End of Month Processing Options and Running EOM

Note: End of Day Processing must be run on the last day of the month...prior to running End of Month. The End of Month Program changes the date from the previous month to the new month. Additionally, if it is the last day of the calendar year (e.g., 12/31/2012), End of Month must be completed prior to End-of-Year Processing.

End of Month Processing must be run on the last day of each month. It is important to note that when End of Month starts, the EOP Running Flag is set to "True." This means that no processing of any type (e.g., Policy Processing, Billing, Claims, etc.) will take place until after EOM has successfully completed. Once EOM has completed, the EOP Flag is set to "False." Depending on the volume of business transacted during the current month, the length of time End of Month runs may vary among Diamond customers.

Extra Special Note! There is an exception based on your configuration of End of Month. If the Override the System Lock on the Last Day of the Month option is enabled, then each process is locked when it starts and unlocked when it finishes (similar to what happens during EOD). This should only be used when necessary, because this could allow users to issue policies between the running of EOD / EOM and EOY!

From the End-of-Period Execute tab, select Month as the Period Type. This shows the Name of the configuration in the corresponding field.

End of Month Processing Options

Of the selections listed in the configuration, a default check mark is placed in the Selected column for each process that will run in the configuration on a monthly basis.

Processing Options Include:

The End of Month Process is the program that rolls the system date from the last day of the month to the first day of the next month. Therefore, a check mark should default in the Roll System Date field. This ensures that the system's date automatically changes from one (1) day to the next before users begin accessing the system and begin entering transactions for the next business day.

When the Write Monthly Premium Totals field is selected, this process creates a new row in the EOP Monthly Premiums table for each policy using the system month and

year and the data from EOPPremiums. The process also resets the premium written MTD and premium earned MTD to zero (0) and the premium unearned prior month to premium

unearned.

Placing a check in the Write Monthly Receivable Totals field clears any existing monthly totals in the table, Billing Acct Receivable Monthly, and then creates a new row in the table using the system month and year and the data from Billing Acct Receivable for that policy and renewal version.

This process writes basic policy information to the EOP Policy and EOP Policy Image tables. The fields that are in these tables are those fields that dynamically change when a policy moves from “Future” to “Active” or cancels, etc., OR they are commonly used fields. In order to take advantage of this new function, each implementation needs to add this process to their systems.

When the Write Monthly Claims Total field is checked, the system rolls existing Initiation To Date (ITD), Month To Date (MTD) and Year To Date (YTD) totals forward to continue

the accumulation of ITD and YTD numbers. The MTD totals are always zero (0). The YTD numbers are zeroed if the new month is the 1st month of the year (January).

It is important to run Write Monthly Claims Total at the end of month so that the numbers are rolled forward. If this is not done, and a transaction is processed the following month, a new set of End Of Period records will be created and the ITD and YTD numbers will start at zero (0).

If a company is processing direct bill policies, this field should always contain a check mark. During processing, the system gathers information regarding commissions on written and paid premium for the particular month being run. For commissions on paid premium, the records retrieved are categorized as payments, refunds, miscellaneous charges, etc. The records are also checked to determine if it is a reapply from one version to another, which would not have commission paid.

Additionally, when the check box, "Uses EFT for Commissions," is selected for an agency (Agency Setup / EFT tab), this sets a field in the database (EFT Commissions) to "True." The Create Direct Bill Statements process adds an EFT Record to the EFT Records table representing the agent’s commission.

If agents receive their commission via EFT, they will not be able to receive it through an actual check and vice versa. Users are able to view this payment in the Agency Activity screen in Diamond. Any EFT payments will have (EFT) prefixing them.

Implementation specific. Please contact your Insuresoft business analyst for more information.

Implementation specific. Please contact your Insuresoft business analyst for additional information.

This allows companies to delete Claim Payees that are in a "Pending" status and that are older than a certain number of days. This functions the same as if these Payees were manually deleted from the Payee List only in a batch format.

A system setting, "Delete Pending Payee # of Days," has been added to the Claims / Transaction / Payee folder in Diamond System Editor. This is a user specified / implementation specific setting which is used to define the number of days when "Pending" payees are deleted in batch form during this process. In the Diamond Base System, the default value is "90" (Days).

This process is used with the Explore EARS ® product for ordering MVR Reports and receiving accident / violation information on a monthly basis. If your company is using this third party interface, this End of Month process should default with a check mark to run at the end of each month.

When this process runs at month end, it creates an export file that contains all of the active drivers that currently exist in the system. The system allows the selection of risks to be controlled by means of a database configuration.

The following options can be configured for creating the export file:

Create an Archive Copy: When enabled, the system keeps a copy of the export file that is created in the Blob table.
Export Directory: This contains the location of the directory where the export file is created. (Note: This directory must be accessible by your Business Server.)
Export Record Buffer Size: This option controls the number of records held in memory before being written to the file on disk. It allows the process to be moved up or down in regards to memory usage.
General User or Queue ID: This option identifies the user or workflow queue that receives messages from the export process. If a problem is encountered, the system creates a Diary item containing the details and assigns the item to the entity identified in this option.
Explore Account Number: This is the Explore account number. (Note: This value can vary by company / state / line of business.)
Only Export Rated Risks: This option is used to indicate if only those risks identified as "Rated" are included in the export file. (Note: This value can vary by company / state / line of business.) Additionally...the associated Driver Exclude Type records must have the is_rated flag enabled together with this option.
User or Queue ID: This option identifies the user or workflow queue that receives messages from the export process. If a problem is found, the system creates a Diary item containing the details and assigns the item to the entity defined in this option. (Note: This value can vary by company / state / line of business.)

An historical record is created each time the export file is created.

Special Note: EACH company is responsible for transmitting the file to Explore.

Note: This is controlled by the system setting, "Allow Payments With EOD," in the End of Day folder in Diamond System Editor. When this is set to "True" (Enable) users are able to submit payments when End of Day, End of Month and End of Year are running.

When a check mark is placed in this process, payments that were accepted via the Web Service while End of Month Processing was running are automatically posted.

Because these payments are posted AFTER End of Month Processing finishes, a check mark should be placed in the Process After Sysdate Rolled field. Payments are posted using the current system date (i.e., the next business day's date) as the Transaction Date.

This Accounts Receivable process details Service Charges, Miscellaneous Charges and Premium. The process shows details on the breakouts between each one of these buckets.

This process is similar to the Write Monthly Premium totals but is used to calculate the Monthly Exposures for coverages, locations and vehicles for the current month. It also resets the exposure written days MTD equal to zero, exposure earned days MTD to zero (0) and the exposure unearned days in the prior month equal to the exposure unearned days.

Running End of Month

Once the appropriate options have been defaulted or individually selected, select the Start button.

When End of Month Processing is complete, the system records both the Start Time / End Time as well as an Elapsed Time to complete all processes selected. The following validation is displayed: "The current system date is MM/DD/YYYY" (last day of the month); click OK.

Note: If this is the last day of the year a validation is shown: End of Month completed but End of Year still needs to be run with Roll System Date checked before the EOP Running Flag will be reset and allow users to process business." Click OK. Proceed to the End of Year configuration.

When Diamond is accessed, the date is rolled from the last date of the calendar month to the first day of the new month.