COMPUWORK USER MANUAL
COMPUWORK MANUAL
12/11/96
ACCOUNTING
Standard Operating Procedures..................................1.0.1
Change Password................................................1.0.2
BILLING
Invoicing......................................................1.1.1
Pre-Invoicing..................................................1.2.1
Pre-Invoicing Menu.............................................1.3.1
Dummy Invoicing................................................1.4.1
Installments...................................................1.5.1
Installment Payment Plans......................................1.5.4
Direct Billing.................................................1.6.1
Alternate Billing..............................................1.7.1
Binder Billing.................................................1.8.1
Print Invoices.................................................1.9.1
Invoice Reconciliation.........................................1.10.1
ACCOUNTING INPUT
Checks.........................................................1.11.1
Cash...........................................................1.11.3
Journal Entries................................................1.11.5
Modify Accounting Input........................................1.11.7
Recurring Checks...............................................1.11.11
Recurring Journal Entries......................................1.11.12
Print Checks...................................................1.12.1
Check Reconciliation...........................................1.13.1
ACCOUNTING RECORDS
Add a Client...................................................1.14.1
Modify a Client................................................1.14.3
Delete a Client................................................1.14.4
Find a Client..................................................1.14.4
Client Names to Lookup.........................................1.14.5
Change a Client's Department Number............................1.14.5
Change Department Headings.....................................1.14.5
Client Labels..................................................1.14.5
Add a Company..................................................1.14.6
Modify a Company...............................................1.14.6
Delete a Company...............................................1.14.7
Add an Employee................................................1.14.7
Modify an Employee.............................................1.14.8
Delete an Employee.............................................1.14.8
Add a General Ledger Account...................................1.14.10
Modify a General Ledger Account................................1.14.10
Delete a General Ledger Account................................1.14.11
Add or Modify a Producer.......................................1.14.11
Add or Modify a CSR............................................1.14.11
Add or Modify a Broker.........................................1.14.12
ACCOUNTING REPORTS
Monthly Registers..............................................1.15.1
Daily Registers................................................1.15.2
Monthly Summaries..............................................1.16.1
Current Checking Balance.......................................1.16.2
General Ledger.................................................1.17.1
NP
Income & Expense/Balance Sheet.................................1.17.1
General Ledger Menu............................................1.17.2
Detailed General Ledger........................................1.18.1
Accounts Payable History.......................................1.18.3
DEPARTMENTAL REPORTS
Departmental Summaries.........................................1.19.1
Departmental General Ledger....................................1.19.2
Departmental Income & Expense/Balance Sheet....................1.19.3
SECONDARY ACCOUNTING REPORTS AND OTHER FEATURES
Accounts Payable...............................................1.20.1
Broker Statements..............................................1.20.1
Accounts Receivable Reports....................................1.21.1
Aged by Producer EOM...........................................1.21.1
Aged by CSR EOM................................................1.21.2
Aged by Agency EOM.............................................1.21.3
Current During Month...........................................1.21.3
Policy Aging...................................................1.21.4
Producer Commission Payable....................................1.22.1
Archive Accounting Data........................................1.23.1
General Ledger Transaction Register............................1.24.1
General Ledger Sub Accounts....................................1.25.1
Monthly Statistics.............................................1.26.1
Yearly Statistics..............................................1.27.1
Wage and Tax...................................................1.28.1
Payroll Service Information....................................1.29.1
Agency Defined Reports.........................................1.30.1
Statements.....................................................1.31.1
Client Activity................................................1.32.1
Test Datalist..................................................1.33.1
ACCOUNTING UTILITIES
Specail Utilities..............................................1.34.1
Utilities......................................................1.35.1
Delete Mismatch Test...........................................1.35.1
Budget Figures.................................................1.35.2
Shorten Client Activity........................................1.35.3
Zero Premium/Commmission.......................................1.35.4
Zero Yearly Invoice............................................1.35.5
List Class and Transaction Codes...............................1.35.5
Zero Employee Wage Data........................................1.35.5
END OF MONTH PROCEDURES
End of Month...................................................1.36.1
Run a Sequence of Reports......................................1.37.1
END OF YEAR PROCEDURES
End of Year....................................................1.38.1
OPEN ITEM ACCOUNTING
Open Item Accounting...........................................1.39.1
COMBINE SYSTEMS
Combine Systems................................................1.40.1
SHORTCUTS/HELP SCREENS.........................................1.41.1
1.0.
COMPUWORK MANUAL
12/11/96
STANDARD OPERATING PROCEDURES
This section was created to hold instructions on prompts that are
received repeatedly throughout this manual section.
All recurring prompts will be assigned SOP (Standard Operating
Procedure) numbers for quick reference. For example, if you see a
prompt with the instructions "SOP 1", turn to this section and locate
the same prompt with its detailed instructions beside its assigned
numeral. The information in parentheses tells you what to enter if
you want that option. For example (n) means you must enter an "n" to
answer no, a carriage return will be a yes response. The prompts are
set so that a return will produce the most expected response to a
question.
SOP #
1....OK (n,p,e)? Verify your entry. If everything appears
correct, hit return. If you input an "N" you will be allowed to
make more corrections, a "P" will allow you to receive a
printed copy of your input. You must hit return through this
prompt when everything is correct to save the record as
modified. Entering an "E" and return will escape to the
previous menu or prompt without saving the record appearing
on the screen.
2....XX Rec # or ? Enter the record number you need
to access. If you do not know the record number, enter some
identifying information that can be found within the record.
The system will use this information to search for the record
you are trying to locate.
OK (n)? The system will bring up a partial record for
you to view. If this is the record you want, just hit return.
If this is not the record you are trying to find, enter an "N"
and the system will continue to search.
3....# copies? Enter the number of printed copies needed.
4....Printer (1-X)? Enter the number of the printer that you
want to send your print to.
Font #? If using a laser printer enter the font number.
May also be used to control the number of copies. At the
Font #? 15;COPY2 tells the laser to use font #15
(compressed) and print 2 copies of the report.
5....OK(N)? Return accepts information, "N" returns to
previous menu.
6....Client # or name? Enter the client # or some identifying
information, such as the clients last name, then press return.
1.1.
COMPUWORK MANUAL
12/11/96
INVOICING
The following is a breakdown of the different types of invoicing
available:
DAILY INVOICE - Any Agency or Direct bill item invoiced in the
current month.
a) Prints an invoice the day it is entered.
b) Appears on the client screen as an "INVOICE"
c) Appears on the EOM statement.
d) Posts to the Account Current.
e) Calculated in Aged Receivables totals
PRE-BILL - Used to bill a client in advance.
When entering an Invoice change the "Entry Month" to the effective
month of the policy. (i.e. This would be the month you want it to
become an "INVOICE" and post to the Account Current.)
a) Prints an invoice the day it is entered.
b) Appears on the client screen as a "Pre-bill".
c) Appears on EOM statement.
d) Subtracted from the Aged Accounts at EOM.
e) Does NOT post to the Account Current.
f) Becomes an INVOICE when the current month
matches the entry month entered on the pre-bill.
PRE-INVOICE - Used to bill a client in advance.
When entering a Pre-invoice change the "Entry Month" to the effective
month of the policy. (i.e. This would be the month you want it to
become an "INVOICE" and post to the Account Current.)
a) Prints an invoice the day it is entered.
b) Does NOT appear on the client screen.
c) Does NOT appear on EOM statement.
d) Does NOT post to the Account Current.
e) Can be deleted from the system.
f) Becomes an "INVOICE" when the current month
matches the entry month on the pre-invoice.
g) Is NOT calculated in Aged receivables totals.
INSTALLMENTS - Used to generate invoices automatically on a
monthly, quarterly, semi-annual, or annual basis. You may also use
installments for courtesy financed policies. You should always bill
the first installment or down payment through regular invoicing so
that the correct class of business and transaction codes will update
your expiration list and statistical information will be accurate. The
system will automatically generate an installment record to produce an
invoice when needed.
NP
Pre-bill Installments - Answer "Y" to the Pre-bill installments
question. Enter the "Start Date" as the actual effective date
of the invoice.
a) Generates a printed invoice 30 days prior to the
effective date of the invoice.
b) Appears on the client screen as a Pre-bill 30 days
prior to the effective date of the invoice.
c) Becomes an "INVOICE" when the effective date of the
invoice becomes current month.
Pre-Invoice Installments - Answer "Y" to the Pre-Invoice
installments question. Change the "Entry Month" to the effective
month of the policy. Also, enter the "Start Date" as the actual
effective date of the invoice.
a) Generates a printed invoice 30 days prior to the
effective date of the invoice.
b) Becomes an "INVOICE" when the effective month of the
invoice becomes the same as current month.
SPLIT PREMIUMS - Used to invoice premiums without a fixed
percentage for commissions, such as a workers comp policy. To enter
split premiums, leave the AMOUNT, AGENCY COMMISSION, and PRODUCER
COMMISSION fields blank on the invoice screen. You will receive
another screen:
AMT?
AGEN?
PROD?
Enter the amount and press return, the agency commission and return,
and the producer commission and return. You may enter as many
different amounts and commissions as necessary. When your input is
complete, press return at the amount field. The invoice screen will
be displayed with the amount, agency and producer commission correctly
updated. If you have entered an amount or commission incorrectly,
enter an asterisk (*) in the amount and commission fields. You will
get the second screen, allowing you to re-enter the breakdown.
DUMMY INVOICING - Dummy billing can ONLY be done from the
Pre-Invoicing Menu located in Accounting. Enter the dummy bill as
you would a regular invoice except change the "Entry Month" to a
"0" (zero).
a) Dummy invoices are automatically deleted
from the system at EOM.
ADJUSTMENTS - Never adjust an invoice or pre-bill entered
incorrectly by a journal entry. Always adjust by backing out the
invoice exactly as it was entered. If a pre-invoice was entered
incorrectly, you can go into the pre-invoice program and delete the
entry. You may adjust commissions, agency or producer, by entering a
zero amount invoice with the commission(s) in $ (dollar) amount(s).
NP
BROKER INVOICING - Use the broker number i.e. (900001) as the
client number. Enter the agency and producer commission as you would
on a regular invoice, except use percentage (%) instead of dollar
amounts. Enter the insured's name on the first line of description,
this will let the Broker know who you are billing. ON THE SECOND
LINE ENTER THE PERCENTAGE OF GROSS PREMIUM THE BROKER IS TO RECEIVE IN
COMMISSION. THIS FIELD IS VERY IMPORTANT!!! The third and fourth
lines of description may be used as desired. It may be a good idea to
enter NET TOTAL DUE = $XXX.XX on one of the lines since the invoice
reflects the gross premium.
From the Main Menu
1 Accounting
Enter your password
1 Invoicing
Status.............Print status of an invoice. For an invoice not
to print enter a (7). For single invoice enter
enter a (2).
Customer #.........Valid 6 digit number. Must be a valid
client or the invoice will not be accepted.
Producer ..........Automatically pulls the number from the client
file. You may change if necessary. NOTE: Whenever
the PRODUCER OR ADMINISTRATOR codes are changed
from what is stored is the client file and
corrections are made to the invoice by answering
"N" at the OK prompt, the system will default back
to the original prod. and admin. codes as soon as
as you press return at the customer number.
Therefore you would need to change these back to
what you had previously entered.
Charge/Credit 0/1..A 0 is inserted by the system. Assumes
most invoices will be charges. Change to a 1
if this is a credit invoice.
Amount.............The amount of the invoice or "0" to adjust
commissions. See "ADJUSTMENTS" above.
"0" also will allow you to use Installment Payment
Plans. Refer to page 1.5.4 for information.
DO NOT USE COMMAS (,)
DO NOT USE MINUS SIGNS (-)
DO NOT USE DOLLAR SIGNS ($)
For even amounts do not enter zeros (00).
For split premiums leave this field blank.
Company............Enter up to 3 Digit Agency Bill or Direct
Bill Company Number.
Agency Comm........Amount or percentage of commission the company
allows the agency. Enter commission as a
percentage unless you wish to enter a dollar
amount, in which case commission should be
entered as $15 for 15 dollars. If the company
should receive 15%, enter 15.
Producer Comm......Percentage of the agency commission paid to the
producer. I.e., if the producer is paid half enter
50, for one third enter 33.3.
NOTE: It is acceptable to use a ($) dollar amount in either the
company or producer commission field and use (%) percentage in the
other.
Administrator.......(or CSR) Automatically pulls the number from
the client file. If you need to change the CSR
number you can.(See special note under producer.)
Entry Month........System automatically inserts the month you are
booted under. If this item is a pre-bill,
change to the effective month of the policy.NEVER
CHANGE TO A MONTH LESS THAN THE CURRENT MONTH!!
Class Code.........1 or 2 digit code representing the type of
business this policy is for. Never use class
code #97; this is reserved for Compuwork to
calculate service charges.
Transaction Code...1 digit code: NEW=1/RENEWAL=2/INSTALLMENT=8.
NOTE: Codes 1 for new, 2 for renewal, and 4 for
rewrite are the only codes that will hit the
expiration file. Transaction code 3 for cancella-
tion will search the expiration file for that
particular policy # and if found will delete this
item from the expiration file.
Policy Number......Up to 15 alpha/numeric characters. This
field should always be entered.
Date Entered.......Julian date automatically inserted by the
system. NOTE: DO NOT CHANGE.
Effective Date.....Policy effective date. (ie MM/DD/YY)
Expiration Date....Policy expiration date.(ie MM/DD/YY)
Description 1 of 4.30 Char. or "!" to pull company name.
Description 2 of 4." " " "!" to pull class & trans. descrip.
Description 3 of 4." " " "!" to pull client's name
Description 4 of 4." " " "!" to pull attention line
Prod. #2...........If a second producer is splitting the comm-
ission on this invoice, enter the 3 digit
producer code.
Prod. #2 Comm Rate.Enter the second producer's commission rate
either as % or $ amount.
Dept #.............Enter the department #.
OK(n)? Verify the invoice. If your input is correct, press
return. If corrections need to be made, enter an N and return,
make your corrections, then press return at the next OK message.
ERROR/WARNING MESSAGES TO LOOK FOR:
ENTRY ERROR - means you have possibly entered an invalid number in
the company or producer fields. Check the policy number and effective
date and make sure these fields are not blank. Check the class code
field and make sure you did not enter 97.
ENTRY MONTH DOES NOT AGREE - tells you the entry month and effective
date of the invoice do not agree. If this is OK, press return, if
this is not correct input an "N" and make necessary corrections.
NP
PREBILL - is a warning that you have changed the entry month. Sight
verify the invoice and press return to accept the invoice.
LARGE COMMISSION XXXX.XX - means the agency commission is greater
than 25%. Check the agency commission; you might need to re-enter
using a $ sign before the amount of commission.
PRINT NOW (y=now,a=another)? Answer "Y" for invoice printed
immediately. Return will store invoices for later printing. Entering
an "A" will allow you to enter another (or several) invoices and have
them print on demand as one multi-line invoice.
You will now receive the following MENU:
INSTALLMENTS
1 No
2 Modify Current
3 Add Standard
4 Add Pre-bill
5 Add Pre-invoice
1 Choose 1 if no installments are to be added or modified.
2 Allows you to modify an existing installment. If a 2 is entered
the program will search for an installment. When it finds a match the
information will be displayed on the screen. The message Is this the
correct installment to update (n)? will appear. Return will allow
you to modify the installment. N will search for another
installment record.
3 Allows you to enter a standard (not pre-bill or pre-invoiced)
installment.
4 Allows you to pre-bill the installment.
(Pre-bills update the client screen and generate an invoice 30 days
prior to the next invoice date.)
5 Allows you to pre-invoice the installment.
(Pre-invoices DO NOT update the client screen but they generate
an invoice 30 days prior to the next invoice date.)
After choosing to add any type of installment you will receive the
following prompts:
Amount XX.XX? Displays amount of the invoice. If installments
are different, enter the correct amount.
Transaction code? Enter transaction code if different than one
used in original invoice.
Description 1 of 4? For installment enter a description.
Description 2 of 4? Second line of description, if needed.
(There will be four description lines.)
Next Invoice Date? Enter the date you wish the first installment
to be generated.
# of Payments? Enter the total number of installments to be
generated.
Type? Enter the appropriate 1 digit code:
1 = bill every month
2 = bill every other month
3 = bill quarterly
6 = bill semi-annually
12 = annual billing
OK (n)? Verify your input. If everything is correct, press
return. If not, enter an N and return, and make corrections.
If the PRINT NOW question was answered with a "Y" the following
questions will appear:
Printer (1-X)? SOP 4.
# copies? Enter number of copies (Laser only.)
Font #? Enter laser font number (Laser only.)
Line 1? Enter first line of message (or use stored message number
explained on page 1.9.3 of your Compuwork Accounting Manual).
Line 2? Enter optional second message line.
Line 3? Enter optional third message line.
Want fourth line? If you want the Attention line from the client
file to print on the invoice, input a "Y".
Want commissions printed (y,r)? If you want company and producer
commissions printed on the invoice, input a "Y" and press return.
"R" exits to the invoice screen, return will not print commissions.
To leave invoicing, input ALL in the client number field on a
fresh screen.
SHORTCUT:
If you need to invoice the same client for a different policy, put an
A in the client number field. The system will then pull the last
invoice information forward, and you may change the necessary fields.
When you have entered all your information, enter a backward slash at
the beginning of the next field, and you will receive the OK message.
BROKER INVOICING
Use the broker number (900001) as the client number.
Enter the agency and producer commission as you would on a regular
invoice, but use percentages (%) instead of dollar amounts.
You can direct bill brokers and pre-bill brokers. DO NOT PRE-BILL
DIRECT BILL BROKERS.
Enter the insured's name on the first line of description. This will
let the broker know who you are billing.
ON THE SECOND LINE OF THE DESCRIPTION ENTER THE PERCENTAGE OF GROSS
PREMIUM THE BROKER IS TO RECEIVE IN COMMISSION. YOU CANNOT USE DOLLAR
SIGNS. THIS FIELD IS VERY IMPORTANT!
The third and fourth line of the description may be used as desired.
1.6.
COMPUWORK MANUAL
12/11/96
VARIOUS WAYS TO HANDLE DIRECT BILL
1. The easiest way is to set up a separate general ledger number for
direct bill income and deposit commission checks received directly
into this GL number. If you choose to go this route, it is
advisable to deposit life and group directly into GL #402 and #403,
and save the new GL number for personal lines and commercial lines
direct bill income.
2A.A harder way is, as direct bill policies are received from the
companies, have the CSRs go under client services, then add a
policy under the insured's client number, and say Yes to invoice.
Invoice the policy as they would an agency bill, but use the three
digit direct bill company number. Deposit the income checks
against GL #200 and the direct bill company number.
The advantages of going this route are, you can market not only to
agency bill clients, but also, direct bill clients, i.e. those who
have homeowners coverage with your agency, but not automobile.
Also, these items would hit your expiration, so that at renewal
time it would be a double check against the companies that all
policies have been renewed. Statistical reports would be updated
including direct bill in your total premium volume.
The disadvantage is, there is always going to be a difference in
your direct bill account current and the companies, because of cut
off times varying, possible CSR input errors in commission, etc.
therefore, direct bill account currents would need to be
reconciled, which is time consuming.
SPECIAL NOTE:
B. To eliminate the reconciliation problem of method #2 you can do
everything as above, but enter a zero for agency commission. If
producer commission is involved, enter the producer commission
in a dollar amount, using a dollar sign. By doing this make sure
without a doubt all direct bill policies are invoiced as they
come in, not just the ones with producer commission. Using this
variation, you would deposit your commission check directly into
a direct bill income G.L. number.
3A.When direct bill checks are received, take the company statement
and enter the total premium against a direct bill client number
such as 200000. Enter the agency commission in dollars, using a
dollar sign. You may want to set up a class code for direct bill
business. Deposit all checks against GL 200 and the direct bill
company number. Look at the accounts payable each month on direct
bill companies and make sure they have a zero balance. The total
premium volume is updated on the statistical reports.
NP
B. Rather than lumping the total commission and premium against one
direct bill client number and one producer number, manually go
thru the direct bill statement and split the total premium, agency
commission, and producer commission by each producer, then enter
a separate direct bill invoice for each producer needed. Deposit
the commission check against GL 200 and the direct bill company
number.
C. OPTIONAL: If you want to split the total premium by producer and
class of business, run totals on each class of business by producer
and enter invoices using the appropriate producer code and class
code. Again the check is still deposited against GL 200 and the
direct bill company number.
4. Since class codes 80-89 automatically send commissions to GL
403, you could modify GL #403 to read Direct Bill Commission. Then
set up and reserve class codes 80 thru 89 to read Direct Bill
class of business. By doing this you would also need to combine
the Group and Life class codes in the 70-79 series and modify
GL #402 to read Group, Life & Health Commission Income. Direct Bill
commission will show in GL #403 instead of being lumped into GL
#401 with Fire and Casualty Commission Income.
You can combine method four with some of the other methods listed
above depending on how you would like to use information in
marketing or statistical reports.
5. If all you really want is for your direct bill business to hit
the expiration file as a back up to your companies, these can be
added under Management then 3 for policy expirations, or as you
enter the policy information under client services answer Y to
expirations.
6. Class codes 1 thru 99 may be broken down to update general ledger
numbers 400 thru 499 individually. For example if you wanted
all automobile policies to update general ledger number 433, you
would modify agency information for the automobile class code to
read 33AUTO. If you are interested in this option please contact
Customer Service.
1.7.
COMPUWORK MANUAL
12/11/96
ALTERNATE BILLING ADDRESS
Setting up a client for alternate bill will enable an invoice to be
addressed to a location other than the address stored in the client
file, such as to a mortgage company. For endorsement purposes an
alternate address can be eliminated when necessary. You are NOT
limited to one alternate address per client. The address used
will be determined by the policy number entered on the invoice.
STEP 1: SETTING UP A CLIENT FOR ALTERNATE BILL
This is a ONE time step, unless the alternate bill routine needs
to be deleted, or there is a change of status.
1. Access Client Services with a C and return at the Main Menu.
2. Client # or Name? Enter the client's number, or some
identifying information, such as the client's last name,
then press return.
3. Select 5 for General Information.
4. Press return to the Alt Bill field, and enter one of the
following alternate bill codes.
0 = (zero or blank) Use the client's address for all invoices.
1 = (one) Based on the policy number of the invoice, a 1 will
use the mortgagee address stored in the detail record of
the homeowner policy information under client services.
If no address appears in the mortgagee fields, or a policy
number from the invoice is not found in the homeowner detail
record, the system will then search the alternate bill file
looking for a policy number match.
2 = (two) Based on the policy number of the invoice, a 2 will
use the address stored in the alternate bill file. Using a 2
will NOT search for an address in the homeowner file at all.
Note: For more detail on General Information, refer to the Client
Service Manual.
STEP 2: SETTING UP AN ALTERNATE ADDRESS
This is a ONE time step, unless another alternate address needs to be
added, or a stored address needs to be modified, or deleted.
NP
WHEN SETTING UP ALTERNATE ADDRESSES, KEEP IN MIND THE SYSTEM IS
GOING TO DETERMINE THE ADDRESS TO USE BASED ON THE POLICY NUMBER SET
IN THE HOMEOWNER DETAIL RECORD, OR ALTERNATE BILL FILE, TO THE POLICY
NUMBER USED DURING INVOICING. THEREFORE, IF YOU HAVE A CLIENT THAT
HAS THE SAME POLICY NUMBER ASSIGNED TO MORE THAN ONE LINE OF COVERAGE,
THEN THE ALTERNATE BILL POLICY NUMBER HAS TO BE UNIQUE. FOR POLICIES
THAT HAVE ALREADY BEEN ENTERED IN THE SYSTEM THAT NEED A UNIQUE POLICY
NUMBER ASSIGNED, USE SELECTION 18, CHANGE POLICY NUMBER, UNDER THE
CLIENT'S SERVICE SCREEN.
For example: If the auto and homeowner policies are both assigned
HR6361010 as a policy number, make the alternate bill policy
number unique by changing the policy number to HR6361010-01, or
HR6361010 (HO). Then be sure to use this unique policy number
during invoicing.
FOR CLIENT RECORDS THAT ARE SET TO A CODE 0 IN THE ALT BILL FIELD:
An alternate address is not needed, the system will automatically
use the address stored in the client file.
FOR CLIENT RECORDS THAT ARE SET TO A CODE 1 IN THE ALT BILL FIELD:
When adding, or modifying, a homeowner policy under client services
enter the mortgagee's billing address as follows.
Mortgagee = Enter the mortgagee's name, or enter the insured's
name and loan number.
2 of 4 = Depending on what was entered in the first line,
enter the mortgagee's mailing address, or enter the
mortgagee's name.
3 of 4 = Mortgagee's address continued.
4 of 4 = Mortgagee's address continued, if needed.
Note: For more information on Adding or Modifying Policy
Information, refer to the Client Service Manual.
FOR CLIENT RECORDS THAT ARE SET TO A CODE 2 IN THE ALT BILL FIELD:
With the appropriate client appearing on screen;
Select 31 for Alternate Address.
Which Policy #? Select the appropriate policy that is to
be billed using the alternate address.
At the Alternate Address Menu, select 2 for Add.
NP
The following screen will appear:
Alternate Addressee page 1 of 1 Rec: x
Client #? xxxxxx Policy #? xxxxxxxxxxxxxxx
Name? xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Name? xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Address? xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Address? xxxxxxxxxxxxxxxx Salutation? xxxxxxxxxxxxx
Information will automatically be brought forward from the client
file. Press return through the fields that remain the same, and
type on top of information to be changed. The client and policy
numbers are most important since the system will be comparing
these fields to the policy number used during invoicing to
determine if an alternate address is to be used. Notice the
client's name and address is automatically being brought forward.
You would want to type on top of these lines to enter the
alternate bill address.
OK (n,p,e)? SOP 1 (Note: Entering an E and return will
escape to the previous menu, or prompt, without saving the record
appearing on screen.)
Upon returning to the Alternate Addressee Menu, select 1
and press return to go back to the client's screen, or select
5 and then 1 to return to the Main Menu.
After selecting 2 for Add, if an alternate address has already
been added for the client and policy number that was chosen,
the following message will appear:
Client # xxxxxx Policy # xxxxxxxxxxx found <>,p,e?
You may want to go under 3 for Modify, then enter the
client, or policy number, and retrieve the record in order
to view/modify the alternate record that is already stored.
STEP 3: INVOICE TO AN ALTERNATE BILL ADDRESS
When invoicing a client to use the alternate bill address, there
are only a few fields to be aware of, listed as follows:
Status - Automatically comes up as a status 1 which means
an unprinted invoice.
If your agency is currently running single line invoices; meaning
for a client that is billed for 3 lines of coverage, 3 separate
invoices are generated, then leave the status code as 1.
If your agency is running multi-line invoices; meaning one invoice
would reflect all 3 entries, then the status code needs to be
changed to a 2 for single invoice. With your cursor at the client
number field enter the ^ and press return to back up a field
and change the status to a 2. Note: All invoices entered against
that client number for a given day would need to reflect a 2 in
the status code field.
Policy Number - For alternate bill, make sure the policy
number is entered exactly as it is stored in the homeowner
detail record, or the alternate bill file.
Description Lines 1 - 4 - To over-ride the alternate bill
address and use the address stored in the client file, enter a
^ (shift 6) on any of the four description lines. The caret
can be entered directly before the description itself. The
caret will not appear when the invoice is printed.
The alternate address will be used during the printing of invoices.
When reviewing your invoices before mailing, you will notice an (A)
in parenthesis to the right of the addressee when an alternate address
has been used.
by.
From Value (For more information refer to page 2.7.3 in )
To Value (the management section of the Compuwork Manual.)
Note: To receive a register for all press return at the Profile
# question.
XX From rec#? Enter the PRE-BILL record number you
wish the report to begin with and press return.
To record? Enter the record number to end print with.
Want Client info (Y)? Enter Y and press return.
Profile #? Enter the number of the field you want to profile
by.
From Value (For more information refer to page 2.7.3 in )
To Value (the management section of the Compuwork Manual.)
XX From rec#? Enter the Installment record number you
wish the report to begin with and press return.
To record? Enter the record number to end print.
Want Client info (Y)? Enter Y and press return.
Profile #? Enter the number of the field you want to profile
by.
From Value (For more information refer to page 2.7.3 in )
To Value (the management section of the Compuwork Manual.)
XX From rec#? Enter the Binder Bill record number you wish
the report to begin with and press return.
To record? Enter the record number to end print.
Want Client info (Y)? Enter Y and press return.
Profile #? Enter the number of the field you want to profile
by.
From Value (For more information refer to page 2.7.3 in )
To Value (the management section of the Compuwork Manual.)
Note: To receive a register for all press return at the Profile
# question.
12 Change from This selection will allow the Invoice
Register to print without a page break between registers. First select
this option, and then print #6 All Invoices Register.
13 Pre-Invoice Prints pre-invoice register only.
Printer (1-X)? SOP 4.
14 Standard Invoice Register Prints standard invoice register only
Printer (1-X)? SOP 4.
15 Pre-bill Invoice Register. Prints pre-bill register only.
Printer (1-X)? SOP 4.
16 Installment Register Prints installments only.
Printer (1-X)? SOP 4.
17 Binder Bill Register Prints Binder Bill Register only.
Printer (1-X)? SOP 4.
18 Archive Date: Allows you to print from archived accounting data
Year/Month eg 9010? Enter the year then the month that you want
to print a register from (e.g. May 1993 = 9305).
After choosing this section, entering year and
month needed, choose the selection number of the
register needed.
19 Accounts Current Register Prior Month Allows you to print an
Account Current Register for a prior month.
Year/Month eg 9609? Enter the year then the month that you want
to print a register from (e.g. May 1993 = 9305).
Sort type <>=Class, pol#, 1=Pol #, 2=Client? Return to sort by
class code then policy number. Choose 1 to sort
by policy number only. 2 will sort by client
number only.
Printer (1-X)? SOP 4
Start with Company ID<>? Enter company number to start with or
return to get ALL companies.
End with Company ID<>? Enter company number to end with or
return to get ALL companies.
***********SELECTIONS 18 AND 19 ARE UNIX FUNCTIONS ONLY***********
^4,5,1
1.16.
COMPUWORK MANUAL
12/11/96
MONTHLY SUMMARIES
Monthly summaries may be run any time during the month. Summaries
are very important because they update your general ledger report
with current month activity.
From the Main Menu:
1. Accounting
Enter your password and press return.
2. Accounting Reports
3. Monthly Summaries
YOUR CHOICES ARE AS FOLLOWS
1 MENU
2 Check............Summary
3 Cash Received....Summary
4 Journal Entry....Summary
5 Account Current..Summary
6 Service Charge...Summary (optional)
7 Current Check Balance
8 Accounting Reports Menu
2 Check Summary
Printer (1-X)? Refer to SOP #4.
3 Cash Received Summary
Printer (1-X)? Refer to SOP #4.
4 Journal Entry Summary
Printer (1-X)? Refer to SOP #4.
5 Account Current Summary
Printer (1-X)? Refer to SOP #4.
6 Service Charge Summary
Printer (1-X)? Refer to SOP #4.
7 Current Checking Balance - Please see following page, 1.16.2 for
instructions.
8 Accounting Reports Menu - Takes you directly to the Accounting
Reports Menu where the General Ledger, Income and Expense, etc.
are located and can be printed.
NP
CURRENT CHECKING ACCOUNT BALANCE
The current checking account balance gives you last month's balance,
current checks, cash received, and journal entries month to date
for each bank account. The report can be printed on the screen or sent
to a printer.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
3. Monthly Summaries
7. Current Check Balance
Printer (1-X)? Refer to SOP #4.
1.9.
COMPUWORK MANUAL
12/11/96
PRINT INVOICES
NOTE: No one should be inputting new invoices while you are running
this program!
From the MAIN MENU
1. Accounting
Enter your password
8. Print Invoices
2. Print Invoices
NOTE: Before printing invoices for the first time, please see page
1.9.4 to set up number of copies, font (print type), and other invoice
print options.
Repeat (y)? Return to print today's invoices.
Printer (1-X)? Enter your printer number.
1 MENU Returns you to the main menu.
2 Single Personal Lines - NO? If you want one item to appear on
an invoice for all clients billed with a 100000 through 199999
customer number, choose this option (toggles to YES). To print
more than one item per invoice do not choose this option.
3 Single Commercial Lines - NO? Same as above but applies to
client numbers greater than 199999.
4 Page after policies - NO? If toggled to YES, prints all
invoices with the same policy number on one invoice form per
client.
5 Page after expiration - NO? If toggled to YES, prints all
policies with the same expiration date on one invoice form per
client.
6 Page after both - NO? If toggled to YES, prints all policies
with the same policy number and expiration date on one form per
client.
7 Want fourth line - NO? Toggle to YES if you want the attention
line from client file to print on invoice.
8 Want commissions printed - YES? Toggle to NO if you DO NOT want
company and producer commissions printed.
9 Add message? Choose this option to have a one to three line
message appear on all invoices being batch printed.
Line 1? You may type in 3 additional lines of description.
Line 2? This information will print on ALL invoices.
Line 3? " " " "
NP
The first invoice will print. Return at the OK (n,e)?
prompt if invoices are aligned on the paper. If not, align your
paper and enter an N. This will reprint the first invoice.
Repeat until the invoices are aligned then press return at the
OK? prompt. To exit, enter E and the print status of the
invoices will remain unchanged.
NOTE: If you wish to stop printing of invoices at any time, you
may "Control C". At the end of the current form, you will receive
the message OK r=End Print? Type in an R to return to the
Print Invoice Menu.
REPRINT INVOICES
There are three different methods to reprint invoices in case of a
printer jam, print going off line, etc..
During Invoice printing the terminal uses a temporary file to sort
and store the invoices by client #, policy #, and expiration date.
In case of a problem Control C to abort the print routine. DO
NOT RUN ANYTHING ELSE ON THE TERMINAL. This will save the temporary
file and allow you to restart without having to use record numbers.
From the Main Menu
1. Accounting
8. Print Invoices
1. Menu 12. Print Invoice #:NO
2. PRINT Invoices 13. Copies of Invoice:
3. Restart Invoices 14. Invoice font #:
4. PRINT checks 15 Long Invoice:NO
5. Restart Invoices @ client # 16. Search all stored:NO
6. Add messages 17. Pre-Prted Laser Check:NO
7. List messages 28. Print Commissions:YES
8. Limit invoice:NO 32. Print blank invoice
9. Print barcode:NO 33. Print blank statement
10. Print Direct Bill:NO 34. Print blank check
11. Pre-Printed Laser:NO
3. Restart Invoices
Choose to reprint ALL invoices.
See page 1.9.1 of the Compuwork Manual for additional prompts.
5. Restart Invoices @ client #
Use this option when you do not need to reprint all invoices.
Start client #? Input the CLIENT NUMBER to start
printing of invoices.
Refer to page 1.9.1 in your Compuwork Manual for additional
questions.
If print was not successful and the terminal temporary files has
been re-used or you have to use another terminal, follow the
procedures below to reprint invoices. NOTE: You will need an
invoice register for the record numbers. Refer to the Accounting
Reports/Monthly Registers section of this manual for information on
how to print an invoice register.
2. Print Invoices (to reprint)
Repeat? Type in Y and press return.
Certain Client #? To get an invoice with every item billed
for a cetain client enter the client
number and return. Otherwise press return.
XX Invoice File Start? Enter the record number of the first
invoice you wish to be reprinted. If you
do not want any invoices reprinted, enter
the highest number shown to the left of the
start question. If you press return
ALL invoices will reprint for the
current month.
End? Enter the record number of the last
invoice you wish to be reprinted. If you
do not need any invoices reprinted, enter
the highest number shown to the left of
the start question.
XX Pre-billed inv. Start? Enter the record number of the first
Pre-billed invoice your wish to be re-
printed.
End? Enter the record number of the last
pre-bill you wish to be reprinted.
XX Pre-Invoice Start? Enter the record number of the first
pre-invoice you wish to be reprinted.
End? Enter the record number of the last
pre-invoice you wish to be reprinted.
Refer to page 1.9.1 for additional print questions
6. Add Messages 20 Messages are available for storage. To activate
the stored message, during 2 Print Invoice when the program prompts
Line 1? Input MESS and the number. (e.g. For message #1, type MESS1).
Message #? Input message number to add.
Line 1? Input message information. 3 message lines are
Line 2? available.
Line 3?
NP
7. List messages This selection will list all messages stored
using selection #6 outlined above.
Printer (1-X)? SOP 4.
PRINT SET UP OPTIONS:
8. Limit invoice:NO By selecting #8, NO will change to YES. Now
during "2 Print Invoice", you will receive the program prompts FROM
CSR and TO CSR.
9. Print barcode:NO To print barcode on laser invoices select 9.
10. Print Direct Bill:NO To print out direct bill invoices along
with your agency billed invoices, choose this selection to toggle to
YES.
11. Pre-Printed Laser:NO If you want to print invoices on
pre-printed laser paper (an invoice form you load into one of your
laser's cassette trays) toggle to YES.
12. Print invoice #:NO To print an invoice number on each invoice,
choose this selection to toggle to YES. (This selection is helpful
when utilizing the open item accounting option.)
13. Copies of invoice: Enter the number of copies of each invoice
needed.
14. Invoice font #? If printing your invoices on the laser
printer, choose this selection enter desired font.
15. Long Invoice: NO To utilize the whole 8x10 piece of paper
when printing invoices on the laser, toggle to YES.
16. Search all Stored: YES To have the system search from last
invoice record printed (instead of from the first invoice on file) for
a not printed status, toggle to NO.
17. Pre-printed laser check: NO To not have the printer generate
your check form but instead allow you to put a pre-printed form in
one of the laser's cassette trays and print the check information on
that form, toggle to YES.
28. Print Commissions: YES If you DO NOT want commissions printed
on invoices, toggle to NO.
32. Print blank invoice
33. Print blank statement
34. Print blank check
NOTE: SELECTIONS 8 - 34 WILL REMAIN STORED UNTIL THEY ARE MANUALLY
MODIFIED.
1.18.
COMPUWORK MANUAL
12/11/96
DETAIL GENERAL LEDGER CURRENT MONTH
The detail general ledger report may be run any time you wish. To
update the detail general ledger you must run ALL SUMMARY REPORTS
first. Summaries may be run on the screen if a printed copy is not
needed. The detail general ledger report will contain the activity
from checks, cash received, journal entries and invoices for each
general ledger number for the current month.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
5. Detail General Ledger
Want YTD Menu (<>=current,y=yes,p=partial current,e=exit)?
Press return to receive a "current" report for all General Ledger
numbers. Enter a "P" to receive partial information.See page 1.18.2
of the Accounting Manual, option #6, for information on "partial".
Numbers will flash on the screen. "E" will exit out to Main Menu.
Entering a "Y" will give you the "Detailed General Ledger YTD MENU"
outlined below.
Printer (1-X)? Refer to SOP #4 .
YTD DETAILED GENERAL LEDGER
Year to date Detailed General Ledger will store General Ledger
information by the month. A quarterly report may also be run showing
YTD figures.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
5. Detail General Ledger
Want YTD Menu (<>=current,y=yes,p=partial,e=exit)? Type in
Y and press return. The following menu will appear:
1 MENU
2 Copy Monthly Information
3 Run YTD Detail General Ledger
4 Register
5 Zero file for start of new year
6 Run YTD Detailed General Ledger for partial information
7 Payable History
8 YTD DGL Sort last done : XXXXXX
9 Payable Sort
10 Re-use Current sort DGL
11 Re-use Current sort - partial DGL
2 Copy Monthly Information - During End of Month after all
reports are complete and in balance but BEFORE you Start a New
Month choose this option to store the General Ledger information.
LEVEL 1 code? Input level 1 code and press return.
3 Run YTD Detail General Ledger
Printer (1-X)? Refer to SOP #4.
This report will print the detail for each General Ledger number.
4 Register - Allows you to print a register of all stored
detail items.
Printer (1-X)? Refer to SOP #4.
5 Zero file for start of new year - This step is only to be
done the first time you use the YTD General Ledger program and
at the start of a new year (before closing your start month).
6 Run YTD Detailed General Ledger for partial information -
NOTE Prior to running the report you must sort the file
using Menu Selection #8 YTD DGL Sort.
From GL#? Enter the General Ledger number you want to start
receiving information on.
To GL#? Enter the last General Ledger number you want to
receive information on.
You will only receive the next two prompts if your agency is
utilizing departmental accounting.
From Dept #? Enter the department number you want to start
receiving information on.
To Dept #? Enter the last department number you want to receive
information on.
0 All
1 Check
2 Account Current
3 Cash
4 JE
5 Service Charge
6 Commission
Which One? Enter the selection 0-6 you want YTD information
on. NOTE: You must currently be using the Detailed General
Ledger program in order to utilize this selection.
From month? Enter the first month you want to receive
information on. (e.g. 1 =January).
To month? Enter the last month you want to receive information
on. (e.g. 12 =December)
OK (n)? SOP 5
Printer (1-X)? SOP 4
8 YTD DGL Sort last done : XXXXXX Before running Menu Selection
#6, you must have a current sort during the month. (XX/XX/XX
lets you know the date that the sort was last run.)
10 Re-use current sort DGL If running the YTD Detailed General
Ledger report and print is interrupted, you may choose this
selection to avoid resorting. You will be taken directly to the
printer prompt. (NOTE:You must run this option immediately after
the report to avoid losing the sort from the temporary file.)
11 Re-use current sort - partial DGL If you have just run a
partial YTD Detailed General Ledger report you may use this
selection to avoid resorting. You will receive the same prompts to
receive partial info but you do not have to go through the sort
again. See NOTE above.
ACCOUNTS PAYABLE HISTORY
Accounts Payable History is a detailed listing, by company, of year to
date monthly activity against general ledger 200, accounts payable to
companies.
APH offers two report options. You may choose to run only one of the
two reports available, or both; the choice is yours.
Option 1 - With detail
This report will list all cash, check or journal entry items posted
against each company, including an invoice summary total of the
premium less commission on the total of all invoices. For a detailed
listing of invoice transactions, refer to the individual company
accounts current.
Option 2 - Without detail
This report is very similar to the regular accounts payable report,
but instead of bringing last month's balance forward, the last year's
balance is brought forward, then each month's summary totals will be
listed, starting at the beginning of your fiscal year through current
month.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
5. Detail General Ledger
Want YTD Menu (<>=current,y=yes,p=partial current,e=exit)?
Enter a Y and press return.
IMPORTANT NOTES PERTAINING TO WHEN TO RUN ACCOUNTS PAYABLE HISTORY
Accounts Payable History must be started at the beginning of your
fiscal year for complete information.
This report can only be run during End of Month after all reports are
complete and in balance, but BEFORE you Start a New Month.
1) If you did not run the regular accounts payable report in with
your end of month reports, then do so at this time. Accounts payable
can be run on the screen, or printed, but MUST BE RUN because
this updates the total invoices in the APH file.
Regular accounts payable is report number 14 under input your own
sequence of reports, or to run direct, select 1 for Accounting, 2
for Accounting Reports, 9 for Accounts Payable, then 2 for Accounts
Payable Register.
2) After verifying that the accounts payable has been run,
you are ready to run the Accounts Payable History report.
Choose 7 Payable History
From Company? Input company number to start with or press
return for all.
To Company ? Input company number to end with or press
return for all.
Printer (1-X)? Refer to SOP 4.
Font #? Input laser print font.
Want Detail (n)?
To print Option 1 press return, to print Option 2 enter
an N and press return.
2 Copy Monthly Information
LEVEL 1 ? Input the level 1 code.
If you are currently running a detailed general ledger, and have
already copied the monthly information then skip this step. MAKE
SURE YOU COPY MONTHLY INFORMATION PRIOR TO OPENING A NEW MONTH.
(NOTE: This routine may be run from the Accounting Sequence of
Reports. For more information refer to pages 1.36.14 through 1.36.15
in the Accounting Manual.)
9 Payable Sort
Printer (1-X)? SOP 4
Want Detail (n)?
To sort for Option 1 press return, to sort for Option 2
enter an N and press return.
This selection allows you to sort payables. You will be returned
to the YTD menu after sort is completed.
1.17.
COMPUWORK MANUAL
12/11/96
GENERAL LEDGER
The General Ledger may be run at any time during the month. TO UPDATE
THE GENERAL LEDGER with current month's activity you must run
all Summary reports first. If a printed copy is not needed run the
reports on the screen. For more information on summaries see page
1.16.1 in your Compuwork manual.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
6. General Ledger
Printer (1-X)? Refer to SOP #4.
INCOME & EXPENSE/BALANCE SHEET
The Income and Expense/Balance Sheet may be run any time during the
month. TO UPDATE INCOME AND EXPENSE/BALANCE SHEET run the General
Ledger report first. REMEMBER, to update the General Ledger you must
run summaries first. (You may use a report sequence to the screen.)
From the Main Menu
1. Accounting
Enter your password
2. Accounting reports
7. Income & Expense / Balance Sheet
Printer (1-X)? Refer to SOP #4 .
Budget (y)? If you entered budget figures and want a
comparison, enter a Y and press return. Press
return only if you have not entered budget figures
or do not want them to print on the report.
Last year (y)? If you have been on the system one full year
and want last year's figures for current month and
year-to-date, answer with a Y and press return.
Press return to omit figures.
Month #? For the current month, press return. To get a
report for a prior month, enter the month number.
(For January, enter a 1 etc.)
1.17.
COMPUWORK MANUAL
12/11/96
GENERAL LEDGER
The General Ledger may be run at any time during the month. TO UPDATE
THE GENERAL LEDGER with current month's activity you must run
all Summary reports first. If a printed copy is not needed run the
reports on the screen. For more information on summaries see page
1.16.1 in your Compuwork manual.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
6. General Ledger
Printer (1-X)? Refer to SOP #4.
INCOME & EXPENSE/BALANCE SHEET
The Income and Expense/Balance Sheet may be run any time during the
month. TO UPDATE INCOME AND EXPENSE/BALANCE SHEET run the General
Ledger report first. REMEMBER, to update the General Ledger you must
run summaries first. (You may use a report sequence to the screen.)
From the Main Menu
1. Accounting
Enter your password
2. Accounting reports
7. Income & Expense / Balance Sheet
Printer (1-X)? Refer to SOP #4 .
Budget (y)? If you entered budget figures and want a
comparison, enter a Y and press return. Press
return only if you have not entered budget figures
or do not want them to print on the report.
Last year (y)? If you have been on the system one full year
and want last year's figures for current month and
year-to-date, answer with a Y and press return.
Press return to omit figures.
Month #? For the current month, press return. To get a
report for a prior month, enter the month number.
(For January, enter a 1 etc.)
1.20.
COMPUWORK MANUAL
12/11/96
ACCOUNTS PAYABLE
Accounts Payable includes company accounts payable, broker statements
and broker accounts payable. All reports may be run anytime during
the month.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
9. Accounts Payable
1. MENU
2. Accounts Payable Register
3. Broker's Statement (Includes 4)
4. Broker Accounts Payable Register
5. Accounts Payable -ONE Company
2. Accounts Payable Register
Printer (1-X)? Refer to SOP #4.
This menu selection will print the Company Accounts Payable
report.
3. Broker's Statement (Include 4)
Printer (1-X)? Refer to SOP #4.
This menu selection will print broker statements and the
broker accounts payable register.
4. Broker Accounts Payable Register
Printer (1-X)? Refer to SOP #4.
5. Accounts Payable -ONE Company
Printer (1-X)? Refer to SOP #4.
Company #? Enter the company number and press return. Report
will print payable balance for company selected.
1.26.
COMPUWORK MANUAL
12/11/96
STATISTICAL REPORTS
Statistical reports are generally run during end of month procedures.
They can be run anytime during the month.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
10. Statistics (Monthly)
1. MENU
2. Producer current month
3. Administrator current month
4. Company current month
5. Producer statistics storage
6. Company statistics storage
7. Producer statistics summary
8. Company statistics summary
2. Producer
Printer (1-X) Refer to SOP #4.
Commission (C) To print by commission amount rather than
premium amount input C and press return. Press return to
print report by premium amount.
A. Generates a report by blocks of business broken down by
Personal lines, Commercial lines, Misc., Personal & Commercial
lines and Personal, Commercial, and Accident & Health by producers.
B. Also prints report by producer broken down by each
individual class of business.
3. Administrator
Printer (1-X) Refer to SOP #4.
Commission (C) To print by commission amount rather than
premium amount input C and press return. Press return to
print report by premium amount.
A. Generates a summary report by Administrator broken down by
transaction. B. Prints report by Administrator broken down
by Personal Lines, Commercial Lines, Life & Accident & Health,
Misc., Personal Lines & Commercial Lines, Personal & Commercial &
Life and Accident & Health. C. Statistics by individual Class
of Business.
NP
4. Company
Printer (1-X) Refer to SOP #4.
Commission (C) To print by commission amount rather than
premium amount input C and press return. Press return to
print report by premium amount.
A Generates a summary report by Company broken down by
transaction. B Prints report by company and class of business.
C Prints summary report by Company broken down by Personal,
Commercial, Life, Group, and Misc. lines of business with
comparison figures this year and last year.
5. Producer stat storage
Printer (1-X) Press return only.
This option stores producer stat information only. Store the
information if you do not run menu item #2. This should always be
done during the end of month procedures if statistical reports are
not printed through the sequence of reports.
6. Company stat storage
Printer (1-X) Press return only.
This option stores company stat information only. Store the
information if you do not run menu item #4. This should always be
done during end of month procedures if statistical reports are not
printed through the sequence of reports.
7. Prod stat sum
Printer (1-X) Refer to SOP #4.
Generates a summary report by producer, broken down by Class of
Business with comparison figures this year and last year.
8. Company stat summary
Printer (1-X) Refer to SOP #4.
1 Start Month #? INPUT CORRECT START MONTH.
Generates a summary report by company, broken down by Personal,
Commercial, Life, Group, and Misc. lines of business with
comparison figures this year and last year.
1.37.
COMPUWORK MANUAL
12/11/96
RUN A SEQUENCE OF REPORTS
The sequence of reports menu will allow you to store sequences of
reports that are unique to your Agency. Store your End of Month
sequence one time and use that sequence number instead of having to
input the report numbers every month. Also, you may want to store a
sequence so that you can run an Up-to-the-Minute Income and Expense
Statement. If you are running the optional **Producer Commission
Payable** report you MUST run the report AFTER SUMMARY REPORTS and
BEFORE the GENERAL LEDGER REPORT. Remember also that in order to
UPDATE the General Ledger ALL Summary Reports must be run.
From the Main Menu
1. Accounting
Enter Your Password
2. Accounting Reports
11. Run a Sequence of Reports
YOUR CHOICES ARE AS FOLLOWS
1. Menu
2. ACCOUNTING MENU
3. Restart with next report
4. Some reports, Stored sequence
5. Stored sequence
6. Input my own temporary sequence
7. List reports & sequences
8. Store a new sequence
9. Mod a stored sequence
10. Input one form & font
2. ACCOUNTING MENU
Returns to Accounting Reports Menu.
3. Restart with next report
NOT AVAILABLE AT THIS TIME.
4. Some reports, Stored sequence
NOTE: MAKE SURE IF YOU ARE USING 8 1/2 BY 11 INCH PAPER YOU HAVE
SET YOUR PRINTER FOR "COMPRESSED PRINT" AND "SKIP THE PERF".
FOR MORE INFORMATION SEE UTILITIES SECTION OF THE COMPUWORK
MANUAL
Seq ID#? Input stored sequence # of reports to print.
A list is displayed of the reports stored under the number you
selected.
FROM? Input number of the report to start print.
TO? Input number of the report to end print.
Printer (1-X)? Refer to SOP #4.
OK(n)? Refer to SOP #5.
5. Stored Sequence
Seq ID#? Input stored sequence # of reports you wish to print.
(See note under Menu selection #4.)
Printer (1-X)? Refer to SOP #4.
6. Input my own temporary sequence
The following report menu will appear:
1. Check Register 2. Cash Receipts Register
3. Journal Entry Register 4. Accts Current by Class & Plcy
5. Invoice Register 6. Producer Statement
7. Broker Statements 8. Invoices
9. Premium Satement 10. Print Checks
11. Aged Accts. by Prod. 12. Aged Accts. by CSR
13. Accts. Current by Plcy. 14. Accounts Payable
15. Producer Stats 16. Company Stats
17. Administrator Stats 18. Check Summary
19. Cash Received Summary 20. Journal Entry Summary
21. Accounts Current Summary 22. Service Charge Summary
23. General Ledger 24. Income & Expense/Bal. Sheet
25. Prod. Commission Payable 26. Dept. Check Summary
27. Dept. Cash Received Summary 28. Dept. Journal Entry Summary
29. Dept. Accts. Current Summary 30. Dept. General Ledger
31. Dept. Inc/Exp & Bal Sheet 32. Detailed General Ledger
33. YTD Detailed GL 34. Payable History
35. Detailed Payable History 36. Copy Payable (NON-REPORT)
37. Producer (C) Statistics 38. Company (C) Statistics
39. Administrator (C) Statistics 40. Sub-Account with detail
41. Transaction Register 42. Transaction Summary
Report # (0 ends)? Input the first report number and press
return. Continue to input the report numbers that you wish to
store. To exit press return.
Printer (1-X)? Refer to SOP #4.
OK(n)? Refer to SOP #5.
7. List Reports & Sequences
Generates a list with available reports and stored sequences.
Printer (1-X)? Refer to SOP #4.
8. Store a new sequence
Displays available reports. (See Menu #6.)
Sequence #? Input a sequence number from 1 to 7.
Note: Each sequence will hold up to 30 reports.
Report #1? Input first report number.
The next two questions are for Laser printing only.
#copies (<>=1) Press return for one copy. If additional
copies are needed input the number of copies.
Font # (<>)= compressed)? Press return for compressed print.
If you want any other type of print input the font number.
NOTE: YOU MAY USE LANDSCAPE FONTS.
Left Margin (%of inches e.g. 100=1 inch? Laser only, allows
for a left margin. (1/2 inch would be 50.)
Report #2? Continue to input report numbers. When complete
press return at the Report #X?. The sequence will be stored
permanently or until you wish to store another sequence and reuse
the number.
9. Modify a stored sequence
Seq #? Input sequence number to modify.
Your sequence will display.
Add after #? Use numbers on left hand side of screen.
Report #? Enter report number to add.
# copies (<>=1)? Enter number of copies.
Font # (<>=compressed)? Press return for compressed print.
If you want any other type of print input the font number.
Left Margin 100= 1 in. Enter left margin.
Delete #? Enter report number to delete.
Modify #? Enter report number to modify.
10. Input one form and font
Report # Enter report number.
Font#? Enter the font number.
Margin? Enter left margin.
Copy? Enter number of copies.
1.2.
COMPUWORK MANUAL
12/11/96
BROKER STATEMENTS
REFER TO PAGES 1.2.18 FOR INFORMATION CONCERNING BROKER STATEMENTS.
1.21.
COMPUWORK MANUAL
12/11/96
AGED ACCOUNTS RECEIVABLE
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
13. Aged Accounts
YOUR CHOICES ARE AS FOLLOWS
1 MENU
2 By producer EOM
5 Particular DURING MONTH
6 End of month - WARNING
7 Detailed client listing
8 Receivables
9 By CSR EOM
10 Add total
11 DURING MONTH
12 Change Password
13 By agency EOM
14 Current during month
15 Restart producer EOM
16 Restart CSR EOM
17 Change from Single space
18 Policy aging
19 Test AR
2. By producer EOM
Printer (1-X)? Refer to SOP #4.
Neg Bal (n)? Enter a "Y" or return to receive clients that
have negative aged receivable balances on your report. Enter an "N"
for negative aged receivable clients not to print on your report.
Pos Bal (n)? Enter a "Y" or return to receive clients that
have positive aged receivable balances on your report. Enter an "N"
for positive aged receivable clients not to print on your report.
You will see numbers flashing on the screen.
Prints aged report sorted by producer. If you run this report mid-
month, it will look exactly like the report run during the last
EOM.
NP
5. Particular DURING MONTH
This selection prints a report with the client's name and number
and last month's aged totals, phone number, producer and CSR code,
address, and current balance. It also compares last month's and
this month's service charges, checks, invoices, cash, and journal
entries.
Printer (1-X) Refer to SOP #4.
Want all (y)? If you want a report for all clients, enter "Y".
Client name or #? Enter the client number or name. After
the report prints for this client you will receive Client name
or #?. If you want another client enter the number or name.
When complete press return at this prompt.
NOTE YOU WILL ONLY RECEIVE THE NEXT TWO PROMPTS IF YOU
ANSWERED Y TO THE WANT ALL PROMPT.
Want by producer (y)? If you want the report sorted by producer
number answer with a Y. To sort by CSR press return.
Want by CSR (y)? If you want the report sorted by CSR answer
with a Y and press return.
6. End of Month WARNING - THIS SELECTION IS ONLY TO BE DONE DURING
END OR MONTH!!!!! FOR MORE INFORMATION SEE END OF MONTH
PROCEDURES.
7. Detailed Client Listing
This selection prints client name, address, Producer & CSR code
one client at a time.
Printer (1-X)? Refer to SOP #4.
Client name or # (0 ret) Enter the client number or name.
Press return at this prompt to exit.
8. Receivables
This selection is sorted by producer. The report prints the client
name, number, address, current balance, last month's balance,
initial balance, and phone number. (These totals are pulled from
the client file.)
Printer (1-X)? Refer to SOP #4.
9. By CSR EOM
Printer (1-X)? Refer to SOP #4.
Neg Bal (n)? Enter a "Y" or return to receive clients that
have negative aged receivable balances on your report. Enter an "N"
for negative aged receivable clients not to print on your report.
Pos Bal (n)? Enter a "Y" or return to receive clients that
have positive aged receivable balances on your report. Enter an "N"
for positive aged receivable clients not to print on your report.
You will see numbers flashing on the screen.
Prints aged report sorted by CSR. If run this report mid month,
it will look exactly like report run during the last EOM.
10.Add total
Printer (1-X)? Refer to SOP #4.
Adds totals in the aged accounts receivable file for Service
Charge, Checks, Invoices, Cash Received, Journal Entries, Last
month, month 1 through 5, and current month totals. These totals
will be as of the last end of month.
11.During Month
Printer (1-X)? Refer to SOP #4.
Want by producer (y)? If you want the report sorted by producer
number answer with a Y. To sort by CSR press return.
Want by CSR (y)? If you want the report sorted by CSR answer
with a Y and press return.
12.Change Password See page 1.0.2 of the Accounting Manual for
information on using this selection.
13.By agency EOM
Printer (1-X)? Refer to SOP #4.
Neg Bal (n)? Enter a "Y" or return to receive clients that
have negative aged receivable balances on your report. Enter an "N"
for negative aged receivable clients not to print on your report.
Pos Bal (n)? Enter a "Y" or return to receive clients that
have positive aged receivable balances on your report. Enter an "N"
for positive aged receivable clients not to print on your report.
You will see numbers flashing on the screen.
Prints aged report sorted in alphabetical order. NOTE: If run mid-
month will look exactly like End of Month Report.
14.Current during month
Generates a current aged accounts receivable. No one should
be in accounting while this report is being done.
Printer (1-X)? Refer to SOP #4..
Skip zero current balance (y)? Y will ignore clients that
have a current balance of zero.
Skip Neg. & 0 C.B. (y)? Y will ignore clients with credit
balances and zero balances.
Press return at the above questions to print for all clients.
Want by Producer (y,#=only)? Answer Y to sort by producer
or enter a producer # here if you want the report for one producer
only.
Want by Admin (y,#=only)? Answer Y to sort by
administrator or enter a CSR # here if you want the report for one
CSR only.
1.31.
COMPUWORK MANUAL
12/11/96
PRINT MONTHLY STATEMENTS
Statements are printed during end of month procedures. They can
be printed mid-month if necessary. Setup of print defaults should be
done before printing statements for the first time. This only has to
be done once unless print defaults need to be changed at a later date.
From the Main Menu
1. Accounting
Enter your password
2. Accounting Reports
14. Print Monthly Statements
TO SETUP STATEMENT PRINT DEFAULTS
STATEMENTS (Y, REstart, SIngle, SEtup)? Enter "SE" in caps to
receive and setup print default options.
1. Want fourth line : NO Toggles to yes to print attention
line on statements. Leave as is for no attention line to print.
2. Start explanation line :0 Refers to the 4 lines of
explanation on an invoice. Input the first line number of the
explanation line you want to print on the statement.
3. End explanation line:0 Input the line number of the last
explanation line you want to print on the statement.
NOTE: Selections 2 & 3 can be left as is at "0" for no explanation
lines to print on the statement.
4. # of copies? Enter number of copies needed of each
statement.
5. Font #? Enter Font to use if Laser printing. (e.g. 38)
6. Pre-printed Laser:NO Toggles to "Y" for agencies using
pre-printed statement forms that are loaded into the cassette
trays. Leave as is for dot matrix printers or Laser generated
forms.
7. Want negative balances:NO Toggles to YES for agencies
that want credit balance statements. Leave as is for debit
balance statements ONLY.
8. Want zero bal with act:NO Toggles to YES to receive
statements for clients who have a zero current balance, but
have had current month accounting activity. Leave as is for
no zero balance client statements to print.
9. Type 1=k, 2=ad/k, 3=pr/k:0 To sort your statements in
alphabetical order only, enter a "1". To sort by administrator
then alphabetically, enter a "2". To sort by producer then
alphabetically, enter a "3". (By the way "k" in these prompts
stands for keysort.)
10. Skip questions:NO Leave as is for all previously asked
defaults to appear during print. They may be temporarily
changed during print. Toggles to YES so that all previously
setup defaults are automatic (not asked for) during print.
11. Print open items:NO Toggles to yes to print statements
for clients who have been set up as "open item" clients. Leave
as is if not utilizing the "Open Item" option on the system or
for open item statements not to print.
What is your selection? Choose the number of the default to set
and you will be prompted for the new value or the menu item will
automatically toggle.
PRINT STATEMENTS
STATEMENTS (Y, REstart, SIngle, SEtup)? Answer Y to print
all statements.
NOTE: If default option #10 Skip Questions is setup to read "YES",
you will NOT receive the following prompts as they have already been
pre-set. You will receive a printer prompt.
Want negative balances (y)? To print statements for clients
with credit balances answer Y.
Want zero balances with activity (y)? To print statements for
clients that had activity during the month but have a zero balance
answer Y.
Type 1=keysort 2=admin/keysort 3=produc/keysort? Answer
1 to sort statements in keysort order only, 2 sorts
by administrator and alphabetical order, 3 sorts by producer
and alphabetical order. You must answer this question.
---------------------
Begins Sort Routine
---------------------
Printer (1-X)? Refer to SOP #4.
Input 4 line message Four lines are available to input a
message that will print on all statements.
?
?
?
?
OK (n)? N allows you to change message. Return accepts
information.
Want fourth line (y)? Y will pull the attention line from
the client information.
Start Expl Line #? This question refers to the 4 lines of
explanation on an invoice. Input the first explanation line you
want printed on the statement.
End Expl Line #? Input the last explanation line from the
invoice form you want printed on the statement. Return will pull
the first explanation line.
Start client # (<> for all)? Press return for all client
statements or input the client number to start statements. Return
will pull the last explanation line.
Statement paper ready, FONT #? Press return to start print.
If using a laser printer you may input a print font.
# Copies Input number of copies. (This question will only
appear if using a laser printer.)
OK (n)? Press return if statements are aligned, N will
reprint the first statement for alignment.
NOTE: To abort the print routine, Control C. You will receive
the message OK (r=end print)?. Type in R to return to
the message STATEMENTS (Y, RESTART, SINGLE)? Press return to
exit the program. To restart the Statements follow the procedures
outlined next:
RESTART MONTHLY STATEMENTS
If the statement paper jams during the print routine you can restart
monthly statements without going through the long sort routine.
STATEMENTS (Y,REstart,SIngle, Setup)? Type in RE in all
capital letters and press return.
Printer (1-X)? Refer to SOP #4.
Refer to pages 1.31.1 through 1.31.3 for additional questions.
Start client # Type in the client number to start.
SINGLE STATEMENTS
The single statement option allows you to print statements for one
or more customers. This routine may be run any time during the
month.
STATEMENTS (Y,REstart, SIngle, SEtup)? Type in SI in all
capital letters and press return.
Printer (1-X)? Refer to SOP #4.
Refer to pages 1.31.1 through 1.31.3 for additional questions.
Client # Type in the client number and press return.
Adjust (n)? Return will exit to Main Menu.
N will reprint the statement.
After the statement prints you will be asked Client # again,
enter another client number or press return to exit the program.
1.33.
COMPUWORK MANUAL
12/11/96
TEST DATALIST
The test datalist menu has several reports that can be run to
determine where the system is out of balance in the aged receivables
during end of month. Also the periodic information report will check
accounting activity entered during the month and verifies all files
have been updated correctly.
From the Main Menu
1. Accounting
2. Accounting Reports
15. Test Datalist
YOUR CHOICES ARE AS FOLLOWS
1. Move Register info to A075 - DO NOT USE.
2. Periodic Information
3. Exit to ACCAAR
4. Check client #
6. Test ID's
8. Test client activity
9. Test Departmental totals
10. Items for client activity
11. Find STRING in Accounting files
13. Check Fields
14. Test ACT INPUT vs A075
1. Move Register info to A075
COMPUWORK USE ONLY!!!!!
2. Periodic Information
The periodic information report should be run at least weekly.
This report checks accounting entries and verifies all files are
updated correctly. The report lists the current number of
invoices, checks, client information etc. and compares since the
report was last run. If any error occurs, the report tells you to
contact a customer service representative.
Printer (1-X)? Refer to SOP #4.
3. Exit to ACCAAR
Takes you directly to the Aged Receivables Menu.
4. Check client #
Checks for valid client numbers in the aged file.
Printer (1-X)? Refer to SOP #4.
6. Test ID's
Refer to the Utilities section, page 1.35.1, option #2 Test ID
info, of the Accounting manual for more information.
8. TEST CLIENT ACTIVITY
This report should be run whenever you are out of balance between
the Aged Accounts report and General Ledger #105 during end of
month. If anything prints on the report contact customer service
with the number. This helps in finding the out of balance problem.
Printer (1-X)? Make SURE you send this report to a printer.
9. Test Department totals
This test will compare totals on your regular General Ledger
against your Departmental totals.
Limit to current mo (y,#=mo)? Enter "Y" to limit your test to
current month totals only. If you want your test to look at one
specific month other than current month, enter the month number.
Return through this prompt to test all previous and current month
totals.
Printer (1-X)? SOP #4.
10.ITEMS FOR CLIENT ACTIVITY
If report number 8 did not find any errors the next step is to
run this routine. Again call customer service with any error
messages.
# to change? Hit return through this prompt unless Compuwork
instructs you to do otherwise.
Printer (1-X)? Make SURE you send this report to a printer.
11.Find STRING in Accounting Files
Printer (1-X)? SOP 4.
String?
13.Check Fields
Limit to first error in record (y)?
Limit to first error in File (y)?
Max errors to show per file?
Max errors to show, then leave?
Printer (1-X)? SOP 4.
Multi file (y)?
File name (All)?
14.Test ACT INPUT vs A075
Printer (1-X) SOP 4.
Test only current activity clients (y)?
From client record #?
To client record #?
From file type #?
To file type #?
1.22.
COMPUWORK MANUAL
12/11/96
PRODUCER PAYABLE REGISTER
The producer commission payable register updates General Ledger
numbers 203 and 503. General Ledger numbers 203 and 503 MUST be added
to the general ledger files. The report breaks down the amount of
commission, checks, journal entries or cash posted by producer code
number. In order for the general ledger to be updated correctly you
must run reports in the following order: 1) Check, Cash Received,
Journal Entry, and Account Current Summary. 2) Producer Commission
Payable. 3) General Ledger. 4) Balance Sheet and Income and Expense.
From the Main Menu
1. Accounting
2. Accounting Reports
16. Producer Payable
2. Producer Payable Register
Printer (1-X)? Refer to SOP #4.
1.28.
COMPUWORK MANUAL
12/11/96
WAGE INFORMATION
In addition to the wage and tax statement there are several different
reports that can be run from this menu selection.
From the Main Menu
1. Accounting
2. Accounting Reports
17. Wage Information
1. Menu
2. Accounting Menu
3. General Ledger - Refer to page 1.17.1 for more information
4. Income & Expense/Balance Sheet - Refer to page 1.17.1 for
more information.
6. Rerun last month of last year GL - Refer to End Of Year
section for more information.
7. Client Balance Summary
8. Premium Summary
9. Rerun last month of last year IE/Bal Sheet - Refer to
End Of Year section for more information.
10. Combined Systems - Refer to Combined Systems section.
12. Combined Income & Expense / Bal Sheet - Refer to Combined
systems section of this manual.
13. Wage & Tax Statement
14. Income Statement
NOTE: For selections 15 through 19 see page 1.17.2, G L Menu section
of this manual.
7.Client Balance Summary
Printer (1-X)? Refer to SOP #4.
Only non-zero balances (y)? Y will print clients
that have balances and ignore zero balances. Return will
print all clients.
use sorted file (y)? If you sorted the client file
in a particular order input Y. For more information
on sorting see Profiling, Straight Sort page 2.10.1
in the Management Section.
This report will print the client number and current balance
for all clients.
8. Premium Summary
Printer (1-X)? Refer to SOP #4.
Month #? Press return for current month or input the
month number you wish to look at.
The agency premium summary report compares total premium,
non-premium, and commission month to date against year to
date. It also compares last month last year, last year YTD
and last month total premium, non-premium and commission.
NOTE This report automatically prints during the End
of Month sequence of reports after the Balance Sheet and
Income and Expense report.
13. Wage and Tax Statement
In order to utilize the wage and tax statement the following
must be set up:
1) Employees must be added in the employee file in Accounting
records.
2) Must have General Ledger numbers added as follows:
207 - YTD Federal Tax
208 - YTD Fica
209 - YTD State Tax
210 - Medicare Tax
600 or 601 - Payroll Accounts
3) When a check is written to an employee you must use the
General Ledger number explained in #2 and use the employee
number in the ID field of the check input.
4) At the beginning of a new year you need to zero out the
employee file. Call Customer Service for Special code.
Printer (1-X)? Refer to SOP #4.
A report will print that includes the employee number, social
security number, YTD salary, YTD fica, YTD federal and YTD state
tax for each employee.
14.Income Statement
Printer (1-X)? Refer to SOP #4.
Budget (y)? If you entered budget figures and want a
comparison, enter a Y and press return.
Press return only if you have not entered
budget figures or do not want to print on the
report.
Last year (y)? If you have been on the system one full year
and want last year's figures for current month
and year-to-date, answer Y and press
return. Press return to omit figures.
Month #? For the current month, press return. To get a
report for a prior month, enter the month
number. (For January, enter a 1 etc.)
NP
1.27.
COMPUWORK MANUAL
12/11/96
YEARLY STATISTICS
In order to utilize the yearly statistical reports you must have
the YEARLY STAT files on your system.
From the Main Menu
1. Accounting
2. Accounting Reports
18. Statistics (yearly)
1. Menu
2. Producer
3. Administrator
4. Company
7. Prod Stat Summary
8. Company Stat Summary
9. Other Reports
2. Producer
Commission (c)? Return will print by premium, C will
print by commission.
Starting Date Input starting date.
Ending Date Input end date.
Printer (1-X) Refer to SOP #4.
3. Administrator
Commission (c)? Return will print by premium, C will
print by commission.
Starting Date Input starting date.
Ending Date Input end date.
Printer (1-X)? Refer to SOP #4.
4. Company
Commission (c)? Return will print by premium, C will
print by commission.
Starting Date Input starting date.
Ending Date Input end date.
Printer (1-X) Refer to SOP #4.
7. Producer Stat Summ
Printer (1-X) Refer to SOP #4.
8. Company Stat Summ
X Start mo #? Press return or input the month number to
start print.
Printer (1-X) Refer to SOP #4.
NP
9. Other Reports
2. Client Summary - EVEN year
3. Client Summary - ODD year
4. Producer/Client Summary - EVEN Year
5. Producer/Client Summary - ODD Year
6. CSR /Client Summary - EVEN Year
7. CSR /Client Summary - ODD Year
8. Re-use client summary sort
Other Reports,#9, will give your agency year-to-date premium and
commission totals by client for each producer or CSR. You may also
profile for any information input into your invoices. For example you
can get YTD totals for all invoices input in the second quarter (in a
certain date range) with a Homeowner class code (certain class,
trans., etc.) for a particular producer. This selection holds 2 years'
information.
2. Client Summary - EVEN year
OR
3. Client Summary - ODD year
Choose selection 2 for even year information. (e.g. 92)
Choose selection 3 for odd year information. (e.g. 93)
Commission (<>=prem, a=agency comm, c=pro comm)? Enter
a return to receive your report by premium, an "A" to
receive your report by agency commission, or a "C" to
receive your report by producer commission.
Starting Date? Enter date to start reflecting on report.
Ending Date? Enter end date.
From Client #? Enter the first (or lowest) client
number that you want to receive a report on.
To Client #? Enter the last (or highest) client number
that you want to receive a report on.
Printer (1-X)? Refer to SOP #4.
Details (y)? To receive item detail enter a "Y".
4. Producer/Client Summary - EVEN year
or
5. Producer/Client Summary - ODD year
Choose selection 4 for even year information. (e.g. 92)
Choose selection 5 for odd year information. (e.g. 93)
Printer (1-X)? Refer to SOP #4.
Custom (y)? To profile your report for a certain date
(or range), class, transaction, etc. or
combination of these answer with a Y.
Profile which? Enter the number of the field you want to
profile by.
From String? Enter the number or string you want to
begin getting a report on. For example: For a
range of producers you would enter the lowest
producer number you want to receive a report for.
If you are profiling an exact string, e.g. you
want a report only on producer 100, you would
enter 100 at this prompt and at the next "To
String?" prompt also.
To String? Enter the number or string you want to be
the last to receive a report on. For example: For
a range of producers you would enter highest
producer that you want to receive a report on.
For an exact string enter the same thing you
entered at the "From String?" prompt.
Profile Which? Enter the next string you want to profile
by or hit return to exit and receive your report.
For more information refer to page 2.7.3 in the
Management section of the Compuwork manual on how
profiling works.
Sort Which? Enter the number of any field you want to
sort by except client #.
Sort Which? Enter a 2 (client #).
NOTE: You must always sort by 2 fields. The first field is your
choice. The second field must always be the client number, field 2.
You may sort 2 fields ONLY.
Sort Which? Hit return.
OK (n,e)? Enter a return if information just entered is
correct. Enter an "N" to correct information just
entered. Enter an "E" to exit.
If you returned at the Custom (y)? prompt you will receive the
following prompts:
From producer #? Enter the first (or lowest) producer
number that you want to receive a report for.
To producer #? Enter the last (or highest) producer
number that you want to receive a report for.
NOTE: You may enter the same producer number at both prompts to
receive a report for one producer. A return at both will give you a
report for all producers.
From Client #? Enter the first (or lowest) client
number that you want to receive a report on.
To Client #? Enter the last (or highest) client number
that you want to receive a report on.
NOTE: You may enter the same client number at both prompts to
receive a report for one client. A return at both will give you a
report for all clients.
You should now see you report sorting. After sort is complete your
report will print.
UL
WARNING!......DO NOT CONTROL "C" OR BREAK OUT OF THIS REPORT DURING
UL
THE SORT. YOU WILL KNOW IT IS IN THE SORT WHEN THE SCREEN READS:
UL
MASTER FILE INDEX > XXXXXXXXXXX AND THE NUMBERS REPRESENTED HERE BY
UL
X'S ARE FLASHING.
6. CSR /client summary - EVEN year
OR
7. CSR /client summary - ODD year
Please follow the previous instructions for selections 4 and 5 when
choosing to run selections 6 or 7. The ONLY difference between these
reports is that you will be asked From CSR #? and To CSR #?
instead of From and To Producer #.
8. Re-use client summary sort If your report is interrupted
for any reason, eg printer jam, you may choose this option
before rechoosing the selection you were just printing and
you will not have to resort. This will NOT work if you leave
the statistics area for any reason before rerunning your
report because the temporary file will be cleared.
TO ZERO YEARLY STATISTICAL INFORMATION ON LATEST YEAR, SEE #11 ZERO
YEARLY INVOICE, PAGE 1.35.5 OF THE ACCOUNTING MANUAL.
1.19.
COMPUWORK MANUAL
12/11/96
DEPARTMENTAL ACCOUNTING
Departmental Accounting has the ability to handle up to 100
departments. Invoice, Cash Receipts, Checks and Journal Entry screens
have fields to input the department number each transaction is to
post to. For example, you may want to separate personal and commercial
lines revenue, or if you have more than one office you might want to
separate each office to see how much revenue each is producing.
Additional accounting reports must be run. Check, Cash Received,
Journal Entry, and Account Current Departmental Summaries update the
Departmental General Ledger and Departmental Income & Expense/Balance
Sheet.
To set up clients for service charge by department, enter a 1 followed
by the dept. # in the "service charge 0/1" field in the client file.
For example, to service charge a client for dept. 1 enter 101.
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Departmental Summaries may be run any time during the month.
Departmental summaries are very important because they update the
departmental general ledger report with current month activity.
From the Main Menu
1. Accounting
2. Accounting Reports
19. Department Summaries
1. MENU
2. Check................Departmental Summary
3. Cash Received........Departmental Summary
4. Journal Entry........Departmental Summary
5. Accounts Current.....Departmental Summary
6. All Departments
7. Accounting Reports MENU
2.Check Departmental Summary
Printer (1-X)? Refer to SOP #4.
3.Cash Received Departmental Summary
Printer (1-X)? Refer to SOP #4.
4.Journal Entry Departmental Summary
Printer (1-X)? Refer to SOP #4.
5.Accounts Current Departmental Summary
Printer (1-X)? Refer to SOP #4.
6.All Departments
When you select this option the menu will read Change to certain
department. This will allow you to run the summaries for
specific departments. When you select Menu options 2 thru 5 you
will receive prompts: From Dept Input the department number
to start with print and press return, To Dept Input the
department number to end print.
7.Accounting Reports Menu - Will take you directly to the
Accounting Reports menu where your regular General Ledger and
Income and Expense are located.
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DEPARTMENT G.L.:I&E:BALANCE SHEET
The Departmental General Ledger may be run at any time during the
month. TO UPDATE THE DEPARTMENTAL GENERAL LEDGER with current month's
activity you must run all department summary reports first. If a
printed copy is not needed run the reports on the screen. For more
information on department summaries see page 1.19.1 in your Compuwork
manual.
From the Main Menu
1. Accounting
2. Accounting reports
39. Department GL : I & E : Balance Sheet
1. MENU
2. Accounting Reports Menu
3. Departmental General Ledger
4. Departmental Income & Expense/Balance Sheet
6. Re-run last month of last year GL -SEE EOY procedures 1.38.5.
9. Re-run last month of last year IE/BAL -SEE EOY procedures 1.38.5
14. Departmental Income Statement
18. Limit Departments
19. Print only this GL#
3. Departmental General Ledger
Printer (1-X)? Refer to SOP #4.
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DEPARTMENT INCOME & EXPENSE/BALANCE SHEET
The Department Income and Expense/Balance Sheet may be run any time
during the month. TO UPDATE DEPARTMENTAL INCOME AND EXPENSE/BALANCE
SHEET run the Department General Ledger report first. REMEMBER, to
update the Department General Ledger you must run departmental
summaries first.
4. Departmental Income & Expense/Balance Sheet
Printer (1-X)? Refer to SOP #4 .
Budget (y)? If you entered budget figures and want a
comparison, enter a Y and press return. Press
return only if you have not entered budget figures
or do not want them to print on the report.
Last year (y)? If you have been on the system one full year
and want last year's figures for current month and
year-to-date, answer with a Y and press return.
Press return to omit figures.
Month #? For the current month, press return. To get a
report for a prior month, enter the month number.
(For January, enter a 1 etc.)
14. Departmental Income Statement
Printer (1-X)? Refer to SOP 4.
18. Limit Departments - This selection toggles from a zero to
a 1. After toggling to a one, when you choose
selections 3, 4, or 14, you will receive the prompts:
From Dept #? Enter first department to print.
To Dept#? Enter last department to print.
19. Print only this G.L. #?
Print only this G.L. #? Enter GL number to print.
Print (1-X)? Return.
When you choose selection #3 Dept GL only the GL chosen
will print.
1.14.
COMPUWORK MANUAL
12/11/96
ACCOUNTING RECORDS
From the Main Menu
1. Accounting
3. Accounting Records
YOUR CHOICES ARE AS FOLLOWS
1. MENU
2. ADD a client
3. a company
4. an employee
5. a G.L. account 24. a Broker
6. a producer 21. a CSR
7. MODIFY a client
8. a company
9. an employee
10. a G.L. account 25. a Broker
11. a producer 22. a CSR
12. DELETE a client
13. a company
14. an employee
15. a G.L. account
18. Find a client
19. Print Client Labels 27. Client names to lookup
28. Change client's dept. 29. Change dept heading.
ADD/CHANGE/DELETE CLIENTS
FIND A CLIENT
PRINT CLIENT LABELS
COPY TO LOOKUP
2. ADD A CLIENT
Client Number #?.........Enter a 6 digit client number or let the
system assign the client number by entering
a 1,2,3, etc and press return, by enter-
ing a return the system will assign a 100000
series number. The assigned number will
appear on the screen. NOTE: Broker
numbers (900000) series are reserved and
must be added in numerical order beginning
with 900001. Do not let the computer assign
broker numbers. **If you add the following
3 client numbers, 200000, 400000, or 600000,
when invoicing you may enter something in the
first description line of the invoice and
have it show up in the client name field on
the producer statement. This will work using
these 3 client numbers ONLY.**
Attention...............If an attention line is needed,(e.g. the
person to contact at the business), enter the
contact person's name. 30 Characters
Client..................Enter customer's name. 30 Characters
Address.................Enter the street or P.O. Box. 30
Characters
Address.................Enter the city, state, and zip code. 30
Characters
Producer................Enter valid 3 digit producer code.
You MUST enter valid code or system will NOT
accept this client.
Administrator...........Enter valid 3 digit administrator or
CSR code. You MUST enter valid code or system
will NOT accept this client.
Keysort.................This field allows you to alphabetize your
clients. Enter the first 3 characters of the
last name, or how you want it alphabetized.
Enter 3 characters exactly the way they were
entered in the client name field: for
example, John Doe Construction Co. = Doe;
Decatur Plumbing Co. = Dec; Maroe McCoy =
McM. 3 Characters
S.C..0=No 1=Yes.........For No service charge, press return only;
to charge a service charge input a 1.
Birthday................Enter if needed. Use slashes or hyphens.
BE CONSISTANT to separate month, day, and
year: 7/16/54. 8 Characters
Phone number............Enter if needed. 12 Characters
Year became client......Automatically inputs current year. This
field can be changed to the actual year they
became a client. 2 Characters
Special Code............Input 3 character code reserved for
agency use. This code will display on the
client services screen and can be used to
profile.
Salutation..............Enter appropriate greeting for a letter.
Refer to page 5.2.1 in the Word Processing
Manual for explanation of the codes and how
to input. If this field is left blank,
Dear Client will be used in word processing
letters. 20 Characters
Code 2..................Up to 3 Character code reserved for
agency use.
Code 3..................Up to 5 Character code reserved for
agency use.
Work #..................Client's work number.8 characters
Driver #................Client's driver's license number. 21
characters.
SS#.....................Social Security number.10 characters.
Spouse..................Spouse name. 30 characters.
Sp Work #...............Spouse work number. 8 characters.
Sp #....................Spouse driver's license number. 21
characters.
Sp SS#..................Spouse Social Security number.10
characters.
Sp BD...................Spouse birthday. 8 characters.
Date....................8 character date field.
Date....................8 character date field.
Info....................80 character information line.
Info....................80 character information line.
Commun#.................14 character fax number.
OK(n)? Refer to SOP #5.
Want transactional filing (n)? Answer with a "Y" to utilize
transactional filing on this client. Enter an "N" if you do not want
to use transactional filing on this client.
Message (y)? If you wish to enter a message for datebook, type
in Y, if not press return. For more information on datebook refer
to page 2.4.1 in the Management Manual.
Input a Policy (y)? To input policy information type in Y.
If policy information is not needed press return.
Another (y)? To add another client type in Y. To escape
press return to return to the accounting records menu.
7. MODIFY A CLIENT
Client # or name (<>)? Enter the client number or name.
NOTE Information will be brought up exactly as if you were
adding a client. Make necessary corrections.
OK (n)? Refer to SOP #5.
Message (y)? If you wish to enter a message for datebook,
type in Y, if not press return. For more information on
datebook refer to page 2.4.1 in the Management Manual.
Client # or name (<>)? Enter the client number or name if
another client needs to be modified. To escape press return.
12. DELETE A CLIENT
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CAUTION: Before deleting a client, go into Client Services and
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make sure there is no accounting information for the current month.
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Run a list of installments or profile installments to make sure there
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are no future installments for this customer. UNDER NO CIRCUMSTANCES
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SHOULD YOU DELETE A CLIENT WITH A BALANCE OR CURRENT MONTH ACTIVITY!
Store deletions(y)? If you are utilizing the deleted client
file you will get this prompt. To store clients answer Y and
press return. All clients will be stored in the deleted client
file.
Old Client Account #? Enter the client number to be
deleted. The client's name and address will appear on the
screen. If this is the client you wish to delete, press return.
The message, "This Client is Gone" will appear. If this is not
the correct client, enter an N.
Message (y)? If you wish to enter a message for datebook,
type in Y, if not press return. For more information on
datebook refer to page 2.4.1 in the Management Manual.
Old Client Account #? Continue to enter client numbers to
delete. To escape press return at this prompt.
NOTE: If you get a "Delete Mismatch, Try Again" message refer to
page 1.35.1 in the Accounting Manual and run the Delete Mismatch test.
18. FIND A CLIENT
Client # or name (<>)? Enter the client number or name.
OK (n)? Refer to SOP #5.
The client's number, name, address, producer and CSR number
will display.
Client # or name (<>)? If you wish to view another client
type in the client's number or name. To escape, press return.
27. Client names to look-up
This routine copies the client's name to a special look-up
file that will allow searching for clients to go much faster.
After modifying and deleting clients you need to run this
routine to copy changes to the look-up file.
28. Change clients dept
Client # or name Input client number or client name.
The system will display client number, name, and old dept. #.
Input new dept. #. Enter client's new department number.
29. Change Dept Headings (see page 1.14.12).
19. CLIENT LABELS
To print rolodex and or file labels follow the procedures below:
SPECIAL NOTE: If you need client labels sorted in any particular
order you will need to return to the Main Menu to go into Profiling,
and do a Straight Sort. For more information see page 2.10.1 in the
Management Section of the Compuwork Manual.
STEP #1 The client label program does not have an alignment in
the print routine therefore you need to follow the procedures below
to make sure the labels are aligned correctly prior to printing
all the client labels.
Printer (1-X)? Refer to SOP #4.
# of labels across? Input 1,2,or 3 depending upon the type
of labels you are using.
All New (y)? Press return.
Client # or name (<>)?