Importing Insurance Data into Experience

Modified on Tue, 17 Oct 2023 at 10:53 AM

TABLE OF CONTENTS


Introduction

This document explains how to import Transactions from an excel file received from an underwriter/insurer directly into Experience.


System Setup

Codes Setup

Codes are used to translate system codes from an external system to Experience.

The codes are: 

- Direct

- Sub-Agents

- Transaction Types


These codes must be setup correctly for the Data Import to occur.


Direct

Non Intermediaries refers to the list of Intermediaries that are not sub-agents. These are the direct customers which are serviced and managed by the Agency.


This value is checked against the column Intermediary.

Example: North Example North Branch and East Branch are owned by the main Agency.


Sub-Agents

Sub-Agents are linked to specific Customer Accounts. During import, any transactions that are linked to Sub-Agents will be posted to the Sub-Agent Customer Account, and not the Customer Account.


This value is checked against the column Intermediary.


Note: During Import, transactions marked as Direct will be posted to the respective Customer Account, whilst transactions linked to Sub-Agents will be posted to the Sub-Agent Customer Account.


Transaction Types

Transaction Types are used to translate the Policy Transaction that is being imported.


This value is checked against the column Policy Transaction.

The system will update the ‘Transaction Type’ Column in the transaction list.


The Import Function


Preparing the Excel file

Log into the Mapfre System (Insfocus) to download the data file provided by Mapfre. 

The file should be in excel format.


Copy all the data (without headings and footers)



Experience Agency Data Import

Open Experience and go to the the facility: Insurance -> Processing -> Agents Transactions Import.

Highlight the first row and paste the data copied from Excel. 



The fields and data are explained below. All this information relates to data inputted in the orginating system (system from where the data will be imported).

ItemDescription
Transaction NumberUnique Transaction Number
Transaction DateTransaction Date
Customer NumberCustomer Number
Customer IDCustomer ID Card Number or Company Registration Number
Note: This information will update the Customer information in Experience.
Customer NameCustomer Name
Note: This information will update the Customer information in Experience.
Policy CodeInsurance Policy Code or Class of Business
Policy Codes must be created under Insurance → Setup → Policy Codes
Policy ProductInsurance Policy Description or Class of Business Description
Policy NumberInsurance Policy Number (without version)
Policy TransactionInsurance Transaction Type
Example: New Policy or Renewal Policy, or Endorsement etc ...
Transaction Types: These are setup under the Transaction Types function. This facility is used to set a link/translation between the Importing System Transaction Type and the Experience Transaction Type.
 
Policy VersionPolicy Number including Policy Version Number
Vehicle RegVehicle Registration Number
IntermediaryIntermediary or Direct
The Intermediary field is linked to the user codes setup under Direct and Sub-Agents functions.
Direct: When the Intermediary code is setup as Direct, then the transaction is posted to the Customer Number Account (Column 3)
Sub-Agent: When the Intemediary code is linked as a Sub-Agent, then the transaction is posted to theSub-Agent Customer Number Account, and not the Customer Number Account.
Automated Sub-Agent Commissions: You can automate the Sub-Agent Calculation by using the Customer Commissions function (Insurance → Special Functions → Customer Commissions)
UsernameUser who posted the Transaction
Payment MethodPayment Method 
Cover FromInsurance Cover Start Date
Cover ToInsurance Cover End Date
Transaction DescriptionBrief description for the Transaction
Customer PhoneCustomer Phone Number
Note: This information will update the Customer information in Experience.
Customer MobileCustomer Mobile Number
Note: This information will update the Customer information in Experience.
Customer EmailCustomer Email
Note: This information will update the Customer information in Experience.
Customer AddressCustomer Address
Note: This information will update the Customer information in Experience.
PremiumPremium Amount
CommissionCommission Earned by Agency or Broker or TII
Amount InsuredSums Insured Amount
DutyDuty Amount
Admin FeeFee earned by Agency or Broker or TII
Insurer FeeFee payable to Principal
SubAgent CommissionCommission to be paid to Sub-Agent
TotalThis is an automated field and is calculated automatically.
The total should match the total transaction value from the importing system.
Check StatusThis is a system field.
Values are: Not Checked, OK, or FAIL.
Check Status ReasonThis is a system field.
If the validation fails, the reason for failure will be shown here.


Important: Check that the Year and Period correspond to the Transaction Dates.

Step 1 - Click on Paste Errors to see if there were any errors in data when pasting data into Experience.

Step 2 - Click on Check Data to validate the data to be imported. Any lines marked in Orange need to be resolved. Scroll to the right to see the reason why validation failed.

Step 3 - Once all data is verified, click on Import Data.


Supplier Posting, Fees & Duty

The Transaction will be posted against the supplier account setup under Policy Types (Insurance → Setup → Policy Types)

Notes: 

  • Column 'Admin Fee' will be posted to the Nominal (Fee) account setup under Policy Types (red box)
  • Supplier (AP) Posting will be made to the linked supplier. Ensure you have only One Supplier Listed (green box)
  • Duty Accrued will be posted to the Duty Accrual Nominal Account linked under the Supplier (blue box)




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