fee wizard template to generate the 0.00 invoice.

1. Select Setup -> Other -> Payment Fee Setup.
2. Select Create New.
3. Enter a name to display in the fee wizard. (From example: Direct Bill Payment)
4. Select Transaction code: Fee. (You could alternatively create a new transaction code under Setup -> Transaction if desired)
5. Select Class -> PAY: PAYMENT.
6. Select the Editable check box.
7. Select Save then Exit.

   

Cash Transmittal 0.00 Invoice Processing

1. Load the policy on the client's basic tab.
2. Right-Click on the policy number and select Attach Payment. (Alternatively, open Policy Express and select Payment)
3. Select Fees.

   

4. Enter the amount for the transmittal payment.
5. Verify the Transaction code for the payment fee wizard is set to Fee. (You only have to do this once per computer as it will be remembered for future fees.)
6. Select the Fee Type. (From Example: Direct Bill Payment)
7. Select the desired items to automatically print.
8. Select Ok.