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SEMINAR HANDOUT

Using Reports toAudit Your System

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Prepared for ASCnet

Applied Systems Client Network

2340 S. River Road, #311Des Plaines, IL 60018

Phone: 224-220-1444 Fax: 224-220-1443

Copyright 2010 by Applied Systems Client Network, Inc. (ASCnet), 2340 S. River Road #311, Des Plaines, IL 60018. Protectionclaimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including bothelectronic and conventional distribution of herein products. Reproduction or transmission unless authorized by ASCnet is prohibited.All rights reserved. Specific product information regarding Applied Systems The Agency Manager and Vision, as well as otherproducts copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and noendorsement or ownership of product should be implied by its mention and use. All workflows are suggested and commonworkflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide.

Original Author:

Laura Nelson LRN Consulting Services, LLC August, 2008

Updated By:

Laura Nelson LRN Consulting Services, LLC September, 2009

Target Audience:

X Accountant/Bookkeeper ProducerCSR Trainer

Carrier VendorX IT Manager/Systems Coordinator ALLOperations X Other: Administrative

X Principal/Owner

Seminar Type: Training & Staff Development

Seminar Level: Intermediate: An Intermediate level class takes the concepts originated froma basic level course, and adds more layers or parallel concepts. For functional courses, theseclasses will require the participant or attendee to have some basis to work from as they arelearning new facets of the agency management system or software program.

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Class Description: Reports are the backbone of any agency. Reports let you know notonly how your agency is doing, but in what direction it is going. They will also tell you ifyour data is correct and how your staff is doing. This session will discuss a few waysreports will help audit your system to make sure your information has integrity and what

is going on in your agency.

Learning Outcomes:

Identify what reports can be used to audit system

Examine and be able to assess database for accuracy

Create User Reports to be run on a regular basis for auditing

Assumptions: This seminar is based on the followingTAM Version 10.3Microsoft Word Version 2007

Table of Contents

Using the Book of Business Report ...................................................................................... 4Finding missing CSR or Producer ..................................................................................... 4Finding Incorrect Status Codes ......................................................................................... 6Finding policies that have expired but have current status codes ..................................... 6Finding Incorrect Policy Types .......................................................................................... 7Finding Missing Commission Percentage or Amount ........................................................ 7Using the Date First Written to audit new screens that were entered on the computer ..... 7

Using Expiration Reports to Audit System ............................................................................ 8Finding policies that are cancelled but have future expiration dates ................................. 8Finding policies with Zero or Minus Premiums .................................................................. 9Finding Policy Numbers that are Blank, or have other wording such as TBD: ................... 9

Accounting Reports to audit your system ............................................................................ 10Aged Receivables: Mode - J/E Between item Accounts .................................................. 10Unapplied Cash Report ................................................................................................... 10

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Using the Book of Business Report

The Book of Business Report can also be called a Billing Screen Report. Theinformation on a Book of Business Report comes directly from the Billing Screen.

This report can be used for many things besides getting your book of business. Thefollowing are some ways to use this report.

1. Finding missing CSRs or Producers2. Finding incorrect status codes3. Finding incorrect policy types4. Finding missing commissions5. Using the Date First Written to audit new screens that were entered on the

computer.

Finding missing CSR or Producer

Reports, Management, Book of Business

Book of Business for current business using agency normal criteria with the followingextra criteria:

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Policy.csr = for missing CSRs or Policy.pr = for missing Producer

Note: There are 3 blank spaces between the quotations.

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Finding Incorrect Status Codes

Run a Current Book of Business Report in Summary and sort by Status Code.Exclude status codes that your agency currently uses. If there are incorrect status

codes on the report, rerun the report in Complete and choose only those statuscodes in the criteria under Policy Status that are incorrect. This will then list theclients policies that need to be corrected. I chose to exclude any expiration prior toJan 1 2009, so I am looking at current data only. If I want to include old billingscreens, then say All Expirations under Expiration Date.

Finding policies that have expired but have current status codes

This is a very important report to run since it will tell you two important things. First

and most important, missed expirations and second, policies that have expired andstatus codes that have not been updated on the system. Run an Expiration Reportfor past dates. Run this report using the same criteria your agency uses for actualexpiration reports except change the expiration dates to past dates. The dates canbe as far back as you want in order to clean up the data. My suggestion would beas least one year prior to the current date. Remember to use current status codesbut past dates.

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Finding Incorrect Policy Types

Run the same report as above and sort by Policy Type. If there are incorrect policy

types, rerun the report in Complete and choose only those Policy Types that areincorrect. This will list those policies that need to be corrected.

Finding Missing Commission Percentage or Amount

Run a Current Book of Business Report using a Output as Complete and thefollowing extra criteria:

1. For zero commission amount: Policy.co_amt = 0

2. For zero commission percentage: Policy.com_p = 0

If you only want screen one in your report, then add the following after each

of the above: ANDSUBSTR(Policy.pol_idx,11,2)="01"

Using the Date First Written to audit new screens that were entered on thecomputer

Depending on how your agency uses the First Date Written Box on the billingscreen, a Book of Business Report can be run using specified First Date Writtenwith every other criteria set to ALL and sort by CSR or Operator ID. This willgive you all new billing screens that were put on the computer during a specifiedtime period. It will give you the opportunity to monitor billing screens as they arebeing input on the computer for accuracy.

See criteria below:

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Using Expiration Reports to Audit System

The Expiration Report can also used to audit the billing screens. The information on anExpiration Report comes directly from the Billing Screen. When the Billing Screen has aZero Premium, it does not appear on the Book of Business Report. By using theExpiration Report to find incorrect billing screens that have zero premiums, this will giveyou better integrity in your reports.

Finding policies that are cancelled but have future expiration dates

Expiration Report using cancelled status codes but future months.This happens when policies are cancelled the status codes are changed but theexpiration was not changed to the cancelled date. Run the Expiration Report forfuture dates but cancelled status codes.

Choose the dates you

want to Audit

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Finding policies with Zero or Minus Premiums

Expiration Report for all current policies. In the criteria under Risks Per Policy, PickOne Risk Per Policy. If you use the first screen only to enter the premiums and allsubscreens are 0, use the following extra criteria:

Policy.prem

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Accounting Reports to audit your system

There are two reports that should be run on a regular basis to clean up your system:

1. Running the Aged Receivables Report in J/E Between Item Account Mode to find

invoices that need to have debits and credits applied and have a zero balance.2. Running the Unapplied Cash report to find money on account that might need to

be sent out for direct bill, or invoiced.

Aged Receivables: Mode - J/E Between item Accounts

Reports, Accounting, Aged Receivables. Under criteria, the first criteria should beset to J/E Between Item Accounts. Dont change any of the other criteria set by thecomputer. This will find invoices that need to have debits and credits applied andhave a zero balance. Run this report before running the Unapplied Cash Report.

Unapplied Cash Report

This report, under Reports, Accounting, Unapplied Cash, should be run oftendepending on the size of your agency. Some agencies run daily or weekly, but Iwould suggest a minimum of monthly. It will find money on account that needs tohave something done with it. This will give you a report of all monies that were forpayments, advances and return checks by clients that do not have somethingapplied to it. This is for deposits or checks only and will not include credittransactions such as minus endorsements or return audits. This is very good to find

money that might have been posted but should have been sent out for a direct billpolicy or uploaded and agency bill that still does not have an invoice or an advancesent without collecting the money.

NOTES: