BROKER GUIDE NAVIGATING THE BACK OFFICE. Page1

Transcription

1 BROKER GUIDE to NAVIGATING THE BACK OFFICE of Page1

2 CONTENTS Home Page Overview.. 3 Home Page System help & user guides.. 4 Home Page Creating New Policies Home Page Search, Edit & Cancel Policies Sales Options Overview.. 11 Sales Options View rates, wordings, keyfacts & flyers Sales Options Adjusting default rrp & commission levels Sales Options Promotional flyers.. 16 Reports Online bordereau & automated billing Contact Page.. 19 Page2

3 HOME PAGE From the Home page, you can go directly to adding a product from one of the three ranges, Lifestyle (e.g. Home emergency, Gadget) Motor (e.g. GAP, Tools, Replacement Vehicle) Excess (e.g. Car, bike, van, fleet, home. Commercial combined, tradesman) By clicking the Create New Policy link. This takes you directly to the generic data entry page (same format for all products making it easy to access and sell all Nice 1 products). The Home Page contains the grey shortcuts links panel where you can:- Edit Your Profile View the user guide pdf or Search for a customer record Figure 1 Page3

4 HOME PAGE At the foot of the Home Page, is where we keep the system help and user guides, including:- How to cancel policies that are incorrect or duplicated The System User Guide(s) The Nice 1 Product Summary Guide(s) Figure 2 Page4

5 HOME PAGE Creating New Policies When you are familiar with the site, the page you will visit most often is likely to be the Home Page where you click the Create New Policy link for one of the product ranges to begin adding a policy for a customer. In this example we have clicked the Motor Products range and the generic data entry page opens up for you. The Select Policy Type field is a drop down menu that will show you all the products available to you within the range you have selected. For this example we have selected the RTI/FINANCE GAP product. Figure 3 Data entry is simple. Entering the vehicle registration finds the make and model from a look up facility. The only registrations the system will not locate are personal registrations and some commercial vehicles. In these instances, the details are entered manually. The user then continues entering the customer data until arriving at the customer address, which is auto populated by entering the customer post code. Page5 Note: If the purchaser is a company, enter a full stop in the first and middle name fields, entering the full company name in the surname field. In these cases, any date of birth and salutation may be entered as they do not appear on policy documents.

6 HOME PAGE Creating New Policies Having entered the customer data, the user arrives at the Select Product field. This is a drop down field where the user can select the level of cover required. In this example the options relate to the term (24, 36, 48 & 60 months) and vehicle value. Here we have chosen the 36month policy for a vehicle valued up to 25,000. Making a selection automatically displays the Gross Premium, tax and Total premium fields lower down the page under the Final Policy Cost. Figure 5 shows how this looks. Figure 4 Page6

7 HOME PAGE Creating New Policies Once you are happy with the customer details entered and the policy selected, you are nearly ready to print or save the policy documents. Before doing this, you may wish to modify the gross premium either before the ipt is added or the inclusive figure. IPT is adjusted when you change the premium. REMEMBER: The Gross Premium includes a default amount of broker commission. You should check the broker net rates via the sales options tab (we ll show you how on Page 14) to see what commission level is set. You can revise the individual customer rate on this page, or reset your commissions for all of our products via the sales options tab. If you make a mistake with product selection or date(s) the policy is to be effective from, you can adjust them before leaving the page. Once you have pressed Create Policy however, you cannot adjust dates, Figure 5 product selection or financials. If you realise a mistake after pressing create policy, you will need to cancel the policy and re-enter the correct selections. (Page 8). Page7 Clicking create Policy automatically opens the page where you can print or save the policy documents. This also enters the transaction onto your broker bordereau which will be covered in on pages 17/18.

8 HOME PAGE Editing & Cancelling Policies Mistakes happen. You may enter incorrect details at the policy creation stage, the wrong start date, incorrect cover levels or customer detail. Don t worry, you can Edit and Cancel policies at broker level which will avoid you incurring additional administration charges. 1. MISTAKES WHILST STILL IN THE RECORD These are the easiest to rectify. Provided you have not yet pressed the Create Policy red button, you can change anything on the page. 2. MISTAKES AFTER CREATING THE RECORD Details of the customer, their vehicle can all be overwritten after the policy has been created. However, for obvious reasons, you cannot change:- I. Cover levels of products II. Start Dates Figure 6 III. Financials Customer / Search Policy : If errors have occurred with cover levels, start dates or the financials of the product, or if the policy has been duplicated on our system or entered otherwise incorrectly, you will need to cancel the policy and enter the details again correctly (if this is appropriate) Clicking on the Customer / Search Policy link in the shortcuts area, will open the dialogue box like the one on the following page. Page8

9 HOME PAGE Editing & Cancelling Policies To begin the process of Editing or Cancelling an existing policy, the user must search for the customer record. The best search criteria to use, is the Post Code, which rarely gets entered in the incorrect format. Customer / Search Policy 1. When the search dialogue box appears enter post code 2. When the record appears click the Edit/Cancel link 3. The original record appears 4. Scroll down to the status bar that should say Live 5. Click the drop down arrow and select cancelled full refund 6. Click Save Policy 7. This will deduct the policy from your account 8. Repeat this process any time you need to cancel or amend a policy Figure 7 The above tells you how to cancel a policy. It is important to know how to do this to ensure our automated billing sends you accurate invoices and bordereaux. To edit the permissible areas of a policy, follow steps 1 to 3 above, then Figure 8 overwrite the area you need to change. Remember to click Save Policy when you re done. If editing, clicking the Save Policy button will take you to the page where you can reprint or save the revised policy documents. Page9

10 Figure 9 Page10 Figure 10

11 SALES OPTIONS Under the Sales Options tab you can do the following:- View every product allocated to your brokerage under each of the three product ranges Modify the before tax RRP (and hence your commission level) for any or all of our products. View/save/print the policy wording and key fact summaries for any or all of our products. View/save/print a pdf Flyer for each of the products When you click the Sales Options Tab, the icons appear for the respective product ranges. The Grey shortcuts links area under this tab is where you can manage, add, edit or delete the users who will access the system and products from your brokerage. Only the Head User will be able to modify rates. Figure 11 Clicking any of the product range icons will open up a new page displaying the icons for products within that range. Page11

12 SALES OPTIONS Having clicked the Sales Options tab, in this example we have selected by clicking the Motor Products Range icon. A cut down version of what you will see is shown as Figure 12. Figure 13 displays the full range. The twelve products appearing in the Motor Products range are represented by their icon in Figure 13. Under each product icon, there are 4 hyperlinks:- 1. View/Edit products (Net & RRP Rates) 2. View Key facts (PDF) 3. View Policy Type (PDF) (A simple Flyer SEE FIG 16) 4. View Policy Wording (PDF) 1 = Where you can view your net rates and adjust the RRP (Pre IPT) and hence set your commission level. Figure 12 Page12

13 Figure 13 Page13

14 SALES OPTIONS Adjusting default RRP/Commission The first hyperlink under each product icon opens a page like the one shown here in Figure 14. You will see there is an icon of a pencil and notepad at the end of each line. Clicking this notepad allows opens a separate dialogue page where you can adjust the RRP (pre IPT) for any of our products. Adjusting RRP, also adjusts your commission up or down, so always be aware of what your net rate is for the product to ensure you do not set an RRP lower than the net rate. Typically brokers will print off this page before making adjustments to ensure no mistakes are made. Page14 Figure 14

15 SALES OPTIONS Adjusting default RRP/Commission Clicking on the notepad icon adjacent to its product line, opens up the Edit Retail Price facility. In this example, the product selected shows: Net rate of RRP (pre IPT) of Default broker commission is therefore You can edit the RRP and hence the commission you earn, by simply overwriting the price field The net rate list remains on view as a prompt to remind you to set an RRP higher than your net rate. You can revisit these pages on any of our products at any time and as often as you wish, changing RRP / Commission rates to suit business and customer circumstances. When you change a price, click the SAVE button and the Figure 15 system will use this price as the default for all future customers when this product type is selected, until it is changed again. Page15

16 Figure 16 Page16

17 REPORTING Online Bordereau & Automated Billing Clicking on the Reporting tab provides brokers access to all the policies they have written on Brokers use this facility each month end, to check that what they will be billed is accurate. The report produced shows what policies have been written between the start and end date entered. Automated Billing To allow 14 days for cancellation of policies, the Nice 1 billing process does not commence until 14 days have elapsed since the prior month end. Brokers check their bordereau report for the prior month and cancel any duplicated or incorrect policies. Doing this before the 15 th of each month, ensures the system generates accurate bordereaux requiring little or no reconciliation to the account before payment is made. Figure 17 The page that follows shows an example of a bordereau where the broker has correctly added four GAP policies, then cancelled the incorrect 36 month policy, replacing it with the correct required 48 month policy. Notice that the cancelled policy has been deducted from the bordereau total. Page17

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19 CONTACTS Contact Telephone E mail Sales / Product Enquiry Steve Bennett Mobile : steve.bennett@nice-1.co.uk option 3 then 4 Jim Hunter Mobile : Jim.hunter@nice-1.co.uk option 3 then 4 Sales General switchboard sales@nice-1.co.uk Accounts Enquiry switchboard accounts@nice-1.co.uk IT / Website Enquiry Matt Bradley option 3 then 6 matt.bradley@nice-1.co.uk IT Support switchboard support@nice-1.co.uk Enquiries switchboard enquiries@nice-1.co.uk Page19