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In this session we are looking at how we “Maintain” or work with Customer Insurance Accounts.


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Of course we start by Selecting the appropriate Option from the Menu.


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Then we can use any of the available Lookup Methods to identify the Account.

We can type in the Key.

We can type in part of the Name of the Account or we can simply use the F2 Lookup.

Or we can double click and select “Lookup”.



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There are 3 different states for an Account to be in.

First we have the “Inquiry Mode”. In other words we have done a first quote, but the Account is not really Active yet. Or it can be Active if there are any Active Policies on the Account. Or it can be In-Active, i.e. we did a first quote, but it never became Active, never Issued a Policy, or the Policy has not been Renewed and are no longer on the Active Policies List.

In this case we can also set the Account In-Active.

Now this is a setting that we do manually, except if we put a Policy in an Active state and the Account is not In-Active.

Then the Account will automatically turn Active. 



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The “Date Opened” is something that the System will automatically insert when we first create the Account. We cannot Manually adapt or change that.


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The CRM Number field also cannot be edited directly, but we can actually change that information by using the “Set Up CRM Account” function and we will look at that presently.


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The “Notes” field of course can be used over and over again.

We can record any relevant Notes on this Account in the “Notes” field and we can make any changes that we want to make at any point in time.


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Next we look at the available Queries on the Account.

If we choose “CRM Events” then the CRM Events for this Account will be opened and if there are any Events in the Default Data Range, then it will be shown.


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The link to “Tasks” is here for convenience, but does not specifically relate only to this Account.

So when we choose this link, we will see all Tasks that are flagged for the Insurance.


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The “Query on Diary Entries” is for this specific Account and the System will list any Diary Entries that are found for this Account.

If we select any of those, then that particular Diary Entry will be Opened for Maintenance or Modification, or further attention.


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Next we look at the Actions, starting with “New CRM Event”.

We can record a New CRM Event on the specific Account at any time and we can select from the Categories Setup for our CRM and Record the Detail.


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We can submit a New Task directly from the Account here, by using the “New Task”

Function and we can record any Task that will be flagged for Insurance.

It can be for myself or for another User, provided that I have the necessary Task Access level specified on my Task Profile.

But, the Task is flagged for Insurance, not specifically for this account.

So if it is specifically for this Account then we should make a note in the Description, on the Task, that it is for this particular Account.


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The minimum requirements for Updating a New Tasks, is to have some Description and to select a priority.

We can also change some of the other Fields. For example, a different “User to Complete”.

We can put a different Time or “Hours to Complete”. We can put a different “Complete By Date”, and we can also detail further instructions in the Instructions Field.

If we have a Description and we have selected our priority, then we can choose “Update”.

Those are the minimum things that we need to do to Submit a New Task.


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When we “Submit” a New Diary entry, from the Account, then it is flagged for Insurance and also specifically for this Account.


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Now as we can see here, the New Entry is listed on the Query of Diary Entries for this Account.


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A New Policy Record can be opened by dbl clicking an empty row on the list of Policies or by using the New Policy Function.


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We deal with the Policy Master itself in a separate Tutorial.


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If no CRM Account is listed for this Insurance Account yet, or if we want to Link or Re-Link to a different CRM Number, then we use “Set Up CRM Account”


The important thing to understand about CRM is that we may have one or multiple AR Debtor Accounts linked to this Insurance Account, by virtue of being used on the Policies listed on this Account.

It is rather important to have the same CRM number for the AR Debtor Accounts as we have for the Insurance Account because we have grouped together our CRM Events properly.


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So when we use this Option, and the System does not tell us which we should do first.

So we could Open the A R Debtor Account/Accounts first and use that CRM and link it here. Or we can Open it from her and then when we Open any A R Debtor Accounts, make sure that we link this CRM Number to those Accounts.

So  - if there is already a CRM Number present, as it is in this case, then we have the Option, not only to make a New CRM Account, but also to Re-Link to a different CRM Number.

If there is no CRM Number yet, then of course the System will simply allow us to create a New CRM Account or Re- Link, or Link to an existing CRM which we may already have set up on the A R Debtor Account.


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We can have one or multiple Policies listed for the same Insurance Account and we can have one or multiple A R Debtor Accounts linked.

The AR Debtor Account is linked to the Policy itself and there really should be, or is recommended to be a separate A R Debtor Account for each Policy.

The Currency of the Policy determines what Currency the A R Debtor Account that is linked, should be managed in.

So if we want to Set Up a AR Debtor Account, we can do it from here. But we certainly need Access to the normal Function for opening these A R Debtor Accounts on our Profile. Otherwise the System will not allow us to use it via this link.

What this link does, it takes us into the facility or Option to Open or Manage AR Debtor Accounts.


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So we see that the Management or Maintenance of Insurance Customer Accounts is quite easy and straightforward and flexible.