Note: You must have authority to access Agency Activity.
The Agency Activity screen is accessed from the users Home Page / Accounting menu option.
Agency Activity has the following option:
Show Activity: Initiates a search for data that matches the criteria entered.
To view activity for an agency, complete the following fields and select Show Activity.
Company: Select a company from the combo box.
Agency: Select an agency from the combo box.
Code: Defaults to system assigned code for agency selected.
Bill Method: Select to show either Direct or Agency Bill activity.
Start Date Range: Enter a starting date; MM/DD/YYYY format.
End Date Range: Enter an ending date; MM/DD/YYYY format.
Data displays in the Grid View at the bottom of the screen. Fields include:
Tran Date: Date the transaction occurred.
Acct. Date: Accounting date of the transaction.
User: Person initiating the transaction.
Description: Brief narrative describing the transaction.
Reference: Transaction's check number.
Cleared: "Yes," or "No;" indicates if the check has been reconciled.
Clear Date: Date the check was reconciled.
Amount: Dollar amount of the check.
Balance: Agency's balance; updated through End of Month Processing.
Note: You must have authority to make any of the following Agency Adjustments.
Reversing an Agency Receipt should only be necessary when an Agency Receipt was posted incorrectly. NSF should only be used when a receipt is returned for an NSF.
To apply an NSF Fee:
Select the Company / Agency combination.
Click Show Activity.
Select Non-Sufficient Funds Charge from the Adjustment combo box.
Enter an amount and click OK. The fee is processed.
The system displays a line item on the Agency Activity screen for all three (3) types of transactions, along with their descriptions and amounts. The amount of the transaction updates the agency's current balance.
(Note: Processing a reversal or NSF can be done at anytime. If a reversal is processed on a receipt that occurred in a prior month AFTER End of Month Processing is run, the transaction date AND the accounting date of the reversal are set to the date of the transaction.)
To reverse or NSF an agency receipt:
Select the Company / Agency combination.
Click Show Activity.
Select Reverse Non-Sufficient Funds Charge from the Adjustment combo box.
Enter an amount and click OK. The fee is processed.
To waive a commission amount:
Select the Company / Agency combination.
Click Show Activity.
Select Waive Commission Amount from the Adjustment combo box.
Click the OK button. The commission is waived.
The system displays a line item with a description: "Commission Waived." The amount is a negative amount which offsets the policy activity record that was waived.
(Note: If you choose a Balance Forward line and try to process a waived commission, the system returns an error message: "Selected agency activity is not a commission and cannot be waived." Also, if you choose a policy activity line that contains a negative amount, Diamond returns an error message: "Only positive commission amounts can be waived.")
Processing an "Other" type of adjustment allows you to enter a credit or debit amount with a description that affects the agency's commission balance.
This allows users to adjust amounts on Direct Bill policies without adding a manual check. These can also be processed on a month in which no activity has occurred for that Company / State / LOB / Agency combination.
To enter a Commission Adjustment (e.g., an incentive bonus):
Select the Company / Agency combination.
Click Show Activity.
Select Commission Adjustment from the Adjustment combo box.
Enter a Dollar Amount / Description (Note: A positive + or negative - amount can be entered).
Click OK. A positive amount reduces the payment to the agency. A negative amount increases the payment to the agency.
A line is added to the Agency Activity screen.
If you are adding a Commission Adjustment prior to End of Month Processing, it will be included in the balance forward for that month. If it is entered after End of Month Processing, then it will be included in the balance forward for the next month.
To process an adjustment type of "Other:"
Select the Company / Agency combination.
Click Show Activity.
Select Other from the Adjustment combo box.
Enter a Dollar Amount / Description.
Click OK.
The amount is applied (credit or debit). The Agency Activity screen returns showing the amount and the new balance for the agency.