SEMINAR HANDOUT
TAM TIP A MINUTE:
IT & ACCOUNTING
August, 2008
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Prepared for ASCnet
Applied Systems Client Network
801 Douglas Avenue #205
Altamonte Springs, FL 32714
Phone: 407-869-0404 Fax: 407-869-0418
Copyright 2009 by Applied Systems Client Network, Inc. (ASCnet), 801 Douglas Avenue #205, Altamonte Springs, FL 32714. Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic 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 other products copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and no endorsement or ownership of product should be implied by its mention and use. All workflows are suggested and common workflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide.
Original Author:
John Warn, Andy Miller, Christine Forbes, Ric Tucker,
Graham Blundell, Sandy Oliver, Jennifer Godwin and
Applied Systems
Updated By:
Lisa Burnside
Burnside Dynamics LLC
August, 2008
Target Audience:
X
Accounting
Account Executive
Non-Insurance Accounting
Customer Service Representative
Administrative
New Producer
Principal
Experienced Producer
General
X
IT
Human Resources
Other: (describe)
Seminar Type:
Servicing and Workflows
Seminar Level:
Intermediate Level: An Intermediate level class takes the concepts originated from a basic level course, and adds more layers or parallel concepts. For functional courses, these classes will require the participant or attendee to have some basis to work from as they are learning new facets of the agency management system or software program.
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Class Description:
This session will cover various items to turn on for efficient
utilization of the system as well as making your users more effective. It will give you
ideas on how to organize and how to get certain features enabled.
Learning Outcomes:
Know which defaults to set up for user efficiencies
Learn how to set up the system to provide for consistencies
Discover which settings will be most effective for accounting efficiencies
Know where to go to enable and disable system features
Assumptions:
This seminar is based on the following
TAM Version 10.X
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TIP # Category Task Description
1 Clients Invoice Search
OPTIONS - SEARCH - INVOICE SEARCH Search for an invoice with only an invoice number from any Client.
2 Defaults Commission Default Indicator
OPTIONS - COMMISSION DEFAULTS Company, Producer and Broker codes will appear bold on the billing screen if commission defaults exist for the codes. To see indicator HOME BASE - SYSTEM SETUP - SETTINGS - COMMISSION DEFAULT INDICATOR
3 Documents Ask Variable
Use this when creating a formletter or proposal where the data cannot be found in Tam. It Asks the user to "fill in the blank."
4 Documents If Statement
Use the "If" statement in your formletter or proposal documents to eliminate blank fields like "Attn" - or use it to compare and input certain information.
5 Email MAPI
TOOLS - SYSTEM SETUP - SETTINGS - MAPI Integrate TAM with Outlook for better use of email. This allows you to attach internet emails to client or prospect files. Drag & Drop to Policy or Claims.
6 Employee File
Track Employee's Time off in
TAM ATTENDANCE Use the Employee file to track vacation time, sick days, etc.
7 General
Month End Checklist Customization
Customize the month end checklist to reflect your agency's unique month end procedure. Open WORD outside of TAM and then open the
MO_END.DOC document located under the DOC directory.
8 General
Alphabetize Lists- Use Common Codes
When creating field defaults try to assign codes, or alphabetize to keep common items together and reduce searching. (eg. All commercial lines formletters begin with "CL- ")
9 Help TAM Tips
CONTENTS - CONTENTS - SHORTCUTS AND TIPS Applied has placed shortcut keys and other helpful Tip Documents in the Help file.
10 Home Base In/Out Box
F5 or OPTIONS EMPLOYEE IN/OUT BOX Use this feature to keep track of employees as they are logged in and out of TAM, and allows the employee to update only their status. To use it OPID’s must be populated in the Employee File/Detail screens and time off scheduled through the Attendance list MUST be scheduled on a daily basis.
11 Home Base
Print a Receipt for Cash Payment
F7 You can easily print a receipt for cash which automatically generates an activity. The text entered in the activity’s note section will print on the receipt. This DOES NOT apply the payment.
12 Home Base Online Real Time Support
HELP - ONLINE CHAT / LOG A CALL You have a direct link to a support technician via the internet. Your agency’s logon code and password are required.
13 Home Base Prohibited Extensions
TOOLS - SYSTEM SETUP - EFILING This option allows you to set certain file types that you do not want your users to save, like VBS, COM, EXE, Etc.
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14 Home Base Client Filter Security
TOOLS - SYSTEM SETUP - SETTINGS - CLIENT FILTER If branches or departments should not be allowed to see other branches/departments clients, do not give them access to those departments and block the view here.
15 Home Base
Color coded activities, Claims & Policies
TOOLS - SYSTEM SETUP - SETTINGS - COLOR CODE
ACTIVIITES/CLAIMS/POLICIES Use color coded feature to show late activities, claims or policies in a more meaningful manner on the client level.
16 Home Base Department Filter Security
TOOLS - SYSTEM SETUP - SETTINGS - DEPARTMENT FILTER ACTIVITIES/ATTACHMENTS/MEMOS Hides activities, attachments and memos from those users who lack the security clearance to view them based on department.
17 Home Base
Efiling - Delete Files After Routing
TOOLS - SYSTEM SETUP - SETTINGS - EFILING DELETE FILES AFTER ROUTING All files are deleted after being routed regardless of not being in a defined unrouted directory.
18 Home Base Enable Broker Return
TOOLS - SYSTEM SETUP - SETTINGS - ENABLE BROKER RETURN Allow alternate payee to be selected when entering a broker disbursement.
19 Home Base Enable Location Validation
TOOLS - SYSTEM SETUP - SETTINGS - ENABLE LOCATION
VALIDATION This allows the AR, Val Papers, Boiler Machinery, Prop and GL sections to correspond to the AP section
20 Home Base Enable Front-End Scanning
TOOLS - SYSTEM SETUP - SETTINGS - FRONT END SCANNING This will give everyone their Image Inbox on the Home Base screen to route documents already scanned.
21 Home Base Require Activities/History
TOOLS - SYSTEM SETUP - SETTINGS - REQUIRE ACTIVITIES/HISTORY Makes activities/history mandatory
22 Home Base Filtering Lists
TOOLS - USER SETUP - SCREEN DEFAULTS Remember to filter lists to limit the scrolling in lists of activities, memos, attachments and the like.
23 Invoices Account Views
OPTIONS - ACCOUNT VIEWS Use the Account Views option to view a complete summary of individual client transactions
24 Reports
Output to Excel/or another format
OUTPUT DESTINATION - EXCEL RAW DATA You can output the reports to Excel or another database format for further filtering or manipulation.
25 Reports Month End Reports
"OUTPUT DESTINATION" SAVE AS MONTH-END REPORT Saving reports as Month End reports allows you to run a series of reports all at one time. Also automatically forwards the accounting month and dates during Month End initiation.
26 Reports
Queue Reports for night processing
OUTPUT DESTINATION - QUEUE REPORT Queue reports with long processing times for night processing. NIGHT UTILITIES - NIGHT UTILITIES SETUP - DEQUEUE REPORTS
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27 Reports Searches
SEARCHES Use searches to find and create a report that may not be part of the canned reports already in TAM.
28 Reports Marketing Wizard
WIZARDS - MARKETING LETTERS/NOTES Use the marketing Wizard in Reports to easily mail merge letters, add activities or sticky notes to a select group of clients that you are looking for.
29 Shortcuts Remember Signon
This setting allows the user code to be stored and default into the sign on screen upon entering TAM.
30 Utilities Budgeting
ACCOUNTING - ACCOUNT MAINTENANCE Use the budgeting feature in TAM to either enter your agency's budget or industry benchmark averages for comparative financial reports
31 Utilities Allocations
ACCOUNTING - GL - DEFINE COST ALLOCATION If departmentalized, set up default allocation % for transactions based each branch or
department.
32 Utilities Standard Invoice Messages
ACCOUNTING - RECEIVABLES - DEFINE INVOICE MESSAGES Standard Messages can be created and inserted on invoices (I.e.. Service Charges will result on balances over 30 days…
33 Utilities User Defined Transactions
ACCOUNTING - RECEIVABLES - USER-DEFINED TRASNACTIONS You can create custom invoice type for things like non-commissionable taxes and fees. Having these unique transaction type allows you to easily filter these special invoices.
34 Utilities Agency Branding
ACCOUNTING - SETUP - ADD,REVISE,VIEW AGENCY STRUCTURE Allows a logo to print on memos, invoices, monthend statements and receipts for cash. To activate, HOME BASE - SYSTEM SETUP - SETTINGS - AGENCY BRANDING.
35 Utilities Direct Bill Import
ACCOUNTING - SETUP - IMPORT DIRECT BILL TRANSACTIONS Import from a data file directly into TAM.
36 Utilities
Single Entry, Multi Company Interface (SEMCI)
COMPANY INTERFACE Put the Blue Butterfly to work by setting up upload and download with your carriers. See Applied Support for assistance.
37 Utilities Download Commissions
COMPANY INTERFACE - COMPANY FILE INTERFACE SETUP - DOWNLOAD - DOWNLOAD OPTIONS Set up to receive your direct bill commission in batch back.
38 Utilities Suspense in Downloads
COMPANY INTERFACE - SUSPENSE FILE When items that are downloaded don't get automatically assigned, you can reassign here.
39 Utilities Pre-Filled Forms
FORMS - INSTALL - PREFILLS Can be used to default general information into an application. (eg. Specific download codes or limits of insurance for a carrier)
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40 Utilities Auto ID Cards Setup
FORMS - SETUP - AUTO ID Sets default ID Card for Output on pre-printed paper or tear-off stock for 1 or 3 cards per page, also allows editing the preprinted text, or sets state specific text
41 Utilities Binder Setup
FORMS - SETUP - BINDER Allows settings for suppressing the conditional page that prints after the binder as well as settings for the named insured format
42 Utilities Certificates of Insurance Setup
FORMS - SETUP - CERTIFICATE - CERTIFICATE DEFAULTS Sets the default for the Named Insured, Issue Date, Cancellation Clause, Holder Options, Print Type, Envelope type and Number of Days Notice
43 Utilities
Import/ Export Certificate
Holders FORMS - SETUP - CERTIFICATE - IMPORT/EXPORT HOLDER SETUP
44 Utilities Signatures
FORMS - SETUP - SIGNATURE Electronic signatures can be automatically generated in many forms including certificates and binders. This allows direct faxing of such forms without waiting for the producer to sign and return the document. Go to www.ascnet.org - Shop - Signature Scan for order form.
45 Utilities
Use Description Line as Instructions
GENERAL - ACTIVITY DEFAULTS - DEFINE ACTIVITY CATEGORIES Use detailed instructions on the Default Description Line informing the user of what's expected in the detail (eg. Appointment- Who, What, Where)
46 Utilities Organize with Folders
GENERAL - DOCUMENT MAINTENANCE - DOCUMENT SETUP - "OPTIONS" FOLDERS Organize your letters by department names or groups to make it easier for your people to find just what they need.
47 Utilities
Attachment Categories & Sub Categories
GENERAL - FIELD DEFAULTS - DEFINE ATTACHMENT
CATEGORIES/DESCRIPTIONS/SUBCATEGORIES - Use these to group your attachments for easier filtering on client level. This also is used for security access.
48 Utilities User Fields
GENERAL - FIELD DEFAULTS - DEFINE USER FIELD 1/2/3 These fields can be used to track additional information for marketing or reporting purposes.
49 Utilities Custom Decs
GENERAL - POLICY MAINTENANCE - INSTALL POLICY TYPES Create custom decs for any non-Acord lines of business. (eg. Life and Health or Surety) These pages can be pulled into formletters for printed output.
50 Utilities Barcode Generator SYSTEM ADMIN - IMAGING - BARCODE GENERATOR
51 Utilities Novice vs. Expert
SYSTEM ADMIN - SECURITY MANAGER Do you want to get rid of that annoying "Are you sure?" prompt on most items, then change your "User Mode" to Expert
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52 Utilities Update Security
SYSTEM ADMIN - SECURITY MANAGER If Admin has rights to all features, take a look after an update to see what is new. Then plan
whether your other groups need their rights changed for those features. To set Admin to all - PROGRAM ACCESS -right click - TREE - GRANT FULL ACCESS
53 Utilities My TAM
SYSTEM ADMIN - WORKFLOW EDITOR & myTAM BUTTON EDITOR To set up customized workflows within your agency. Can be enabled in (HOME BASE - TOOLS - SYSTEM SETUP - SETTINGS - myTAM).
54 Utilities Log Views
SYSTEM ADMIN - LOG VIEWER See what is being done in the system. Particularly the letters that didn't print in Close Day.
55 Utilities Shortcuts to websites
SYSTEM ADMIN - DEFINE TAM LINKS Allows you to put commonly used website links into the LINKS button.
56 Utility Manager Rename GL Accounts
ACCOUNTING - GL - RENAME GL ACCOUNT NUMBERS Lets you rename GL Accounts when necessary.
57 Utility Manager
Rename Codes for Client, CSR, Produces, etc.
GENERAL - RENAME CODES This utility allows you to batch rename the codes use to lookup clients, prospects, CSRs, Producers, Companies, Policy Types, etc.
58 Utility Manager Archiving Data
GENERAL - ARCHIVE Archiving data allows you to take old TAM data and compress it into a read only file. By removing records from the live
databases, searches, reports and nightly utilities take less time to run.
59 Utility Manager Search for Duplicate Prospects
GENERAL - PROSPECT MAINTENANCE - FIND DUPLICATE
PROSPECTS Allows duplicate Prospects to be located based on telephone number
60 Utility Manager Import/ Export Prospect Data
GENERAL - PROSPECT MAINTENANCE - IMPORT AND EXPORT PROSPECTS Allows loading prospect data to or from disk. To import mailing lists you must know the data structure to manually map the imported fields.
61 Utility Manager Purge Prospects
GENERAL - PROSPECT MAINTENANCE - PURGE PROSPECTS This utility allows you to search your Prospects by alpha range, date entered, last contact date and/or marketing plan and delete the found items. You may choose one or any combination of these criteria. All prospects and associated items including applications will be deleted.
