Policy Information Management

 

 

 

 Add Downloaded Transactions

 

 

InsurancePro’s Transaction Download Feature:

 

InsurancePro can download transactions from Insurance Companies that support ACORD AL3 format transaction downloads. This can be done through IVANS Transfer Manager, or any other method that your Insurance Carrier uses for downloading the transactions.

 

This feature automatically updates your customer database with detailed information about new business, renewals, endorsements and cancellations. The only supported download file format is ACORD AL3, so if you have an Insurance Carrier that can send data in ACORD AL3 format, InsurancePro will be able to process it.

 

In order to start downloading transactions, first you need to contact your Insurance Company Representative that supports downloading in ACORD AL3 format. If they support downloads through IVANS, they will get your IVANS mailbox setup and get your Agency ready for downloads. You will have to contact each one of your Insurance Company individually to have them get you ready for downloading transactions with InsurancePro.

 

For Agents who will be downloading through IVANS, after getting the IVANS Mailbox Account, you will need to setup the IVANS TransferManager software and make sure that your Mailbox Account Number, User ID and password has been entered correctly. For details on how to setup IVANS Transfer Manager Software, please click here.

 

Once you have setup your Agency’s IVANS Mailbox with any one of your Insurance Companies, any other carrier you write with who supports downloading data through IVANS can use the same mailbox.

 

Please note that it is not necessary to download through IVANS. The only requirement is that your Insurance Company supports ACORD AL3 format. However, most Insurance Companies prefer to use IVANS TransferManager to send AL3 files.

 

Once your Insurance Company confirms that you are ready for download, and the download software has been setup, you can start the download process in InsurancePro.

 

For IVANS Users:

 

Before you process a download for the first time, click on “Download/Bridge” from the top menu in InsurancePro, and click on “Setup IVANS Transfer Manager”.

 

 

IVANS has two versions of it's Transfer Manager, Regular and .Net. InsurancePro supports both regular Transfer Manager and Transfer Manager .Net. First choose which version of Transfer Manager you would like to setup. Then choose the option to “Create Configuration File”. This will setup Transfer Manager so that it knows which folder on the local computer InsurancePro expects it to download the files. This folder is (“C:\AIDown”).

 

 

Note: If you would to setup both TM and TM .Net on your machine, you would have to create the configuration file for each. First select Transfer Manager, then click on "Create configuration File". Next, choose Transfer Manager .Net, and then click on "Create configuration File" again. However, you can only run one version of Transfer Manager directly from InsurancePro. To use the other version, simply run it from your Desktop or from the Start Menu.

 

You should now be able to run a download session. To do so, click on “Download Transactions Now!” This should start the IVANS Transfer Manager software, and run your download session. Once it is done, you will be returned to InsurancePro, and you can process the downloaded files.

 

Description of Screen Options:

Create Configuration File: This will setup Transfer Manager so that it knows which folder on the local computer InsurancePro expects it to download the files. This folder is (“C:\AIDown”).

Start IVANS Transfer Manager: Starts the IVANS Transfer Manager Software.

Download Transactions Now! : Starts the IVANS Transfer Manager Software and runs a download session.

View Downloaded Transactions: Brings up the screen to Process Transactions already downloaded into InsurancePro.

Update: Saves any changes to the Program Location Folder.

           

For Other Users:

 

First use the method specified by your Insurance Company to download the transactions from their server to your local computer. Then in InsurancePro, choose “Download/Bridge” from the top menu and click on “Process Downloaded”. InsurancePro will ask you to specify the location where the files were downloaded. Please make sure that there are only transaction files in ACORD AL3 format in this folder. By default, this folder is “C:\AIDown”. InsurancePro will start processing the files in the specified folder, and list the transactions read.

 

 

Processing the Downloaded Transactions:

If you are not already in the Download Transactions screen, choose “Download/Bridge” from the top menu and click on “View Downloaded Transactions”. InsurancePro will list available transactions within last month. You can specify the dates and click on “Refresh” to view transactions downloaded on other dates.

 

 

InsurancePro automatically matches transactions to clients already in the database, using Policy# and/or Client Name. If a match is not found, then you can associate the entry to a current customer in the database through this screen. Otherwise, InsurancePro will create a new policy for such transactions. To view transactions that were not matched with existing policies, click on “Auto Select”, and all transactions that were not matched will be unchecked. Also, you can click on the checkbox Column Header to select or deselect all transactions.

 

 

Once you are ready, click on “Upload Selected in to InsurancePro” button to process the selected transactions and upload them in to InsurancePro. Please note that this option will make permanent changes to your InsurancePro database that cannot be undone.

 

InsurancePro automatically tries to match the Download Insurance Company to one of the Companies currently in the Database using NAIC codes. For more detail on setting up NAIC codes for your Insurance Carrier, please click here.

 

Transactions & Policy Types Processed by InsurancePro:

The following is a list of Transactions InsurancePro processes:

·         New Business – Gets added as a new policy.

·         Policy Change – Updates the policy details for existing customer, and also adds an endorsement to the policy.

·         Reinstatements – Gets added as a Renewed policy.

·         Rewrite – Gets added as a Renewed policy.

·         Renewal Image – Gets added as a Renewed policy.

·         Data Base Synchronization – Gets added as a new policy.

·         Cancellation Confirmation – Updates the policy as cancelled

·         Print/Memo Transactions - This is a notice or a report sent by the company and printable through InsurancePro.

 

For a more detailed list of transactions and their functions, please click here.

 

InsurancePro processes the following policy types:

  • Personal Lines Auto Insurance Policy

  • Personal Home Owners Policy

 

InsurancePro will also save a detailed summary document about the downloaded transaction. This can be viewed/printed from the client's file under "Print Forms/Letters".

 

 

 

 

Note: There might be cases in which other transaction types can get downloaded, but InsurancePro will not process them. They will remain in listed in this screen even if you select to upload them. Such transactions are are highlighted in red as "Not Supported".

   

Description of Screen Options:

  • Auto Select: Only transactions that are matched with existing customers in the database will be selected, and other transactions will be de-selected. This can help you identify clients that were not matched up in InsurancePro. These will be added as new entries in the database.
    If you know that the client is already in the database, you can click on the “Client” column for a transaction and get a list of existing policies in the database to match the selected transaction with.
     

  • Add from File: To manually specify and process transactions from a single AL3 file.
     

  • Delete Selected: This will delete the selected transactions, and they will not be uploaded in to InsurancePro.
     

  • Download Now: Starts the IVANS Transfer Manager program and runs a download session.
     

  • Refresh: Re-lists the transactions downloaded between the chosen dates.
     

  • View Log: Displays a log of all the transactions downloaded between the chosen dates. This is helpful when trouble shooting or calling for support.
     

  • View Notes: Displays the Notes, if any, associated with the transaction.
     

  • View Detail: Displays a detailed summary document of the downloaded transaction.
     

  • Client: You can click on the “Client” column for a transaction and get a list of existing policies in the database to match the selected transaction with.