Note: Prior to using this functionality, the following system settings in Diamond System Editor need to be set:
Accounting Folder: "Use Policy Level Agency Bill Payments" must be set to "True" (Enable).
Billing / Payments Folder: "Process Automated Agency Bill Payments" must be set to "False" (Disable).
Billing / Payments Folder: "Allow Agency Bill Receipts" must be set to "False" (Disable).
Billing / Adjustments Folder: "Allow Agency Bill Adjustments" must be set to "False" (Disable).
If your company is using Agency Bill policies, you may use this function to post Agency Bill Payments to individual policies on the Agency Bill Activity screen. This can only be done after End of Day Processing and End of Month has completed on the last day of the month.
From the Diamond Home Page, select Agency Activity from the Accounting button. Once the Agency Activity screen displays:
Agency: Choose the agency from those shown in the combo box.
Agency Bill: Select to indicate posting will be done against Agency Bill policies.
Statement Date: Enter the month / year (MM/YYYY),
Show Activity: Select to present the agency activity.
Click Payments: This returns the Agency Bill Payment Detail screen:
Payment Amount Column: Enter the amount to be paid against each policy you wish to apply cash. (Note: If you are NOT applying cash to some of the policies displayed, enter 0.00 in this column.)
Allocated Payment Total: As payments are applied, the amount is shown in this field at the bottom of the screen.
Amount: When finished entering all payments, enter the total amount being applied to all policies.
Payment Source: Select from the combo box how payment is being made.
Check Number: If being applied by check, enter the check number.
Post: Choose to apply the payments. If correct, a validation is displayed: "Cash Posting Complete." Select OK to exit. (Note: If the amount entered here does not equal the Allocated Payment Total at the bottom of the screen, a warning message displays. Check your payments and make sure they are match.)
For each payment posted, a line marked "Agency Check" is written and displayed on the Statement Display screen. To review the Agency Check, you can go back to the Agency Bill Activity screen where the amount posted and balance for an agency is shown.