From the Main Menu click the Setup button. The next step is to set up your Agency Information. Click the Agency Information button. This screen contains the software Serial Number and Code Number, which are assigned during the registration process. The next field is ID Card State Name. This controls the format of the auto insurance ID card your system will print and should have been automatically completed by the Rating Interface setup procedure.
- The next field is for the image storage path. This should be a shared folder on your server. You can enter a drive letter and path name like F:\aaimages\ or a computer name and path like \\ntserver\drivec\images\. Whatever you enter should end with a backslash.
- The next two entries are for the starting receipt and check numbers.
- The next two entries are for the interface to Quicken or Quick Books and are the account names in your Quicken or Quick Books for exported checks. They specify the names of the checking and expense accounts. If you will not be exporting to Quicken or Quick Books, it is not necessary to make an entry in these fields.
- The next check box controls the printing of the Other Charges detail on receipts. When the box is checked a break down of all other charges prints on the receipt. When it is not checked, no breakdown appears on the receipt.
- The next four entries allow you to specify other charges collected by your agency. Some examples of this might include MVR Fees, Installment, Fees Agency Fees or Broker Fees. You can also specify whether or not each fee is commissionable to your CSRs or Producers. For this example we will enter MVR Fee, Photo Fee, and a Broker Fee, on which we will pay commissions.
- The final entry is for a banner message that appears along the bottom of all letters generated by the system. We’ll Enter “Call us for all your insurance needs!” in bold & underline and we’ll increase the font size to 14.
This concludes our session on Agency Setup. Click the Exit button to return to the System Setup menu.
On the System Setup Menu, click the Setup Button then the User Setup button. In WinAA the term User is synonymous with customer service representative or CSR. CSRs may also earn commissions, so they can also be Producers.
The first CSR record in a new database is the administrator. This is a special predefined user built into the system. You are not allowed to delete this record, change its code or remove its password. The Administrator has all privileges and the account cannot be set inactive.
Lets review this screen.
- Code is three letters, usually the initials of the user. In most situations the system presents you with the users full name but there are reports, which display only the users code.
- Next is the users full name. Be sure not to enter the name in all capitals, as this will print on letters exactly as entered on this screen.
- Next is Password. When you add or change a password a verification box appears for you to reenter the password. Note that passwords are case sensitive. If a user forgets his password, it is up to the administrator to assign a new password to the account. There is no way to display passwords. In the event of a forgotten administrators password the help desk can supply you a special code to log in to the system.
- Next is the Administrator privileges check box. Clicking this check box will make this user equivalent to the Administrator by setting all of the other permissions on the screen. Clearing this box will clear all permissions on the screen.
- Next is the Inactive check box. When an employee is no longer with your agency set the account to inactive. This removes the user from the login list.
- The next two sections, File Maintenance Permissions and Access Permissions allow you a great deal of flexibility and security during use of the system. These items are self-explanatory. Some of the access functions allow the administrator to override these permission settings by entering the administrators password at the point of entry.
- The next tab is the Commission Rates. This is the percentage of the agency’s commission that the CSR / Producer will earn. This is a default commission percentage that will be entered automatically on commission accounting screens. The amount can be overridden at time of entry if it is different for a particular transaction. This field may be left blank if the user does not earn commissions.
- The next section allows you to set up commission percentages for the Other Charges items collected at point of sale and recorded on the receipt. The items that were entered in the Agency Setup screen like broker fees, etc. are listed in this area. Only the Other Charges you have designated as commissionable in System Setup Screen are not grayed out. Simply enter the percentage of the Charge that the CSR receives in the percent field next to the description of the charge.
The next tab is Signature. This allows you to create a signature to automatically insert your signature into letters.
The last tab is the Email. You are able to set up your email in AA so that you can email customers from the program.
Exit to return to the system setup menu when you are finished. If it hasn’t been done so previously, you should take a few minutes now and setup your user file.
Insurance Company Setup
Next click on the Insurance Companies Button.
- The first item is Code. This should be a three character Alphanumeric code for the company name. WinAA usually presents you with a list of company names but some reports show the company code, so it should be easily recognizable.
- Next is the Company Name. If you write with this company through a Managing General Agent, enter the MGA name in this field. This is the payee name used when the system generates checks to companies. The next field, ID Card Name should be the actual insurance company name. It is the name printed on ID cards and is also the name displayed in drop down company selection lists.
- Next enter the Address, Phone, Fax and your Producer Number.
- The NAIC# is the National Association of Insurance Commissioners ID number for the insurance company. Many states require this on automobile insurance identification cards.
- Net Check controls the display of the premium deduction box on receipts for new and renewal business for this company. If you retain your commission out of the customers down payment, check this box.
- Combined Check is used by the check processing routine to determine if multiple transactions are be combined on one check to this company. A transmittal will provide the detail about the items combined on a single check.
- Place Receipts On Hold should be check only if you want all receipts for this company automatically placed on hold. Receipts on hold must be released from Hold before a check will be printed.
- Pay Commission on Policy Fee should be checked if this company’s policy fee is included in commission calculations. The Billing Type is A for agency bill or D for direct bill.
- Commission Plans can be entered for each class of business the company writes. You can specify the plan name, type of transaction it applies to and the agency commission percentage. If the company only has one commission level for the line of business, enter a plan name like All Transactions then choose All Types from the drop down list. These commission plans are used on the policy activity screen when recording production information.
- The Additional Information block allows you to enter any company information such as specific underwriting guidelines, commission schedules, etc. A button on the policy screen allows you to refer to this information from the policy.
- The company’s Email Address, Web Address and a Contact Name can be entered next.
This concludes the session on Company setup