Setting Up Your Agency (Users, Profiles, Accounting)
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User Setup
Security Settings
The Security System is used to prevent unauthorized access to such items as, Financial Reports, Checks, Invoices, and more. Agency Systems uses four levels of security for each function; View, Entry, Edit, and Global.
Each menu item is assigned a level from 0 to 9, which is then compared to the current Operator's Security Access level to determine if they have access to the menu item. If the operator's security number is greater than, or equal to the assigned security level, the operator can perform the function.
Typical settings are:
- 2 - View only
- 4 - Enter data
- 6 - Edit data
- 8 - Delete data
- 9 - Global Access required for some utilities and special functions.
http://wiki.agencysystems.com/wiki/Security_System
Agency Systems defaults all Security Items to 0000. This means that all users, because they would have a Security Level greater than 0, have authorization to all functions.
Producer Setup
Anyone who works for the agency and/or needs to access Agency Systems is considered a Producer. Producer Profile information is used to maintain profile data on the all agency employees.
REMEMBER: Producer refers not only to salesmen, but also to customer service representatives, operators, receptionists, and any employee of the Agency.
Profile Setup
Configuring your Agency Profile is an important step to going live with Newton. These steps must be complete after your final conversion data is in place. To begin, select the Profiles menu at the top of the Client Explorer window. Here, you will configure your agency profile, lines of business, companies, producers, commission rates, and will ensure success with Newton, by Agency Systems.
Bank Setup
The Bank Profile screen is a list of codes which represent each of the different banks used within Newton. A bank code is assigned to each Cash, Check, and Journal Transaction when applicable.
For example:
- 101 - Operating Account
- 102 - Premium Trust
Class Codes
The Class Profile screen is a list of codes which represent each line of business within Newton. A class code is assigned to each policy, and each invoice line on a policy. Many reports can be run for individual class codes, including Premium Volume Reports, and Sales Analysis. Marketing Queries can also be run by class code, for example to market promotions to all clients who have Homeowners policies.
Company Setup
Every policy and invoice in Agency Systems will be coded to a company. The company profile allows you to specify default commission percentages, billing method (Agency Bill or Direct Bill), and website information by company.
The only critical item to review the first week is the billing default, NAIC codes for Forms such as Auto Id cards and Certificates.
Department Setup
The Department Profile screen is a list of codes which represent each department or location within Newton for a given record. A Department Code is assigned to each Policy, Invoice, Cash, Check, or Journal.
- Personal Lines, Commercial Lines, Life & Health, and General Accounting are the default departments.
- If you have multiple locations, you can use departments to denote where the business took place (you will create a department for each location).
- Many reports in the system can be run for a specific department code, e.g. Premium Volume Report, Sales Analysis, and Marketing Queries.
Vendor Setup
The Vendor Profile screen is a list of codes available when entering Non-Policy Related Multi-GL Checks.
Non-policy related checks are commonly used for:
- Payroll
- Expense Checks, such as rent or utilities
- Agency Systems support subscription fee
A Vendor Profile code cannot share the same unique code as a Company. To avoid any issues, Vendor Codes are often entered as numbers: 001, 002, 003 etc.
Accounting Setup
General Ledger Chart of Accounts
The General Ledger Profile is your chart of accounts and contains required accounts which cannot be deleted. Remember, you are able to begin using the accounting system immediately, even before your beginning balances have been posted.
- Beginning Balances
- The first step is creating and editing your Chart of Account. Our support team will create a spreadsheet from your Chart of Accounts and guide you through the process.
Close Month
Agency Systems is a real time accounting system and does not require a separate monthly process to update the general ledger. In fact the general ledger will change with each completed accounting transaction. It is recommended to close the month before printing month end reports- this allows your agency to maintain accurate financial records. A closed month can be reopened to make adjustments to that month's general ledger. Note: After adjustments are posted a new set of month end reports will need to be generated to see account balance changes.
