Table of Contents. Genoa User Guide. Storage (Extranet) Bridge User Guide Storage (Extranet)

Transcription

1 Table of Contents 0 Genoa User Guide Storage (Extranet) Bridge User Guide Storage (Extranet)

2 Table of Contents 0 Table of Contents TABLE OF CONTENTS... ACCESSING THE STORAGE DECLARATION MODULE... 1 Searching for an Existing Storage Declaration... 1 Accessing a Storage Declaration via the Status Screen... 4 CREATING A STORAGE DECLARATION... 6 Creating a New Storage Declaration... 6 Booking a Storage Declaration... 9 Submitting a Referral...10 Editing a New Storage Declaration...11 MANAGING REFERRALS Managing a Referred Storage Declaration...13 Accepting a Storage Declaration Referral...14 Rejecting a Storage Declaration Referral...15 Submitting Referrals...16 Verifying the Status of a Referral...16

3 Table of Contents ii About Referrals...18 MANAGING CHANGES TO SAVED STORAGE DECLARATIONS Modifying Premiums, Rates, Additional Charges...19 Modifying Storage Declaration Details...23 CANCELLING A STORAGE DECLARATION Cancelling a Storage Declaration...26 GENERATING A STORAGE REPORT INDEX... 30

4 Accessing the Storage Declaration Module 1 Accessing the Storage Declaration Module You can access a saved storage declaration several ways: Searching for an Existing Storage Declaration Why would I search for an existing storage declaration? To check some of the declaration s details To find a declaration that needs to be updated or cancelled Before Getting Started You have scope to at least one policy that is set up to allow storage declarations You are assigned the View Storage Declarations security right Steps 1. Click Storage in the main menu at the top of the screen. 2. Optionally, enter search criteria to narrow your search. o To search for a specific storage declaration enter the Booking Number

5 Accessing the Storage Declaration Module 2 o To search for a storage declaration of a particular status, check one or more of the relevant Status checkboxes 3. Click [Search]. The system refreshes to display the matching storage declaration results at the top of the page. Note: If only one result is found, the system automatically displays the Storage Declaration screen loaded with that declaration s details. 4. In the Storage Declaration search results, click the Booking Number hyperlink for the declaration you wish to access.

6 Accessing the Storage Declaration Module 3 Result The system opens the Storage Declaration screen displaying the saved values of the selected declaration.

7 Accessing the Storage Declaration Module 4 Accessing a Storage Declaration via the Status Screen Why would I access a storage declaration via the Status Screen? To manage referred declarations and update their statuses accordingly Before Getting Started You are logged into the Extranet You are assigned the View Storage Declaration security right You have access to at least one declaration with a status of Referred Steps 1. Click Status in the main menu at the top of the screen. The system displays the status screen. The contents of the status screen vary based on how you set up your status screen. 2. Scroll down until you see the Referred Storage Declarations table. If you do not see the table you can update your status screen so it appears. To configure the Referred Storage Declarations table on the Status screen i. Click the plus sign to the left of the Status Screen User Preferences heading. The system expands a panel to configure the possible reports to display. ii. iii. Click into one Report Display and select Referred Storage Declarations Click Save.The system adds the Referred Storage Declarations list to the Status screen.

8 Accessing the Storage Declaration Module 5 3. In the Declaration Period column, click the hyperlink for the storage declaration you wish to manage. Result The system opens the Storage Declaration screen displaying the saved values of the selected declaration.

9 Creating a Storage Declaration 6 Creating a Storage Declaration Creating a New Storage Declaration Why would I create a new storage declaration? To declare the values being held in storage locations to ensure coverage. Before Getting Started You are assigned the Create Storage Declaration security right You are logged into the Extranet You search for a policy with a status of Confirmed The selected policy s Definition is configured with this question checked off: Are assureds reporting Storage declarations? Note: To ensure the policy you selected is configured properly for reporting storage declarations, refer to Configuring a Policy for Reporting Storage Declarations (in the Genoa User Guide - Policy Setup). Steps 1. Click the Create New Storage Declaration link in the Policy Transactions widget on the right hand side of the screen below the Policy Information. The system dispays the Storage Declaration screen.

10 Creating a Storage Declaration 7 2. Complete, at minimum, the required fields. Most required fields are indicated by an * following the field label.

11 Creating a Storage Declaration 8 Note: The fields you are required to complete in order to create a new storage declaration can vary based on the related policy s customization and configuration. 3. Click [Verify Coverage] once you have provided all of the required details. The system compares the details you provided to the associated policy s setup. Result The declaration is insurable o The system displays the insuring conditions along with any generated premiums, taxes and fees, depending on your security rights and whether the related policy is rated

12 Creating a Storage Declaration 9 o The system locks the storage declaration details displaying all values as read-only o You can then either book the declaration or edit the declaration if you have to change any details before booking it Or The declaration generates a referral o The system displays one or more referral reasons o The system locks the declaration details displaying all values as read-only o You can then either submit the referral for review or edit the declaration if you can change any details and verify coverage again Booking a Storage Declaration Why would I book a storage declaration? To book insurance coverage for the cargo in storage To report your policy s storage activities/values Before Getting Started You belong to a company that has access to at least one policy with a status of Confirmed You are assigned the Create Storage Declaration security right Steps 1. You create a new storage declaration and verify coverage. The declartion is insurable. 2. Click [Confirm Booking]. Result

13 Creating a Storage Declaration 10 The system saves the storage declaration and sets its status to Booked The system generates a unique booking number Submitting a Referral If the storage declaration details do not meet the coverage specified in the policy the system generates a referral and provides you with the reason for the referral. Why would I submit a referral? To save the storage declaration, and request that an insurance representative reviews and approves it. Before Getting Started You belong to a company that has access to at least one policy with a status of Confirmed You are assigned the Create Storage Declaration security right Steps 1. You create a new storage declaration.the storage declaration triggers a referral. 2. If the referral is due to an error in the declaration details, edit the storage declaration to correct the error, verify coverage and book the declaration. If the information is accurate, click [Submit Referral] to send the storage declaration to the insurance company for review. Result The system saves the storage declaration and sets its status to Referred The system generates a booking number The system sends an to the appropriate parties per the policy s related notification list, to notify them a referral has been submitted

14 Creating a Storage Declaration 11 Editing a New Storage Declaration After you verify coverage for a new declaration, the system automatically locks the storage details since the generated premiums, terms and conditions are based on the specific details you entered in the declaration form. Modifying the details after you verify coverage can change the resulting premiums, taxes, fees and conditions as well as the declaration s insurability. Why would I edit a new storage declaration? After verifying coverage you realize one or more of the values you specified is incorrect You want to compare the cost of insurance across different possible storage locations Before Getting Started You belong to a company that has access to at least one policy with a status of Confirmed You are assigned the Create Storage Declaration security right You click [Verify Coverage] when creating a new declaration Steps 1. Click [Edit]. The system unlocks the Storage Declaration screen and displays the details for you to edit. 2. Edit one or more of the values as required. 3. Click [Verify Coverage]. The system compares the latest details to the related policy. Result The details are modified (without saving the declaration) The storage declaration is insurable o The system displays the insuring conditions along with any generated premiums, taxes and fees, depending on your security rights and whether the related policy is rated. o The system locks the details displaying all values as read-only.

15 Creating a Storage Declaration 12 o You can then either book the storage declaration or edit the storage declaration again if you have to modify any additional details before booking it. Or The storage declaration generates a referral o The system displays a referral reason. o The system locks the storage declaration details displaying all values as read-only. o You can then either submit the referral so it can be reviewed and approved by an insurance representative or edit the storage declaration if you can modify any details and verify coverage again.

16 Managing Referrals 13 Managing Referrals Whenever a storage declaration triggers a referral (based on the declaration details and the policy s setup) you will have to manage referrals if you have been granted the appropriate rights. For information about how a referral is submitted for review when a declaration triggers a referral, refer to Submitting a Referral when Creating a Storage Declaration. Managing a Referred Storage Declaration You can modify a referred storage declaration s information before accepting or rejecting the referral. Why would I manage a referred storage declaration? To update the storage details, premiums, taxes, fees and/or insuring conditions before accepting the referral, based on the declaration details the assured provided You can process the referral over time; you can make changes to the declaration, save your work and come back later to accept (or reject) it. Before Getting Started You are assigned the Manage Storage Declaration security right You have access to at least one declaration with a status of Referred You access the Storage Declaration screen to view a referred declaration Steps Refer to Managing the Storage Declaration for more information.

17 Managing Referrals 14 Accepting a Storage Declaration Referral Why would I accept a storage declaration referral? To indicate that the storage declaration details are valid and the declaration is insurable. Before Getting Started You are assigned the Confirm Storage Declarations security right You have access to at least one storage declaration with a Status of Referred You access the Storage Declaration screen to view a referred declaration Steps 1. Review the declaration and optionally click [Manage Storage Declaration] to modify the details as needed, if you have the Manage Storage Declarations security right. 2. Click [Accept Referral]. Important: When you click [Accept Referral], the system automatically updates the storage declaration s status to Booked. If you modify the declaration s premiums or conditions before accepting the referral, notify the assured of the updated terms before you accept the referral and the declaration is automatically Booked. Result The system updates the storage declaration s Status to Booked. The system sends an to the appropriate parties to notify them the referral has been accepted

18 Managing Referrals 15 Rejecting a Storage Declaration Referral Why would I reject a storage declaration referral? The decaration details are not covered by the terms and conditions of the policy. Before Getting Started You are assigned the Confirm Storage Declarations security right You have access to at least one declaration with a Status of Referred You access the Storage Declaration screen to view a referred declaration Steps 1. Review the storage declaration. 2. Click [Reject Referral]. Result The system updates the storage declaration s Status to Referral Rejected The system sends an to the appropriate parties to notify them the referral has been rejected There are no further actions that can be taken for this storage declaration

19 Managing Referrals 16 Submitting Referrals Refer to Submitting Referrals under Creating a Storage Declaration for more information about what to do when you are creating a new declaration that triggers a referral. Verifying the Status of a Referral Why would I verify the status of a referral? To understand where the referral is in the queue of items to action To respond to an assured s inquiry regarding the status of a referred storage declaration To determine if anyone has begun to review the referral Before Getting Started You are assigned the View Storage Declaration security right You have access to at least one storage declaration with a Status of Referred Steps 1. Search for a referred storage declaration. Note: When searching for a storage declaration, make sure to select the Referred checkbox in the Storage Declaration Search screen. If you search using the complete Booking Number, it is not necessary to select a status. 2. The referral status and reason are displayed at the top of the page. 3. If the storage declaration is not found, the status may have changed. Perform another search, checking the Status checkboxes for Booked and Referral Rejected.

20 Managing Referrals 17 Note: If the Referred Storage Declarations table has been configured for your Status screen, all available storage declarations you have access to that are currently in referral will be displayed. The Status screen can be accessed by selecting Status from the main menu.you can configure the Referred Storage Declarations table for your Status screen if it as not been set up. i. Click the plus sign to the left of the Status Screen User Preferences heading. The system expands a panel to configure the possible reports to display. ii. Click into one Report Display and select Referred Storage Declarations iii. Click Save.The system adds the Referred Storage Declarations list to the Status screen.

21 Managing Referrals 18 About Referrals Generating a referral indicates that an insurance representative must review some aspects of the storage declaration before approving and booking the declaration. When a declaration is referred, an notification is sent to the insurance representatives who then make a decision. The representatives may accept and book the declaration, reject the declaration, or accept the referral and book the declaration but with a different premium and/or additional conditions of insurance. Depending on the policy s set up, the system will send out an notification once any decision is made. Once a storage declaration is in referral, assureds with the right to manage storage declarations cannot modify the declaration until the declaration is approved. The Booking Number may be used to find the declaration in the system and verify the status of the referral.

22 Managing Changes to Saved Storage Declarations 19 Managing Changes to Saved Storage Declarations After a storage declaration has been saved you can make changes to the declaration directly depending on your security rights. When managing a saved declaration there are three main actions you can choose: Recalculate: If you want to see the impact of manually adjusting the values used in the formula for calculating premium and charges (inputs such as Premium Amounts, Rates, Additional Charges and the Insured Value); you can [Cancel Changes] if you do not like the outcome of [Recalculate], per your changes. See Modifying Premiums, Rates, Additional Charges for more details. Verify Coverage: If you want the system to validate your changes based on the policy s setup to determine if your changes would result in any validation errors or referrals; you can [Cancel Changes] or [Edit] if you do not like the outcome of [Verify Coverage] per your changes. See Modifying Storage Declaration Details for more information on this workflow. Save Changes: If you want to change any storage declaration values even if the changed values conflict with the policy s defined setup. Choosing this option allows you to override the system s results that are based on policy configuration. Once you click [Save Changes] you must manually manage your storage declaration again to modify its values. Clicking [Verify Coverage] after you manually updated and then saved the declaration s values will automatically overwrite any maual changes you make. See Modifying Storage Declaration Details for more information on this workflow Modifying Premiums, Rates, Additional Charges Why would I modify premiums, rates and/or additional charges? Because the user created a storage declaration with details outside of the policy s defined coverage You want to override the premium, rates or additional charges generated by the system as an exception, based on this storage declaration s details The storage declaration is referred and you must modify some details in order to manage the referral

23 Managing Changes to Saved Storage Declarations 20 Before Getting Started Steps You are assigned the Manage Storage Declarations security right You have access to at least one existing storage declaration (Status can be Booked or Referred ) 1. Search for an existing storage declaration. 2. Click [Manage Storage Declaration]. The system refreshes the Storage Declaration screen and unlocks the fields so they can be modified as required. 3. Update the values in the Premium Information panel: o Modify Premium Amounts if you wish to specify the final amounts and do not need the system to calculate it for you o Enter new values in the Rate fields if you want the system to calculate new premium amounts based on the revised rates you specify o Enter new values in the additional charge Amount fields when you wish to specify the final amount and do not need the system to calculate it; this applies specifically for fees since tax amounts are always based on the government specified rates (that you cannot edit)

24 Managing Changes to Saved Storage Declarations 21 Important: If you modify a premium amount and also enter a corresponding rate for that same premium type, the rate overrides the premium amount. In other words, upon clicking [Recalculate] the system calculates the premium amount based on the rate you entered. 4. Click [Recalculate]. The system : o Recalculates the Total Premium, tax and fee amounts and Total Cost based on the latest values in the Premium Information panel and the storage declaration s Insured Value and Currency o Determines which additional charges apply based on each additional charge s triggers and the storage declaration s latest values; if you modified any declaration values before clicking [Recalculate], the system may need to apply more or less additional charges o Considers if you modified the Insured Value or Currency fields and updates the Premium Information values if required

25 Managing Changes to Saved Storage Declarations 22 Important: When clicking [Recalculate] the system updates the Premium Information panel only based on the values you manually entered. The system does not verify coverage against the policy setup. If you click [Verify Coverage] you will overwrite any of your manual changes since the system resets the premiums, rates, additional charges and total cost based on the policy s defined setup. 5. Click [Save Changes] to commit the latest changes you made or [Cancel Changes] if you want to discard any changes you made. Result The system saves your changes The system refreshes the Storage Declaration screen and all fields appear as read-only

26 Managing Changes to Saved Storage Declarations 23 Modifying Storage Declaration Details The Storage Declaration s screen s fields can be categorized into two types: coverage impacting and non-coverage impacting. Coverage impacting fields are the details that determine the applicable rate and/or conditions for the declaration. Non-coverage impacting fields are the details that are informational that do not affect the rate or conditions the storage declaration is subject to. On the Storage Declaration screen all fields are coverage impacting except for: Bill to Party Reference Number Any custom fields that appear under the section called Additional Information (configured using Extended Data Fields) Why would I modify storage declaration details? Some of the declaration s details have changed Some of the declaration s details were entered incorrectly To correct some typos or data entry errors The declaration is referred and you must modify some details in order to manage the referral Before Getting Started You are assigned the Manage Storage Declaration security right You have access to at least one existing declaration (Status can be Booked or Referred ) 1. Search for an existing storage declaration 2. Click [Manage Storage Declaration]. The system refreshes the Storage Declaration screen and unlocks the fields so they can be modified as required. Note: You cannot modify the Primary Assured or Bill to Party values if the declaration s Status is Booked and it has been invoiced. To check if the declaration has been invoiced, refer to the Invoice Number field in the Storage Declaration Status panel.

27 Managing Changes to Saved Storage Declarations Modify one or more fields as required.if you wish to modify the storage declaration s coverage, see Modifying Premiums, Rates Additional charges. Note: If you modify the Insured value and click [Save Changes], without clicking [Recalculate] first and without modifying the premiums, rates or additional charges, the declaration s Premium Information will not reflect the declaration s updated insured value. 4. You can click [Verify Coverage] or [Save Changes] as required. Verifying Coverage 1. Click [Verify Coverage]. The system compares the latest details to the related policy to determine the rates the storage declaration is subject to and whether the declaration meets the policy s constraints. The storage declaration is insurable o The system displays the applicable insuring conditions along with any generated premiums, taxes and fees, depending on your security rights and whether the related policy is rated. o The system locks the declaration details displaying all values as read-only. Or The storage declaration generates a referral o The system displays one or more referral reasons o The system locks the declaration details displaying all values as read-only 2. Click:

28 Managing Changes to Saved Storage Declarations 25 o [Cancel Changes] to discard your changes o [Save Changes] if the declaration is insurable and you are satisfied with the changes o [Submit Referral] (if the declaration generates a referral) so the declaration can be reviewed and approved by an insurance representative Saving Changes 1. Click [Save Changes] to save the changes to the storage declaration, without validating the details against the policy s setup. Be sure you are satisfied with your changes as you cannot revert back to the previous version of the storage declaration values without manually editing the storage declaration again. Important: When you click [Save Changes] the system does not validate the vessel s attributes, does not verify the storage declaration s insurability or compliance and will not modify the storage declaration s cost. Note: Assured users that are granted the Edit Booked Storage declaration security right, are always forced to [Verify Coverage] when modifying the storage declaration. Assured users can never bypass the system s verify coverage validation. Result The system saves your changes The system refreshes the Storage declaration screen and all fields appear as read-only

29 Cancelling a Storage Declaration 26 Cancelling a Storage Declaration Under certain circumstances it may be necessary to cancel a storage declaration after it has been booked. Cancelling a Storage Declaration Why would I cancel a storage declaration? The storage location is no longer covered by the related policy The declaration was post-dated and logged in advance but never actually occurred Before Getting Started You are assigned the Manage Storage Declaration security right You have access to at least one booked storage declaration Steps 1. Search for an existing storage declaration. 2. Click [Cancel Storage Declaration]. The system prompts you to confirm that you wish to cancel the declaration. 3. Click [OK]. Result The storage declaration s status is updated to Cancelled The system sends an to the appropriate parties, to notify them that the declaration has been cancelled The storage declaration remains locked and you cannot take any further action for it

30 Cancelling a Storage Declaration 27 Note: Cancelled storage declarations remain in the system. Retrieve those declarations for review by checking the Cancelled checkbox in the Status field on the Storage Declaration Search screen.

31 Generating a Storage Report 28 Generating a Storage Report Why would I generate a storage report? To generate an excel output containing the necessary data to review and manage storage declaration activity, especially if the dataset is fairly large Before Getting Started You are logged into the system You are assigned the View Storage Declaration security right Steps 1. Click Storage in the main menu at the top of the screen. 2. Enter the appropriate filter criteria for the report within the Search Criteria section of the screen.

32 Generating a Storage Report For the Report Output field, select the Excel option. 4. Optionally, enter a Report Name if you wish to specify a file name for the report when it is generated. This report name will appear in the Data Output Center (where you can access all your DOT reports). If you do not specify a Report Name the system automatically names the file with the date of when the report is generated. 5. Click [Search]. Result The system submits your request to generate the report based on the filter criteria you specify. The request is put in a the system s job queue to be processed. It can take several minutes until the report output is ready. You can continue to work in the system in the meantime. Once the report has been generated it can be accessed via the Data Output Center in the Status Screen.

33 Index 30 Index A About Referrals 18 Accepting a Storage Declaration Referral 14 Accessing a Storage Declaration via the Status Screen 4 Accessing the Storage Declaration Module 1 B Booking a Storage Declaration 9 C Cancelling a Storage declaration 26 Creating a New Storage Declaration 6 Creating a Storage Declaration 6 E Editing a New Storage Declaration 11 G M Managing a Referred Storage Declaration 13 Managing Changes to Saved Storage Declarations 19 Managing Referrals 13 Modifying Premiums, Rates, Additional Charges 19 Modifying Storage Declaration Details 23 R Rejecting a Storage Declaration Referral 15 S Searching for an Existing Storage Declaration 1 Submitting a Referral 10 Submitting Referrals 16 V Verifying the Status of a Referral 16 Generating a Storage Report 28 Glossary 31

34 Copyright Notice Copyright Oceanwide Canada Inc. All Rights Reserved. All material in this document and on this website are protected by copyright and intellectual property laws and are the property of Oceanwide Canada Inc. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission from the owner Oceanwide Canada Inc. Printed and published in Montreal, Quebec CANADA. Trademarks All trademarks, registered trademarks and service marks in this document are exclusive to Oceanwide Canada Inc. Disclaimer The publisher Oceanwide Canada Inc. and authors specifically disclaim any responsibility for any liability, loss, or risk; whether corporate, personal or otherwise in whole or in part of which; is incurred as a consequence directly or indirectly of the application use; or reliance on or any of the contents of this document (documentation).