Agencies can never truly be deleted from Diamond; however, they can either be "suspended" or "closed" from doing business.
Suspending an agency means the agency is temporarily stopped from doing business. To "suspend" an agency:
Highlight the agency being suspended in the Grid View at the bottom of the Agency Setup screen; click the pencil icon next to the agency being suspended.
On the Edit Agency screen, enter the date the suspension starts in the Date Suspended field in the General Information section at the bottom of the screen.
Note: The date entered here is the date the suspension starts. Any policies using a suspended agency the day after the date entered here cannot be issued. A policy having the same effective transaction date the same as the agency's suspended date can be issued.
Click Save Agency.
This action changes the agency's status from "Open" to "Suspended" in the Grid View on the Agency Setup screen.
When submitting a "New Business" policy, selecting an agency that has been suspended on the New Business Application Submission screen is allowed; however, after the policy is rated, you cannot issue the policy. Diamond returns a warning screen: "Cannot issue New Business policies on a suspended agency. Agency has been suspended <MM/DD/YYYY.>"
Do the following:
Click OK to return to the Policy Information screen.
Click the Change Agent link; select a new agency from the Agency combo box.
Click Select.
Rate the policy again.
Issue the policy.
You can remove an agency's suspension by doing the following:
Highlight the agency the suspension is being removed from in the Grid View; click the pencil icon.
On the Edit Agency screen, blank out the suspension date in the Date Suspended field.
Click Save Agency.
This action changes the agency's status from "Suspended" to "Open" in the Grid View on the Agency Setup screen.
Note: Once the suspension date is removed, policies can be issued using the agency immediately.
Closing an agency means the agency will no longer actively be writing business. To close an agency:
Highlight the agency being closed in the Grid View; click the pencil icon.
On the Edit Agency screen, enter the date the closing of the agency starts in the Date Closed field in the General Information section at the bottom of the screen.
Note: The date entered here is the date the closure begins; it takes effect immediately.
Click Save Agency.
This action changes the agency's status from "Open" to "Closed" in the Grid View on the Agency Setup screen.
When an agency contains a date in the Closed Date field, the date of closure takes effect immediately as mentioned earlier. When a user chooses a closed agency when submitting a "New Business" policy, Diamond returns a warning validation when the Submit button is chosen: "Selected agency is closed. New Business transaction not allowed."
Do the following:
Click OK to return to the New Business Application Submission screen.
Submit the policy again.
When different policy transactions are done on policies where an agency was closed in between the time the policy was issued and became "Active," the system does the following:
Endorsements: Allows endorsements to be processed. A message is displayed on the Policy Information screen "Agency Closed On MM/DD/YYYY."
Cancel / Rewrite: Will not allow the processing of a cancel / rewrite. When issuing the rewritten policy, the system returns a validation: "Cannot issue New Business Policies on a closed agency. Agency closed on MM/DD/YYYY." You can then change the agency on the Policy Information screen, re-rate and issue the rewritten policy.
Reinstatements: Allows normal processing of reinstatements.
Reinstatement (Non-Renewals): Allows normal processing.
These fields can be used as follows:
Date Suspended: By making an entry here, this stops any new business from being transacted for the agency; format MM/DD/YYYY.
Date Closed: By
making an entry here, this stops any Renewals from processing for
that agency.
Here's an example of what can happen
with these dates. A company wants to stop new business sooner, but
by law they are required to renew policies for a year after an agent
is cancelled or suspended. Assuming the system date is 03/01/2014.
They want to stop new business on 04/01/2014, so they would enter
that date in the Date Suspended field. Because they have to renew
policies for a year, they would then enter 03/01/2015 in the Date
Closed field. Renewals will no longer be processed beginning on 03/01/2015.