Table of Contents. Genoa User Guide. Policy Setup Bridge User Guide Policy Setup

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1 Table of Contents 0 Genoa User Guide Policy Setup Bridge User Guide Policy Setup

2 Table of Contents 0 Table of Contents TABLE OF CONTENTS... Searching For a Policy... 1 Searching for the Latest Policy Record... 3 Searching For Previous Policy Records... 3 Creating a New Policy... 4 Creating a New Policy from a Policy Template... 7 About Policy Templates... 8 Configuring the Policy s Profile Modifying the Policy s Profile Assigning the Policy to a Policy Group About Policy Groups Defining the Primary Broker and Insurer Participants Configuring the Policy as a Template Configuring the Policy s Definition Setting the Definition Modifying the Definition Managing Participant Details... 19

3 Table of Contents ii Managing the Policy s Brokers Adding a Broker (When Only One is Participating in the Policy) Adding a Broker (When Multiple are Participating in the Policy) Configuring a Broker s Commission Modifying a Broker s Policy Details Deleting One Broker from the Policy Deleting Multiple Brokers Managing The Policy s Insurers Adding an Insurer (When Only One is Participating in the Policy) Adding an Insurer (When Multiple are Participating in the Policy) Modifying an Insurer s Policy Details Deleting One Insurer from the Policy Deleting Multiple Insurers from the Policy Managing the Policy s Assureds Adding an Assured to the Policy Configuring a Primary Assured, Named Assured and Bill to Party Modifying the Assured s Policy Details Modifying the Bill to Party for an Assured Attaching the Assured s Subsidiaries to the Policy Deleting One Assured from the Policy Deleting Multiple Assureds from the Policy Deleting a Bill to Party from the Policy... 51

4 Table of Contents iii Assigning Security Roles to a Policy Participant Viewing the Assigned, Individual Security Rights About (Company) Security Roles Completing the Policy s General Settings Configuring Insured Value Currencies Adding an Insured Value Currency to the Policy Removing an Insured Value Currency from the Policy Managing Claim Settling Agent Groups Defining Claim Settling Agent Groups for the Policy Ensuring Only Settling Agents Servicing the Discharge or Destination Countries are Available Managing Extended Data Fields for the Policy Configuring an Extended Data Field (EDF) for the Policy Modifying an Extended Data Field s (EDF) Visibility Inserting Shipment Extended Data Fields (EDFs) within the Shipment Screen Deleting One Extended Data Field (EDF) from the Policy Deleting Multiple Extended Data Fields (EDFs) from the Policy Populating the Policy Extended Data Fields (EDFs) Attached to the Policy About Extended Data Fields (EDFs) Managing Notifications Configuring a Policy Participant Contact Modifying the Notification Types a Policy Contact Receives... 80

5 Table of Contents iv Deleting One Policy Participant Contact Deleting Multiple Policy Participant Contacts from the Policy Adding Other Contacts Managing Other Contacts Managing Notification Settings for the Policy Managing the Assured Portal (Client Side) Selecting the Assured Portal Site for the Policy Removing the Assured Portal Site Managing the Assured Portal s Terms of Use Configuring the Assured Portal s Welcome Message for the Policy Inserting Images and Document Files into the Welcome Message Managing Documents Attaching a Document to the Policy Modifying a Document Attached to the Policy Deleting a Document from the Policy Deleting Multiple Documents from the Policy Viewing a Document Attached to the Policy Configuring a Separate War Policy within the Policy Managing Insuring Conditions Using the Clause Lookup Configuring Insuring Conditions for Shipments

6 Table of Contents v Configuring a Policy for Reporting Shipment Certificates or Declarations Configuring Shipment General Settings for Certificates Configuring Users Rights for Managing Booked Shipments at the Policy-Level Setting Minimum Premium per Certificate and/or per Shipment Declaration Managing the Shipment General Settings Insuring Conditions Configuring the Total Sum Insured Calculation Method for the Shipment Shipments: Configuring Insuring Conditions Configuring Insuring Conditions without Overrides Configuring Insuring Conditions Using Overrides Managing Insuring Conditions for a Special Rate Best Practices for Setting up the Policy s Insuring Conditions Copying a Policy Rate Schedule from a Template Configuring Routes Adding a Route to the Policy Removing a Route from the Policy Configuring Conveyances for the Policy Adding a Conveyance Forcing Selection of a Loading and Discharge Facility Forcing Vessel Selection Managing the Conveyance s Insuring Conditions Modifying a Conveyance...135

7 Table of Contents vi Deleting a Conveyance Deleting Multiple Conveyances from the Policy Associating a Shipment Document (e.g. Certificate Template) to a Conveyance Modifying a Shipment Document (e.g. Certificate Template) Deleting a Shipment Document/Certificate Template Deleting Multiple Shipment Documents/Certificate Templates from the Policy Defining Insured Interests for the Policy Adding an Insured Interest to the Policy Managing the Insured Interest s Insuring Conditions Modifying an Insured Interest Deleting an Insured Interest from the Policy Deleting Multiple Insured Interests from the Policy Managing the Policy s Rate Schedule Adding a Policy Rate Managing Details for One Policy Rate Record Falling Back to a Policy Setting Managing the Policy Rate s Insuring Conditions Managing Details for Multiple Rate Records (via Quick Maintenance) Referring Invalid Combinations of the Rate Schedule Increasing or Decreasing Multiple Policy Rates by a Specified Percentage Deleting a Policy Rate Record Searching for an Existing Policy Rate Record...169

8 Table of Contents vii Downloading the Policy Rate Schedule to Excel Managing Special Rates Adding Special Rates (and Updating Special Rates) Managing the Special Rate s Insuring Conditions Falling Back to a Policy Rate or Policy Setting Managing Details for One Special Rate Referring a Special Rate Record Adding a Special Route (for a Special Rate) Removing a Special Route from the Policy Deleting a Special Rate Deleting Multiple Special Rates from the Policy Searching for an Existing Special Rate on the Policy Downloading the Special Rate Schedule to Excel Defining Custom Configurations for the Policy s Shipment Screen Customizing the Policy s Shipment Screen Configuring (Shipment) Custom Features Validating the Shipment s Reference Number Enforcing a specific Format for the Shipment s Reference Number Configuring Layering...202

9 Table of Contents viii Setting the Primary Assured to be the Shipment s Named Assured Enabling Print Draft Certificate in Additional Shipment Workflows Managing Country Restrictions Configuring One Country Restriction Referring Inland Transit for Specific Countries Adding Additional Premium for Specific Countries Managing Insuring Conditions at the Country Level Modifying a Country Restriction Adding or Modifying Multiple Country Restrictions (Via Quick Maintenance) Deleting a Country Restriction Deleting Multiple Country Restrictions Configuring Storage Incidental to Transit Enabling Storage Incidental to Transit Storage Incidental to Transit: Adding a Named Location to the Policy Storage Incidental to Transit: Defining Which Primary Assureds Can Use a Location Storage Incidental to Transit: Managing Insuring Conditions for the Policy or per Location...226

10 Table of Contents ix Using the Clause Lookup Storage Incidental to Transit: Modifying a Named Location for the Policy Storage Incidental to Transit: Deleting a Named Location from the Policy Storage Incidental to Transit: Deleting Multiple Named Locations from the Policy Storage Incidental to Transit: Adding an Unnamed Location to the Policy Storage Incidental to Transit: Modifying an Unnamed Location for the Policy Storage Incidental to Transit: Deleting an Unnamed Location from the Policy Storage Incidental to Transit: Deleting Multiple Unnamed Locations from the Policy Configuring Settings for Shipment Declarations Configuring Bulk Declarations Selecting Rating Dimensions for Reporting Bulk Declarations Removing Rating Dimensions from the Bulk Declaration Rate Schedule Adding a Bulk Declaration Rate Managing the Rates for Bulk Declarations Prohibiting Specific Combinations for Bulk Declarations Deleting a Bulk Declaration Rate Record Configuring a Policy for Reporting Storage Declarations Configuring General Storage Settings Configuring Storage Via the Shipment Screen Adding a Named Storage Location to the Policy Defining Which Primary Assureds Can Use a Location Managing Insuring Conditions for the Policy s Storage or per Storage Location...259

11 Table of Contents x Using the Clause Lookup Modifying a Named Storage Location Deleting a Named Storage Location from the Policy Deleting Multiple Named Storage Locations from the Policy Adding an Unnamed Storage Location to the Policy Modifying an Unnamed Storage Location Deleting an Unnamed Storage Location from the Policy Deleting Multiple Unnamed Storage Locations from the Policy Managing Premium and Charges Configuring Additional Charges for the Policy Adding a Policy Default Additional Charge Modifying a Policy Default Additional Charge Configuring a Compound Additional Charge Configuring an Additional Charge to be Commissionable Deleting a Policy Default Additional Charge Deleting Multiple Policy Default Additional Charges Adding an Additional Charge per Bill to Party Modifying an Additional Charge per Bill to Party Deleting a Bill to Party Additional Charge Deleting Multiple Bill to Party Additional Charges Breaking the Link between a Policy Default Additional Charge and a Specific Bill to Party...290

12 Table of Contents xi Configuring Deposits and/or Miscellaneous Charges Configuring Deposits or Charges, Split into Multiple Installments Modifying a Miscellaneous Charge Managing an Additional Charge for a Miscellaneous Charge Managing Commission for a Miscellaneous Charge Deleting a Miscellaneous Charge Deleting Multiple Miscellaneous Charges Configuring the Policy to Use the System s Billing Module Configuring the Policy-Level Invoice Settings Selecting a Remit to Company for the Policy Invoices Selecting an Invoice Template for the Policy Configuring how Invoices are Split Configuring Broker Billing Configuring a Bill to Party s Billing Details Configuring Standard Billing Setup Configuring Automatic Billing for a Bill to Party Modifying a Bill to Party s Billing Method Configuring Other Billing Options Configuring a Billing Method of Pay as You Go Configuring a Credit Limit per Bill to Party Configuring a Discount for a Bill to Party...317

13 Table of Contents xii Configuring PDF Invoices to be ed Automatically Deleting a Bill to Party s Details Configuring a Billing Period for the Policy Adding a Policy Default Billing Period Modifying a Policy Default Billing Period Deleting a Policy Default Billing Period Deleting Multiple Policy Default Billing Periods Adding a Billing Period per Bill to Party Modifying a Billing Period per Bill to Party Deleting a Bill to Party Billing Period Deleting Multiple Bill to Party Billing Periods Breaking the Link between a Policy Default Billing Period and a Specific Bill to Party Configuring One Premium Type to be Invoiced with Another Premium Type Setting an Annual Minimum Premium Amount Reviewing the Policy Correcting Confirmation Errors Correcting Policy Definition Errors Reviewing Policy Definition Warnings Reviewing Potential Configuration Irregularities Confirming the Policy Policies Requiring Multiple Confirmations

14 Table of Contents xiii Common Policy Actions Deleting a Policy Suspending the Policy Renewing the Policy Renewing the Policy when it is Open and Continuous Reviewing and Confirming the Renewal About Renewals Endorsing the Policy Endorsing the Policy when it is Open and Continuous Reviewing and Confirming an Endorsement About Endorsements Viewing all Renewals and Endorsements for One Policy Cancelling a Policy Revoking a Cancellation Rerating Shipments Accessing the Re-rating Report About Re-rating What are the Possible Re-Rating Outcomes? Accessing Common Screens Querying the Audit Trail POLICY APPENDICES

15 Table of Contents xiv Appendix 1: Field Definition by Screen Appendix 2: Understanding the Definition Questions GLOSSARY OF TERMS INDEX

16 Creating a New Policy 1 Searching For a Policy Locate individual policy records to action. Why would I search for a policy? To view or modify the details of a policy Before Getting Started You are assigned the View Policy security right You have access to at least one policy in the system Steps 1. Select Policy Setup from the main menu. The system displays the Policy Search screen. 2. Optionally, enter some search criteria to narrow your search.

17 Creating a New Policy 2 Note: For each search parameter, if you enter: 0 characters, the system returns all policies with any values 1 to 3 characters, the system returns policies with values starting with the entered string 4 or more characters, the system returns policies with values containing the entered string 3. Click [Search]. The system searches for the policy records within your scope that match all of the search parameters you entered and displays a list of policies. Note: You should always provide some search criteria in order to filter the possible results and optimize the system s performance. If you leave the Policy Search form blank and click [Search], the system retrieves all available policies you have access to. 4. Click the Policy Name hyperlink for the policy you wish to view or manage, or refine your query criteria to search again, if the results do not include the policy you were looking for. Result The system displays the selected policy s Profile screen

18 Creating a New Policy 3 You can navigate through the policy screens as required Searching for the Latest Policy Record On the Policy Search screen, the system s default value for the Policy Type field is Latest Policy Record. When this option is selected the system returns only the most recent policy records that you have access to, that meet your search criteria. In other word s, the last policy you have access to may not be the most recent policy in the list of renewals. Searching For Previous Policy Records You can also search for just the Original policy record or the entire policy hierarchy, which returns all endorsements and renewals for the matching policies, by selecting the corresponding option.

19 Creating a New Policy 4 Creating a New Policy The first step is to define the basics of the policy. The policy can then be completed, one section/screen at a time, in later steps. Why would I create a new policy? To record coverage, charges, exposures and losses in the system To allow assureds to record transactions against the policy, such as shipments, storage declarations or claims Before Getting Started Steps You are assigned the Edit Policy Right You belong to a system licensee s organization and you are logged in to your own website. The policy s owner company has at least one partner company associated to it for instance a co-licensee or proprietary broker or insurer (entered in the Administration module) The policy owner s company has access to at least one product (Company Product Premium Type entered via Administration) 1. Select Policy Setup from the main menu. The system displays the Policy Search screen. 2. Click [Create]. System opens the Profile screen. 3. Select the policy s Owner Company. This is the broker or insurer office of record. Important: You must select the Owner Company first because it determines the available values for the required picklists on this screen.

20 Creating a New Policy 5 4. Complete, at minimum, all of the required fields. 5. Click [Save]. Result The system confirms the policy has been created, sets the policy s status to incomplete and populates the policy header and Policy Information widget with the policy s key details The system enables the Definition option in the side menu so you can move on to the next step in the policy setup workflow

21 Creating a New Policy 6

22 Creating a New Policy 7 Creating a New Policy from a Policy Template Why would I create a new policy from a policy template? To minimize the data setup required, and prevent the omission of critical/required data To ensure standard lists and configurations are applied Before Getting Started Steps You are assigned the Edit Policy Right You belong to a system licensee s organization and you are logged in to your own website. The policy s owner company has at least one partner company associated to it for instance a co-licensee or proprietary broker or insurer (entered in the Administration module) The policy owner s company has access to at least one product (Company Product Premium Type entered via Administration) The new policy s selected owner company has access to at least one policy template 1. Select Policy Setup from the main menu. 2. Click [Create From Template]. System opens the Profile screen. 3. Select the policy s Owner Company. Important: You must select this value first because it determines the available values for the other required picklists on this screen.

23 Creating a New Policy 8 4. Select the Policy to Copy. 5. Complete, at minimum, all of the required fields. 6. Click [Save]. Result The system saves the new policy s details and copies all available data* from the selected template into the new policy The system confirms the policy has been created, sets the policy s status to incomplete (regardless of the template s Poli cy Status), populates the policy header and Policy Information widget with the policy s key details The system enables the Definition option in the side menu so you can move forward with the policy setup workflow Refer to About Policy Templates for more details about what data does not get copied from the policy template. About Policy Templates A Policy Template is a policy that can be reused as the basis for other policies that share common details and require a simi lar setup. We strongly recommend that whenever possible, you create policies using a policy template. Using a template to create your policy will reduce the policy setup time; after you have selected a policy template to copy from, the system automatically populates your new policy with the data configured in the selected template.

24 Creating a New Policy 9 Policy templates are also a great solution to ensure that new users can complete the configuration of a new policy with greater ease, less direct supervision and fewer errors. You can use an actual live policy as your template or you can create a generic template for the purpose of creating standardized policies. Templates Available for Selection The templates available for selection are based on the new policy s Owner Company. You can select any policy template that be longs to the policy s owner company or to any company above the policy s owner company in its organizational hierarchy. You can copy from a template regardless of the template s policy status. Data Not Copied from a Template Although you can copy most policy data from a template into a new policy, there is a small subset of policy data that the system never copies (even if the data is saved in the template policy). The following data is never copied from a policy template into a new policy: Profile details which a user specifies directly in the new policy before the system can copy the template s data (e.g. Policy Name, Policy Number, Effective Date, Valid Until Date, etc.) Data related to the Assured (Primary Assured, Named Assured, Bill to Party, Assured Policy Contacts, Special Rates, Additional Charges, Billing Periods and Deposits and Charges)

25 Configuring the Policy s Profile 10 Configuring the Policy s Profile The policy s profile contains the basic details about the policy such as name, number and effective date range. Completing this is the first step you must do in the four-step, policy setup workflow. For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen You will configure the policy s Profile when you create a new policy. Modifying the Policy s Profile Why would I modify the policy s Profile? To correct inaccurate data To complete any optional policy details you did not specify during policy creation To modify the details to reflect changes to your policy s terms and/or usage (e.g. use as Template, Policy Group, etc.) Before Getting Started You are assigned the Edit Policy security right You search for an existing policy or create a new policy Steps 1. Modify any field on the Profile screen as required. Important: The number of fields that are editable will depend on whether the policy s Status is Incomplete, Confirmed or Incomplete/ Policy Activity Suspended. If the policy is Confirmed and you wish to modify fields locked when the status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity].

26 Configuring the Policy s Profile Click [Save]. Result The system saves your changes and notifies you the policy has been updated. Assigning the Policy to a Policy Group Why would I assign my policy to a policy group? By assigning a policy to a policy group, you can allow any users that belong to that policy group to access its included poli cies. This means you can grant users access to a group of policies they would not normally have scope to. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one policy group (configured in the Administration module) Steps 1. Navigate to Profile using the side menu. 2. Select a Policy Group in the General Information panel.

27 Configuring the Policy s Profile Click [Save]. Result The system saves your changes. About Policy Groups A policy group is a way to associate users to one or more policies they would not otherwise have access to, per the system's security model. The system determines access, by default, based on the user s organization, the user s company, the user s role, the policy s owner and the employee s and policy s security rights. You can assign users to multiple policy groups. Each policy can only b elong to one policy group within your organization. Defining the Primary Broker and Insurer Participants This task is completed as part of creating a new policy. Refer to Adding a Broker (When Only One is Participating in the Policy) or Adding an Insurer (When Only One is Participating in the Policy) Configuring the Policy as a Template Why would I configure my policy as a template? To make the policy s configuration and data easily reusable by policies requiring a similar setup To ensure your employees enter policies in the system according to a template that adheres to the system s/the organization s best practices Before Getting Started You access an existing policy in the system

28 Configuring the Policy s Profile 13 You are assigned the Edit Policy security right Steps 1. Navigate to Profile using the side menu 2. Check the Use as Template checkbox. 3. Click [Save]. Result The system saves your changes The policy can now be selected as a template to be copied

29 Configuring the Policy s Definition 14 Configuring the Policy s Definition The policy s Definition is a series of questions that you need to answer when creating a policy, to indicate how the policy will be used in the system. Based on the questions you check off, the system streamlines the screens and fields you must complete to confi rm the policy. The Definition helps ensure that you configure the necessary data so you can use the policy as you intended. To review each Definition question and understand which screens and fields it enables/disables, refer to Appendix 2: Understanding the Definition Questions Setting the Definition Why would I set the Definition? It is a mandatory step you must complete when setting up a policy so you can successfully confirm the policy in the system Your answers to the Definition questions allow the system to streamline the subsequent policy setup screens you need to complete Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot set the policy s Definition if the policy is owned by a company outside of your organization. You have already created a new policy Tip: When you set the Definition for a new policy and expect you will have many policies using the same system features in the future consider configuring the policy as a template so it will be available for reuse later.

30 Configuring the Policy s Definition 15 Steps 1. Navigate to Definition using the side menu. 2. Check off the box for each statement that applies to your policy.

31 Configuring the Policy s Definition Click [Save]. Result The system saves your changes The system enables the Configuration option in the side menu and renders the menu options corresponding to the screens you must complete based on the Definition questions you answered

32 Configuring the Policy s Definition 17 Modifying the Definition Why would I modify the Definition? You need to enable or disable some features when the policy s purpose or some of its attributes have changed (e.g. the policy originally only had one currency and the assured has requested the addition of one or more additional currencies; you would now up date the Definition to check the box for Are multiple currencies required? ) Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You must belong to the policy owner company s organization; you cannot modify the policy s Definition if the policy is owned by a company outside of your organization. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Important: If you already configured data related to the screen or feature you now wish to disable, you must first navigate to the related screen and delete the associated data before you can modify the policy s Definition. Steps 1. Navigate to Definition using the side menu. 2. Check the additional checkboxes that apply to your policy. 3. Uncheck the checkboxes that no longer apply to your policy. 4. Click [Save]. Result

33 Configuring the Policy s Definition 18 The system saves your changes and notifies you the policy has been updated The system refreshes the side menu and renders the menu options corresponding to the screens you must complete based on the latest definition questions you answered

34 Managing Participant Details 19 Managing Participant Details The policy s participants consist of any broker, insurer or assured companies associated to the policy. Managing the Policy s Brokers Adding a Broker (When Only One is Participating in the Policy) For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add a broker? Every policy requires at least one broker You need to define the broker s policy participation details in order to confirm the policy Before Getting Started You are creating a new policy You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if the policy is owned by a company outside of your organization. The policy s owner company is associated to at least one broker company (as configured in Administration) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. On the Policy Search screen, click [Create] or [Create from Template]. The system opens the Profile screen. 2. Select the Lead Broker in the Primary Participants panel.

35 Managing Participant Details Click [Save]. Result Note: When there is only one broker and insurer participating in the policy, the system automatically populates either the Lead Broker or Lead Insurer with the policy s owner company, depending on whether the policy owner is a broker or insurer; you cannot edit this. When creating the policy you can only select the broker if you belong to an insurer organization that owns the policy. The system saves your changes You can now manage the broker s participation details

36 Managing Participant Details 21 Adding a Broker (When Multiple are Participating in the Policy) For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add a broker? Every policy requires at least one broker You must define the broker s policy participation details in order to confirm the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if the policy is owned by a company outside of your organization. The policy s owner company is associated to at least one broker company (as configured in Administration) The policy has a saved Definition and you checked the boxes for o Are there any advanced configurations required? o Are there multiple insurers or brokers involved in this policy? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Note: If multiple brokers or insurers are participating in the policy, you can only manage the brokers and insurers participation via the Brokers and Insurers screens respectively. You cannot mange the brokers or insurers via the policy s Profile screen Steps

37 Managing Participant Details Navigate to Configuration > Participants > Brokers using the side menu. 2. Click [Add]. The system opens the Broker modal window. 3. Select the name of the broker from the Company field. 4. Complete additional details as required. To assign the broker a security role, refer to Assigning Security Roles to a Policy Participant 5. Click [Save] to add the broker and remain on the page, [Save and New] if you wish to add more brokers without returning to the Brokers list, [Save and Close] if you are done adding brokers or [Close] to return to the Brokers list without saving the broker. Result The system saves your changes.

38 Managing Participant Details 23 Configuring a Broker s Commission Why would I manage a broker s commission? To capture the commission percentage the broker earns from each participating insurer for the policy So the system calculates the actual commission amount each broker earns for all premium generated in the system Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. If there is only one broker and one insurer participating in the policy, navigate to Profile, Or, If there are multiple brokers or insurers participating in the policy, navigate to Configuration > Participants > Brokers. 2. From the Profile screen, in the Primary Participants panel, enter a percentage that represents the commission the broker will earn from the participating insurer for all premium generated for the policy, Or,

39 Managing Participant Details 24 From the Brokers screen, click the View Details hyperlink for the broker you wish to update. In the Broker modal window, enter a percentage. 3. Click [Save]. Result The system saves the broker commission percentage. Note: If multiple insurers are participating in the policy, the commission percentage you specify represents the rate of commission the broker will receive from every participating insurer, for all policy premium generated.

40 Managing Participant Details 25 Modifying a Broker s Policy Details For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I modify a broker s policy details? To reflect the broker s participation in the policy The broker s participation in the policy has changed Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. If there is only one broker or insurer participating in the policy, navigate to Profile using the side menu. 2. From the Profile screen, click the Manage Participation Details hyperlink below the Lead Broker in the Primary Participants panel. The system opens the Broker modal window. 3. Modify the values for any field as required. To assign the broker a security role, refer to Assigning Security Roles to a Policy Participant 4. Click [Save].

41 Managing Participant Details 26 Or, 1. If there are multiple brokers or insurers participating in the policy, navigate to Configuration > Participants > Brokers. 2. Click the View Details hyperlink for the broker you wish to manage. The system opens the Broker modal window. 3. Modify the values for any field as required. To assign the broker a security role, refer to Assigning Security Roles to a Policy Participant 4. Click [Save] to update the broker and remain on the page, [Save and New] if you wish to add a new broker without returning to the Brokers list, [Save and Close] if you are done updating brokers or [Close] to return to the Brokers list without saving the changes. Result The system saves your changes.

42 Managing Participant Details 27 Deleting One Broker from the Policy Why would I delete one broker from the policy? The broker is no longer participating in the policy. This change should typically be managed through an endorsement or a renewal. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot delete a participant from the policy if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps Important: You are not allowed to delete the policy owner company from the policy. 1. If there is only one broker and one insurer participating in the policy, navigate to Profile. 2. From the Profile screen, in the Primary Participants panel, select a different broker for the Lead Broker field. 3. Click [Save]. Or 1. If there are multiple brokers or insurers participating in the policy, navigate to Configuration > Participants > Brokers. 2. Click the View Details hyperlink for the broker you wish to delete. The system opens the Broker modal window.

43 Managing Participant Details Click [Delete]. Result The system removes the broker from the policy. Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company.

44 Managing Participant Details 29 Deleting Multiple Brokers Why would I delete multiple brokers from the policy? The brokers are no longer participating in the policy. This change should typically be managed through an endorsement or a renewal. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot delete a participant from the policy if you do not belong to the organization that owns the policy. The policy has a saved Definition and you checked the boxes for o Are there any advanced configurations required? o Are there multiple insurers or brokers involved in this policy? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps Important: You are not allowed to delete the policy owner company from the policy. 1. Navigate to Configuration > Participants > Brokers. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

45 Managing Participant Details 30 Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company. Managing The Policy s Insurers Adding an Insurer (When Only One is Participating in the Policy) For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add an insurer? Every policy requires at least one insurer You must define the insurer s policy participation details in order to confirm the policy Before Getting Started Steps You are creating a new policy, or accessing a saved policy in the system (where this Definition question is not checked: Are there multiple insurers or brokers involved in this policy? ) You are assigned the Edit Policy security right You must belong to the policy owner company s organization; you cannot manage participant policy details if you do not belong to the organization that owns the policy. The policy s owner company is associated to at least one insurer company (as configured in Administration) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. 1. On the Policy Search screen, click [Create] or [Create from Template]. The system opens the Profile screen.

46 Managing Participant Details Select the Lead Insurer in the Primary Participants panel. Note: When there is only one broker and insurer participating in the policy, the system automatically sets the policy s Owner Company as either the lead broker or insurer depending on the owner company s type and you cannot modify it. When creating the policy you can only select the insurer if you belong to a broker organization that owns the policy. 3. Click [Save]. Result The system saves your changes You can now manage the insurer s participation details

47 Managing Participant Details 32 Adding an Insurer (When Multiple are Participating in the Policy) For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add an insurer? The risk is to be shared by multiple insurers You must define the insurer s policy participation details in order to confirm the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if you do not belong to the organization that owns the policy. The policy s owner company is associated to at least one insurer company (as configured in Administration) The policy has a saved Definition and you checked the boxes: o Are there any advanced configurations required? o Are there multiple insurers or brokers involved in this policy? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Participants > Insurers 2. Click [Add]. The system opens the Insurer modal window. 3. Select the name of the insurer from the Company field.

48 Managing Participant Details Complete additional details as required. To assign the insurer a security role, refer to Assigning Security Roles to a Policy Participant. 5. Click [Save] to add the insurer and remain on the page, [Save and New] if you wish to add more insurers without returning to the Insurers list, [Save and Close] if you are done adding insurers or [Close] to return to the Insurers list without saving the insurer. Result The system saves your changes.

49 Managing Participant Details 34 Modifying an Insurer s Policy Details For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I modify an insurer s policy details? To reflect the insurer s participation in the policy The insurer s participation in the policy has changed Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot manage participant policy details if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. If there is only one insurer and one broker participating in the policy, navigate to Profile using the side menu. 2. From the Profile screen, in the Primary Participants panel, click the Manage Participation Details hyperlink below the Lead Insurer. The system opens the Insurer modal window. 3. Modify the values for any field as required. To assign the insurer a security role, refer to Assigning Security Roles to a Participant.

50 Managing Participant Details Click [Save]. Or 1. If there are multiple insurers or brokers participating in the policy, navigate to Configuration > Participants > Insurers. 2. Click the View Details hyperlink for the Insurer you wish to manage. The system opens the Insurer modal window. 3. Modify the values for any field as required. To assign the Insurer a security role, refer to Assigning Security Roles to a Participant. 4. Click [Save] to update the insurer and remain on the page, [Save and New] if you wish to add a new insurer without returning to the Insurers list, [Save and Close] if you are done updating insurers or [Close] to return to the Insurers list without saving the changes. Result The system saves your changes.

51 Managing Participant Details 36 Deleting One Insurer from the Policy Why would I delete one insurer from the policy? The insurer is no longer participating in the policy. This change should typically be managed through an endorsement or a renewal. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot delete a participant from the policy if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps Important: You are not allowed to delete the policy owner company from the policy. 1. If there is one insurer and one broker participating in the policy, navigate to Profile. 2. From the Profile screen, in the Primary Participants panel, select a different insurer for the Lead Insurer field. 3. Click [Save]. Or 1. If there are multiple insurers or brokers participating in the policy, navigate to Configuration > Participants > Insurers. 2. Click the View Details hyperlink for the insurer you wish to delete from the policy.

52 Managing Participant Details Click [Delete]. Result The system removes the insurer from the policy. Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company.

53 Managing Participant Details 38 Deleting Multiple Insurers from the Policy Why would I delete multiple insurers from the policy? The insurers are no longer participating in the policy. This change should typically be managed through an endorsement or a renewal. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization; you cannot delete a participant from the policy if you do not belong to the organization that owns the policy. The policy has a saved Definition and you checked the boxes for o Are there any advanced configurations required? o Are there multiple insurers or brokers involved in this policy? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps Important: You are not allowed to delete the policy owner company from the policy. 1. Navigate to Configuration > Participants > Insurers. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

54 Managing Participant Details 39 Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company. Managing the Policy s Assureds Adding an Assured to the Policy Capture the assured companies that are insured under the selected policy. For more information regarding each individual field and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add an assured to the policy? Every policy requires at least one assured You must define the assured s participation details in order to confirm the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You are associated to a company that has at least one existing assured company already configured in the system (via the Assured module) Steps 1. Navigate to Configuration > Participants > Assureds. 2. Click [Add]. The system opens the Assured modal window. 3. Select the name of the assured from the Company field.

55 Managing Participant Details Complete additional details as required. To configure the assured as a primary assured, a named assured or as a bill to party refer to Configuring a Primary Assured, Named Assured and Bill to Party. To assign the assured a security role, refer to Assigning Security Roles to a Policy Participant. 5. To attach the assured s subsidiaries not already associated to the policy refer to Attaching the Assured Subsidiaries to the Policy. 6. Click [Save] to add the assured and remain on the page, [Save and New] if you wish to add more assureds without returning to the Assureds list, [Save and Close] if you are done adding assureds or [Close] to return to the Assureds list without saving the assured. Result The system saves your changes. Configuring a Primary Assured, Named Assured and Bill to Party Why would I configure a primary assured, Named Assured and Bill to Party? To confirm the policy, you must define at least one primary assured and one bill to party company for every assured organization linked to the policy To book a shipment every policy must have a primary assured, bill to party and named assured Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You are adding an assured to a policy topic=adding an Assured to the Policy or modifying an assured s policy details topic=modifying the Assured s Policy Details Steps 1. Navigate to Configuration > Participants > Assureds.

56 Managing Participant Details Click the View Details hyperlink for the assured you wish to update or while adding an assured to the policy perform the following steps: o Check the Primary Assured checkbox if you want to set the assured company as a primary assured for the policy o Check the Include as Named Assured checkbox if you want to make the assured a Named Assured for the policy o For the Bill to Party (Shipment) and/or Bill to Party (Storage) fields, select This Assured Company if you want to set the selected assured as a bill to party 3. If you define the assured as a bill to party for either shipments or storage (per step above), then you must: o Select a Premium Currency, or o Check the Same as Insured Value checkbox, to determine which currency the system will use when calculating any related premium generated.

57 Managing Participant Details Click [Save] to update the assured and remain on the page, [Save and New] if you wish to add a new assured without returning to the Assureds list, [Save and Close] if you are done updating assureds or [Close] to return to the Assureds list without saving the changes. Result The system saves the assured as a primary assured, a named assured and/or a bill to party for the policy.

58 Managing Participant Details 43 Modifying the Assured s Policy Details For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen. Why would I modify the assured s policy details? To reflect the assured s participation in the policy The assured s participation in the policy has changed. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one assured linked to the policy Steps 1. Navigate to Configuration > Participants > Assureds. 2. From the Assureds screen, select the View Details hyperlink for the Assured whose policy details you wish to manage. The system opens the Assured modal window. 3. Modify the values for any field as required. To configure the assured as a primary assured, a named assured or as a bill to p arty refer to Configuring a Primary Assured, Named Assured and Bill to Party. To assign the assured a security role, refer to Assigning Security Roles to a Policy Participant. To attach the assured s subsidiaries not already associated to the policy refer to Attaching the Assured Subsidiaries to the Policy. 4. Click [Save] to update the assured and remain on the page, [Save and New] if you wish to add a new assured without returning to the Assureds list, [Save and Close] if you are done updating assureds or [Close] to return to the Assureds list without saving the changes. Result The system saves your changes.

59 Managing Participant Details 44 Modifying the Bill to Party for an Assured Why would I modify the bill to party for an assured? You mistakenly picked the wrong bill to party for the assured The assured s bill to party has changed Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You already configured (at least) one bill to party for the policy Steps 1. Navigate to Configuration > Participants > Assureds. 2. From the Assureds screen, select the View Details hyperlink for the Assured whose bill to party you wish to change. The system opens the Assured modal window. 3. Pick a new value for the Bill to Party (Shipment) and Bill to Party (Storage) fields in the Details panel: o Select During Declaration if you want users to select the bill to party when creating the shipments/storage declaration, or, o Pick This Assured Company if you want the selected assured to be the bill to party for all of its associated premium activity o Pick another available bill to party from the list

60 Managing Participant Details Modify the Premium Currency or Same as Insured Value fields if necessary. 5. Click [Save] to update the assured and remain on the page, [Save and New] if you wish to add a new assured without returning to the Assureds list, [Save and Close] if you are done updating assureds or [Close] to return to the Assureds list without saving the changes. Result The system saves your changes.

61 Managing Participant Details 46 Attaching the Assured s Subsidiaries to the Policy Why would I attach the assured subsidiaries to the policy? To attach multiple assured companies from one organization to the same policy, in a single step Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You are adding an assured to a policy topic=adding an Assured to the Policy or modifying an assured s policy details topic=modifying the Assured s Policy Details The assured must have at least one subsidiary company configured in the system Steps 1. In the Assured modal window, click anywhere in the Include Subsidiaries panel header to expand the panel. The system exposes the Include Subidiaries panel details.

62 Managing Participant Details In the Include Subsidiaries panel, check the Include Subsidiaries Not Already Attached box. Note: The settings you configure in the Include Subsidiaries panel will apply to every assured subsidiary the system attaches to the policy as part of this action. After the system has added each assured subsidiary to the policy, you can then select each one individually to modify its policy details. 3. If every assured subsidiary you are adding will be a primary assured, and/or a named assured and/or a bill to party for eithe r shipments and/or storage refer to Configuring a Primary Assured, Named Assured and Bill to Party. 4. Select one or more security roles listed in the Assigned Security Roles left column to assign to the assured subsidiaries for the policy by pulling it over to the right column. Select one or more items in the Excluded list, and click the right arrow to add them to the Included list

63 Managing Participant Details 48 Select one or more items in the Included list, and click the left arrow to remove them from the Included list Use the double right arrow to add all items to the Included list (the right column) Use the double left arrow to remove all items from the Included list 5. Click [Save] to add the assured subsidiaries and remain on the page, [Save and New] if you wish to add new assureds without returning to the Assureds list, [Save and Close] if you are done adding/modifying assureds or [Close] to return to the Assureds list without saving the assured and its subsidiaries. Result The system adds all subsidiary companies associated to the assured company, not already attached to the policy, with the specified settings.

64 Managing Participant Details 49 Deleting One Assured from the Policy Why would I delete one assured from the policy? The assured is not participating in the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right Steps 1. Navigate to Configuration > Participants > Assureds. 2. Click the View Details hyperlink for the assured you wish to delete. The system opens the Assured modal window. 3. Click [Delete]. Result The system removes the assured from the policy. Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company.

65 Managing Participant Details 50 Deleting Multiple Assureds from the Policy Why would I delete multiple assureds from the policy? The assureds will not be participating in the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right Steps 1. Navigate to Configuration > Participants > Assureds. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch. Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all policy access for the employees of the deleted company. Note: When deleting multiple items from a list, if one or more items cannot be deleted (due to data constraints or because it has been used elsewhere in the system), the system deletes the items it can and notifies you about the specific items it cannot.

66 Managing Participant Details 51 Deleting a Bill to Party from the Policy Why would I delete a bill to party from the policy? The assured company is no longer a bill to party for the policy The bill to party was incorrectly configured for the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one bill to party already defined for the policy Steps 1. Navigate to Configuration > Participants > Assureds. 2. Click the View Details hyperlink to select the bill to party you wish to delete. The system opens the Assured modal window. Note that the assured s Bill to Party (Shipment) and/or Bill to Party (Storage) fields are set to This Assured which means this assured is a bill to party for the policy. 3. Pick a new value for the Bill to Party (Shipment) and Bill to Party (Storage) fields in the Details panel: o Select During Declaration if you want users to select the bill to party when creating the shipments/storage declaration, or, o Pick another bill to party from the list if one is available

67 Managing Participant Details Click into the Premium Currency and delete the selected currency if one was specified. The system will reset the field to Please Select. Or, Uncheck Same as Insured Value if it was checked. Note: This will not delete the company from the policy. It just means this company can no longer be used as a bill to party for the policy. If you want to remove the selected assured company from the policy completely, then refer to Deleting One Assured from the Policy. 5. Click [Save] to update the assured and remain on the page, [Save and New] if you wish to add a new assured without returning to the Assureds list, [Save and Close] if you are done updating assureds or [Close] to return to the Assureds list without saving the changes. Result

68 Managing Participant Details 53 The assured company is no longer a bill to party for the policy.

69 Managing Participant Details 54 Assigning Security Roles to a Policy Participant Security roles are company resources configured in the Administration module that can be shared with any company in your organization. Each role consists of individual security rights that you wish to assign to your users. Follow these instructions to assign security roles or remove security roles as required. Why would I assign security roles to a policy participant? To determine which features each participant s employees can use in the system for a given policy. You can limit access to the system s modules, screens and fields by managing a company s security roles for the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to the policy owner company s organization. You are accessing a policy that is owned by a company in your organization; you cannot manage a participant from the policy if you do not belong to the organization that owns the policy or the participant s record in the system. The company you belong to must have access to at least one company security role for the participant type you are managing (configured in Administration) Important: You cannot assign security roles to the owner company since the system automatically assigns the policy s owner company all of the security rights available to the current licensee (site). No user can remove any of these rights. Steps 1. Navigate to the Profile screen using the side menu and click the Manage Participant Details hyperlink in the Primary Participants panel, for the company whose policy settings you want to update. The system opens the modal window with the participant s policy details;

70 Managing Participant Details 55 Or Navigate to the Brokers, Insurers or Assureds screen using the side menu (Configuration > Participants); click the View Details hyperlink for the participant you want to update. The system opens the modal window with the participant s policy details 2. Manage the security roles for the participant: To Add Security Roles to the Participant Select one or more security roles listed in the Assigned Security Roles, left column, to assign to the participant company by pulling it over to the right column. To Remove Security Roles from the Participant In the Security Roles panel of the modal window for the selected participant, select the role or roles you wish to remove fro m the right hand column and use the arrows to move them into the left hand column.

71 Managing Participant Details Click [Save]. Result The system saves the assigned roles for the participant The system displays a hyperlink which allows you to preview the list of unique security rights you assigned to the participant based on all the security roles you selected to include Viewing the Assigned, Individual Security Rights Why would I view the assigned, individual security rights? To verify the specific security rights included in the security roles assigned to each policy particpant. Before Getting Started Steps There is at least one security role assigned to the participant OR the participant has minimum rights assigned to it if applicable You are assigned the View Policy security right You have selected either a Broker, Insurer or Assured company attached to a policy you have access to 1. From either the Brokers, Insurers or Assureds screen click the hyperlink in the Security Role column in the grid,

72 Managing Participant Details 57 Or, From either the Broker, Insurer or Assured modal window click the hyperlink labeled Click to view the individual security right assigned in the Security Roles panel Result The system opens the Security Right Preview modal window and displays which individual security rights are assigned or have been granted as a minimum right for the selected company. About (Company) Security Roles Security rights within Genoa are assigned to users of the system as a package, grouped into one or more security roles. These security roles have to be configured in the Administration module. Every company associated to a policy in the system can be assigned a

73 Managing Participant Details 58 company security role. Each security role has a (company) type associated to it, which means you can only assign a security role to users that belong to the related type of company; i.e. Assured users can only be assigned assured security roles, Licensee users can only be assigned licensee security roles, etc. At minimum you should create the following Security Roles to be assigned to the Companies and Employees within your organization: Licensee Security Role Proprietary Security Role Assured Security Role The rights you grant to the company attached to the policy represent the maximum rights that users from this organization will have for this policy, which is then further refined by each individual user s assigned security rights (which are granted via employee security roles). Using security roles to manage security rights allows you to: Increase the speed and consistency with which security rights are assigned Increase your ability to identify which user can perform which actions The security roles model allows the policy owner company the flexibility to assign varying rights to the same company on a po licy by policy basis, or enforce standard access for all companies of a certain type across all policies.

74 Completing the Policy s General Settings 59 Completing the Policy s General Settings The policy s General Settings consist of mostly optional screens that are not controlled by the policy s Definition. What tha t means is that most of the related screens grouped under this section within the side menu, always appear. This is because the data you capture in these screens can apply to any policy type, regardless of whether you are configuring the policy to manage shipme nts, storage declarations, claims, or billing via the system. Also in many cases, the type of data captured within the General Settings section can be added to the policy after the policy has already been confirmed. If any of the related data is required for downstream activities in the system, the system validates and returns the appropriate errors and/or warnings when you review the policy (prior to confirmation). Some features grouped under the General Settings are: Extended Data Fields topic=about Extended Data Fields (EDFs) System Notifications/ Contact lists Documents topic=managing Documents Configuring Insured Value Currencies The Insured Value Currencies screen allows you to configure which currencies are authorized and which are not when reporting insured values under the current policy Adding an Insured Value Currency to the Policy Why would I add an insured value currency? The policy s assureds may need to declare the insured value for shipments or storage declarations using multiple currencies. Before Getting Started

75 Completing the Policy s General Settings 60 You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes o Are there any advanced configurations required? o Are multiple currencies required? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > General Settings > Currencies. 2. In the Authorized Currencies field, move one or more currencies into the included column to make them available for insured value declarations:

76 Completing the Policy s General Settings Click [Save]. Result The system saves the insured value currencies you selected to include.

77 Completing the Policy s General Settings 62 Removing an Insured Value Currency from the Policy Why would I remove an insured value currency? The policy s assureds are no longer authorized to declare the insured value for shipments or storage declarations using the selected currencies. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes o Are there any advanced configurations required? o Are multiple currencies required? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. There is at least one currency already authorized for the policy Steps 1. Navigate to Configuration > General Settings > Currencies. 2. In the Authorized Currencies field, select one or more currencies from the right column to remove from the policy so assureds cannot declare insured value amounts using the selected currencies.

78 Completing the Policy s General Settings Click [Save]. Result The system removes the insured value currencies you selected to exclude. Managing Claim Settling Agent Groups The claim settling agent groups defined for the policy determine the claim settling agents available for selection when creating a certificate. Defining Claim Settling Agent Groups for the Policy

79 Completing the Policy s General Settings 64 Why would I define a claim settling agent group for the policy You need to define a primary agent group in order to confirm the policy. You cannot book a shipment if you do not have a claim settling agent group specified for the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to a company that has access to at least one claim settling agent group (configured in Administration) Steps 1. Navigate to Configuration > General Settings > Agent Groups. 2. Select a Primary Agent Group. 3. Select a Secondary Agent Group 4. Click [Save]. Result The system saves your changes and notifies you the policy has been updated. Ensuring Only Settling Agents Servicing the Discharge or Destination Countries are Available Why would I ensure only settling agents servicing the discharge or destination countries are available? To reduce the amount of options presented to the user creating the shipment To ensure only agents at destination are referenced on the certificate form

80 Completing the Policy s General Settings 65 Important: If you do not have an agent servicing a particular country in either the policy s primary or secondary agent group, you will not be able to book a shipment using that country as a destination. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right Steps 1. Navigate to Configuration > General Settings > Agent Groups. 2. Check the Show Agents at Discharge/Destination Only box. 3. Click [Save]. Result The system saves your changes and notifies you the policy has been updated. Managing Extended Data Fields for the Policy

81 Completing the Policy s General Settings 66 Configuring an Extended Data Field (EDF) for the Policy Why would I configure an extended data field (EDF) for the policy? You want to capture custom data for the policy that is not captured by the system s core set of fields You want to leverage the custom data to trigger a custom workflow available to your site Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one EDF (configured in the Administration module) Steps 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Click the Extended Data Field Configuration tab. The system displays the Extended Data Field Configuration screen. 3. Click [Add] to select the EDFs that you want to attach to the policy, which are configured in Administration to apply to some policies. The system opens the Extended Data Fields (EDFs) Configuration modal window.

82 Completing the Policy s General Settings 67 Note: The system automatically attaches every EDF available to the policy owner company, that applies to All policies (as configured in the Administration module). However, if you are participating on a policy owned by a colicensee you must manually add any of your company s available EDFs that you want to link to the policy, whether the EDF applies to All or Some policies (as configured in Administration). 4. In the Policy Panel, select the one or many Policy EDFs you wish to attach to the policy. Tip: Hold the Ctrl button and left click with your mouse to select multiple EDFs from the list or hold the Shift button while using or keys to select multiple EDFs at once. 5. Repeat the previous step as necessary for every other panel on the screen. Click on each panel header to expand a section. Each panel represents a module or feature in the system that supports EDFs (such as Assured/Insured, Shipment, Claim, etc.). 6. Click [Save and New] to update the EDFs for the policy and to add some more, click [Save and Close] to save the latest values and return to Extended Data Field list the or click [Close] to return to the Extended Data Field list without saving the EDFs. Result The system saves your changes.

83 Completing the Policy s General Settings 68 Modifying an Extended Data Field s (EDF) Visibility Why would I modify an Extended Data Field s (EDF) visibility? You need to limit which policy participants can access the EDF. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one EDF (configured in Administration), already attached to the policy. You can only modify an EDF that belongs to your company s organization whether you are the policy owner or not. Steps 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Click the Extended Data Field Configuration tab. The system displays the Extended Data Field Configuration screen. 3. Click the View Details hyperlink for a shipment EDF already configured for the policy, which you wish to manage. The system opens the Extended Data Fields (EDFs) Configuration modal window

84 Completing the Policy s General Settings In the Configuration panel, check or uncheck the boxes for the various company types that can access the selected EDF. To prevent users belonging to a certain company type from viewing a particular EDF, uncheck the related box. 5. Click [Save] to save the changes and remain in the EDF modal, [Save and Close] to save the changes and return to the EDF list in the main screen, or [Close] to return to the main screen without saving your latest changes. Result The system saves your changes. Inserting Shipment Extended Data Fields (EDFs) within the Shipment Screen Why would I insert Shipment Extended Data Fields (EDFs) within the Shipment Screen? The policy s assureds report individual shipments using the Shipment screen and, You wish to customize the policy s Shipment screen by inserting Shipment EDFs into the different sections of the Shipment screen so the fields appear in a logical order based on each EDF s purpose and the corresponding section on the Shipment screen.

85 Completing the Policy s General Settings 70 Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one Shipment EDF (configured in Administration) Steps Note: If you do not select where on the Shipment screen you want the shipment EDFs to appear, the system automatically inserts each shipment EDF at the bottom of the Shipment screen after all of the shipment s core fields. 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Click the Extended Data Field Configuration tab. The system displays the Extended Data Field Configuration screen. When adding a shipment EDF to the policy 1. Click [Add] to select the Shipment EDFs that you want to associate to the policy. (These are EDFs configured to apply to some policies in Administration if you belong to the policy owner organization). The system opens the Extended Data Fields (EDFs) Configuration modal window. 2. Expand the Shipment panel and select the one or many Shipment EDFs you wish to associate to the policy.

86 Completing the Policy s General Settings In the Shipment panel, using the Attach to Panel field, select the section where you wish to insert the shipment EDFs you ve included, on the Shipment screen. 4. Click [Save] to save your changes and remain in the EDF modal window or [Save and Close] to save your changes and return to the EDF list or [Close] to return to the EDF list without saving your changes. When editing a shipment EDF already associated to the policy 1. Click the View Details hyperlink for a shipment EDF already configured for the policy, which you wish to manage. The system opens the Extended Data Fields (EDFs) Configuration modal window.

87 Completing the Policy s General Settings 72 Note: You can only manage an EDF that belongs to your company s organization, whether you are the policy owner or not. 2. In the Configuration panel, using the Attach to Panel field, select the section where you wish to insert the shipment EDF on the Shipment screen. 3. Click [Save] to save your changes and remain in the EDF modal window or [Save and Close] to save your changes and return to the EDF list or [Close] to return to the EDF list without saving your changes. Result The system saves your changes. Note: The shipment EDFs will always appear after the core shipment fields of whichever panel you chose to insert

88 Completing the Policy s General Settings 73 the EDFs into.

89 Completing the Policy s General Settings 74 Deleting One Extended Data Field (EDF) from the Policy Why would I remove an Extended Data Field (EDF) from the policy? The EDF no longer applies to the policy (regardless of the section it is associated to). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one EDF (configured in Administration) Steps Note: You can only remove an EDF if it belongs to your company s organization whether you are the policy owner or not. If you belong to the policy owner company s organization, you can only remove an EDF you have access to if its availability is defined as Some (as configured in Administration). 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Click the Extended Data Field Configuration tab. The system displays the Extended Data Field Configuration screen.

90 Completing the Policy s General Settings Click the View Details hyperlink for the EDF you wish to delete. The system opens the Extended Data Fields (EDFs) Configuration modal window. 4. Click [Delete]. Result The system removes the EDF from the policy. Deleting Multiple Extended Data Fields (EDFs) from the Policy Why would I delete multiple Extended Data Fields (EDFs) from the policy? The EDFs no longer apply to the policy (regardless of the sections they are associated to). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The company you belong to must have access to at least one EDF (configured in Administration) Steps Note: You can only remove an EDF if it belongs to your company s organization whether you are the policy owner or not. If you belong to the policy owner company s organization, you can only remove an EDF you have access to if its availability is defined as Some (as configured in Administration). 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Click the Extended Data Field Configuration tab. The system displays the Extended Data Field Configuration screen.

91 Completing the Policy s General Settings Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

92 Completing the Policy s General Settings 77 Populating the Policy Extended Data Fields (EDFs) Attached to the Policy Why would I populate the Policy Extended Data Fields (EDFs) attached to the policy? The EDFs are additional policy data that you are meant to capture If any Policy EDF is configured as Required in Administration, then you need to complete it in order to confirm the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one Policy EDF already associated to the policy You belong to a company that has access to at least one policy extended data field (as configured in Administration and at the policy level) Steps 1. Navigate to Configuration > General Settings > Extended Data Fields. 2. Complete the policy EDFs. 3. Click [Save].

93 Completing the Policy s General Settings 78 Result The system saves your changes. About Extended Data Fields (EDFs) Extended data fields are custom fields each licensee company can create and make available to other companies in the organization (via the Administration module) to capture additional information within the various system modules. For each EDF you create you can define a field label and what type of field it should be (such as a checkbox, textbox, date or lookup, etc.) along with whether the field is required and who can view and access this field. You can create extended data fields that can be added to various modules in the system (such as Shipment, Assured, Claims, etc.). Once you associate that EDF to a policy, the field will appear when accessing the policy using the related module. Managing Notifications The system has several transactions and events where notification s can be sent out. The Notifications section captures which contacts will receive the various notifications and the settings that trigger when the various notifications are sent. Configuring a Policy Participant Contact Policy particpant contacts are any system users that belong to any organization linked to the selected policy. Policy partici pants refer to brokers, insurers and assured participants. Why would I configure a policy participant contact? You want certain parties to be automatically notified by when certain events or transactions occur in the system You want to capture the contact information for certain people who wish to be informed about the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right

94 Completing the Policy s General Settings 79 There is at least one user associated to a broker, insurer or assured company linked to the policy, already configured in the system. Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click [Add]. The system opens the Contact modal window. 3. In the Name field, select the name of the user you wish to add as a contact for the policy 4. Select one or more Notification Types the user should receive. 5. Click [Save] to save the details and remain in the modal, click [Save and New] if you want to save the details and add another contact, click [Save and Close] to save the details and return to the main screen and click [Close] to close the modal without saving the latest values. Result The system saves your changes.

95 Completing the Policy s General Settings 80 Modifying the Notification Types a Policy Contact Receives Why would I modify the notification types a policy contact receives? You want to add and/or delete which notification s the selected contact receives Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one contact configured for the policy Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click the View Details hyperlink. The system opens the Contact modal window. 3. Select one or more Notification Types to add to and//or remove from, the selected contact. 4. Click [Save] to save the details and remain in the modal, click [Save and New] if you want to save the details and add another contact, click [Save and Close] to save the details and return to the main screen and click [Close] to close the modal without saving the latest values. Result The system saves your changes.

96 Completing the Policy s General Settings 81 Deleting One Policy Participant Contact Why would I delete a policy participant contact from the policy? A contact is no longer working for the participating company The contact is no longer involved in the management of the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There must be at least one contact configured for the policy Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click the View Details hyperlink for the contact you wish to delete. The system opens the Contact modal window. 3. Click [Delete]. Result The system removes the contact from the policy.

97 Completing the Policy s General Settings 82 Deleting Multiple Policy Participant Contacts from the Policy Why would I delete multiple policy participant contacts from the policy? The contacts no longer work for the participating company The contact is no longer involved in the management of the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There must be at least one contact configured for the policy Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

98 Completing the Policy s General Settings 83 Adding Other Contacts Why would I configure other contacts? When you wish to add contacts for policy notifications, but those contacts are not system users. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click the Other Contacts tab. The system displays the Other Contacts screen. 3. Enter the address in the corresponding box for each notification type you wish the contact to receive.

99 Completing the Policy s General Settings Repeat the above step for as many other contacts you wish to configure for each relevant notification type. 5. Click [Save]. Result The system saves your changes.

100 Completing the Policy s General Settings 85 Managing Other Contacts Why would I manage other contacts? To correct a typo in a contact s address To change the notification types the contact is configured to receive The contact is no longer involved in the management of the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one other contact configured to receive at least one notification type Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click the Other Contacts tab.

101 Completing the Policy s General Settings Modify or delete the address for one or more contacts already entered. 4. Click [Save]. Result The system saves your changes.

102 Completing the Policy s General Settings 87 Managing Notification Settings for the Policy notification settings determine the conditions under which the system notifications are triggered. For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I manage notification settings for the policy? To define the parameters of when each notification will be triggered (if it applies to the policy). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You have defined at least one policy participant contact or other contact for the policy Steps 1. Navigate to Configuration > General Settings > Notifications. 2. Click the Notification Settings tab. The system displays the Notification Settings screen.

103 Completing the Policy s General Settings 88 Note: The system displays the settings for all possible notification types regardless of which features you have enabled for the policy via the Definition screen. No notifications are sent if the related event does not occur. 3. Complete each field as required. 4. Click [Save]. Result The system saves your changes and notifies you that the policy has been updated. Managing the Assured Portal (Client Side) The assured portal is the branded client side the assureds will access in order to create and manage shipments, report on system activity and to execute other system functions for which they have been granted rights. Selecting the Assured Portal Site for the Policy Why would I select an assured portal for the policy? There are multiple portals available for the specified policy The selection of Assured portal informs the branding, client side user agreement and welcome messages the assured employees will see You need to select one portal in order to grant assured users access to create shipments and shipment declarations, request quotes, print certificates, enter storage declarations, log claims, etc. Before Getting Started You access an existing policy

104 Completing the Policy s General Settings 89 You are assigned the Manage Policy Website Access security right Steps 1. Navigate to Configuration > General Settings > Assured Portal. 2. In Licensee Assured Portal Selection panel, select a website from the available sites 3. Click [Save]. Result The system saves your changes and notifies you the policy has been updated The system lists the licensee site you selected in the Authorized Licensee Sites panel

105 Completing the Policy s General Settings 90 Removing the Assured Portal Site Why would I remove an assured portal from the policy? There is already an assured website configured for the policy and you need to change the website the assureds will access The policy s assureds no longer require access to the system Before Getting Started You access an existing policy You are assigned the Manage Policy Website Access security right Steps 1. Navigate to Configuration > General Settings > Assured Portal 2. In Licensee Assured Portal Selection panel, remove a website from the included sites 3. Click [Save].

106 Completing the Policy s General Settings 91 Result The system removes the selected sites and notifies you the policy has been updated.

107 Completing the Policy s General Settings 92 Managing the Assured Portal s Terms of Use Why would I manage the assured portal s terms of use? You have granted the policy s assureds or proprietary brokers or insurers access to the system and you want to specify the terms of use they must accept in order to use the client portal. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You have access to multiple terms of use Steps 1. Navigate to Configuration > General Settings > Assured Portal. 2. Click the Portal Setup tab. The system displays the Portal Setup screen.

108 Completing the Policy s General Settings In the Policy-Level Messaging panel select the terms of use the assureds will be required to accept the first time they log into the assured portal. 4. Indicate if the policy s selected terms of use will override any other terms of use specified at the licensee level. 5. Click [Save]. Result The system saves your changes and notifies you the policy has been updated.

109 Completing the Policy s General Settings 94 Configuring the Assured Portal s Welcome Message for the Policy Why would I configure the assured portal s welcome message for the policy? You want to customize the policy s welcome page with special messaging, notifications, instructions, pictures, logos, documents or links to external websites. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right Steps 1. Navigate to Configuration > General Settings > Assured Portal. 2. Click the Portal Setup tab. The system displays the Portal Setup screen. 3. In the Policy-Level Messaging panel populate the Welcome Message you want all policy assureds to see when they access this policy via the assured portal. 4. Click [Save]. Result The system saves your changes.

110 Completing the Policy s General Settings 95 Inserting Images and Document Files into the Welcome Message To insert image or document files into the policy s welcome message follow the same steps for configuring the assured portal s welcome message but do the following: Steps 1. In the Welcome Message panel, scroll down to the bottom of the screen and click [Choose File] to upload either an image or file. The system opens a standard file browser window. Tip: If you want to display the contents of your file within the welcome message than save the file as an image, otherwise the file will appear as a link in the welcome message that users can click on to open and view separately in the browser. 2. Locate and select the image or file and click [Open]. The system displays the path to the file in the File field. 3. Click [Save] to insert the image or a link to the asscoiated file within the Welcome Message text area. The image or link can then be moved to the appropriate location within the text. Result The system saves your changes.

111 Completing the Policy s General Settings 96 Managing Documents Attaching a Document to the Policy For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I attach a document to the policy? To make relevant and supplementary external files available to the policy s participants. You can define which types of users can view each document you attach. You are releasing document access to some, but not all, users who have access to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one user attached to the policy with the View Document security right Steps 1. Navigate to Configuration > General Settings > Documents. 2. Click [Add]. The system opens the Policy Document modal window. 3. Enter the document s Description which will allow you to identify the document. 4. Complete, at minimum, all required fields. Define the document s scope, which indicates who can access this document. The possible options are: o Policy Participants - which means any broker, insurer or assured user with access to the policy can view the document o Broker/Insurer Participants - which means only broker or insurer users with access to the policy can view the document

112 Completing the Policy s General Settings 97 o My Organization - which means only users belonging to my organization, that have access to the policy, can view the document 5. Click [Choose File] to select a file. The system opens a standard file browser window. 6. Select the desired file and click [Open]. The system closes the file browser window and displays the file name and path in the Document field. 7. Click [Save] to save the details and remain in the modal, click [Save and New] if you want to save the details and add another document, click [Save and Close] to save the details and return to the main screen and click [Close] to close the modal without saving the latest values. Result The system attaches the document to the policy.

113 Completing the Policy s General Settings 98 Modifying a Document Attached to the Policy Why would I modify a document attached to the policy? To update the document s description To modify who can access and view the document To re-classify the document based on the document s Type Before Getting Started There is at least one document already attached to the policy Steps 1. Navigate to Configuration > General Settings > Documents. 2. Click the View Details hyperlink for the attachment you wish to manage. The system opens the Policy Document modal window 3. Edit any document details as required. 4. Click [Save] to save the changes and remain in the document modal, [Save and Close] to save the changes and return to the Policy Document list in the main screen, or [Close] to return to the main screen without saving your latest changes. Result The system saves the latest changes.

114 Completing the Policy s General Settings 99 Deleting a Document from the Policy Why would I delete a document from the policy? The wrong document was mistakenly added to the policy. The document has become out of date or is no longer relevant to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There must be at least one document attached to the policy Steps 1. Navigate to Configuration > General Settings > Documents. 2. Click the View Details hyperlink for the document you wish to delete. The system opens the Policy Document modal window. 3. Click [Delete]. Result The system removes the document from the policy.

115 Completing the Policy s General Settings 100 Deleting Multiple Documents from the Policy Why would I delete multiple documents from the policy? The wrong documents were mistakenly added to the policy The documents have become out of date or are no longer relevant to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There must be at least one document attached to the policy Steps 1. Navigate to Configuration > General Settings > Documents. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

116 Completing the Policy s General Settings 101 Viewing a Document Attached to the Policy Why would I view a document attached to the policy There is a relevant policy document for you to review, as a broker or an underwriter participating on the policy To preview a document you attached to ensure it renders as expected Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one document already attached to the policy Steps 1. Navigate to Configuration > General Settings > Documents. 2. Click on the hyperlink in the File Name column for the document you wish to view. The system downloads the file. Important: The steps to open a file attachment differ based on the internet browser you are using. Result The system opens the file for you to view.

117 Configuring a Separate War Policy within the Policy 102 Configuring a Separate War Policy within the Policy The War Policy is made up of a standard war rate that can be complemented by an additional rate, varying based on the countri es involved in the shipment, as specified in the applicable war scale. Why would I configure a separate war policy within my policy? This screen allows you to maintain the details of a separate war policy number You want the war premium applied to every shipment booked for this policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box for Are war policy details captured (policy number, rates, conditions)? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > War Policy. 2. Complete the fields as required. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. 3. Click [Save]. Result The system saves your changes.

118 Managing Insuring Conditions 103 Managing Insuring Conditions Why would I manage Insuring conditions? To communicate specifics regarding the coverage provided to the user. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 1. Type the clause wording into the Insuring Conditions text area or click the icon to use the clause lookup to select some predefined clause text. 2. Click [Save]. Result The system saves your changes.

119 Managing Insuring Conditions 104 Using the Clause Lookup Why would I use the clause lookup? To insert pre-defined clause or condition text from the Administration module To use standard and consistent wording on every policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to a company that has access to at least one clause (configured in the Administration module) You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 1. Click the icon to open the Clause Lookup. The system opens the Clause Lookup modal window. If you already entered any text in the Insuring Conditions field in the main screen, that text will be visible in the Clause Text area. You can insert your cursor anywhere in the clause text. 2. Click the arrow in the Clause Lookup panel to view the list of available clauses and select one.

120 Managing Insuring Conditions Click [Insert]. The system populates the Clause Text area with the predefined text (configured in the Administration module). 4. Edit the text if necessary. 5. Repeat steps 2, 3 and 4 above, until you have added all of the required wording. 6. Click [Clear] to delete all of the text in the Clause Text field, click [Cancel] to undo any changes you made in this screen and return to the main screen, or [Ok], to save the clause text and return to the main screen. Result

121 Managing Insuring Conditions 106 The system closes the Clause Lookup modal window The system displays the clause text in the Insuring Conditions field on the main screen You can now click [Save] to commit the insuring conditions for the policy

122 Managing Insuring Conditions 107 Configuring Insuring Conditions for Shipments Refer to Shipments: Configuring Insuring Conditions under Configuring a Policy for Reporting Shipment Certificates or Declarations.

123 Configuring a Policy for Reporting Shipment Certificates or Declarations 108 Configuring a Policy for Reporting Shipment Certificates or Declarations Review the sections below for details on setting up the necessary data required to use the system to create shipments, issue certificates of insurance for those shipments as well as create shipment declarations. Configuring Shipment General Settings for Certificates For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I configure Shipment General Settings? The policy s assureds are using the system to report shipment activities and some configuration details for the system s Shipment module are managed at the policy level, via this screen. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box for Are assureds reporting shipment activity? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Shipment Settings. 2. Complete or modify any fields as required. For more details refer to: Configuring Users Rights for Managing Booked Shipments at the Policy-Level topic=configuring Users Rights for Managing Booked Shipments at the Policy-Level

124 Configuring a Policy for Reporting Shipment Certificates or Declarations 109 Setting Minimum Premium Per Shipment Certificate and/or per Shipment Declaration Configuring the Total Sum Insured Calculation Method for the Shipment topic=configuring the Total Sum Insured Calculation Method for the Shipment Shipments: Configuring Insuring Conditions topic=shipments\: Configuring Insuring Conditions 3. Click [Save]. Result The system saves your changes and notifies you that the policy has been updated. Configuring Users Rights for Managing Booked Shipments at the Policy-Level There are three levels of security to configure that determine whether users can manage (i.e. change or cancel) booked shipme nts: Policy-level settings via the Shipment Settings screen Company-level security rights (managed on a per policy basis) Employee-level security rights (managed via the Administration or Assured module) Why would I configure users rights for managing booked shipments at the policy-level? You want to completely prevent users from changing or cancelling booked shipments for a particular policy Without these policy-level settings enabled, the [Manage Shipment] and [Cancel Shipment] buttons are not available (regardless of the security rights assigned at both the user and company level) You want to allow policy users to either request changes to booked shipments or request cancellation of booked shipments, or to enable users to self-manage shipment changes or cancellations if their assigned security rights permit. When you enable these policy settings but the appropriate security rights have not been granted at both the company and employee level, then users can only submit change or cancellation requests Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box for Are assureds reporting shipment activity?

125 Configuring a Policy for Reporting Shipment Certificates or Declarations 110 Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Shipment Settings. 2. In the Policy-level Security panel, configure the Shipment Change Permissions that apply to your policy s users: Prevent users from making any changes to booked shipments for the policy by selecting No Changes Allowed, even if the company and employee assigned security roles include the right to edit booked shipments Allow users to make changes to, or submit change requests for booked shipments based on their assigned company and employee security roles by selecting Allow Changes/Changes via Request. If you select Allow Changes/Changes via Request you can optionally check (off): o Allow users without the appropriate rights to make changes on a booked shipment to fields that do not impact coverage (e.g. Description of Cargo) to conditionally increase users access to shipments. If this setting is enabled and a user makes this type of shipment change, the print count for the certificate will automatically be reset and a new original can be generated as required.

126 Configuring a Policy for Reporting Shipment Certificates or Declarations 111 Important: Enabling this checkbox only affects users who do not have the right to edit booked shipments. It does not impact users who have the right to edit booked shipments via their assigned security roles. o Allow users to make changes to booked shipments only until an original certificate has been printed to conditionally restrict users with broader access to shipments Important: When you enable the option above you will override every user s ability to change a booked shipment after the original certificate has been printed. Once a certificate has been printed and this policy setting is enabled, users cannot modify any shipment fields (including non- coverage impacting fields). 3. In the Policy-level Security panel, configure the Shipment Cancellation Permissions that apply to all policy users. If you want to allow: The policy users to only request shipment cancellations then select Cancellations via Request

127 Configuring a Policy for Reporting Shipment Certificates or Declarations 112 Important: When you enable Cancellations Via Request, even users that have the security right to cancel shipments directly based on their assigned company and employee security roles will only be able to request a cancellation. If you want to allow users with the appropriate security rights to cancel shipments directly then select Allow Cancellations. When you select this option the system exposes some additional options. 4. Click [Save]. Result o To allow users who were granted the right to cancel shipments to cancel a booked shipment and replace it with a new shipment then check Allow booked shipments to be cancelled and replaced The system saves your changes.

128 Configuring a Policy for Reporting Shipment Certificates or Declarations 113 Setting Minimum Premium per Certificate and/or per Shipment Declaration Why would I set minimum premium per certificate and/or per shipment declaration? To set a minimum premium charge for every shipment regardless of the calculated results of rate times insured value. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity? o Are assureds reporting periodic shipments declarations?* * Check it only if you wish to set a minimum premium for shipment declarations specifically Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. You navigate to Configuration > Shipment > Shipment Settings. 2. Enter in the minimum premium amount and a corresponding currency Per Shipment Certificate and/or Per Individual Shipment Declaration based on the policy s need and setup. 3. Check Apply to Cargo Rate Only if you wish to specify a minimum amount specifically for Marine Premium. Leave this box unchecked if you wish the minimum amount to apply to the total cost of the shipment (Marine plus war plus vessel plus taxes, etc).

129 Configuring a Policy for Reporting Shipment Certificates or Declarations 114 Important: The Minimum Premium fields per Shipment Declaration is only available if you checked the box for the following question in the Definition screen: Are assureds reporting periodic shipments declarations? If you do not check that box, the fields do not appear on Shipment General Settings screen. 4. Click [Save]. Result The system saves your changes.

130 Configuring a Policy for Reporting Shipment Certificates or Declarations 115 Managing the Shipment General Settings Insuring Conditions

131 Configuring a Policy for Reporting Shipment Certificates or Declarations 116 Configuring the Total Sum Insured Calculation Method for the Shipment Why would I configure the Total Sum Insured Calculation Method for the shipment? To determine how the insured value is reported and calculated when creating and verifying coverage for a shipment certificate for the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box Are assureds reporting shipment activity? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Shipment Settings. 2. In the Valuation panel, select the Total Sum Insured Calculation Method option that applies: Select Insured Value if users are to express the shipment s insured value with a single amount Select Insured Value with Duty if users are to have the option to declare a duty value Select Cost, Freight & Other Expenses, CIF and Duty if system is to calculate the insured value including the CIF markup with the option to specify values for duty insured and freight and other expenses

132 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save]. Result The system saves your changes. Important: The policy s Insured Value Calculation Method configuration cannot be modified if there is at least one shipment booked against the policy. This value can then only be modified if you endorse or renew the policy. Shipments: Configuring Insuring Conditions Refer to Managing Insuring Conditions for details on how to populate and edit the policy s insuring conditions. You can set up the shipment s insuring conditions in several different screens within the Policy Setup workflow: 1. Shipment General Settings 2. Conveyances 3. Insured Interests

133 Configuring a Policy for Reporting Shipment Certificates or Declarations Policy Rates 5. Special Rates 6. Country Restrictions Depending on your configuration, these conditions will appear in the shipment s Standard Conditions or the Special and/or Additional Conditions. You can override general conditions at the policy level, by applying more granular conditions linked to a conveyance, insured interest, policy rate or special rate. The system applies the insuring conditions in a system-defined order of importance.

134 Configuring a Policy for Reporting Shipment Certificates or Declarations 119 Configuring Insuring Conditions without Overrides If you specify insuring conditions for the policy and do not override any of the conditions, the system applies the conditions for the shipment in the following way: Scenario General Conditions Rate Conditions Insured Interest Conditions Conveyance Conditions Country Restriction Conditions Result Configuring Insuring Conditions Without Overrides Only General Conditions are popoulated Appears in Shipment s Standard Conditions Not Populated Not Populated Not Populated Not Populated If no overrides are cheked and only the General Conditions are populated (Shipment General Settings screen), the General Conditions become the shipment s Standard Conditions and the shipment s Special Conditions are blank Configuring Insuring Conditions Without Overrides All conditions are populated Appears in shipment s Standard Conditions Appears in shipment s Special Conditions Appears in shipment s Special Conditions Appears in shipment s Special Conditions Appears in shipment s Special Conditions If no overrides are checked and all conditions are populated, the General Conditions become the shipment s Standard Conditions and all others become Special Conditions

135 Configuring a Policy for Reporting Shipment Certificates or Declarations 120 Scenario General Conditions Rate Conditions Insured Interest Conditions Conveyance Conditions Country Restriction Conditions Result Configuring Insuring Conditions Without Overrides General Conditions are Blank Not Populated Appears in shipment s Special Conditions Appears in shipment s Special Conditions Appears in shipment s Special Conditions Appears in shipment s Special Conditions If no overrides are checked, and the General Conditions are not populated, the shipment s Standard Conditions will be blank and all other conditions become the shipment s Special Conditions.

136 Configuring a Policy for Reporting Shipment Certificates or Declarations 121 Configuring Insuring Conditions Using Overrides When you use the system s Override feature, you can indicate that specific insuring conditions are to override other more general conditions specified at a level below it. The system applies the insuring conditions to the shipment in this order of importance: Policy Rate > Insured Interest > Conveyance > Shipment General Settings Note: Country Restriction conditions always appear, along with No Risk wording (for Loading and Discharge) within the shipment s Special Conditions after all other conditions regardless of any overrides you specify. For details on how the system applies Special Rate Conditions see Managing Insuring Conditions for a Special Rate Conditions entered in the War Policy or Storage Settings screens do not appear on the Shipment screen. Assuming you specify conditions at all of the possible levels, the system applies the conditions as follows: If you enable the Override feature for the insuring conditions at the Conveyance level o The Shipment General Settings conditions will not appear o The Conveyance level conditions appear as the shipment s Standard Conditions o All other conditions (at the Insured Interest, Policy Rate or Special Rate level) will appear as the shipment s Special and/or Additional Conditions. If you enable the Override feature for the insuring conditions at the Insured Interest level o The Shipment General Settings conditions and the Conveyance conditions will not appear o The Insured Interest level conditions appear as the shipment s Standard Conditions o The other conditions (at the Policy Rate or Special Rate level) will appear as the shipment s Special and/or Additional Conditions. If you enable the Override feature for the insuring conditions at the Policy Rate level

137 Configuring a Policy for Reporting Shipment Certificates or Declarations 122 o The Shipment General Settings conditions, the Conveyance conditions and the Insured Interest conditions will not appear o The Policy Rate level conditions appear as the shipment s Standard conditions The table below indicates which insuring conditions will appear for a policy s shipments, depending on whether you opt to ove rride any of the preceding conditions. For these scenarios, assume that conditions have been specified at each of the possible levels in the p olicy setup. The Special Rate and Country Restriction insuring conditions are not factored in the scenarios below as they follow s eparate rules. Policy Setup Shipment Screen General Settings Conveyance Insured Interest Policy Rate Standard Insuring Conditions Special and/or Additional Conditions Override = N/A Override = N Override = N Override = N General Conditions Policy Rate Conditions Insured Interest Conditions Conveyance Conditions Override = N/A Override = Y Override = Y Override = N Insured Interest Conditions Policy Rate Conditions Override = N/A Override = Y Override = Y Override = Y Policy Rate Conditions System displays nothing Override = N/A Override = Y Override = N Override = N Conveyance Conditions Policy Rate Conditions Insured Interest Conditions

138 Configuring a Policy for Reporting Shipment Certificates or Declarations 123 Policy Setup Shipment Screen General Settings Conveyance Insured Interest Policy Rate Standard Insuring Conditions Special and/or Additional Conditions Override = N/A Override = N Override = Y Override = N Insured Interest Conditions Policy Rate Conditions Override = N/A Override = N Override = N Override = Y Policy Rate Conditions System displays nothing

139 Configuring a Policy for Reporting Shipment Certificates or Declarations 124 Managing Insuring Conditions for a Special Rate Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions.

140 Configuring a Policy for Reporting Shipment Certificates or Declarations 125 Best Practices for Setting up the Policy s Insuring Conditions This describes the best practices recommended for setting up your policy s insuring conditions in the system. These recommend ations are meant to ensure the appropriate conditions appear when your users are creating and booking shipments. 1. Enter standard All Risk or ICC A conditions in the Standard General Insuring Conditions field in the Insuring Conditions pane l on the Shipment General Settings screen (Navigate via Configuration > Shipment > Shipment Settings). 2. Enter restricted commodity descriptions in the Insuring Conditions field in the Insured Interest modal window (Navigate via Configuration > Shipment > Insured Interests). o Check off the Override Standard Insuring Conditions with Above box to suppress the standard conditions (entered in the Shipment General Settings screen) from appearing on the Shipment form. 3. Enter conveyance-specific or route-specific conditions of ICC C or FPA Conditions, With Average Conditions or ICC B in the Insuring Conditions field in the Rate modal window (Navigate via Configuration > Shipment > Policy Rates). o Check off the Override Standard Insuring Conditions with Above box to suppress the standard conditions (entered in the Shipment General Settings screen) from appearing on the Shipment form. 4. Country Restrictions insuring conditions always appear on the shipment regardless of how the policy s conditions are set up (Navigate via Configuration > Shipment > Country Restrictions). Important: If the system finds a special rate for the shipment, with a non-null Rate value ( i.e. 0 or greater), the system disregards all details defined for any related country restriction; As a result, the country restriction s insuring conditions will not appear.

141 Configuring a Policy for Reporting Shipment Certificates or Declarations 126 Copying a Policy Rate Schedule from a Template Copying a rate schedule means copying: The source policy s rating dimensions (routes, conveyances, insured interests, packing methods, coverage options) along with all of its setup details The rating matrix that is generated from combining all of the source policy s dimensions, with all of its setup details to the new (destination) policy. Why would I copy a policy rate schedule from a template? To minimize the data setup required; base your policy s rate schedule on an existing and similar rate schedule with preconfigured data You are an inexperienced user who would like to base your rate schedule on a preexisting schedule Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity? The policy s owner company has access to at least one template policy (Refer to Configuring the Policy as a Template) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Shipment Settings. 2. Click the Copy Rate Schedule from Template tab.

142 Configuring a Policy for Reporting Shipment Certificates or Declarations Select the policy from which you would like to copy. 4. Click [Copy]. Result The system copies all 5 rating dimensions from the template policy along with all of the details into the destination policy The system copies all policy rate records from the template policy along with all of the details into the destination policy The system deletes any rate dimensions that may have already existed in the destination policy that are not found in the source template policy Configuring Routes Routes are one of the five policy rating dimensions used to determine the applicable policy rate record. Adding a Route to the Policy Why would I add a route to the policy? It is required in order to confirm the policy, if you answered yes to the following Definition question: Are assureds reporting shipment activity? If you are working with a rated policy, you need to define at least one route in order to generate a rate schedule Before Getting Started You access an existing policy in the system

143 Configuring a Policy for Reporting Shipment Certificates or Declarations 128 You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? The policy s owner company has access to at least one policy route (configured in the Administration module) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Routes. 2. In the Route Selection panel, select routes from the available list on the left 3. Ensure the sequence of the included policy routes is correct. 4. Click [Save]. Result The system saves your changes and notifies you the policy has been updated The system displays the routes you selected in a list in the Applicable Routes panel ordered by sequence

144 Configuring a Policy for Reporting Shipment Certificates or Declarations 129 Removing a Route from the Policy Why would I remove a route from the policy? The wrong route was mistakenly added to the policy The route is no longer covered by the policy Before Getting Started Steps You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one applicable policy route saved with the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. 1. Navigate to Configuration > Shipment > Routes. 2. In the Route Selection panel, remove one or more routes from the included list 3. Click [Save]. Result The system removes the selected routes and notifies you the policy has been updated. Configuring Conveyances for the Policy For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen.

145 Configuring a Policy for Reporting Shipment Certificates or Declarations 130 Adding a Conveyance Why would I add a conveyance? It is required in order to confirm the policy, if you answered yes to the following Definition question: Are assureds reporting shipment activity? If you are working with a rated policy, you need to define at least one conveyance in order to generate a rate schedule Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? The policy s owner company has access to at least one conveyance (configured in the Administration module) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Conveyances. 2. Click [Add]. The system opens the Conveyance modal window. 3. Select a Conveyance. 4. Complete the required details. To force the selection of a loading and discharge facility for the conveyance refer to Forcing Selection of a Loading and Discharge Facility. To force vessel selection for the conveyance refer to Forcing Vessel Selection.

146 Configuring a Policy for Reporting Shipment Certificates or Declarations 131 Refer to Shipments: Configuring Insuring Conditions for an overview of how to set up insuring conditions at each of the possible levels within the policy depending on your desired outcome. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. 5. Click [Save] to add the conveyance and remain on the page, [Save and New] if you wish to add more conveyances without returning to the Conveyances list, [Save and Close] if you are done adding conveyances or [Close] to return to the Conveyances list without saving the latest values. Result The system saves your changes. Forcing Selection of a Loading and Discharge Facility If the conveyance you are configuring (via Configuration > Shipment > Conveyances) belongs to a conveyance class of air or vessel then there are pre-defined lists of loading and discharge facilities that you can make available to users when they are booking shipments. Tip: You can determine the conveyance s conveyance class when selecting a value for the Conveyance field in the Conveyance Details modal. Refer to the Conveyance Class column in the picklist the system displays. Once added to the policy, the Conveyances grid also indicates the conveyance class each conveyance is associated to.

147 Configuring a Policy for Reporting Shipment Certificates or Declarations 132 To configure a conveyance so there will be a pre-defined list of loading and discharge facilities to select from on the Shipment screen: Select a value for the conveyance s Loading/Discharge Facility Type; This will allow users to select their facility from the database provided. Select Air to populate the shipment s loading and discharge facility with airports Select Maritime to make a list of ports available. To force users to select a loading and discharge facility for the shipment, without giving them the option of freetyping a loading or discharge facility: Check Force Facility Lookup when configuring each policy conveyance. Consequently, the system will only accept entries selected from the predefined list when it validates each shipment.

148 Configuring a Policy for Reporting Shipment Certificates or Declarations 133 Note: The Loading and Discharge facilities automatically become required if you exclude any facilities at the route level (In the Administration module s Shipping Routes section), when using that route for the shipment. Forcing Vessel Selection If the conveyance you are configuring (via Configuration > Shipment > Conveyances) for the policy is linked to a conveyance class of vessel (defined in the Administration module), then you can configure some additional vessel specific fields. Tip: You can determine the conveyance s conveyance class when selecting a value for the Conveyance field in the Conveyance Details modal. Refer to the Conveyance Class column in the picklist the system displays. Once added to the policy, the Conveyances grid also indicates the conveyance class each conveyance is associated to. To determine the vessel related data a user must provide when creating a shipment, you can configure the options below: To provide a database of ocean vessels users can select from on the Shipment screen, select a Conveyance Database. If you specify a Conveyance Database but no other Vessel Field Settings are enabled, the shipment s Vessel field is optional. To ensure the system always validates the Vessel field (when the shipment s selected conveyance is a Conveyance Class of Vessel ), check Set as Required (for Vessel Field Settings). Although this makes the Shipment screen s Vessel field required, users can still manually type a vessel name without selecting one from a predefined list. When the sanction scanning process runs

149 Configuring a Policy for Reporting Shipment Certificates or Declarations 134 (if it is configured), the system can only validate the user-entered vessel name but cannnot validate the vessel s other attributes such as vessel flag, vessel owner, vessel operator, etc. since the user has not selected the vessel from a pre-defined list. To ensure the system validates the shipment s vessel and all of its relevant attributes (such as the vessel flag and vessel owner for example), against any configured sanction lists and/or a linked vessel penalty scale (configured in the Administration module): o Select a Conveyance Database o Check Set as Required (for Vessel Field Settings) o Check Force Vessel Database/Apply Pealty Scale (for Vessel Field Settings) Managing the Conveyance s Insuring Conditions

150 Configuring a Policy for Reporting Shipment Certificates or Declarations 135 Modifying a Conveyance Why would I modify a conveyance? The conveyance s policy details have changed To correct the conveyance s policy data that may not be accurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? There is at least one conveyance attached to the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Conveyances. 2. Click the View Details hyperlink for the conveyance you wish to manage. The system opens the Conveyance Details modal window. 3. Modify the values for any field as required. Refer to Shipments: Configuring Insuring Conditions for an overview of how to set up insuring conditions at each of the possible levels within the policy depending on your desired outcome. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. 4. Click [Save] to update the conveyance and remain on the page, [Save and New] if you wish to add a new conveyance without returning to the Conveyances list, [Save and Close] if you are done updating conveyances or [Close] to return to the Conveyances list without saving the changes.

151 Configuring a Policy for Reporting Shipment Certificates or Declarations 136 Result The system saves your changes.

152 Configuring a Policy for Reporting Shipment Certificates or Declarations 137 Deleting a Conveyance Why would I delete a conveyance? The wrong conveyance was mistakenly added to the policy The conveyance is no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one conveyance saved with the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Verify the conveyance has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the conveyance. Steps 1. Navigate to Configuration > Shipment > Conveyances. 2. Click the View Details hyperlink for the conveyance you wish to delete. The system opens the Conveyance modal window. 3. Click [Delete]. Result The system deletes the conveyance from the policy.

153 Configuring a Policy for Reporting Shipment Certificates or Declarations 138 Deleting Multiple Conveyances from the Policy Why would I delete multiple conveyances? The wrong conveyances were mistakenly added to the policy The conveyances are no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one conveyance saved with the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Verify the conveyance has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the conveyance. Steps 1. Navigate to Configuration > Shipment > Conveyances. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

154 Configuring a Policy for Reporting Shipment Certificates or Declarations 139 Associating a Shipment Document (e.g. Certificate Template) to a Conveyance Why would I associate a shipment document (e.g. certificate template) to a conveyance? There are documents that you need to generate for each booked shipment per conveyance such as evidence of insurance or credit/debit notes or a template of the Certificate of Insurance. Before Getting Started You access an existing policy You are assigned the Manage Policy Certificates security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Will assureds be generating certificates of insurance? There is at least one conveyance saved to the policy The company you belong to has access to at least one certificate template (configured in the Administration module) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipments > Certificate Templates. 2. Click [Add]. The system opens the Certificate modal window. 3. Select the Certificate Template you want to apply. 4. To preview the certificate template you selected before you save it with the policy, click the icon beside the Certificate name 5. Select all of the policy conveyances the selected certificate template should be associated to:

155 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save] to add the certificate template and remain on the page, [Save and New] if you wish to add more certificate templates without returning to the main screen, [Save and Close] if you are done adding certificate templates or [Close] to return to the Certificate Template list without saving the latest values. Result The system saves your changes.

156 Configuring a Policy for Reporting Shipment Certificates or Declarations 141 Modifying a Shipment Document (e.g. Certificate Template) Why would I modify a shipment document? The wrong conveyance was mistakenly associated to a shipment document/certificate template that does not apply to it. Before Getting Started You access an existing policy You are assigned the Manage Policy Certificates security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? Will assureds be generating certificates of insurance? There is at least one shipment document/certificate template saved to the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipments > Certificate Templates. 2. Click the View Details hyperlink for the certificate template you wish to modify. The system opens the Certificate modal window. 3. Remove one or more Conveyances from the selected Certificate Template: 4. Click [Save] to update the certificate template and remain on the page, [Save and New] if you wish to add a new certificate template without returning to the main screen, [Save and Close] if you are done updating certificate templates or [Close] to return to the Certificate Templates list without saving the changes. Result The system saves your changes.

157 Configuring a Policy for Reporting Shipment Certificates or Declarations 142 Deleting a Shipment Document/Certificate Template Why would I delete a shipment document/certificate template? The shipment document/certificate template was mistakenly added to the policy The shipment document/certificate template no longer applies to the policy Before Getting Started You access an existing policy You are assigned the Manage Policy Certificates security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? Will assureds be generating certificates of insurance? There is at least one shipment document/certificate template saved to the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Certificate Templates. 2. Click the View Details hyperlink for the certificate template you wish to delete. The system opens the Certificate modal window. 3. Click [Delete]. Result The system deletes the certificate template from the policy.

158 Configuring a Policy for Reporting Shipment Certificates or Declarations 143 Deleting Multiple Shipment Documents/Certificate Templates from the Policy Why would I delete a shipment document/certificate template? The shipment documents/certificate templates were mistakenly added to the policy The shipment documents/certificate templates no longer apply to the policy Before Getting Started You access an existing policy You are assigned the Manage Policy Certificates security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? Will assureds be generating certificates of insurance? There is at least one shipment document/certificate template saved to the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Certificate Templates. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

159 Configuring a Policy for Reporting Shipment Certificates or Declarations 144 Defining Insured Interests for the Policy The Insured Interests list captures the commodities that are covered by the policy and their associated coverage and packing options. Adding an Insured Interest to the Policy For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I add an insured interest to the policy? To capture a commodity that requires insurance under the current policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Insured Interests. 2. Click [Add]. The system opens the Insured Interest modal window 3. Enter in a Description of the goods. 4. Complete all required fields. Refer to Shipments: Configuring Insuring Conditions for an overview of how to set up insuring conditions at each of the possible levels within the policy depending on your desired outcome. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions.

160 Configuring a Policy for Reporting Shipment Certificates or Declarations 145 Tip: We recommend that you leave gaps between the sequence numbers you enter, such as 5, 10,15, etc. This allows you to easily insert new commodities into the policy s insured interest list over time, without requiring you to change each item s sequence number to accommodate a new item. 5. Click [Save] to add the insured interest and remain on the page, [Save and New] if you wish to add more insured interests without returning to the Insured Interest list, [Save and Close] if you are done adding insured interests or [Close] to return to the Insured Interests list without saving the latest values. Result The system saves your changes.

161 Configuring a Policy for Reporting Shipment Certificates or Declarations 146 Managing the Insured Interest s Insuring Conditions

162 Configuring a Policy for Reporting Shipment Certificates or Declarations 147 Modifying an Insured Interest For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I modify an insured interest? To correct any typos or incorrect data for an insured interest saved with the policy To modify the applicable Packing Categories or Coverage Options for the insured interest To add, modify or delete a vessel penalty scale for the particular insured interest Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one insured interest already defined for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Insured Interests. 2. Click the View Details hyperlink for the insured interest you wish to modify. 3. Modify as many fields as required. Refer to Shipments: Configuring Insuring Conditions for an overview of how to set up insuring conditions at each of the possible levels within the policy depending on your desired outcome. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. Tip: We recommend that you leave gaps between the sequence numbers you enter, such as 5, 10, 15. This allows you to easily insert new commodities into the policy s insured interest list over time, without requiring

163 Configuring a Policy for Reporting Shipment Certificates or Declarations 148 you to change each item s sequence number to accommodate a new item. 4. Click [Save] to save the insured interest and remain on the page, [Save and New] if you wish to add more insured interests without returning to the Insured Interest list, [Save and Close] if you are done modifying the insured interest or [Close] to return to the Insured Interests list without saving the latest values. Result The system saves your changes.

164 Configuring a Policy for Reporting Shipment Certificates or Declarations 149 Deleting an Insured Interest from the Policy Why would I delete an insured interest from the policy? The wrong insured interest was incorrectly added to the policy The assured s business has changed and it no longer needs to insure the insured interest Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one insured interest already defined for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Verify the insured interest has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the insured interest Steps 1. Navigate to Configuration > Shipment > Insured Interests. 2. Click the View Details hyperlink for the insured interest you wish to delete. The system opens the Insured Interest modal window. 3. Click [Delete]. Result The system deletes the selected insured interest from the policy.

165 Configuring a Policy for Reporting Shipment Certificates or Declarations 150 Deleting Multiple Insured Interests from the Policy Why would I delete multiple insured interests from the policy? The wrong insured interest was incorrectly added for the policy The assured s business has changed and it longer needs to insure the insured interest Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one insured interest already defined for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Verify the insured interest has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the insured interest Steps 1. Navigate to Configuration > Shipment > Insured Interests. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

166 Configuring a Policy for Reporting Shipment Certificates or Declarations 151 Managing the Policy s Rate Schedule The system s rate schedule is based on the combination of five dimensions you configure for the policy: route, conveyance, insured interest, packing method and coverage option. The policy s rate schedule determines the rates the system applies when it calculates premium for the policy s shipment activities. You can use the rate schedule even when you are not specifying rates since the rate schedule is used to define a minimum premium threshold, a maximum insurable limit, a custom referral, specific insuring conditions, etc.

167 Configuring a Policy for Reporting Shipment Certificates or Declarations 152 Adding a Policy Rate After there is at least one item defined for each of the five rating dimensions, the system automatically creates a new rate record each time you add a new item to one of the rating dimensions. You cannot manually add a new rate combination directly via the Rate Schedule screen.

168 Configuring a Policy for Reporting Shipment Certificates or Declarations 153 Managing Details for One Policy Rate Record Why would I manage policy rate details? The policy is rated and you want the system to apply certain validations for each shipment transaction booked, based on route, conveyance, insured interest, packing method and coverage option. You need to update some of the details associated with a certain rate record Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity?* * This question needs to be checked only if you want system to display the rating related attributes for the rate record (such as Rate and Minimum Premium) There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the View Details hyperlink for the rate record you wish to manage. The system opens the Rate modal window. 3. Complete/update the fields as required.

169 Configuring a Policy for Reporting Shipment Certificates or Declarations Consider the Fall Back concept to ensure the setup meets your desired outcome. 5. Click [Save] to save the rate and remain on the page, [Save and Close] if you are done managing the rate or [Close] to return to the Policy Rate Schedule list without saving the latest values. Result The system saves your changes.

170 Configuring a Policy for Reporting Shipment Certificates or Declarations 155 Falling Back to a Policy Setting There are several policy rate attributes that you can also capture in other screens in the policy setup process: Attribute Maximum Value Minimum Premium Vessel Penalty Scale War Scale High Value Alert Insuring Conditions + Override Which Other Screens Capture this Setting? Conveyance Shipment General Settings (Policy-Level) Insured Interest Conveyance Notification Settings (Policy-Level) Insured Interest, Conveyance, Shipment General Settings (Policy-level), Country Restriction Where you have provided data for the same attribute in multiple places, the system will always apply the value from the polic y rate record. However, if you did not specify a value for one of the above-mentioned fields at the policy rate level, but you did specify a value for the field elsewhere in the policy, the system falls back to the corresponding policy setting when it verifies coverage fo r a shipment. The one exception to this pattern is for the Insuring Conditions. The system combines conditions provided across the various policy screens when generating the shipment certificate. For details on how the system applies the insuring conditio ns configured at different levels in the policy, refer to Shipments: Configuring Insuring Conditions

171 Configuring a Policy for Reporting Shipment Certificates or Declarations 156 Managing the Policy Rate s Insuring Conditions

172 Configuring a Policy for Reporting Shipment Certificates or Declarations 157 Managing Details for Multiple Rate Records (via Quick Maintenance) Why would I manage multiple rate records (via Quick Maintenance)? To quickly and easily set up an extensive rate schedule for the policy by configuring data that applies to multiple rate reco rds in a single action (instead of selecting each affected record to update it individually). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity?* * This question needs to be checked only if you want system to display the rating related attributes for the rate record (such as rate and minimum premium) There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the Quick Maintenance tab.

173 Configuring a Policy for Reporting Shipment Certificates or Declarations In the Rate Dimension Filter panel, select the combination of affected items for each available dimension. If you select Select from List you will enable the Include/Exclude control and can multi-select a subset of the available options.

174 Configuring a Policy for Reporting Shipment Certificates or Declarations In the Details panel, check the enabler checkbox to the left of any field you wish to update. Checking the enabler box allows yo u to edit the corresponding field.

175 Configuring a Policy for Reporting Shipment Certificates or Declarations Complete each corresponding field as required. Tip: If you wish to clear a previously populated value (e.g. Maximum Insurable Value) from many records at once: 1. Check the enabler checkbox to the left of the field you wish to reset. 2. Ensure the corresponding field is blank. 3. Click [Save]. The system will update each of the affected rate records (based on your selected Rate Dimension Filters) by resetting the particular field you selected with an empty/null value. 6. Click [Save] to save the data for all of the affected rate records you selected. Result The system saves your changes and updates each affected rate record.

176 Configuring a Policy for Reporting Shipment Certificates or Declarations 161 Referring Invalid Combinations of the Rate Schedule Why would I refer invalid combinations of the rate schedule? The system automatically creates separate rate records for every combination of the 5 rating dimensions you configure for the policy. When certain combinations of the 5 rating dimensions are generated due to the policy setup but are not covered by the policy, you can refer each invalid combination and create a custom referral message. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps Referring One Invalid Rate Combination 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the View Details hyperlink for the rate record you wish to refer. The system opens the Rate modal window. 3. In the Rate Details panel check the Refer box.

177 Configuring a Policy for Reporting Shipment Certificates or Declarations Enter a Referral Reason. The system will display the text you enter when it verifies coverage for a shipment whose details match the rating dimensions specified for the current rate record. Tip: If the Referral Reason text is lengthy you can click the icon beside the text area to view and edit the text in a larger, more user-friendly view. Whatever you type in the full screen modal will render back into the field in the main screen when you click [OK]. 5. Click [Save] to save the rate and remain on the page, [Save and Close] if you are done managing the rate or [Close] to return to the Policy Rate Schedule list without saving the latest values. Referring Multiple Invalid Rate Combinations 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the Quick Maintenance tab. The system displays the rates Quick Maintenance screen.

178 Configuring a Policy for Reporting Shipment Certificates or Declarations In the Rate Dimension Filter panel, select the combination of affected items for each available dimension. If you select Select from List you will enable the Include/Exclude control and can multi-select a subset of the available options. 4. In the Details panel, check the enabler checkbox to the left of the Refer field and then check the Refer box. Checking the enabler box allows you to modify the corresponding field. 5. Check the enabler checkbox to the left of the Referral Reason text area and then enter a Referral Reason. The system will display the text you enter when it verifies coverage for a shipment whose details match the rating dimensions specified for the selected rate records. Tip: If the Referral Reason text is lengthy you can click the icon beside the text area to view and edit the

179 Configuring a Policy for Reporting Shipment Certificates or Declarations 164 text in a larger, more user-friendly view. Whatever you type in the full screen modal will render back into the field in the main screen when you click [OK]. 6. Click [Save] to save the referral reason for the affected rate records. Result The system saves your changes.

180 Configuring a Policy for Reporting Shipment Certificates or Declarations 165 Increasing or Decreasing Multiple Policy Rates by a Specified Percentage Why would I increase or decrease multiple policy rates by a specified percentage? To apply a uniform increase or decrease by a specific percentage to multiple rate records at once regardless of the actual rates each affected rate record currently has. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? Steps o Is premium being calculated on the shipment activity? There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) The selected records do not have a rate of 0.00 Verify the policy s status is Incomplete so you can make changes. If the policy s status is C onfirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the Quick Maintenance tab.

181 Configuring a Policy for Reporting Shipment Certificates or Declarations In the Rate Dimension Filter panel, select the combination of affected items for each available dimension. If you select Select from List you will enable the Include/Exclude control and can multi-select a subset of the available options. 4. In the Change Rate by Percentage panel, check the enabler checkbox to the left of the Change Type field. Checking the enabler box allows you to modify the corresponding field. 5. Select the Change Type of Increase By or Decrease By depending on the change required. 6. Check the enabler checkbox to the left of the Percentage Amount. 7. Enter a percentage amount. 8. Check the enabler checkbox to the left of the Round to Max. Number of Decimal Places.

182 Configuring a Policy for Reporting Shipment Certificates or Declarations Select the maximum number of decimal places you want the system to round to when it updates the affected records rate. 10. Click [Save]. Result The system saves your changes The system updates each of the affected rate records with a new rate based on the Change Type and Percentage Amount you specified. The system clears each enabler checkbox you checked, disabling the corresponding fields you edited, however, it persists the last values you entered for your reference or for you to re-apply to another set of rate records.

183 Configuring a Policy for Reporting Shipment Certificates or Declarations 168 Deleting a Policy Rate Record You cannot delete a rate record annually from the Policy Rate Schedule screen. In the same way the system generates the rate schedule automatically based on the five rating dimensions you configure for the policy, the system deletes rate records automatically when you: Delete an item from one of the rating dimension screens (Routes, Conveyances, Insured Interests), or, Remove a Packing Method or Coverage Option from an insured interest

184 Configuring a Policy for Reporting Shipment Certificates or Declarations 169 Searching for an Existing Policy Rate Record Why would I search for an existing policy rate record? To review the attributes and validations configured for a specific rate record To modify or correct one or more of the rate record s attributes Your policy has an extensive rate schedule with too many pages to search through; this is a quicker way to find what you are looking for Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Are assureds reporting shipment activity? There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Steps 1. Navigate to Configuration > Shipment > Policy Rates. 2. Refer to Filtering the Grid to understand how to search for a particular rate record using the grid.

185 Configuring a Policy for Reporting Shipment Certificates or Declarations 170 Downloading the Policy Rate Schedule to Excel Why would I download the policy rate schedule to excel? You want to perform some analysis on the policy s rate schedule You want to review the details of the rate schedule and compare various rate records to one another leveraging Microsoft Excel s features Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity?* * This question needs to be checked only if you want system to display the rating related attributes for the rate record (such as rate and minimum premium) There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Steps 1. Navigate to Configuration > Shipment > Policy Rates. 2. Click the Rates Download tab.

186 Configuring a Policy for Reporting Shipment Certificates or Declarations If you wish to narrow your search results, select one or more Rate Dimension Filters. 4. Click [Generate]. Depending on the browser you are using the system renders a standard save/open file download dialogue box or opens the excel file minimized in the bottom left corner of your screen. 5. Click [Open] or [Save] or click on the minimized excel file in the bottom left corner of the screen. Result The system opens an excel file containing the details of the policy s rate schedule.

187 Configuring a Policy for Reporting Shipment Certificates or Declarations 172 Managing Special Rates

188 Configuring a Policy for Reporting Shipment Certificates or Declarations 173 Adding Special Rates (and Updating Special Rates) Add new special rates or update existing ones, individually or in batch. Why would I add a special rate? To manage a special cargo project To provide preferred rates and conditions to specific primary and or named assureds based on certain parameters (considering route, conveyance, insured interest, packing method and coverage option) To provide more prohibitive rates and conditions to specific primary and/or named assureds based on certain p arameters (considering route, conveyance, insured interest, packing method and coverage option) Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? o Is premium being calculated on the shipment?* * This question needs to be checked only if you want system to display the rating related attributes for the special rate record (such as Rate and Minimum Premium) You defined at least one primary assured and one named assured for the policy You configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click [Add]. The system opens the Special Rate modal window.

189 Configuring a Policy for Reporting Shipment Certificates or Declarations In the Rate Dimension Filter panel, select the combination of affected items for each dimension. If you use the system s default setting of All Primary Assureds or All Routes for example, the system saves and displays that information as a single special rate record. If you select one or more items from the list (where applicable), the system will create separate records. Note: Selecting the All option means that this special rate will apply to all existing items listed for that rating dimension along with any future items added later. For example, if you indicate the special rate applies to All Insured Interests and 3 months later there is an additional insured interest that will be insured under the policy, you do not need to remember to update the special rate records. The new insured interest is automatically subject to any special rates where you selected All Insured Interests. Important: You must select at least one primary assured or one named assured to create a valid special rate. The system prevents you from using the default settings of All Primary Assureds and All Named Assureds at the same time, because you would be re-creating a standard policy rate. Depending on the filter criteria you select, you may be choosing to update existing special rates in addition to, or instead of adding new special rates. 4. In the Rate Details panel, check the enabler checkbox to the left of any field you wish to populate/update. Checking the enab ler checkbox allows you to edit its corresponding field (beside the checkbox).

190 Configuring a Policy for Reporting Shipment Certificates or Declarations Complete each corresponding field as required. To manage insuring conditions at the special rate level refer to Managing Insuring Conditions for a Special Rate. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. Note: If you do not wish to specify a value for a particular field then ensure that you have left the enabler checkbox unchecked. If you do not enable a particular field and do not define a value for a particular special rate attribute, the system falls back to the value from the corresponding policy rate schedule or relevant policy screen when it is verifying coverage for a shipment. Refer to Falling Back to a Policy Rate or Policy Setting to learn more about how this works. Tip: If you wish to clear a previously populated value (e.g. Maximum Insurable Value) from many records at once: 1. Check the enabler checkbox to the left of the field you wish to reset. 2. Ensure the corresponding field is blank. 3. Click [Save].

191 Configuring a Policy for Reporting Shipment Certificates or Declarations 176 The system will update each of the affected rate records (based on your selected Rate Dimension Filters) by resetting the particular field you selected with an empty/null value. 6. Click [Save] to add or update the special rates and remain on the page, [Save and Close] if you are done adding/updating special rates or [Close] to return to the Special Rates list without saving the latest values. Result The system adds one or more special rate to the policy based on the values you configured The system updates one or more existing special rates if required based on the values you configured

192 Configuring a Policy for Reporting Shipment Certificates or Declarations 177 Managing the Special Rate s Insuring Conditions Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions.

193 Configuring a Policy for Reporting Shipment Certificates or Declarations 178 Falling Back to a Policy Rate or Policy Setting When you create a shipment the system determines the appropriate rate to apply based on the shipment s insured interest, pack ing method, coverage option, the conveyance and the route. However, you configure Special Rates when you wish to provide preferred or more prohibitive rates to specific primary and/or named assureds. However, to facilitate the creation of a special rate you a re only required to specify values for the particular attributes that are different for the special rate, compared to the corresponding policy rate, like Maximum Insurable Limit or War Scale for example. When the system verifies coverage, it looks for the appropriate special rate if one exists and applies its values. Then, for every special rate attribute that has not been specified, the system falls back to the corresponding policy rate record that is based on the shipment s insured interest, packing method, coverage option, the conveyance and the route. Note that the system also falls back to policy settings at the conveyance or insured interest level if any of the corresponding policy rate attributes are left empty. See Falling Back to a Policy Setting

194 Configuring a Policy for Reporting Shipment Certificates or Declarations 179 Managing Details for One Special Rate Modify one existing special rate. Why would I manage details for one special rate? You need to update or correct some of the details associated with a certain special rate record. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? o Is premium being calculated on the shipment?* * This question needs to be checked only if you want system to display the rating related attributes for the special rate record (such as rate and minimum premium) There is at least one special rate already configured for the policy Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click the View Details hyperlink for the special rate record you wish to manage. The system opens the Special Rate modal window. 3. In the Rate Details panel, check the enabler checkbox to the left of any field you wish to update. Checking the enabler check box allows you to edit the corresponding field.

195 Configuring a Policy for Reporting Shipment Certificates or Declarations Complete each corresponding field as required. You are not required to provide values for every special rate field. If you do not wish to specify a value for a particular field then ensure that you have left the enabler checkbox unchecked. To manage insuring conditions at the special rate level refer to Managing Insuring Conditions for a Special Rate. Refer to Managing Insuring Conditions for details on how to populate and edit the insuring conditions. If you do not define a value for a particular special rate attribute, the system falls back to the policy rate schedule or relevant policy screen when it is verifying coverage for a shipment. Refer to Falling Back to a Policy Rate or Policy Setting to learn more about how this works. Tip: If you wish to clear a previously populated value (e.g. Maximum Insurable Value) from many records at once: 1. Check the enabler checkbox to the left of the field you wish to reset. 2. Ensure the corresponding field is blank. 3. Click [Save]. The system will update each of the affected rate records (based on your selected Rate Dimension Filters) by resetting the particular field you selected with an empty/null value.

196 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save] to save the special rate and remain on the page, [Save and Close] if you are done managing the special rate or [Close] to return to the Special Rate Schedule screen without saving the latest values. Result The system saves your changes.

197 Configuring a Policy for Reporting Shipment Certificates or Declarations 182 Referring a Special Rate Record Why would I refer a special rate record? You want to restrict access to the standard policy rates for one or more primary and/or named assureds for specific shipment details and review each shipment on application Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? Steps Referring One Special Rate 1. Refer to Managing Details for One Special Rate 2. In the Rate Details panel check the enabler checkbox for the Refer field. 3. Check one of the refer options:

198 Configuring a Policy for Reporting Shipment Certificates or Declarations 183 As Per Rate Record The system refers the special rate depending on the configuration in place for the corresponding policy rate record Yes The system refers the special rate. No The system does not refer the special rate 4. Enter a Referral Reason if you selected Yes or As Per Rate Record (but you wish to have a custom referral message for the special rate that is different than the policy rate) in the step above. The system displays the text you enter when it verifi es coverage for a shipment whose details match the rating dimensions specified for the current rate record. Tip: If the Referral Reason text is lengthy you can click the icon beside the text area to view and edit the text in a larger, more user-friendly view. Whatever you type in the full screen modal will render back into the field in the main screen when you click [OK]. 5. Click [Save] to save the special rate and remain on the page, [Save and Close] if you are done managing the special rate or [Close] to return to the Special Rate Schedule list without saving the latest values. Referring Multiple Special Rate 1. Refer to Adding Special Rates (and Updating Special Rates) 2. In the Details panel, check the enabler checkbox to the left of the Refer field and then check the Refer box. Checking the enabler box allows you to modify the corresponding field.

199 Configuring a Policy for Reporting Shipment Certificates or Declarations Check the enabler checkbox to the left of the Referral Reason text area and then enter a Referral Reason. The system will display the text you enter when it verifies coverage for a shipment whose details match the rating dimensions specified for the selected rate records. Tip: If the Referral Reason text is lengthy you can click the icon beside the text area to view and edit the text in a larger, more user-friendly view. Whatever you type in the full screen modal will render back into the field in the main screen when you click [OK]. 4. Click [Save] to save the refer flag and referral reason for the affected special rate records. Result The system saves your changes.

200 Configuring a Policy for Reporting Shipment Certificates or Declarations 185 Adding a Special Route (for a Special Rate) Why would I add a special route for a special rate? You do not want the route to be automatically included in the policy s rate schedule since it is only covered by the policy for one or more specific primary and/or named assureds but not all. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? The policy owner company has access to at least one route (created in the Administration module) that is not already saved as a policy route for the current policy Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click the Special Rate Routes tab. 3. In the Route Selection panel, select routes from the available list on the left 4. Click [Save].

201 Configuring a Policy for Reporting Shipment Certificates or Declarations 186 Result The system saves your changes and notifies you the policy has been updated The system displays the routes you selected in a list in the Applicable Routes panel ordered by sequence These routes are now available for selection when you add a special rate.

202 Configuring a Policy for Reporting Shipment Certificates or Declarations 187 Removing a Special Route from the Policy Why would I remove a special route from the policy? The wrong route was mistakenly added to the policy The route is no longer covered by the policy The special route is now intended to be a policy route instead so it can be part of the policy s standard rate schedule, applicable to every primary and named assured on the policy. The route was for a special project with a defined time limit, which is less than the policy term. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? There is at least one special route saved with the policy Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click the Special Rate Routes tab. 3. In the Route Selection panel, remove one or more routes from the included list

203 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save]. Result The system removes the selected routes and notifies you the policy has been updated The routes you removed from the policy are now available when you add a policy route

204 Configuring a Policy for Reporting Shipment Certificates or Declarations 189 Deleting a Special Rate Why would I delete a special rate? The special rate no longer applies to the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? There is at least one special rate configured for the policy Verify the special rate has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the special rate. Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click the View Details hyperlink for the special rate you wish to delete. The system opens the Special Rate modal widow. 3. Click [Delete]. Result The system deletes the special rate from the policy.

205 Configuring a Policy for Reporting Shipment Certificates or Declarations 190 Deleting Multiple Special Rates from the Policy Why would I delete multiple special rates? There are multiple special rates that no longer apply to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? There is at least one special rate configured for the policy Verify the special rate has not been used on a booked shipment for the policy. If it has, the system will prevent you from deleting the special rate. Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

206 Configuring a Policy for Reporting Shipment Certificates or Declarations 191 Searching for an Existing Special Rate on the Policy Why would I search for an existing special rate record? To review the attributes and validations configured for a specific special rate record To modify or correct one or more of the rate record s attributes For a quick way to find what you re looking for when the policy has an extensive special rate schedule Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Are specific primary assureds/named assureds subject to special rates and/or conditions? o Is premium being calculated on the shipment?* * This question needs to be checked only if you want system to display the rating related attributes for the special rate record (such as rate and minimum premium) There is at least one special rate record configured for the policy Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Refer to Filtering the Grid to understand how to search for a particular special rate record using the grid.

207 Configuring a Policy for Reporting Shipment Certificates or Declarations 192 Downloading the Special Rate Schedule to Excel Why would I download the policy rate schedule to excel? You want to perform some analysis on the policy s rate schedule You want to review the details of the rate schedule and compare various rate records to one another taking advantage of Microsoft Excel s features Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is premium being calculated on the shipment activity?* * This question needs to be checked only if you want system to display the rating related attributes for the rate record (such as rate and minimum premium) There is at least one rate record already generated for the policy (i.e. you configured at least one route, one conveyance and one insured interest/packing method/coverage option for the policy) Steps 1. Navigate to Configuration > Shipment > Special Rates. 2. Click the Special Rates Download tab. 3. Select one or more Rate Dimension Filters if you wish to narrow your search results.

208 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Generate]. Depending on the browser you are using the system renders a standard save/open file download dialogue box or opens the excel file minimized in the bottom left corner of your screen. 5. Click [Open] or [Save] or click on the minimized excel file in the bottom left corner of the screen. Result The system opens an excel file containing the details of the special rate schedule.

209 Configuring a Policy for Reporting Shipment Certificates or Declarations 194 Defining Custom Configurations for the Policy s Shipment Screen There are several ways the system allows you to customize the Shipment form and leverage more custom features that are less frequently used.

210 Configuring a Policy for Reporting Shipment Certificates or Declarations 195 Customizing the Policy s Shipment Screen From the policy, customize the shipment screen s fields so the form better reflects the policy setup and the type of shipments your assureds need to book. Why would I customize the policy s Shipment screen? To minimize confusion by hiding options that are not relevant to the policy To streamline the entry process by hiding or defaulting fields where only one option is available To re-label certain fields to match the Insured s language Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes: o Are assureds reporting shipment activity? o Will a custom shipment form be required (SSC Configuration or Custom Configurations)? Steps Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. 1. Navigate to Configuration > Shipment > Custom Configurations. 2. Click the Shipment Screen Customization tab.

211 Configuring a Policy for Reporting Shipment Certificates or Declarations Click the View Details hyperlink for each field you wish to customize. The system opens the Shipment Screen Customization modal window. 4. Depending on the field you selected, you can apply these possible customizations: Enter a Custom Label to replace the core field label or custom language file entry that applies to the selected shipment field Specify a Default Value so the Shipment screen loads with certain fields pre-populated. The possible default values you can specify depend on the source field you are customizing (i.e. whether it is a checkbox, a textbox, a date field etc.) Check Set as Required box to introduce a system validation for optional fields when the system verifies coverage for the shipment Configure the field s Visibility to determine if the field will be hidden from the screen

212 Configuring a Policy for Reporting Shipment Certificates or Declarations 197 Note: The system only displays the customization options that make sense, considering the field s core attributes and its interdependencies with other shipment fields. For example, if you wish to hide a field that is mandatory then you are forced to specify a default value for it. Alternatively, if a field is already mandatory, then Set as Required is not an available option.

213 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save] to save the details and remain in the modal, click [Save and Close] to save the details and return to the main screen and click [Close] to close the modal without saving the latest values. Result The system saves your changes.

214 Configuring a Policy for Reporting Shipment Certificates or Declarations 199 Configuring (Shipment) Custom Features Why would I configure custom features? To leverage some of the more custom and less commonly used features available that meet the needs of a subset of assureds In order to make the shipment s Reference Number unique or follow a specific format To allow either assureds or non-assured users to print a draft certificate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes: o Are assureds reporting shipment activity? o Will a custom shipment form be required (SSC Configuration or Custom Configurations)? Steps Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. 1. Navigate to Configuration > Shipment > Custom Configurations. 2. Click the Custom Features tab. 3. Configure or enable any of the available custom features. 4. Click [Save].

215 Configuring a Policy for Reporting Shipment Certificates or Declarations 200 Validating the Shipment s Reference Number Click the Make Required & Validate Reference Number Uniqueness to validate that each shipment created or modified for this po licy has a unique reference number. When you select this chceckbox the system will validate the shipment s reference number is uniq ue across all renewals and endorsements for the enabled policy. If you enable this feature the shipment s Reference Number field will become mandatory for every shipment for the policy.

216 Configuring a Policy for Reporting Shipment Certificates or Declarations 201 Enforcing a specific Format for the Shipment s Reference Number Use the Reference Number Format feature to ensure each shipment s Reference Number of specified according to a pre-defined format. To define the required format use the following key : 9 = Numbers A = Letters X = Alphanumeric (letters and numbers) Special Characters - /, ( ) < > _ + = # * [ ] \ (whitespace) Example: For example, if the shipment s Reference Number must always be specified using 3 numbers only and 3 letters only separated by a dash, the format would be: 999-AAA. Note: The system will validate any blank spaces entered into the field.

217 Configuring a Policy for Reporting Shipment Certificates or Declarations 202 Configuring Layering When your policy is configured with Additional Charges of Type Layer, you can enable the policy s layering features: From the policy s Additional Charges screens, after adding an additional charge of type layer, expand the Layering panel to enter a Lower Layer Limit and an Upper Layer Limit to indicate which layer of the insured value is subject to this additional charge Enter a Conveyance Limit Override amount. When verifying coverage for each shipment, the system ignores the individual conveyance limits (normally set on the policy s Conveyances Screen) and uses this value to determine if it must trigger a shipment referral. Select the Calculate Premium To Conveyance Limit Only field to ensure the system calculates premium only up to the shipment's selected coveyance's limit and not based on the shipment's Total Sum Insured. The system will calculate premium using the rates associated with the policy s additional charges of type layer to calculate premium on the portion of insure d value that is greater than the specified conveyance limit.

218 Configuring a Policy for Reporting Shipment Certificates or Declarations 203

219 Configuring a Policy for Reporting Shipment Certificates or Declarations 204 Setting the Primary Assured to be the Shipment s Named Assured Check the Hide the Named Assured and set it to the Primary Assured checkbox to automatically set the Named Assured to be the same as the selected primary assured for the shipment. If the shipment s Primary Assured will always be the same as the Named Assured, enable this feature to streamline the Shipment form.

220 Configuring a Policy for Reporting Shipment Certificates or Declarations 205 Enabling Print Draft Certificate in Additional Shipment Workflows Important: Consult your Oceanwide account representative to have the ShowPrintDraftSetting licensee setting enabled. If you do not see the fields below on screen then this licensee setting has not been configured. This has to be completed before you can enable this feature on the policy. Check Allow Non-Assureds to Print Draft in additional workflows so non-assured users can print draft certificates when shipments are in the following statuses: Referred, Sanction Referred, Quote Requested, Quote Issued and Payment Pending. Check Allow Assured to Print Draft in additional workflows so assured users can print draft certificates post-verify Coverage regardless of the shipment s insurability (before the assured actually submits the shipment into a status of Referred or Sanction Referred ). This also includes printing drafts for shipments in Quote Issued or Payment Pending statuses. Assureds cannot print a draft certificate after clicking the Submit Referral button when the shipment status is Referred or Sanction Referred. If either of the above options are enabled the respective user groups with the appropirate security rights will have the opti on to [Print Draft Certificate] on the Shipment form. When printing a draft certificate the Draft watermark will always be displayed on the document to indicate it is not a legal, negotiable document.

221 Configuring a Policy for Reporting Shipment Certificates or Declarations 206 Managing Country Restrictions

222 Configuring a Policy for Reporting Shipment Certificates or Declarations 207 Configuring One Country Restriction Why would I configure a country restriction? You need to apply additional premium and special insuring conditions for a specific country or countries You need to apply special insuring conditions for a specific country or countries You want to refer inland transit for a specific country or countries You want to do any or all of the above and/or refer a specific country or countries for a single policy Tip: If you just want to refer an undesirable country or countries, or apply additional premium and these rules will be universal, it is suggested that you create a war scale instead (via the Admininstration module). War scales can be more easily applied across multiple policies. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Country Restrictions. 2. Click [Add]. The system opens the Country Restriction modal window.

223 Configuring a Policy for Reporting Shipment Certificates or Declarations Select a Country. If you cannot find the country you are looking for in the list it is because it has already been configured as a restricted country on the policy; refer to the Country Restrictions screen. Tip: If you wish to apply the same restrictions for many countries, use the Quick Maintenance screen for faster entry. 4. Complete the remaining fields as necessary. 5. Click [Save] to add the country restriction and remain on the page, [Save and New] if you wish to add more country restrictions without returning to the Country Restrictions list, [Save and Close] if you are done adding country restrictions or [Close] to return to the Country Restrictions list without saving the latest values. Result The system saves your changes.

224 Configuring a Policy for Reporting Shipment Certificates or Declarations 209 Referring Inland Transit for Specific Countries Why would I refer inland transit for specific countries? You want an underwriter to review specific shipments with cargo travelling inland within any of the countries you identify to be higher risk (due to war, political instability, piracy, etc.) Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You are configuring a country restriction or modifying an existing country restriction for the policy The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. In the Country Restriction modal window, for Country Insurability, select Refer Inland Transit.

225 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save] to save the country restriction and remain on the page, [Save and New] if you wish to add more country restrictions without returning to the Country Restrictions list, [Save and Close] if you are done managing country restrictions or [Close] to return to the Country Restrictions list without saving the latest values. Result The system saves your changes.

226 Configuring a Policy for Reporting Shipment Certificates or Declarations 211 Adding Additional Premium for Specific Countries Why would I add additional premium for specific countries? You want to collect higher premium for those shipments travelling via one of the countries the policy considers restricted (due to war, political instability, piracy, etc.) Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. You are configuring a country restriction or modifying an existing country restriction for the policy Steps 1. In the Country Restriction modal window, for Additional Rate (/100), enter the rate the system will apply to the shipment, calculated against the total insured value. This rate is in addition to the policy rate or special rate the system applies when it verifies coverage for the shipment.

227 Configuring a Policy for Reporting Shipment Certificates or Declarations 212 Note: Note: Additional premium for multiple restricted countries in one shipment s voyage is calculated cumulatively. 2. Click [Save] to save the country restriction and remain on the page, [Save and New] if you wish to add more country restrictions without returning to the Country Restrictions list, [Save and Close] if you are done managing country restrictions or [Close] to return to the Country Restrictions list without saving the latest values. Result The system saves your changes.

228 Configuring a Policy for Reporting Shipment Certificates or Declarations 213 Managing Insuring Conditions at the Country Level

229 Configuring a Policy for Reporting Shipment Certificates or Declarations 214 Modifying a Country Restriction Why would I modify a country restriction? The country s restriction details have changed for the policy To correct country restriction data that may not be accurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? There is at least one country restriction configured for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Country Restrictions. 2. Click the View Details hyperlink for the country restriction settings you wish to manage. The system opens the Country Restrictions modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the country restriction details and remain on the page, [Save and New] if you wish to add a new country restriction without returning to the Country Restriction list, [Save and Close] if you are done updating country restrictions or [Close] to return to the Country Restrictions list without saving the changes. Result

230 Configuring a Policy for Reporting Shipment Certificates or Declarations 215 The system saves your changes.

231 Configuring a Policy for Reporting Shipment Certificates or Declarations 216 Adding or Modifying Multiple Country Restrictions (Via Quick Maintenance) Why would I add or modify multiple country restriction (via Quick Maintenance)? To quickly and easily set up many country restrictions which have the same settings in a single action (instead of adding or updating each country individually). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Country Restrictions. 2. Click the Quick Maintenance tab. 3. Select the Countries you wish to manage:

232 Configuring a Policy for Reporting Shipment Certificates or Declarations 217 Important: You can select countries for which there are no restrictions defined yet in the policy, along with countries that were already configured in the policy s country restriction list. The system will override any existing data should you select a country that already has a restriction defined for it. 4. Complete the available fields as required. 5. Click [Save]. Result The system adds the new country restrictions to the policy s list The system updates any of the policy s affected, existing country restrictions with the latest values

233 Configuring a Policy for Reporting Shipment Certificates or Declarations 218 Deleting a Country Restriction Why would I delete a country restriction? The reason for adding the country restriction no longer applies A country was mistakenly added to the policy but the policy terms do not require restrictions/penalties for it Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? There is at least one country restriction configured for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Country Restrictions. 2. Click the View Details hyperlink for the country restriction you wish to delete. The system opens the Country Restriction modal window. 3. Click [Delete]. Result The system deletes the country restriction.

234 Configuring a Policy for Reporting Shipment Certificates or Declarations 219 Deleting Multiple Country Restrictions Why would I delete multiple country restrictions? The countries are no longer considered to be high risk The countries were mistakenly added to the policy but the policy terms do not require restrictions/penalties for them Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Do additional premiums, conditions or exclusions apply for specific countries? There is at least one country restriction configured for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Country Restrictions. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch. Configuring Storage Incidental to Transit Configuring storage details for cargo during part of a shipment s voyage. Enabling Storage Incidental to Transit

235 Configuring a Policy for Reporting Shipment Certificates or Declarations 220 Why would I enable storage incidental to transit? The assureds shipments may require storage as part of the end to end voyage. Configuring storage incidental to transit allows limits and rating to be applied to locations based on geographic area as required. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Storage > Storage Settings. 2. In the Storage Incidental to Transit panel, enter Number of Days Included and Maximum Storage Duration Days. 3. Select the Rate Period.

236 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save]. Result The system saves your changes.

237 Configuring a Policy for Reporting Shipment Certificates or Declarations 222 Storage Incidental to Transit: Adding a Named Location to the Policy Why would I add a named storage location to the policy? You are differentiating limits, rates or insuring conditions based on the location s geographic area and/or whether the location is identified in advance. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? Steps 5. Navigate to Configuration > Storage > Named Locations. 6. Click [Add]. The system opens the Named Location modal window. 7. Enter in the Location Name. 8. Complete, at minimum, all of the required fields. Note: If there are any storage location extended data fields configured for the policy they will appear in the Additional Information panel at the bottom of each available location for the policy. 9. Click [Save] to add the named location and remain on the page, [Save and New] if you wish to add more named locaations without returning to the Named Location list, [Save and Close] if you are done adding locations or [Close] to return to the Named Locations list without saving the latest values.

238 Configuring a Policy for Reporting Shipment Certificates or Declarations 223 Result The system saves your changes.

239 Configuring a Policy for Reporting Shipment Certificates or Declarations 224 Storage Incidental to Transit: Defining Which Primary Assureds Can Use a Location Why would I define which primary assureds can use the location? To indicate which of the policy s primary assureds can use the particular storage location. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? You are adding a storage location or modifying a storage location for the policy Steps 10. Navigate to Configuration > Storage > Named Locations or Unnamed Locations. 11. Click [Add] or click the View Details hyperlink for the location you wish to configure. The system opens the location modal window. 12. In the Applicable Primary Assureds panel, using the Primary Assureds field, define which primary assureds can use this storage location: Use the default setting of All Primary Assureds to allow any primary assured configured for the policy and any new primary assureds added to the policy in the future, to use this storage location Select the Select from List option to configure the specific primary assureds already configured for the policy who can use this storage location: o Select one or more items in the Excluded list, and click the right arrow to add them to the Included list o Use the double right arrow to add all items to the Included list (the right column)

240 Configuring a Policy for Reporting Shipment Certificates or Declarations 225 o Use the up and down arows to the right of the Included list to change the order of the included items 13. Click [Save] to save the primary assureds configured for the location and remain on the page, [Save and New] if you wish to add more locations without returning to the main screen, [Save and Close] if you are done adding locations or [Close] to return to the main screen without saving the latest values. Result The system saves your changes.

241 Configuring a Policy for Reporting Shipment Certificates or Declarations 226 Storage Incidental to Transit: Managing Insuring Conditions for the Policy or per Location Why would I manage Insuring conditions? To communicate specifics regarding the coverage provided to the user. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 14. Type the clause wording into the Insuring Conditions text area or click the icon to use the clause lookup to select some predefined clause text. 15. Click [Save]. Result The system saves your changes. Using the Clause Lookup Why would I use the clause lookup?

242 Configuring a Policy for Reporting Shipment Certificates or Declarations 227 To insert pre-defined clause or condition text from the Administration module To use standard and consistent wording on every policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to a company that has access to at least one clause (configured in the Administration module) You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 1. Click the icon to open the Clause Lookup. The system opens the Clause Lookup modal window. If you already entered any text in the Insuring Conditions field in the main screen, that text will be visible in the Clause Text area. You can insert your cursor anywhere in the Clause text. 2. Click the arrow in the Clause Lookup panel to view the list of available clauses and select one. 3. Click [Insert]. The system populates the Clause Text area with the predefined text (configured in the Administration module). 4. Edit the text if necessary. 5. Repeat steps 2, 3 and 4 above, until you have added all of the required wording. 6. Click [Clear] to delete all of the text in the Clause Text field, click [Cancel] to undo any changes you made in this screen and return to the main screen, or [Ok], to save the clause text and return to the main screen. Result

243 Configuring a Policy for Reporting Shipment Certificates or Declarations 228 The system closes the Clause Lookup modal window The system displays the clause text in the Insuring Conditions field on the main screen You can now click [Save] to commit the insuring conditions for the policy

244 Configuring a Policy for Reporting Shipment Certificates or Declarations 229 Storage Incidental to Transit: Modifying a Named Location for the Policy Why would I modify a named storage location for the policy? The named location s details have changed The named location s details are inaccurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is extended storage incidental to transit required? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 7. Navigate to Configuration > Storage > Named Locations. 8. Click the View Details hyperlink for the named location you wish to modify. The system opens the Named Location modal window. 9. Modify the values for any field as required. 10. Click [Save] to update the location and remain on the page, [Save and New] if you wish to add a new named location without returning to the Named Locations list, [Save and Close] if you are done updating locations or [Close] to return to the Named Locations list without saving the changes. Tip: Use the modal s scrolling buttons to quickly navigate to each of the existing storage locations to make additional updates if required, without returning to the main screen after saving each change.

245 Configuring a Policy for Reporting Shipment Certificates or Declarations 230 Result The system saves your changes.

246 Configuring a Policy for Reporting Shipment Certificates or Declarations 231 Storage Incidental to Transit: Deleting a Named Location from the Policy Why would I delete a named storage location from the policy? The wrong location was mistakenly added to the policy The named location is no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 11. Navigate to Configuration > Storage > Named Locations. 12. Click the View Details hyperlink for the named location you wish to delete. The system opens the Named Location modal window. 13. Click [Delete]. Result The system saves your changes. Storage Incidental to Transit: Deleting Multiple Named Locations from the Policy Why would I delete a named storage location from the policy?

247 Configuring a Policy for Reporting Shipment Certificates or Declarations 232 The wrong locations were mistakenly added to the policy The named locations are no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 14. Navigate to Configuration > Storage > Named Locations. 15. Refer to Deleting Grid Rows in Batch in the Using the System Guide topic=deleting Multiple Grid Rows in Batch.

248 Configuring a Policy for Reporting Shipment Certificates or Declarations 233 Storage Incidental to Transit: Adding an Unnamed Location to the Policy Why would I add an unnamed storage location to the policy? You are differentiating limits, rates or insuring conditions based on the location s geographic area but do not know the spec ific address details in advance Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? Steps 16. Navigate to Configuration > Storage > Unnamed Locations. 17. Click [Add]. The system opens the Unnamed Location modal window. 18. Enter in the Location Name. This is a generic description since the unnamed location does not represent a specfic facility. 19. Complete, at minimum, all of the required fields. Note: If there are any storage location extended data fields configured for the policy they will appear in the Additional Information panel at the bottom of each available location for the policy. 20. Click [Save] to add the unnamed location and remain on the page, [Save and New] if you wish to add more unnamed locaations without returning to the Unnamed Location list, [Save and Close] if you are done adding locations or [Close] to return to the Unnamed Locations list without saving the latest values.

249 Configuring a Policy for Reporting Shipment Certificates or Declarations 234 Result The system saves your changes.

250 Configuring a Policy for Reporting Shipment Certificates or Declarations 235 Storage Incidental to Transit: Modifying an Unnamed Location for the Policy Why would I modify an unnamed storage location for the policy? The unnamed location s details have changed The unnamed location s deetails are inaccurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assreds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 21. Navigate to Configuration > Storage > Unnamed Locations. 22. Click the View Details hyperlink for the unnamed location you wish to modify. The system opens the Unnamed Location modal window. 23. Modify the values for any field as required. 24. Click [Save] to update the location and remain on the page, [Save and New] if you wish to add a new unnamed location without returning to the Unnamed Locations list, [Save and Close] if you are done updating locations or [Close] to return to the Unnamed Locations list without saving the changes. Tip: Use the modal s scrolling buttons to quickly navigate to each of the existing storage locations to

251 Configuring a Policy for Reporting Shipment Certificates or Declarations 236 make additional updates if required, without returning to the main screen after saving each change. Result The system saves your changes.

252 Configuring a Policy for Reporting Shipment Certificates or Declarations 237 Storage Incidental to Transit: Deleting an Unnamed Location from the Policy Why would I delete an unnamed storage location from the policy? The wrong location was mistakenly added to the policy The unnamed location is no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 25. Navigate to Configuration > Storage > Unnamed Locations. 26. Click the View Details hyperlink for the unnamed location you wish to delete. The system opens the Unnamed Location modal window. 27. Click [Delete]. Result The system saves your changes. Storage Incidental to Transit: Deleting Multiple Unnamed Locations from the Policy Why would I delete multiple unnamed storage location from the policy?

253 Configuring a Policy for Reporting Shipment Certificates or Declarations 238 The wrong locations were mistakenly added to the policy The unnamed locations are no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 1. Navigate to Configuration > Storage > Unnamed Locations. 2. Refer to Deleting Grid Rows in Batch in the Using the System guide.

254 Configuring a Policy for Reporting Shipment Certificates or Declarations 239 Configuring Settings for Shipment Declarations For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I configure settings for shipment declarations? So the policy s assureds can use the system to report periodic shipment declarations; some declaration configuration details are managed via the Shipment General Settings screen. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for o Are assureds reporting shipment activity? o Are assureds reporting periodic shipment declarations? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Shipment Settings. 2. In the Shipment Declaration Details panel, select the Frequency for reporting shipment declarations.

255 Configuring a Policy for Reporting Shipment Certificates or Declarations Specify the First Date you wish to make your first declaration period. 4. Optionally, configure Backdating Tolerance (Days) to define how far back in the past a user can enter the bulk declaration. 5. Click [Save]. Result The system saves your changes.

256 Configuring a Policy for Reporting Shipment Certificates or Declarations 241 Configuring Bulk Declarations Bulk declarations allow assureds to submit a total value of all shipments for each combination of route, conveyance, and insured interest, for each declaration period. This can be set up for combinations where the individual shipment details are not necessary.

257 Configuring a Policy for Reporting Shipment Certificates or Declarations 242 Selecting Rating Dimensions for Reporting Bulk Declarations Why would I select rating dimensions for reporting bulk declarations? To generate the bulk declaration schedule in the system To define the dimensions available for the assureds to make their bulk declarations against. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for o Are assureds reporting shipment activity? o Are assureds reporting periodic shipment declarations? o Including bulk declarations (i.e. single amount(s) per declaration period)? You must have at least one item configured for each of the policy s five rating dimensions (route, conveyance, insured interest, packing method, coverage option) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Bulk Declarations. 2. Select the Applicable Dimensions that you want assureds to report against: 3. Click [Save]. Result

258 Configuring a Policy for Reporting Shipment Certificates or Declarations 243 The system saves your changes The system automatically generates a bulk declaration schedule based on the selected dimensions that you can complete on the Bulk Declaration Rate Schedule tab.

259 Configuring a Policy for Reporting Shipment Certificates or Declarations 244 Removing Rating Dimensions from the Bulk Declaration Rate Schedule Why would I remove rating dimensions from the bulk declaration rate schedule? A dimension was incorrectly selected as an applicable rating dimension for bulk declarations The assureds no longer need to report bulk declarations using the selected dimensions Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for o Are assureds reporting shipment activity? o Are assureds reporting periodic shipment declarations? o Including bulk declarations (i.e. single amount(s) per declaration period)? You must have at least one item configured for each of the policy s five rating dimensions (route, conveyance, insured interest, packing method, coverage option) You have at least one applicable dimension selected for the bulk declaration rate schedule Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Verify that the dimensions are not already linked to existing bulk declarations; if they are, the system will prevent you from removing the dimensions. Steps 1. Navigate to Configuration > Shipment > Bulk Declarations. 2. In Applicable Dimensions, remove the dimensions you no longer want to include in the bulk declaration rate schedule:

260 Configuring a Policy for Reporting Shipment Certificates or Declarations Click [Save]. Result The system saves your changes The system removes the selected dimensions from the policy s bulk declaration rate schedule

261 Configuring a Policy for Reporting Shipment Certificates or Declarations 246 Adding a Bulk Declaration Rate After you select to include at least one dimension for the policy s bulk declaration rate schedule, the system automatically creates a new bulk declaration rate schedule. Then each time you add a new item to one of the included rating dimensions or you select to include an additional rating dimension, the system automatically creates new bulk declaration rate combinations. You cannot manually add a new bulk rate record directly via the Bulk Declaration Rate Schedule screen.

262 Configuring a Policy for Reporting Shipment Certificates or Declarations 247 Managing the Rates for Bulk Declarations Why would I manage the rates for bulk declarations? So the system can calculate premium for bulk declarations based on the rating factors you selected So the system can validate if certain combinations are not permitted. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for o Are assureds reporting shipment activity? o Are assureds reporting periodic shipment declarations? o Including bulk declarations (i.e. single amount(s) per declaration period)? You selected rating dimensions for reporting bulk declarations topic=selecting Rating Dimensions for Reporti ng Bulk Declarations Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Bulk Declarations. 2. Click the Bulk Declaration Rate Schedule tab.

263 Configuring a Policy for Reporting Shipment Certificates or Declarations Click the View Details hyperlink for the bulk rate combination you wish to manage. The system opens the Bulk Declaration Rate modal window 4. Complete the rate fields in the Rate Details panel as required. 5. Click [Save] to save the rate and remain on the page, [Save and Close] if you are done managing the rate or [Close] to return to the Bulk Declaration Rate Schedule list without saving the latest values. Result The system saves your changes.

264 Configuring a Policy for Reporting Shipment Certificates or Declarations 249 Prohibiting Specific Combinations for Bulk Declarations Why would I prohibit specific combinations for bulk declarations? Certain combinations are not valid when the system auto-generates the bulk declaration rate schedule based on every rating dimension you have configured to the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for o Are assureds reporting shipment activity? o Are assureds reporting periodic shipment declarations? o Including bulk declarations (i.e. single amount(s) per declaration period)? There is at least one bulk declaration rate configured for the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Shipment > Bulk Declarations. 2. Click the Bulk Declaration Rate Schedule tab.

265 Configuring a Policy for Reporting Shipment Certificates or Declarations Click the View Details hyperlink for the bulk rate combination you wish to manage. The system opens the Bulk Declaration Rate modal window 4. Check Not Permitted if the combination is not a valid one for assureds to report against. 5. Click [Save] to save the bulk rate and remain on the page, [Save and Close] if you are done managing the bulk rate or [Close] to return to the Bulk Declaration Rate Schedule list without saving the latest values. Result The system saves your changes.

266 Configuring a Policy for Reporting Shipment Certificates or Declarations 251 Deleting a Bulk Declaration Rate Record You cannot delete a bulk declaration rate record manually from the Bulk Declaration Rate Schedule screen. In the same way the system generates the bulk declaration rate schedule automatically based on the rating dimensions you configure for the bulk declaration schedule, the system deletes rate records automatically when you: Delete an item from one of the rating dimension screens (Routes, Conveyances, Insured Interests) or remove a Packing Method or Coverage Option from an insured interest, or Remove rating dimensions topic=removing Rating Dimensions from the Bulk Declaration Rate Schedule from the Bulk Declaration Configuration screen

267 Configuring a Policy for Reporting Storage Declarations 252 Configuring a Policy for Reporting Storage Declarations Review the sections below for details on setting up the necessary data required to use the system to create storage decaratio ns. Configuring General Storage Settings Why would I configure general storage settings? The policy s assureds are using the system to report storage declarations and you need to specify configuration details in order to use the system s storage declaration module. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box for Are assureds reporting storage declarations? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Storage > Storage Settings. 2. In the Policy Storage Declarations panel, select the Frequency of when assureds are expected to report declaration activity.

268 Configuring a Policy for Reporting Storage Declarations Set the date the first declaration is due (First Date). If you require monthly declarations, this date will be one month afte r the policy term s effective date. Example: To calculate an appropriate First Date, consider the policy term s Effective Date and the Frequency using the following formula: First Date = Policy term s Effective Date + Frequency - 1 Day The following are examples of where the Period's Date is calculated based on the provided effective date and period/frequency: Period/Frequency = Monthly Period's First Date = Policy term s Effective Start Date + 1 Month 1 Day If the Effective Date is 01/01/2015 then the First Date is 01/31/2015 If the Effective Date is 01/15/2015 then the First Date is 02/14/ Complete, at minimum, any other required fields. 5. Click [Save]. Result

269 Configuring a Policy for Reporting Storage Declarations 254 The system saves your changes.

270 Configuring a Policy for Reporting Storage Declarations 255 Configuring Storage Via the Shipment Screen Customize the Shipment form so you can use it to declare storage activity and calculate storage premium only, based on the po licy s detailed (five dimensional) rating matrix. Choose from two different policy settings which will change how the resulting storage premium is calculated. Why would I configure storage via the shipment screen To leverage the policy s detailed (five dimensional) rate matrix and special rate matrix to calculate storage premium To apply a blended rate combining the policy s detailed rating matrix along with the storage location rate and other standard storage related settings such as number of included days, rate period, etc. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the box for Is storage incidental to transit applicable? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. The policy only has conveyances defined where the Conveyance Class is Storage Only (as configured in the Administration module via the Company Conveyances screen) Configure at least one storage location (named or unnnamed) You have not booked any shipments against this policy or any of its previous policy terms. You can use the Shipment form to either book cargo shipments or declare storage; The shipment form cannot be used for both purposes on the same policy. Tip: When configuring the policy s Definition, it is recommended to check off the question Will a custom shipment form be required (SSC Configuration or Custom Features)? so you can customize the Shipment form s labels as required.

271 Configuring a Policy for Reporting Storage Declarations 256 Steps 1. Navigate to Configuration > Storage > Storage Settings 2. In the Storage Only Shipment Form panel check the Activate Storage via the Shipment Form checkbox. 3. Select the configuration option that applies: Apply the Rate/Special Rate Schedule: o Will calculate storage premium using a rate based on the policy s rate or special rate schedule o Different rates can be specified based on the storage location s country, the conveyance, the insured interest, packing method and coverage option combinations o Can define special rates also considering the Primary Assured and/or Named Assured o Hides the Shipment form s voyage related fields (e..g. Origin Country, Loading Country, Destination Country, Discharge Country, etc.) and uses the storage location s country to select the corresonding Route o Hides the Storage Start Date and Storage End Date fields Apply the Rate/Special Rate Schedule + Storage Rate & Settings: o Will calculate storage premium using the rate and special rate schedule as described above combined with the storage location s rate and related settings o The standard storage rate is specified with each storage location and factors in the configured Rate Period, Number of Days Included and Maximum Storage Duration Days values o Hides the Shipment form s voyage related fields (e..g. Origin Country, Loading Country, Destination Country, Discharge Country, etc.) and uses the storage location s country to select the corresonding Route o Hides the Date of Departure field o Moves the Storage Start Date and Storage End Date fields to the top of the form

272 Configuring a Policy for Reporting Storage Declarations If you selected Apply the Rate/Special Rate Schedule + Storage Rate & Settings, optionally complete any other storage settings on the page as applicable. 5. Click [Save]. Result The system saves your changes. Adding a Named Storage Location to the Policy Why would I add a named storage location to the policy? You are differentiating limits, rates or insuring conditions based on the location s geographic area and/or whether the location is identified in advance. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? Steps 1. Navigate to Configuration > Storage > Named Locations. 2. Click [Add]. The system opens the Named Location modal window. 3. Enter in the Location Name. 4. Complete, at minimum, all of the required fields.

273 Configuring a Policy for Reporting Storage Declarations 258 Note: If there are any storage location extended data fields configured for the policy they will appear in the Additional Information panel at the bottom of each available location for the policy. 5. Click [Save] to add the named location and remain on the page, [Save and New] if you wish to add more named locaations without returning to the Named Location list, [Save and Close] if you are done adding locations or [Close] to return to the Named Locations list without saving the latest values. Result The system saves your changes. Defining Which Primary Assureds Can Use a Location Why would I define which primary assureds can use the location? To indicate which of the policy s primary assureds can use the particular storage location. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? You are adding a storage location or modifying a storage location for the policy Steps 6. Navigate to Configuration > Storage > Named Locations or Unnamed Locations. 7. Click [Add] or click the View Details hyperlink for the location you wish to configure. The system opens the location modal window.

274 Configuring a Policy for Reporting Storage Declarations In the Applicable Primary Assureds panel, using the Primary Assureds field, define which primary assureds can use this storage location: Use the default setting of All Primary Assureds to allow any primary assured configured for the policy and any new primary assureds added to the policy in the future, to use this storage location Select the Select from List option to configure the specific primary assureds already configured for the policy who can use this storage location: o Select one or more items in the Excluded list, and click the right arrow to add them to the Included list o Use the double right arrow to add all items to the Included list (the right column) o Use the up and down arows to the right of the Included list to change the order of the included items 9. Click [Save] to save the primary assureds configured for the location and remain on the page, [Save and New] if you wish to add more locations without returning to the main screen, [Save and Close] if you are done adding locations or [Close] to return to the main screen without saving the latest values. Result The system saves your changes. Managing Insuring Conditions for the Policy s Storage or per Storage Location

275 Configuring a Policy for Reporting Storage Declarations 260 Why would I manage Insuring conditions? To communicate specifics regarding the coverage provided to the user. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 1. Type the clause wording into the Insuring Conditions text area or click the icon to use the clause lookup to select some predefined clause text. 2. Click [Save]. Result The system saves your changes. Using the Clause Lookup Why would I use the clause lookup? To insert pre-defined clause or condition text from the Administration module To use standard and consistent wording on every policy

276 Configuring a Policy for Reporting Storage Declarations 261 Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You belong to a company that has access to at least one clause (configured in the Administration module) You navigate to one of the following screens: o War Policy (via Configuration > War Policy) or o Shipment Settings, Conveyances, Insured Interests, Policy Rates, Special Rates or Country Restrictions (via Configuration > Shipment) or o Storage Settings, Named Location or Unnamed Location (via Configuration > Storage) Steps 1. Click the icon to open the Clause Lookup. The system opens the Clause Lookup modal window. If you already entered any text in the Insuring Conditions field in the main screen, that text will be visible in the Clause Text area. You can insert your cursor anywhere in the Clause text. 2. Click the arrow in the Clause Lookup panel to view the list of available clauses and select one. 3. Click [Insert]. The system populates the Clause Text area with the predefined text (configured in the Administration module). 4. Edit the text if necessary. 5. Repeat steps 2, 3 and 4 above, until you have added all of the required wording. 6. Click [Clear] to delete all of the text in the Clause Text field, click [Cancel] to undo any changes you made in this screen and return to the main screen, or [Ok], to save the clause text and return to the main screen. Result The system closes the Clause Lookup modal window The system displays the clause text in the Insuring Conditions field on the main screen You can now click [Save] to commit the insuring conditions for the policy

277 Configuring a Policy for Reporting Storage Declarations 262 Modifying a Named Storage Location Why would I modify a named storage location for the policy? The named location s details have changed The named location s details are inaccurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is extended storage incidental to transit required? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 1. Navigate to Configuration > Storage > Named Locations. 2. Click the View Details hyperlink for the named location you wish to modify. The system opens the Named Location modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the location and remain on the page, [Save and New] if you wish to add a new named location without returning to the Named Locations list, [Save and Close] if you are done updating locations or [Close] to return to the Named Locations list without saving the changes.

278 Configuring a Policy for Reporting Storage Declarations 263 Tip: Use the modal s scrolling buttons to quickly navigate to each of the existing storage locations to make additional updates if required, without returning to the main screen after saving each change. Result The system saves your changes.

279 Configuring a Policy for Reporting Storage Declarations 264 Deleting a Named Storage Location from the Policy Why would I delete a named storage location from the policy? The wrong location was mistakenly added to the policy The named location is no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 1. Navigate to Configuration > Storage > Named Locations. 2. Click the View Details hyperlink for the named location you wish to delete. The system opens the Named Location modal window. 3. Click [Delete]. Result The system saves your changes. Deleting Multiple Named Storage Locations from the Policy Why would I delete a named storage location from the policy?

280 Configuring a Policy for Reporting Storage Declarations 265 The wrong locations were mistakenly added to the policy The named locations are no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one named location attached to the policy Steps 1. Navigate to Configuration > Storage > Named Locations. 2. Refer to Deleting Grid Rows in Batch in the Using the System Guide.

281 Configuring a Policy for Reporting Storage Declarations 266 Adding an Unnamed Storage Location to the Policy Why would I add an unnamed storage location to the policy? You are differentiating limits, rates or insuring conditions based on the location s geographic area but do not know the spec ific address details in advance Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? Steps 1. Navigate to Configuration > Storage > Unnamed Locations. 2. Click [Add]. The system opens the Unnamed Location modal window. 3. Enter in the Location Name. This is a generic description since the unnamed location does not represent a specfic facility. 4. Complete, at minimum, all of the required fields. Note: If there are any storage location extended data fields configured for the policy they will appear in the Additional Information panel at the bottom of each available location for the policy.

282 Configuring a Policy for Reporting Storage Declarations Click [Save] to add the unnamed location and remain on the page, [Save and New] if you wish to add more unnamed locaations without returning to the Unnamed Location list, [Save and Close] if you are done adding locations or [Close] to return to the Unnamed Locations list without saving the latest values. Result The system saves your changes.

283 Configuring a Policy for Reporting Storage Declarations 268 Modifying an Unnamed Storage Location Why would I modify an unnamed storage location for the policy? The unnamed location s details have changed The unnamed location s deetails are inaccurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assreds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 1. Navigate to Configuration > Storage > Unnamed Locations. 2. Click the View Details hyperlink for the unnamed location you wish to modify. The system opens the Unnamed Location modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the location and remain on the page, [Save and New] if you wish to add a new unnamed location without returning to the Unnamed Locations list, [Save and Close] if you are done updating locations or [Close] to return to the Unnamed Locations list without saving the changes.

284 Configuring a Policy for Reporting Storage Declarations 269 Tip: Use the modal s scrolling buttons to quickly navigate to each of the existing storage locations to make additional updates if required, without returning to the main screen after saving each change. Result The system saves your changes.

285 Configuring a Policy for Reporting Storage Declarations 270 Deleting an Unnamed Storage Location from the Policy Why would I delete an unnamed storage location from the policy? The wrong location was mistakenly added to the policy The unnamed location is no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 1. Navigate to Configuration > Storage > Unnamed Locations. 2. Click the View Details hyperlink for the unnamed location you wish to delete. The system opens the Unnamed Location modal window. 3. Click [Delete]. Result The system saves your changes. Deleting Multiple Unnamed Storage Locations from the Policy Why would I delete multiple unnamed storage location from the policy?

286 Configuring a Policy for Reporting Storage Declarations 271 The wrong locations were mistakenly added to the policy The unnamed locations are no longer covered by the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Are assureds reporting shipment activity? o Is storage incidental to transit applicable? And/Or Are assureds reporting storage declarations? There is at least one unnamed location attached to the policy Steps 1. Navigate to Configuration > Storage > Unnamed Locations. 2. Refer to Deleting Grid Rows in Batch in the Using the System guide.

287 Managing Premium and Charges 272 Managing Premium and Charges Use the system to configure how you want to capture and manage premium and charges regardless of whether you plan to invoice your policy via the system. Configuring Additional Charges for the Policy Additional charges include taxes, fees, and premiums which are all system-calculated based on pre-defined formulas, configured in the Administration module. Adding a Policy Default Additional Charge Why would I add policy default additional charges? So these additional charges are automatically attached to any bill to parties that may be added to the policy in the future This is an efficient way to apply the same additional charges across multiple bill to parties Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? The policy s owner company has access to at least one additional charge (configured in the Administration module) There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges.

288 Managing Premium and Charges Click [Add]. The system opens the Additional Charge Detail Policy Default modal window. 3. Select an Additional Charge. 4. Complete, at minimum, all required fields. 5. Click [Save] to add the policy default additional charge and remain on the page, [Save and New] if you wish to add more policy default additional charges without returning to the Policy Default Additional Charges list, [Save and Close] if you are done adding policy default additional charges or [Close] to return to the Policy Default Additional Charges list without saving the latest values. Result The system saves your changes The system creates a record for the additional charge you just added, associated to each existing bill to party on the policy (displayed on the Additional Charges per Bill to Party tab) and creates a link between the policy default additional charge and the additional charge associated to each specific bill to party for the policy. Important: If the selected additional charge (e.g. is already associated to a specific bill to party for the policy (refer to Adding an Additional Charge per Bill to Party), the system does not modify the existing bill-to -partyspecific additional charge. Any existing bill-to-party-specific additional charges remain on the policy but are not linked to the policy default additional charge you just configured.

289 Managing Premium and Charges 274 Modifying a Policy Default Additional Charge Why would I modify a policy default additional charge? The additional charge s policy details have changed The additional charge policy details are inaccurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one policy default additional charge already configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the View Details hyperlink for the additional charge you wish to modify. The system opens the Additional Charge Detail Policy Default modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the policy default additional charge and remain on the page, [Save and New] if you wish to add a new policy default additional charge without returning to the Policy Default Additional Charges list, [Save and Close] if you are done updating policy default additional charges or [Close] to return to the Policy Default Additional Charges list without saving the changes. Result The system saves your changes

290 Managing Premium and Charges 275 The system applies your changes to all bill-to-party additional charges linked to this policy default additional charge.

291 Managing Premium and Charges 276 Configuring a Compound Additional Charge Why would I configure a compound additional charge? A government regulation or your business mandates that the tax, fee, charge or premium is calculated on top of other calculated tax, fee, charge or premium amounts. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? The policy s owner company has access to at least two additional charge (configured in the Administration module) There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Steps 1. Refer to Adding a Policy Default Additional Charge, Modifying a Policy Default Additional Charge, Adding an Additional Charge per Bill to Party or Modifying an Additional Charge per Bill to Party 2. In the Details panel, enter a Charge Level that is greater than the Charge Level specified for the policy s existing additional charges. 3. Click [Save] to update the additional charge and remain on the page, [Save and New] if you wish to add a new additional charge without returning to the main screen, [Save and Close] if you are done updating additional charges or [Close] to return to the main screen without saving the changes.

292 Managing Premium and Charges 277 Result The system saves your changes.

293 Managing Premium and Charges 278 Configuring an Additional Charge to be Commissionable Why would I configure additional charges to be commissionable? For policies where the system calculates the commission amount its brokers earn, you need to indicate if the brokers also earn commission on the additional charge amounts calculated on the premium. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? The policy s owner company has access to at least two additional charge (configured in the Administration module) There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Steps 1. Refer to Adding a Policy Default Additional Charge, Modifying a Policy Default Additional Charge, Adding an Additional Charge per Bill to Party or Modifying an Additional Charge per Bill to Party 2. In the Details panel, check the Commissionable checkbox to indicate the system should calculate commission on this additional charge whenever it applies. 3. Click [Save] to update the additional charge and remain on the page, [Save and New] if you wish to add a new additional charge without returning to the main screen, [Save and Close] if you are done updating additional charges or [Close] to return to the main screen without saving the changes.

294 Managing Premium and Charges 279 Result The system saves your changes.

295 Managing Premium and Charges 280 Deleting a Policy Default Additional Charge Why would I delete a policy default additional charge? The additional charge no longer applies to the policy due to changes in government regulations or your business policies/fee structure The additional charge no longer applies to all of the bill-to-parties on the policy so the additional charge should instead be managed solely via the Bill to Party Additional Charges screen. The additional charge was incorrectly added to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one policy default additional charge saved with the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the View Details hyperlink for the additional charge you wish to delete. The system opens the Additional Charge Detail Policy Default modal window. 3. Click [Delete]. Result The system deletes the policy default additional charge The system deletes the link between any existing bill to party specific additional charges and the policy-level additional charge you deleted.

296 Managing Premium and Charges 281 Deleting Multiple Policy Default Additional Charges Why would I delete multiple policy default additional charges? The additional charges no longer apply to the policy due to changes in government regulations or your business policies/fee structure The additional charges no longer apply to all of the bill-to-parties on the policy (and so the additional charges should instead be managed solely via the Bill to Party Additional Charges screen) The additional charges were incorrectly added to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one policy default additional charge saved with the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

297 Managing Premium and Charges 282 Adding an Additional Charge per Bill to Party Why would I add an additional charge per bill to party? The bill to party is subject to a tax, fee, charge or premium that does not apply to the other bill to partie s on the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? The policy s owner company has access to at least one additional charge (configured in the Administration module) There is at least one Bill To Party already configured for the policy There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Note: To configure an additional charge with settings specific to one bill to party when the same additional charge is already saved with a policy default configuration, select the existing Additional Charge per Bill to Party list item (via Additional Charges per Bill to Party screen) and modify the additional charge per bill to party to override the policy s default settings for that specific bill to party. Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the Additional Charges per Bill to Party tab.

298 Managing Premium and Charges Click [Add]. The system opens the Additional Charge Detail Per Billing Party modal window. 4. Select a Bill to Party. 5. Select an Additional Charge. 6. Complete, at minimum, all required fields. 7. Click [Save] to add the additional charge per bill to party and remain on the page, [Save and New] if you wish to add more additional charges per bill to party without returning to the Additional Charges per Bill to Party list, [Save and Close] if you are done adding additional charges per bill to party or [Close] to return to the Additional Charges per Bill to Party list without saving the latest values. Result The system saves your changes.

299 Managing Premium and Charges 284 Modifying an Additional Charge per Bill to Party Why would I modify an additional charge per bill to party? The additional charge s policy details have changed for a specific bill to party To correct the additional charge s policy details that may not be accurate To overwrite a policy default additional charge configuration for a specific bill to party who is not subject to the default settings applicable to the policy s other bill to parties Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one additional charge per bill to party already configured for the policy (can be based on a policy default additional charge setup or an additional charge configured just for a particular bill to party) Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the Additional Charges per Bill to Party tab 3. Click the View Details hyperlink for the additional charge you wish to modify. The system opens the Additional Charge Detail Per Billing Party modal window.

300 Managing Premium and Charges Modify the values for any field as required. 5. Click [Save] to update the additional charge per bill to party and remain on the page, [Save and New] if you wish to add a new additional charge per bill to party without returning to the Additional Charges per Bill to Party list, [Save and Close] if you are done updating additional charges per bill to party or [Close] to return to the Additional Charges per Bill to Party list without saving the changes. Result The system saves your changes If a related policy default configuration exists, the system deletes the link between the bill to party s additional charge configuration you modified and any corresponding policy default additional charge configuration.

301 Managing Premium and Charges 286 Deleting a Bill to Party Additional Charge Why would I delete a bill to party additional charge? The additional charge no longer applies to the bill to party due to changes in government regulations or your business policies/fee structure. The additional charge can be one that was configured as a policy default or just for specific bill to parties. The additional charge was incorrectly applied to the bill to party Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one additional charge per bill to party saved with the policy Verify the additional charge has not been applied to a booked shipment, shipment declaration, bulk declaration, storage declaration or miscellaneous charge for the policy. If it has, the system will prevent you from deleting the additional charg e for the bill to party Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the Additional Charges per Bill to Party tab.

302 Managing Premium and Charges Click the View Details hyperlink for the bill to party additional charge you wish to delete. The system opens the Additional Charge Detail Per Billing Party modal window. 4. Click [Delete]. Result The system deletes the bill to party s additional charge from the policy. Note: If you delete an additional charge for a specific bill to party but that additional charge was also configured as a policy default, the system does not recreate that additional charge for that particular bill to party based on the policy default configuration. You would have to delete the policy default additional charge record and delete the multiple bill to party additional charges that are linked to that policy default. Then you can start over by adding the additional charge as a policy default in order to re-apply it to all of the available bill to parties.

303 Managing Premium and Charges 288 Deleting Multiple Bill to Party Additional Charges Why would I delete multiple bill-to-party additional charges? You need to delete several additional charges per bill to party in order to recreate the additional charge per bill to party, based on a policy default configuration The additional charges no longer apply to those bill to parties due to changes in government regulations or your business policies/fee structure The additional charges were incorrectly added to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: When calculating premium, will additional charges (taxes and fees) apply? There is at least one additional charge per bill to party saved with the policy Verify the additional charge has not been applied to a booked shipment, shipment declaration, bulk declaration, storage declaration or miscellaneous charge for the policy. If it has, the system will prevent you from deleting the additional charg e for the bill to party Steps 1. Navigate to Configuration > Bill to Party Setup > Additional Charges. 2. Click the Additional Charges per Bill to Party tab. 3. Refer to Deleting Grid Rows in Batch.

304 Managing Premium and Charges 289 Note: If you delete an additional charge for a specific bill to party but that additional charge was also configured as a policy default, the system does not recreate that additional charge for that particular bill to party based on the policy default configuration. You would have to delete the policy default additional charge record and delete the multiple bill to party additional charges that are linked to that policy default. Then you can start over by adding the additional charge as a policy default in order to re-apply it to all of the available bill to parties.

305 Managing Premium and Charges 290 Breaking the Link between a Policy Default Additional Charge and a Specific Bill to Party Refer to Modifying an Additional Charge per Bill to Party for steps on how to overwrite the policy default configuration for a specific bill to party (where a corresponding policy default additional charge exists.) Configuring Deposits and/or Miscellaneous Charges Miscellaneous charges represent the premium collected from the policy s bill to parties that is not directly generated from s hipments, declarations or storage. For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I configure a deposit and/or miscellaneous charge? Configure a miscellaneous charge of type deposit if you want the policy s premium activity to deplete a prepaid amount You cannot create a deposit if the bill to party s premium currency is set as Same as Insured Value per the Assured Setup. Configure a miscellaneous charge of type adjustment if you need to correct a surplus or deficit in premium Configure a miscellaneous charge of flat premium for a policy where shipments are not rated individually Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will you record deposits, adjustments or other miscellaneous charges? There is at least one bill to party configured for the policy There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module)

306 Managing Premium and Charges 291 Steps 1. Navigate to Configuration > Bill to Party Setup > Deposits & Misc. Charges. 2. Click [Add]. The system opens the Deposits & Miscellaneous Charge Details modal window. 3. Select the Bill to Party the amount is charged to. 4. For Charge Type, select Deposit, Adjustment or Flat Premium as required. 5. Complete, at minimum, the required fields. 6. Click [Save and New] if you wish to add more charges without returning to the Deposits & Miscellaneous Charges screen, [Save and Close] if you are done adding charges or [Close] to return to the Deposits and Miscellaneous Charges list without saving the latest values. Result The system saves your changes The system adds one to many charges based on the number of charges you configured The system calculates applicable additional charges applied to each miscellaneous charge the system creates The system calculates commission amounts applicable to the charges the system creates

307 Managing Premium and Charges 292 Configuring Deposits or Charges, Split into Multiple Installments Why would I configure deposits or charges split into multiple installments? The policy s assureds want to pay an annual deposit, flat premium or miscellaneous charge in installments spread over the policy year You want to configure multiple deposits, adjustments or flat premiums per bill to party at once Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will you record deposits, adjustments or other miscellaneous charges? There is at least one bill to party configured for the policy There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Steps 1. Refer to Configuring Deposits and/or Miscellaneous Charges 2. Select the Frequency. This helps determine the number of charges the system will create/the time between each charge but it also depends on the First Charge Date you select and the duration of the policy term.

308 Managing Premium and Charges Enter the First Charge Date or select a date using the calendar to indicate when the initial charge will be incurred. Note: The system will create one or more charges starting from the specified First Charge Date, until the end of the policy term, depending on the Frequency you specify. 4. If you want the system to set each charge s date to the last day of each period, check off the Last Day of the Month checkbox. This setting allows you to distinguish the actual date you select from a logical date. Example: If your First Charge Date is Feb 28th 2015, you check off the Last Day of the Month, and you select a Frequency of Monthly, the system creates subsequent charges on March 31st, April 30th and May 31st. If you do not check off the Last Day of the Month checkbox, the system creates charges for March 28th, April 28th and May 28th. 5. Enter the Total Charge Amount and corresponding currency. The system will divide the Total Charge Amount based on the number of charges as determined by the Frequency, First Charge Date and policy term s duration.

309 Managing Premium and Charges 294 Example: If the policy term is from January 1, 2015 until December 31, 2015 and you select a Frequency of Quarterly with a First Charge Date of Sept , the system creates only 2 charges occurring 3 months apart: Sept 15, 2015 and Dec 15, Note: There is no currency conversion on a miscellaneous charge. Each charge amount has to be in the same currency as the selected bill to party s premium currency (except if the premium currency is Same as Insured Value ; then you can pick whatever currency you want for each miscellaneous charge but you cannot create a deposit since the system cannot deplete a deposit with charges expressed in various other currencies.) 6. Click [Save and New] if you wish to add more charges without returning to the Deposits & Miscellaneous Charges screen, [Save and Close] if you are done adding charges or [Close] to return to the Deposits and Miscellaneous Charges list without saving the latest values. Result The system saves your changes The system adds one or more charges depending on the Frequency you selected

310 Managing Premium and Charges 295 Note: The list of deposits and miscellaneous charges you see includes all charges for the entire policy term (even if there are endorsements, which are separate policy records in the system).

311 Managing Premium and Charges 296 Modifying a Miscellaneous Charge You cannot modify a saved miscellaneous charge even if you are granted the right to edit the policy. If you select a miscella neous charge, the system opens the Deposits & Miscellaneous Charge Details modal window but renders all of the details as read-only labels. To change an existing charge you must delete the charge and then create a new charge in its place.

312 Managing Premium and Charges 297 Managing an Additional Charge for a Miscellaneous Charge You cannot manage the additional charges calculated for the miscellaneous charge. You can view the calculated total additional charge amount in the Miscellaneous Charges list. If you click View Details for a particular miscellaneous charge you can see the full breakdown of the applicable additional charges the system applied to the miscellaneous charge amount. To change an additional charge you must: Delete the miscellaneous charge topic=deleting a Miscellaneous Charge, Modify the additional charge if required (in the Administration module) and, Recreate the miscellaneous charge topic=configuring Deposits and/or Miscellaneous Charges

313 Managing Premium and Charges 298 Managing Commission for a Miscellaneous Charge You cannot manage the commission amount calculated for the miscellaneous charge. You can view the calculated total commission amount in the Miscellaneous Charges list.. If you click View Details for a particular miscellaneous charge you can see the full breakdown of the commission the system applied to the miscellaneous charge amount. To change the commission you must: Delete the miscellaneous charge topic=deleting a Miscellaneous Charge, Modify the commission as required and, Recreate the miscellaneous charge topic=configuring Deposits and/or Miscellaneous Charges

314 Managing Premium and Charges 299 Deleting a Miscellaneous Charge Why would I delete a miscellaneous charge? The miscellaneous charge was incorrectly added to the policy The miscellaneous charge details were incorrect (e.g. it was mistakenly added for the wrong bill to party) and has to be updated/redone Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will you record deposits, adjustments or other miscellaneous charges? There is at least one deposit/miscellaneous charge configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Deposits & Misc. Charges. 2. Click the View Details hyperlink for the charge you wish to delete. The system opens the Deposits and Miscellaneous Charge Details modal window. 3. Click [Delete]. Result The system deletes the miscellaneous charge.

315 Managing Premium and Charges 300 Deleting Multiple Miscellaneous Charges Why would I delete multiple miscellaneous charges? The miscellaneous charges were incorrectly added to the policy Details for the miscellaneous charges were incorrect (e.g. it was mistakenly added for the wrong bill to party) and have to b e updated/redone Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will you record deposits, adjustments or other miscellaneous charges? There is at least one deposit/miscellaneous charge configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Deposits & Misc. Charges. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

316 Configuring the Policy to Use the System s Billing Module 301 Configuring the Policy to Use the System s Billing Module Configuring the Policy-Level Invoice Settings You must define certain settings in the policy to leverage the system s billing module. Although most parameters are primarily configured per bill to party, there are certain details that are set at the policy level and apply to all bill to parties on the policy. For more information regarding each individual field onscreen and its purpose, refer to Appendix 1: Field Definition by Screen Why would I configure the policy-level invoice settings? To be able to use the system s Billing module, to reconcile the policy s premium and charges and invoice the policy s bill to parties. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. Complete the relevant fields. 3. Click [Save]. Result The system saves your changes.

317 Configuring the Policy to Use the System s Billing Module 302 Selecting a Remit to Company for the Policy Invoices Why would I select a remit to company for the policy invoices? So the system can generate an appropriate invoice number for each invoice record the system creates. To indicate which company the bill to parties must submit their payments to. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. Select a Remit to Company. The company you select determines the invoice number the system uses when it generates the policy s invoices. 3. Click [Save]. Result

318 Configuring the Policy to Use the System s Billing Module 303 The system saves your changes.

319 Configuring the Policy to Use the System s Billing Module 304 Selecting an Invoice Template for the Policy Why would I select an invoice template for the policy? So the system generates a PDF invoice that it can to the recipients you define in the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will PDF invoices be generated? The company you belong to has access to at least one invoice template (configured in the Administration module) Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. Select an invoice template. 3. Click [Save]. Result The system saves your changes.

320 Configuring the Policy to Use the System s Billing Module 305 Configuring how Invoices are Split Why would I configure how invoices are split? Invoices can be split along renewals, endorsements and billing periods to provide additional clarity to the recipient. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. Select from the following Invoice Breakdown options to determine the invoice details and sub-totals the system creates when it generates invoices (specifically for premium activity generated from shipments, declarations and storage locations): Total Invoice by Bill to Party, Invoice Details by Bill to Party; the system creates a separate invoice per bill to party on the policy and all of the premium activities are summarized for the bill to party Total Invoice by Bill to Party, Invoice Details By Transaction; the system creates a separate invoice per bill to party on the policy, with individual line items for each transaction generated by the bill to party (where the transactions may be shipments, storage declarations or miscellaneous charges) Total Invoice By Transaction, Invoice Details by Transaction; the system creates a separate invoice per transaction with details broken down for the particular transaction (can be a shipment, a storage declaration or a miscellaneous charge)

321 Configuring the Policy to Use the System s Billing Module 306 Note: Miscellaneous charges are always reported as separate line items on the invoice regardless of how the premium generated from shipments, shipment declarations and storage declarations is summarized or broken down per the selected Invoice Breakdown value. 3. For Separate Invoices, select one or more options that apply: Per Billing Period; the system generates separate invoices per billing period in case there are uninvoiced premium transactions and miscellaneous charges that span different billing periods when the billing process runs (consider backdated transactions). Per Policy Term; the system generates separate invoices per policy terms in case there are uninvoiced premium transactions and miscellaneous charges that span multiple policy terms when the billing process runs (consider backdated transactions). Per Endorsement; the system generates separate invoices per endorsement in case there are uninvoiced transactions and miscellaneous charges that span multiple endorsements for the policy when the billing process runs (consider backdated transactions). 4. Click [Save]. Result The system saves your changes.

322 Configuring the Policy to Use the System s Billing Module 307 Configuring Broker Billing Why would I configure broker billing? You want to bill net premium (net of commission) rather than gross premium (which includes the broker s commission) When the broker is invoicing the assured and you are issuing invoices to the broker. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? You specified a commission rate for the broker to bill so the system can calculate the premium to invoice the broker, minus the commission the broker keeps. There is at least one broker attached to the policy Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. Select a Broker To Bill. This is the broker (already associated to the policy) that the system will invoice. 3. Click [Save]. Result

323 Configuring the Policy to Use the System s Billing Module 308 The system saves your changes.

324 Configuring the Policy to Use the System s Billing Module 309 Configuring a Bill to Party s Billing Details Why would I configure a bill to party s billing details? If you plan to: reconcile each bill to party s premiums and charges, or manage the policy s billing, or issue invoices using the system Some details have changed for the bill to party Some details are inaccurate for the bill to party Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one bill to party defined for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. Note: The system automatically adds each of the policy s bill to parties defined in the Assureds screen to the policy s Bill to Party Details list. You cannot manually add a bill to party to the list; you simply select one that is already associated to the policy in order to configure its billing details. 2. Click the View Details hyperlink for the bill to party whose details you wish to add. The system opens the Bill to Party Details modal window. 3. Complete any fields you wish. Refer to Configuring Standard Billing Setup or Configuring Other Billing Options for more details.

325 Configuring the Policy to Use the System s Billing Module Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes. Configuring Standard Billing Setup This section describes the typical policy configurations and actions required in order to generate invoices in the system Configuring Automatic Billing for a Bill to Party Why would I configure automatic billing for a bill to party? So each bill to party s premium and charges are invoiced automatically, according to a set schedule, eliminating the need for manual intervention. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one bill to party defined for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 2. Click the View Details hyperlink of the bill to party whose details you wish to configure. The system opens the Bill to Party Details modal window. 3. In the Billing Details panel, select Automatic for the Billing Method. The system displays some additional fields to complete.

326 Configuring the Policy to Use the System s Billing Module Select a Billing Frequency which determines how often the system runs the automatic billing process for the selected bill to party. Important: The Billing Frequency you select for the bill to party should correlate to the Billing Period Frequency you select for the bill to party. It is important that you configure the billing periods for the policy via the Billing Periods screens. If you do not, the system will artificially determine the billing periods based on the automated billing schedule you configure. 5. Specify the Billing First Date, considering the policy term s effective date. Depending on the Billing Frequency you select, the system calculates the subsequent dates it will run the automatic billing process for the bill to party, for the remainder of the policy. Important: When the system runs the billing process it includes all premiums and charges that are logged up until 11:59:59 p.m. eastern standard time on the specified/calculated billing date. 6. Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes.

327 Configuring the Policy to Use the System s Billing Module 312 Modifying a Bill to Party s Billing Method Why would I modify a bill to party s billing method? The bill to party establishes a good payment record so you want to switch the method you use to invoice them (i.e. from Pay- As-You-Go to Automatic) You were not previously invoicing the bill to party using the system but have decided you will now start to do so You restructure your organization so you no longer need a person to manually trigger billing but you can let the system handle it automatically Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one bill to party defined for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 2. Click the View Details hyperlink of the bill to party whose billing method you wish to modify. The system opens the Bill to Party Details modal window. 3. In the Billing Details panel, select the appropriate Billing Method.

328 Configuring the Policy to Use the System s Billing Module 313 Note: You cannot modify the billing method to pay as you go if there is un-invoiced premium or there are uninvoiced additional charges for the selected bill to party. 4. Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes. Configuring Other Billing Options Here are the configuration details for some less common billing methods that the system supports. Configuring a Billing Method of Pay as You Go For now, the system only supports a billing method of pay as you go when booking shipments using the Shipment screen. Pay as you go means that you or your assureds must pay for each shipment (in its entirety) before the system books it. Speak to your Oce anwide Account representative to find out more information regarding Pay as you go functionality. Why would I configure a billing a method of pay as you go? You are dealing with multiple one off or infrequent assured users and need to ensure payment. You have payment processing configured and want to collect the premium before releasing the shipment Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it?

329 Configuring the Policy to Use the System s Billing Module 314 There is at least one bill to party defined for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 2. Click the View Details hyperlink of the bill to party whose billing method you wish to modify. The system opens the Bill to Party Details modal window. 3. In the Billing Details panel, for Billing Method, select Pay as You Go. Important: When the bill to party s billing method is pay-as-you-go, ensure that the users booking shipments are not granted the Edit Booked Shipment security right. (Refer to Assigning Security Roles to the Participant.) Modifying a booked shipment can result in an increase or decrease in premiums and additional charges; however currently, the pay as you go workflow can only be triggered when creating a new booking. 4. Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes.

330 Configuring the Policy to Use the System s Billing Module 315 Configuring a Credit Limit per Bill to Party Why would I configure a credit limit for a bill to party? You want the system to trigger a referral and prevent assureds from booking new shipments if they have surpassed the available credit you specified Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one bill to party defined for the policy where the billing method is not Pay as You Go Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 2. Click the View Details hyperlink of the bill to party you want to add the credit limit for. The system opens the Bill to Party Details modal window. 3. In the Referral Triggers panel, enter a Credit Limit amount and select a currency. When users are booking new shipments for the particular bill to party, the system validates if the current shipment plus the user s outstanding balance is less than the specified credit limit.

331 Configuring the Policy to Use the System s Billing Module Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes.

332 Configuring the Policy to Use the System s Billing Module 317 Configuring a Discount for a Bill to Party Why would I configure a discount for a bill to party? To provide a preferred cargo rate to a particular billing party. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one bill to party configured for the policy There is at least one policy rate configured, where the rate is not 0.00 or null. Steps 1. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 2. Click the View Details hyperlink of the bill to party you want to offer the discount to. The system opens the Bill to Party Details modal window. 3. In the Details panel, enter a Discount (%). The system applies this discount to the applicable policy rate configured in the policy s rate schedule when verifying coverage for a shipment.

333 Configuring the Policy to Use the System s Billing Module 318 Important: The discount does not apply to a special rate, a country restriction rate, a transshipment rate (set on Shipment General Settings screen) or any other premium that may be calculated for the shipment (such as inland, vessel, storage or war). 4. Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes.

334 Configuring the Policy to Use the System s Billing Module 319 Configuring PDF Invoices to be ed Automatically Why would I configure PDF invoices to be automatically? Your assureds and/or partners on the policy want a PDF copy of the policy s invoices and want them to be delivered by . Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: o Will you need to reconcile premiums and charges or deplete deposits so you can report on it? o Will PDF Invoices be generated? There is at least one bill to party configured for the policy Your company has access to at least one invoice template (configured in the Administration module). Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Configuration. 2. In the Invoice Settings panel, select an Invoice Template for any PDF invoices generated for the policy. 3. Click [Save]. 4. Navigate to Configuration > Bill to Party Setup > Bill to Party Details. 5. Click the View Details hyperlink of the bill to party you want to configure an invoice for. The system opens the Bill to Party Details modal window.

335 Configuring the Policy to Use the System s Billing Module In the invoice Details panel, check the Send an checkbox. The system provides you with some additional required fields to configure the parameters. 7. Complete From, To, Subject and Body. 8. Click [Save] to save the bill to party details and remain on the page, [Save and Close] if you are done managing the bill to party details or [Close] to return to the Bill to Party Details list without saving the latest values. Result The system saves your changes.

336 Configuring the Policy to Use the System s Billing Module 321 Deleting a Bill to Party s Details There is no option to delete a bill to party from the Bill to Party Details screen. The system adds and removes bill to parties to and from the Bill to Party Details list via actions taken on Configuration > Participants > Assureds. To delete some details for a given bill to party refer to Modifying a Bill to Party s Details. To modify an assured so it is no longer a bill to party for the policy, refer to Deleting a Bill to Party from the Policy. To remove a bill to party company from the policy entirely, refer to Deleting One Assured from the Policy. Configuring a Billing Period for the Policy This configuration determines the billing period the system uses when it generates invoices. This section allows you to determine if each invoice will span a month, a quarter or the entire year. Adding a Policy Default Billing Period Why would I add a policy default billing period? To determine the time period from which the system selects premium and transactions to include on each invoice Configure a policy default, if all of the policy s bill to parties are to be invoiced according to the same billing periods So the billing period configuration details are automatically associated to any bill to parties that may be added to the poli cy in the future Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it?

337 Configuring the Policy to Use the System s Billing Module 322 There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click [Add]. The system opens the Billing Period Detail Policy Default modal window. 3. In the Details panel, for Premium Type, select which of the available premium types this default billing period will apply to. 4. If for Invoice Premium Type you select By Itself, select a Billing Period and the First Billing Period s End Date 5. Click [Save] to add the policy default additional charge and remain on the page, [Save and New] if you wish to add more policy default additional charges without returning to the Policy Default Additional Charges list, [Save and Close] if you are done adding policy default additional charges or [Close] to return to the Policy Default Additional Charges list without saving the latest values. Result

338 Configuring the Policy to Use the System s Billing Module 323 The system saves your changes The system creates a record for the billing period you just added, associated to each existing bill to party on the policy (displayed on the Billing Periods per Bill to Party tab) and creates a link between the policy default billing period configuration and the billing period configuration associated to each specific bill to party for the policy. Important: If a selected premium type is already configured, linked to a specific bill to party (refer to Adding a Billing Period per Bill to Party), the system does not modify the existing bill-to -party-specific billing period configuration. The bill-to-party-specific billing period configuration remains on the policy but is not linked to the policy default billing period you just configured for the same premium type

339 Configuring the Policy to Use the System s Billing Module 324 Modifying a Policy Default Billing Period Why would I modify a policy default billing period? The billing period s policy details have changed To correct the billing period s policy details that may not be accurate Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one policy default billing period already configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the View Details hyperlink for the billing period configuration you wish to modify. 3. Modify the values for any field as required. 4. Click [Save] to update the policy default billing period configuration and remain on the page, [Save and New] if you wish to add a new policy default billing period without returning to the Policy Default Billing Period list, [Save and Close] if you are done updating policy default billing periods or [Close] to return to the Policy Default Billing Periods list without saving the changes. Result The system saves your changes

340 Configuring the Policy to Use the System s Billing Module 325 The system applies your changes to all bill-to-party billing period configurations that are linked to this policy default billing period configuration.

341 Configuring the Policy to Use the System s Billing Module 326 Deleting a Policy Default Billing Period Why would I delete a policy default billing period? The billing period configuration no longer applies to the policy due to changes in the policy coverage (and generated premium types) or your clients preferences The billing period configuration no longer applies to all of the bill-to-parties on the policy so the billing period should instead be managed solely via the Bill to Party Billing Periods screen. The billing period configuration was incorrectly added to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one policy default billing period configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the View Details hyperlink for the billing period configuration you wish to delete. 3. Click [Delete]. Result The system deletes the policy default billing period configuration The system deletes the link between any existing bill to party specific billing periods and the policy level billing period configuration you deleted

342 Configuring the Policy to Use the System s Billing Module 327 Deleting Multiple Policy Default Billing Periods Why would I delete multiple policy default additional charges? The billing period configuration no longer applies to the policy due to changes in the policy coverage (and generated premium types) or your clients preferences The billing period configuration no longer applies to all of the bill-to-parties on the policy so the billing period should instead be managed solely via the Bill to Party Billing Periods screen. The billing period configuration was incorrectly added to the policy Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one policy default billing period configured for the policy Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

343 Configuring the Policy to Use the System s Billing Module 328 Adding a Billing Period per Bill to Party Why would I add a billing period per bill to party? The bill to party is subject to a billing period that does not apply to the other bill to parties on the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one Bill To Party already configured for the policy There is at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) Note: Note: If you need to configure specific settings for one bill to party/premium type combination but there is already a policy default billing period configuration for the particular premium type: 1. Select the billing period per bill to party list item (via Billing Periods per Bill to Party screen) 2. Modify the billing period per bill to party to override the policy s default settings for that bill to party. 3. Click [Save]. Upon save, the system breaks the link between the policy default billing period configuration and the billing period per bill to party. Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the Billing Periods per Bill to Party tab.

344 Configuring the Policy to Use the System s Billing Module Click [Add]. The system opens the Billing Period Detail Per Billing Party modal window. 4. Select a Bill to Party. 5. For Premium Type, select which of the available premium types this billing period applies to. 6. If for Invoice Premium Type you select By Itself, select a Billing Period and the First Billing Period s End Date 7. Click [Save] to add the billing period per bill to party and remain on the page, [Save and New] if you wish to add more billing periods per bill to party without returning to the Billing Period per Bill to Party list, [Save and Close] if you are done adding bill to party-specific billing period configurations or [Close] to return to the Billing Period per Bill to Party list without saving the latest values.

345 Configuring the Policy to Use the System s Billing Module 330 Result The system saves your changes.

346 Configuring the Policy to Use the System s Billing Module 331 Modifying a Billing Period per Bill to Party Why would I modify a billing party per bill to party? The billing period details have changed for a specific bill to party/premium type combination To correct the billing period s policy details that may not be accurate To overwrite a policy default billing period configuration for a specific bill to party who is not subject to the default settings applicable to the policy s other bill to parties Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one billing period configuration per bill to party already configured for the policy (can be based on a policy default billing period configuration or a billing period configured just for a specific bill to party) Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the Billing Periods per Bill to Party tab 3. Click the View Details hyperlink for the billing period configuration you wish to modify. The system opens the Billing Period Detail Per Billing Party modal window.

347 Configuring the Policy to Use the System s Billing Module Modify the values for any field as required. 5. Click [Save] to update the billing period per bill to party and remain on the page, [Save and New] if you wish to add a new billing period per bill to party without returning to the Billing Periods per Bill to Party list, [Save and Close] if you are done updating billing periods per bill to party or [Close] to return to the Billing Periods per Bill to Party list without saving the changes. Result The system saves your changes If a related policy default configuration exists, the system deletes the link between the bill to party s billing period configuration you modified and any corresponding policy default billing period configuration

348 Configuring the Policy to Use the System s Billing Module 333 Deleting a Bill to Party Billing Period Why would I delete a bill to party billing period? The premium type/billing period no longer applies to the bill to party The billing period configuration can be one that was configured as a policy default or just for a specific bill to party. The premium type/billing period was incorrectly configured for the bill to party Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one billing period per bill to party saved with the policy (can be based on a policy default billing period configuration or a billing period configured just for a specific bill to party) Verify if the billing period has been configured to be invoiced with another premium type since the system will prevent you from deleting it if it has been Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the Billing Periods per Bill to Party tab.

349 Configuring the Policy to Use the System s Billing Module Click the View Details hyperlink for the bill to party billing period configuration you wish to delete. The system opens the Billing Period Detail Per Billing Party modal window. 4. Click [Delete]. Result The system deletes the bill to party s billing period configuration from the policy.

350 Configuring the Policy to Use the System s Billing Module 335 Deleting Multiple Bill to Party Billing Periods Why would I delete multiple bill to party billing periods? The premium type/billing period no longer applies to the bill to party The billing period configuration can be one that was configured as a policy default or just for a specific bill to party. The premium type/billing period was incorrectly configured for the bill to party Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is at least one billing period per bill to party saved with the policy (can be based on a policy default billing period configuration or a billing period configured just for a specific bill to party) Verify if the billing period has been configured to be invoiced with another premium type since the system will prevent you from deleting it if it has been Steps 1. Navigate to Configuration > Bill to Party Setup > Billing Periods. 2. Click the Billing Periods per Bill to Party tab. 3. Refer to Deleting Grid Rows in Batch topic=deleting Multiple Grid Rows in Batch.

351 Configuring the Policy to Use the System s Billing Module 336 Breaking the Link between a Policy Default Billing Period and a Specific Bill to Party Refer to Modifying a Billing Period per Bill to Party for steps on how to overwrite the policy default configuration for a specific bill to party (where a corresponding policy default billing period exists.)

352 Configuring the Policy to Use the System s Billing Module 337 Configuring One Premium Type to be Invoiced with Another Premium Type Why would I configure one premium type to be invoiced with another premium type? You want multiple premium types to deplete a single deposit (but each deposit entered in the system is always categorized as one specific premium type). Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There is more than one premium type associated to the policy s product (configured in Product Associations in the Administration module) There is already at least one billing period configured as a policy default, or for the selected bill to party Steps 1. Refer to either Adding a Policy Default Billing Period, Modifying a Policy Default Billing Period, Adding a Billing Period per Bill to Party or Modifying a Billing Period per Bill to Party. 2. When you have the billing period modal window open for one configuration, for Invoice Premium Type, select With Another Premium Type. 3. Select the Premium Type that you want the selected premium types to be invoiced with.

353 Configuring the Policy to Use the System s Billing Module Click [Save and New] if you wish to add a new billing period configuration without returning to the blist, [Save and Close] if you are done updating billing periods or [Close] to return to the Billing Periods list without saving the changes. Result The system saves your changes.

354 Configuring the Policy to Use the System s Billing Module 339 Setting an Annual Minimum Premium Amount Why would I set an annual minimum premium amount? To ensure that the rates, terms and insuring conditions quoted for the policy are fair considering the amount of premium that was originally projected or estimated for the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition and you checked the boxes for: Will you need to reconcile premiums and charges or deplete deposits so you can report on it? There at least one premium type associated to the policy s product (configured in Product Associations in the Administration module) There is already at least one billing period configured as a policy default or for the selected bill to party Steps 1. Refer to either Adding a Policy Default Billing Period, Modifying a Policy Default Billing Period, Adding a Billing Period per Bill to Party or Modifying a Billing Period per Bill to Party. 2. Enter Minimum Premium Per Term when you have the billing period modal window open for one configuration. This field is only available if you configure Invoice Premium Type as By Itself. 3. Click [Save and New] if you wish to add a new billing period configuration without returning to the Billing Periods list, [Save and Close] if you are done updating billing periods or [Close] to return to the Billing Periods list without saving the changes. Result

355 Configuring the Policy to Use the System s Billing Module 340 The system saves your changes.

356 Reviewing the Policy 341 Reviewing the Policy This is the final step in completing the policy setup workflow. The system uses the Definition provided to automatically validate if you configured the minimum data needed, to use the policy as intended. Correcting Confirmation Errors Why would I correct confirmation errors? So you can confirm the policy, to activate it in the system. If you have at least one pending confirmation error, the system prevents you from confirming the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right There is at least one confirmation error based on the policy s data setup Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Review/Confirmation using the side menu. The system validates the policy and returns all relevant errors and warnings requiring your attention based on the policy s configured data. 2. In the Confirmation Errors panel, read each message. 3. For each message displayed, click on the included hyperlink to navigate to the screen where you can correct the particular erro r following the instructions in the error message. 4. Click Review/Confirmation in the side menu to return to the Confirmation screen.

357 Reviewing the Policy 342 Note: If you need to refer to the details of each error message to action it, navigate back to the Confirmation screen after each error you correct; otherwise, you can correct all of the confirmation errors on each of the affected screens and you can return back to the Confirmation screen when you believe you are done. Once you have corrected an error, the related error message will no longer appear when you navigate back to the Review/Confirmation screen. Result There are no more confirmation errors pending.

358 Reviewing the Policy 343 Correcting Policy Definition Errors Policy Definition Errors are generated when the system compares the Definition with the policy data configured and discovers that they are out of synch. Out of synch means that you checked off one or more definition questions but did not complete the related screens or fields. Why would I correct policy definition errors? These types of errors will prevent you and your assureds from using the policy according to its saved Definition. If you chec k off a Definition question but forget to complete the corresponding screens or data, you and your assureds will not be able to use the particular feature since its policy setup is incomplete. Correct any errors so you and your assureds can use the poli cy as planned. So you can confirm the policy, to activate it in the system. If you have at least one pending policy definition error, the system prevents you from confirming the policy. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition There is at least one Policy Definition Error based on the policy s data setup Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Review/Confirmation. The system validates the policy and returns all relevant errors and warnings requiring your attention. 2. In the Policy Definition Errors panel, read each message. 3. Take the necessary action to resolve the gaps appropriately;

359 Reviewing the Policy 344 Result Correcting Policy Data If you forgot to complete some data setup that is required to leverage a system feature you indicated (in the Definition) is needed, click the screen hyperlinks included in each error message to navigate to the related screen(s) to provide the required data. Then navigate back via Review/Confirmation using the side menu to continue with the policy review/confirmation process. If you have modified the data as the message suggested, the related message will no longer appear the next time the screen loads. Updating the Policy s Definition Update the Definition if it no longer reflects how the assureds will use the policy in the system. If you configure the Definition but then realize you do not need to enable certain features and you intentionally skipped the related screens or fields, you need to update the Definition so it reflects the policy s actual data setup. There are no more Policy Definition Errors pending When there are no Confirmation Errors or Policy Definition Errors remaining, you can confirm the policy

360 Reviewing the Policy 345 Reviewing Policy Definition Warnings Policy definition warnings do not prevent you or the assureds from using the policy according to the saved Definition, but re quire your attention since they may cause undesired problems. The system validates the policy s Definition against the supporting data configured and warns you if the data setup does not reflect the most typical system configurations or prescribed best practi ces for the system features you enabled via the Definition. Why would I review policy definition warnings? So you can confirm the policy, to activate it in the system. If you have at least one pending policy definition warning, you must at minimum, provide a comment to acknowledge that you reviewed the warnings and that the data setup is deliberate. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition There is at least one Policy Definition Warning based on the policy s data setup Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Review/Confirmation. The system validates the policy and returns all relevant errors and warnings requiring your attention. 2. In the Policy Definition Warnings panel, read each message. 3. Take the necessary actions in order to move forward with the review/confirmation process; Correcting Policy Data If you review a message and realize the current data setup was not deliberate, click the screen hyperlinks included in the warning message to navigate to the related screens to modify the data. Then navigate back via Review/Confirmation using the

361 Reviewing the Policy 346 Result side menu to continue with the policy review/confirmation process. If you modified the data as the warning suggested, the related message will no longer appear on the Confirmation screen upon the next page load. Providing Comments If you review each warning message and still believe the policy data is accurate and intentional, even if the setup may not be standard, you must provide a comment acknowledging the warnings and/or explaining why the current configuration is acceptable. Then click [Save]. There are no more Policy Definition Warnings pending or the system saved your comments. When there are no more Policy Definition Warnings remaining, or you provided comments for the issues listed, and the Confirmation Errors, Policy Definition Errors and Potential Configuration Irregularities have all been resolved, you can confirm the policy

362 Reviewing the Policy 347 Reviewing Potential Configuration Irregularities The issues are unrelated to the policy s definition but are possible gaps in the policy configuration and may require your attention. Why would I review potential configuration irregularities? So you can confirm the policy, to activate it in the system. If you have at least one pending potential configuration irregularity, you must at minimum, provide a comment to acknowledge that you reviewed the warnings and that the data setup is deliberate. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The policy has a saved Definition There is at least one Potential Configuration Irregularity based on the policy s data setup Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Steps 1. Navigate to Review/Confirmation. The system validates the policy and returns all relevant errors and warnings requiring your attention. 2. In the Potential Configuration Irregularities panel, read each message. 3. Take the necessary actions in order to move forward with the review/confirmation process. Correcting Policy Data If you review a message and realize the current data setup was not deliberate, click the screen hyperlinks included in the warning message to navigate to the related screen(s) to modify the data. Then navigate back via Review/Confirmation using the side menu to continue with the policy review/confirmation process. If you have modified the data as suggested, the related message will no longer appear on the Confirmation screen the next time the page loads.

363 Reviewing the Policy 348 Result Providing Comments If you review each warning message and still believe the policy data is accurate and intentional, even if the setup may not be standard, then you must provide a comment acknowledging the warnings and/or explaining why the current configuration is acceptable. Then click [Save]. There are no more Potential Configuration Irregularities pending or the system saved your comments. When there are no more Potential Configuration Irregularities remaining, or you provided comments for the issues listed, and the Confirmation Errors, Policy Definition Errors and Policy Definition Warnings have all been resolved, you can confirm the policy

364 Confirming the Policy 349 Confirming the Policy Why would I confirm the policy? Confirming the policy indicates the policy configuration is complete Confirming the policy updates its status, so the policy can be used in the system Before Getting Started You access an existing policy You are assigned the Confirm Policy security right The policy has a saved Definition There are no Confirmation Errors pending for the policy (Navigate to Review/Confirmation from the side menu) There are no Policy Definition Errors pending for the policy (Navigate to Review/Confirmation from the side menu) All Policy Definition Warnings and Potential Configuration Irregularities have been resolved Steps 1. Navigate to Review/Confirmation using the side menu. 2. Click [Confirm]. Result The system updates the policy s status to Confirmed Many policy setup screens become read-only and cannot be modified The system automatically sends an regarding the policy s status change to the relevant policy contacts The policy is now active and can be used in the system Policies Requiring Multiple Confirmations

365 Confirming the Policy 350 If multiple insurer or broker companies linked to the policy are granted the Confirm Policy security right, then a user belonging to each of those companies has to confirm the policy in order to update the policy s status and activate it in the system so it can be used. When there is at least one company with the Confirm Policy right that has not yet confirmed the policy, the policy s status i s Confirmation Pending. When all participants with the Confirm Policy right have confirmed the policy, the system updates the status of the policy Confirmed. The system automatically sends an regarding the policy s status change to the relevant policy c ontacts.

366 Common Policy Actions 351 Common Policy Actions Use the Common Policy Actions widget on the left hand side of the screen (below the side menu) to complete common policy acti ons that can be triggered while working in any screen in the policy setup workflow.

367 Common Policy Actions 352 Deleting a Policy Why would I delete a policy? You selected the incorrect Owner Company in your organization Your partner on the policy is a system licensee that should be the policy s Owner Company The policy was not supposed to be entered in the system Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right You must belong to the policy owner company s organization; you cannot delete a policy if you do not belong to the organization that owns the policy. Verify the policy s status is Incomplete so you can make changes. If the policy s status is Confirmed, navigate to Review/Confirmation and click [Suspend Policy Activity]. Note: A policy cannot be deleted if any shipments, storage declarations, invoices, claims, or other client data has been created under the policy in the system. Steps 1. From any policy screen, in the Common Policy Actions widget on the right hand side of the screen, click the Delete hyperlink. The system opens the Delete modal window indicating which policy record you are about to delete.

368 Common Policy Actions Click [Delete]. Result The system deletes the policy from the system The system redirects you back to the Policy Search screen

369 Common Policy Actions 354 Suspending the Policy Why would I suspend the policy? To correct some policy data To add new policy data or remove some policy data Before Getting Started You access an existing policy You are assigned the View Policy and Confirm Policy security rights You belong to the policy owner company s organization; you cannot suspend the policy if you do not belong to the organization that owns the policy. The policy s status is Confirmed Steps 1. Navigate to Review/Confirmation in the side menu. 2. Click [Suspend Policy Activity]. Result The policy s status is updated to Incomplete The policy s is flagged as Policy Suspended All policy screens are unlocked and editable The policy is unavailable for users trying to book shipments or storage declarations in the system

370 Common Policy Actions 355 Renewing the Policy Why would I renew the policy? To be able to easily track policy activities and any associated premiums and losses appropriately, by policy year To avoid triggering referrals when assureds are issuing shipment certificates and posting shipment declarations and storage declarations Important: If a policy is Open & Continuous, it remains available for the issuing of normal shipments. However, this is not true for shipment declarations. For assureds to continue submitting declarations, the policy needs to be renewed. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The status of the latest policy record is Confirmed Steps Important: You can initiate the renewal whether you are viewing the latest policy version or an original record for the current policy. As long as the latest policy record in the system has a status of Confirmed, you can create the renewal. 1. From any policy screen, in the Common Policy Actions widget on the right hand side of the screen, click the Renew hyperlink. The system opens the Renewal modal window indicating which policy record you are about to renew.

371 Common Policy Actions In the New Policy Record panel, complete, at minimum, the required data. 3. Click [Renew]. Result The system creates a renewal, which is a copy of the latest policy record (all data from the policy record is populated into the renewal) The system sets the renewal s status to Incomplete The system redirects you to the renewal s Profile screen so you can modify any policy details if required, before you confirm the renewal Renewing the Policy when it is Open and Continuous If you renew a policy where the latest record is configured as Open and Continuous (see the Profile screen), when you confirm the renewal, the system: Unchecks the previous policy s Open and Continuous setting (making it false ) You cannot have more than one record for the policy set to Open and Continuous. If you later delete the renewal record from the system, the system does not reset the Open and Continuous setting in the last policy record. Reviewing and Confirming the Renewal

372 Common Policy Actions 357 See Reviewing the Policy About Renewals When the most recent version of a policy has passed its expiry date, any assureds attached to the policy will have difficulti es issuing shipments. Any shipments departing after the expiry date will go into referral. A policy can be renewed quickly and easily, ideally before the previous version has expired to allow a seamless transition for the assured users. The renewal can also be edited before it is put into effect. Upon renewing a policy the system copies all of the dates specified in the previous record into the renewal and updates each date to one year ahead.

373 Common Policy Actions 358 Endorsing the Policy Why would I endorse the policy? To implement a change to the policy details that is only effective as of a specific date during the policy term To modify the policy without triggering referrals or billing adjustments for existing shipments and storage declarations due to rate and coverage changes. Before Getting Started You access an existing policy in the system You are assigned the Edit Policy security right The status of the latest policy record is Confirmed Steps Important: You can initiate the endorsement whether you are viewing the latest policy version or an original record for the current policy. As long as the latest policy record in the system has a status of Confirmed, you can create the endorsement. 1. From any policy screen, in the Common Policy Actions widget on the right hand side of the screen, click the Endorse hyperlink. The system opens the Endorsement modal window indicating which policy record you are about to endorse.

374 Common Policy Actions In the New Policy Record panel, complete, at minimum, the required data. Important: The endorsement s Effective Date must be greater than the latest policy record s effective date and less than the latest policy record s Valid Until Date. 3. Click [Endorse]. Result The system creates an endorsement, which is a copy of the latest policy record (all data from the policy record is populated in the endorsement) The system sets the endorsement s status to Incomplete The system redirects you to the endorsement s Profile screen so you can modify any policy details if required, before you confirm the endorsement Note: When you confirm the endorsement, the system automatically adjusts the Valid Until Date of the previous policy to end a day before the endorsement takes effect.

375 Common Policy Actions 360 Endorsing the Policy when it is Open and Continuous If you endorse a policy where the latest record is configured as Open and Continuous (see the Profile screen), when you confirm the endorsement, the system: Updates the previous policy s Valid Until Date to be one day before the endorsement record s Effective Date, and Unchecks the previous policy s Open and Continuous setting (making it false ) You cannot have more than one record on the policy set to Open and Continuous. If you later delete the endorsement record from the system, the system does not reset the Open and Continuous setting in the last policy record. Reviewing and Confirming an Endorsement See Reviewing the Policy. About Endorsements Creating an endorsement generates a copy of the existing policy that can be edited without affecting any work attached to the previous version. The system will adjust the effective term of the previous policy to end a day before the endorsement takes effect, allowing for a simple transition for the assured users. You can view all endorsements for one policy and access the details of each endorsement as required.

376 Common Policy Actions 361 Viewing all Renewals and Endorsements for One Policy Why would I view all renewals and endorsements for the policy? To be able to easily view in one place, each policy year sorted chronologically (including all endorsements) To be able to quickly navigate between and access details of different policy records for the same policy Before Getting Started You access an existing policy in the system You are assigned the View Policy security right Steps 1. Navigate to Profile using the side menu. 2. Click the Renewals and Endorsements tab. Result Every policy record you have access to view is listed in chronological order

377 Common Policy Actions 362 Cancelling a Policy Why would I cancel a policy? To prevent further transactions after a specified date Before Getting Started You access an existing policy in the system You are assigned the Cancel Policy security right The status of the latest policy record is Confirmed Steps Important: You can initiate the cancellation whether you are viewing the latest policy version or an original record for the current policy. As long as the latest policy record in the system has a status of Confirmed, you can cancel the policy. 1. From any policy screen, in the Common Policy Actions widget on the right hand side of the screen, click the Cancel hyperlink. The system opens the Cancellation modal window indicating which policy record you are about to cancel. 2. In the Cancellation Details panel, complete, at minimum, the required data.

378 Common Policy Actions Click [Cancel]. Result The system updates the latest policy s status to Cancelled or Pending Cancellation if the Cancellation Date is greater than today s date (according to Eastern Standard Time). The system redirects you to the policy s Profile screen The system displays the Cancellation Date and the Cancellation Reason in the General Information panel on the Profile screen The system deletes any uninvoiced miscellaneous charges with a Charge Date equal to or greater than the Cancellation Date if you indicated the system should delete any uninvoiced miscellaneous charges. The system sends an regarding the policy s status change to the relevant contacts Important: If the policy s status is set to Pending Cancellation, the system will automatically update the policy s status to Cancelled when the system date equals the user-specified Cancelled Date.

379 Common Policy Actions 364 Revoking a Cancellation Why would I revoke a cancellation? The policy was mistakenly cancelled and needs to revert back to a status of Confirmed. Before Getting Started You access an existing policy in the system You are assigned the Cancel Policy security right The status of the latest policy record is Cancelled or Pending Cancellation Steps Important: You can revoke the cancellation whether you are viewing the latest policy version or an original record for the current policy. As long as the latest policy record in the system has a status of Cancelled or Pending Cancellation, you can revoke the cancellation. 1. From any policy screen, in the Common Policy Actions widget on the left hand side of the screen, click the Revoke hyperlink. The system opens the Revoke Suspension modal window indicating which policy record you are about to re-confirm. 2. In the Revoke Cancel Details panel, complete the required data. 3. Click [Revoke].

380 Common Policy Actions 365 Result The system updates the latest policy s status to Confirmed The system redirects you to the Profile screen The system automatically sends an regarding the policy s status change to the relevant policy contacts

381 Common Policy Actions 366 Rerating Shipments Why would I re-rate shipments? The policy is renewed or endorsed and previously booked shipments may need to be linked to a different policy record based on the shipment s departure date and the policy s updated effective date range The policy details were updated after several shipments were already booked and you want the system to recalculate premium and additional charges and update conditions as required Before Getting Started You are assigned the Confirm Policy security right You belong to the policy owner company s organization You have access to at least one booked shipment Important: When you re-rate shipments the system re-runs verify coverage against all of the included shipments (per your filter criteria). The re-rating process can modify the shipment s status, premium, additional charges and insuring conditions. Once re-rating has been triggered you cannopt undo its outcome. Steps 1. Click the Re- Rate Shipments link in the Common Policy Actions widget on the left side of the screen.

382 Common Policy Actions Specify some filtering criteria to limit which shipments the system will re-rate.

383 Common Policy Actions 368 Booked Shipments to Include Re-rating only applies to shipments with a status of Booked. You can select which booked shipments to include in the re-rating process, considering four types of shipments: Booked Never Referred & Never Overridden: o Have never been referred o Have not had premium or tax details manually modified Previously Referred: o Were previously in a status of referred o Have not had premium or tax details manually modified Overridden Premium/Tax: o May have been previously referred o These shipment have had at least one premium or tax detail manually modified post-booking Previously Sanction Referred: o Were previously in status of sanction referred o May have had premium or tax details manually modified 3. Click [Proceed]. Note: The system can only re-rate a maximum of five hundred shipments at once. If the selected filtering criteria finds more than five hundred shipments, the system will notify you that to you must adjust the filtering criteria to reduce the number of shipments to re-rate. Update the Date of Departure date range to easily reduce the number of shipments to include.

384 Common Policy Actions 369 Result The system runs Verify Coverage against all shipments submitted for re-rating Some shipments may be referred based on the shipment details verified against the latest policy data. Note: notifications are not sent out for these referrals. Each re-rated shipment will be logged in the shipment s audit trail displaying one of the five possible re-rating outcomes. To learn about the possible rerating outcomes see below. The system will generate an excel report of the re-rating results that will be saved to the Data Output Center on the Status Screen for thirty days.

385 Common Policy Actions 370 Accessing the Re-rating Report When re-rating is complete a report will be available in the Status Screen s Data Output Center. This report indicates: Which shipments were included in the re-rating process The latest status of each re-rated shipment Whether each included shipment was moved to a different policy record The re-rating outcome for every included shipment Why would I access the re-rating report? To understand which shipments were re-rated and what the outcome of the re-rating process was for each included shipment. Before Getting Started You are assigned the View Shipment right The Data Output Center has been configured on your Status Screen You or someone else triggered the re-rating processfor two or more shipments Steps 1. Click the Status option from the main menu 2. Under the Data Output Center click the link for the appropriate re-rating report based on the date and time indicated in the file name.

386 Common Policy Actions 371 Note: If you do not see a re-rating report in the data output center, come back and check again ten or fifteen minutes later. The re-rating process is run thorugh the job queue (so it is not processed in real-time). Depending on the number of other open requests being processed by the job queue, the re-rating process may not get kicked off immediately upon you clicking [Proceed]. If you only re-rated one shipment, the re-rating process runs in real-time and the system returns the re-rating outcome on the re-rating screen; no re-rating report will be generated. 3. Depending on the browser click on the minmized file or prompt at the bottom of the screen to open the report in Excel. Result The report opens listing all included shipments that went through the re-rating process. Review each shipment and its status to ensure no further action is required. After re-rating some shipments may be sent into referral in which case the referrals have to be processed By default this report is available in the data output center for thirty days from the time it was generated About Re-rating The re-rating process runs Verify Coverage on booked shipments in order to apply any policy changes which may affect a shipment s premium, taxes, insuring conditions and insurability, as well which policy record the shipment is associated to. This process cannot be reversed. Previously referred shipments will not go back into referral if the same referral reason is triggered. While you can choose to exclude shipments where premium, rates or taxes were manually modified, the shipment s Insuring Conditions will always be overridden based on the results of verify coverage. Shipment EDFs are ignored and not considered when determining the re-rating outcome Shipment Screen Customization settings are ignored and not considered when determining the re-rating outcome

387 Common Policy Actions 372 What are the Possible Re-Rating Outcomes? Each shipment sent for re-rating will display one of the five outcomes below: No Change o The shipment does not move policy records and does not re-rate Same Record & Re-Rating Applies o The shipment does not move policy records but is re-rated (its coverage information changes) New Record & No Re-Rating Applies o The shipment moves to a new policy record but re-rating does not apply (its coverage information remains the same) New Record & Re-Rating Applies o The shipment moves to a new policy record and is re-rated (its coverage information changes) Error o The shipment has encountered an error during the verify coverage process and requires review

388 Accessing Common Screens 373 Accessing Common Screens There are several screens that you can access per module but are a system feature that apply to every module. Querying the Audit Trail Why would I query the audit trail? To be able to understand all of the changes that occurred to any policy field of interest To find out which user was responsible for a particular action (addition, modification or deletion) To find out when a particular action was taken (additional, modification or deletion) Before Getting Started You access an existing policy You are assigned the View Policy security right Steps 1. From any policy screen, in the Common Screens widget on the right hand side of the screen, click the Audit Trail (Modal). The system opens the Audit Trail modal window. 2. Specify any search criteria you wish to use to filter the audit trail results. Querying the Audit Trail: For the Current Policy Record

389 Accessing Common Screens 374 By default, the system queries the audit trail for the current policy record you are in when you initiate the audit trail s earch. When this option is selected the system will only return audit trail records from the current policy record you are accessing that meet your search criteria. Querying the Audit Trail: For the Complete Policy Hierarchy To retrieve audit trail results from the entire policy hierarchy, follow the same steps as above but for Policy Hierarchy Option select the Complete Policy Hierarchy option. The system will return audit trail values from the original policy, as well as from every related endorsement and renewal you have access to for the selected policy. 3. Click [Search]. Result The system returns the search results matching the search criteria you provided.

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