Agency Accounting

 Writing Checks

InsurancePro also keeps track of all the checks that you write from your agency. To access the screen to enter/record checks, click on “Expense/Checks” from the Main Menu.

Here you can input the necessary information about the check. InsurancePro automatically brings up the next check number. If you are recording a payment which will be directly debited from your account, you should put your check number as “Debit”. Make sure you choose the right Account for each check you write, as it will be used for generating Profit & Loss Report. You can choose an account that is already in the list, or if you want to create a new category for the payment you are receiving, you can type it in. If it is not already in the list, InsurancePro will ask you if you want to add this as a new Account (Note: Only administrators can add new Accounts).

The check does not necessarily have to be on behalf of a client. It could be a Rent check to the landlord, or maybe some other transaction. If money is being debited from your bank account, you should enter it as a check in InsurancePro. Note that InsurancePro automatically starts completing the field for you as you start typing. Also, if you pull down the list in “Client”, you will get more description about the client/policy. This will help you in selecting the right client, as InsurancePro may have multiple entries for the same client, as each policy has a separate entry.

Note: Once an Account is created, you cannot delete it from the list. Also, InsurancePro DOES allow you to use duplicate check numbers.

Finding/Viewing/Editing previously written Checks:

If you know the check number you need to look up, you can enter it in the find section and click on “GO”, or you can use the “<< Previous” and “Next >>” options to view checks you had written previously. When you pull up a previously saved check, you can just view the details, or you can also make changes or corrections to the check. Once you are finished with making the changes, click on “Save and Exit”, or the next or previous option to save your changes.

Voiding/Deleting a Check:

If you need to void a check, you can pull up the previously saved check, and then click on “Void Check”. This will mark the check as voided. To confirm the change, you will have to save the check. Similarly, you can also delete a check entirely, by clicking on “Delete Check”. Only Administrators have the option to completely delete a check. Also, once you have deleted a check, it cannot be recovered.

Printing a Check:

InsurancePro also allows you to print checks in 2 standard formats. To print checks from InsurancePro, you MUST have your checks preprinted in one of the two formats, with your Bank Account Number, and your Bank’s Routing Number already on the check.

The check MUST already be saved in InsurancePro before it can be printed. You can print a single check, or you can print multiple checks at the same time from InsurancePro.

InsurancePro prints the following on the check:

·         Check Amount, both figure and in words

·         Payee

·         Check Date

·         Memo

·         Current Agent's signature (If scanned signature image is available)

You have to option to choose/modify the following in the printed check:

Check Style: You can choose either Standard or Voucher. Standard prints the check, and then prints 2 Information stub on the same page for your record. Voucher prints the check and one Information stub.

Agency Name & Address: Check this option if you want InsurancePro to print your Insurance Agency Information on the top left corner of the check.

Print Check Number: Your preprinted check should already have a number printed on it. However, you can choose to print the number on the check again for verification purpose.

Print Stub: You should always keep this option checked. It will print an information stub along with the check for your records.

Print Payee Name & Address: If you are writing checks to Insurance Companies, and InsurancePro has their address stored in its database, you can choose this option to print the mailing address for the payee on the check also. The address will print on the bottom left side of the check.

Feed Type: You can choose to print the check in landscape or portrait orientation.

If you want to print multiple checks at the same time, click on “Print Multiple Checks”.