Core Back-Office Part 1 (BROOMS 15.20A)

Transcription

31/05/2016
Core Back-Office Part 1 (BROOMS 15.20A)
Click on the chapter titles below to view them:
1: Introduction
2: The Main Files
3: Client/Policy Details
4: Frame Modules (Risk Details) and Registers
5: Word Processing and Document Maintenance
6: The Diary System
7: The Renewal System
8: The Correspondence Accounting System
9 - 22 - Core Back-Office Part 2
Open GI
1
Core Back-Office 1
1: Introduction
1: Introduction
Core Back-Office is an advanced method of storing information from which client accounts, insurance
company accounts, client letters, insurance company memos, management reports etc. can be
easily and accurately obtained. Standard insurance broking practices are applied throughout the
Core Back-Office system.
The data i.e. client and insurance company details can be quickly retrieved and displayed on the
screen and/or printed in the form of lists, letters, memos and reports.
An individual record is created for each client. The information concerning the client is retained in
three separate sections. These are referred to as Levels.

Client Level - Basic information regarding the client is held at Client Level. For example, their
name address, telephone number, whether ‘cash’ or ‘account’ client. A diary system and all of the
ledger information is also available, along with a summary of current policies held. This list is
automatically created and maintained. One Client Level record known as the Client Master (CM)
is contained within the system for each client. Attached to the Client Master record, are note
pages referred to as Client Extension pages (BCD Frames) and Client Profile frames.

Policy Level - A client’s Policy Level record contains accounts information and a diary referred
to as the Policy Diary. Each policy has its own Policy Level record and individual accounts page
with the diary attached.

Risk Details Level - A client’s Risk Level Details record is attached to the Policy Level record
and contains information modules detailing policy cover. Each policy can have up to 63,000
information modules detailing the insurance cover.
Core Back-Office has been designed so that the broker can, if required, monitor ‘cash’ clients and
‘account’ clients separately.
Cash clients are normally non-invoice clients who receive a letter inviting renewal of policies when
appropriate and their accounts are not debited i.e. remain pending, with the renewal payment until
partial or full payment is received.
Automatic chaser letters can be sent and outstanding balances are reported on the Overdue
Transaction List.
Account clients are normally invoice/statement clients. They are debited upon production of the
invoice. Automatic statements can be sent and outstanding balances are reported on the Aged
Debtors List.
The Overdue Transactions List and Aged Debtors List provide the basis for effective and simple
credit control.
Individual accounts/diary pages (Policy Level) are held for each policy, with virtually unlimited pages
of information to describe the risk detail. By ensuring that the client’s record is kept up-to-date,
statistics and insurance company accounts are readily available. No duplication of postings is
required.
Commission is calculated automatically during the daily production of the Cash Daybook and
Journal. These commissions can be amended if necessary, prior to payment of insurer’s accounts.
Commission rates are held by the company for each risk insured, on a central record. Consequently,
it is generally unnecessary for the operator to enter individual commission rates when creating
accounts information.
There are twelve commission rates available per risk per company; they are standard rate, ten
separate scheme rates and open cover rates.
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Core Back-Office Part 1
The Core Back-Office reports and listings are produced daily, weekly, monthly or annually depending
on their use and content. They form a complete audit trail, enabling sound accounting practices to be
maintained. Management statistics are produced showing patterns and trends which allow well
informed business decisions to be made.
A full client diary system is also available. This can be used to monitor the receipt of replies from
clients, memos to insurance companies, the issue of cover notes and internal diary notes.
Register prints are a printed portfolio of all current policy details for a chosen client. You can use the
Open GI designed register prints as well as your own self designed ones. Text only modules can be
added to improve the presentation, quote standard insurance company wordings and add additional
comments.
Efficient use of the Core Back-Office diary facilities allows manual files to be kept to a minimum.
Copies of standard letters or permanent one-off letters to clients are not always needed as the
content is retained on the system and can be reprinted if necessary.
Copies of memos to insurance companies can be kept on manual files until documentation is
received - depending upon the content of the memo and individual preference.
The introduction of the Core Back-Office system to your office provides an excellent opportunity to
review your office operating procedures. Once the system is fully operational, possibilities should
arise to ‘free’ staff from routine paperwork, allowing them to use their time more effectively.
(Core Back-Office Guide - Part 1) Open GI Limited
About This Manual
This manual explains how to carry out all of the tasks you need to perform in the normal use of the
Core Back-Office system using the Open-i browser where available. No previous computer
knowledge is assumed. A brief summary of each chapter is provided below:

Introduction - covers the general procedures you should follow when using Core Back-Office.
You should read this section carefully before you start using the system for the first time. This
section also describes the most common system error messages and what action you should
take if they are displayed.

The Main Files - explains how to set up and maintain master information and controls needed to
operate the Core Back-Office system. It describes, for example, how to create codes to represent
insurance companies, agents and commission rates.

Client/Policy Details - explains how the client and policy details are held at three levels on the
system and how these are set up and maintained.

Accessing the imarket Portal from Core Back-Office - details the link that is available from Core
Back-Office to the imarket website.

Modules (Risk Details) And Registers, - explains how to design your own policy module screens
for use with a client’s Client and Risk Details Level. ‘TX’ modules, skeleton files (for containing
risk clauses) and the register print facility are also described.

Word Processing And Document Maintenance - explains how to use the word processing
facilities of Core Back-Office. It describes how to create and amend documents and how to
personalise standard letters by incorporating client information using keywords.

The Diary System - explains how to use the diary facility to request letters, memos to insurance
companies, cover notes and internal diary notes. This chapter also describes how to produce
reports showing all items overdue on the diary and expired cover notes.
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Core Back-Office 1

The Renewal System - explains how to monitor renewals, generate renewal letters and produce
‘chasers’. It explains how to print the Period Renewals List and the Overdue Papers List.

The Correspondence Accounting System - explains how to generate batches of letters for noninvoice customers and generate individual letters.

Client Accounts - explains how payments from clients are accepted, how transactions are
created/amended and how credit plans are set up. It also describes settling to insurers and the
process of writing-off or refunding debts and overpayments.

Agents - explains the facilities on the system for generating commission statements, for
submitting invoices to ‘true’ agents and for paying them.

Invoice Clients - explains how to produce client invoices, credit notes and statements. It also
describes how to enter and allocate cash. Guidance is provided on how to amend the layout of
statements and invoices.

Client Accounts Procedures - explains various accounts procedures in summarised form. It
assumes you are already familiar with the routine client account tasks.

Account and Credit Control Reports - explains how to generate the cashbook and journal. It also
describes how to generate the Overdue Transactions List, the Instalments Due List and the Small
Debts Report.

Cashbook Extract - explains how this utility can be used to generate a cashbook extract file that
can be imported via ReportNet into PC applications such as Microsoft Excel and Access. The
extract file contains additional information that does not appear on a normal Cashbook print. The
extract file is produced from the Core Back-Office Cashbook Generation.
The Cashbook Extract utility works from within the Core Back-Office system, although it must be
purchased and installed separately.

Insurance Company Accounts - explains how the insurers’ reconciliation list is produced before
generating a settlement list. It also describes raising payments and sending remittance advice to
insurers.

Month And Year End Routines - explains how to run the month end processes to ensure the
correct balances are carried forward to the next period. A range of reports is produced by the
month end, examples of which are given in this chapter.

Moving To Commission Transfer – outlines how to change to recognising commission on
receipts.

Client Money Commission Transfer - Broker Chains - when a broker operates in a chain, they
will settle with a wholesale broker who may stipulate that commission must not be withdrawn until
the insurer at the end of the chain receives payment. The 'Settlement to EOL' option allows
deferment until settlement to the end-of-line (EOL) Insurer.

Database Enquiry - explains how to select information from the Core Back-Office system for
enquiry, mailshot letters, report purposes and for printing address labels.

Core Back-Office-CARS Link - explains the link that is available between the Core Back-Office
system and the Computer Automated Rating System (CARS). It describes how you can
automatically calculate and print batches of quotations for selected clients.

Purging, Packing And Passwords - explains how to clear unwanted data from the system. This
covers the diary system, ledgers, client and policy details, marked modules and history modules.
It also explains the packing operation, carried out to achieve the best use of disk space.
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
Core Back-Office Frames And Keywords – This is a separate guide that lists the keywords that
exist for each screen on the system. Keywords are required for database enquiries and inserting
information in letters and other documents

Batch Daily Reports and Daily Routines - details the daily reports and useful routines, such as
using the Key Performance Indicator
General Operating Procedures
The Start Up Procedure
To start using the Core Back-Office system, follow the steps below:
1. Switch on the processor, printer(s) and the VDU screens you want to start up.
2. If the processor has a reset button, the system may need to be rebooted. If so, press the
reset button.
3. Go to the lead terminal. The following message is displayed:
Press RETURN to proceed
4. Press RETURN to continue. The System Control menu is displayed after the validating
routines have been completed.
5. The next stage is to set the date and time.
6. Select the ‘Date/Time Entry’. The current system time and date are displayed. For example:
Time is 16.48
Date is Wednesday
01/10/2001
7. If these are correct, press RETURN to accept them. Otherwise, enter the correct time in 24
hour clock format, press the DOWN ARROW key, and then enter the date or press F6 for the
next day’s date. The weekday that corresponds to the date selected is displayed. This is
updated automatically by the system, including leap years. You are returned to the System
Control menu.
8. Select the ‘Terminal Control’ option and then press RETURN. The following sub-menu is
displayed.
9. Press RETURN to select the ‘Terminal Startup’ option. You are prompted to select the
terminals you want to start:
Terminal Range: to:
10. Enter the range of terminals you want to start.
11. When you have started all of the terminals you require, press ESC ESC to return to the submenu.
12. Press ESC ESC to return to the System Control menu. This completes the start up procedure.
13. The menu each VDU starts up on depends on how your system is configured.
See the Alter VDU Options section for details.
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Core Back-Office 1
Basic Computer Operating Information
As the Core Back-Office system contains personal information, under the provisions of the Data
Protection Act of 1998, you will need to give notification to the Information Commissioner to ensure
your details are added onto the register.
Always ensure that you enter the system using the correct startup method and leave the system
using the correct closedown procedure.
Certain information placed into a computer system has to follow defined formats in order to be
recognised and accepted by the system. Ensure that you know the correct way to place information
into the system before commencing to operate the system.
A space between alphabetical characters, symbols, numerical figures or combinations of any
characters is counted as a character by the computer.
Punctuation marks are also counted as characters by the computer and should not be used unless
shown in examples.
Dates should always be entered into the system in one of the following formats: ‘DD/MM/YY’, e.g.
07/08/01 or ‘DD/MM/YYYY’, e.g. 07/08/2001.
Make sure that any codes you use within the Core Back-Office system, e.g. insurance company
codes, agent codes, office codes, are consistent and follow the methods of creation detailed in this
guide.
See the The Main Files chapter for further details.
The Core Back-Office System Menus
The Core Back-Office System Menus
Due to the menu reshuffle for Core Back-Office 12, Dynacom scripts (if used) may need to be
changed.
The options that comprise the Core Back-Office system are held on six main menus:

System Control menu

Client Records & Accounts menu

Correspondence/Diary/Insurer Account menu

Maintenance menu

Agents

BROOMS CARS Automatic Quotations menu
These menus are illustrated below:
System Control Menu
You can either click on a menu option below on the image or click on the option in the table below for
further information:
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Date/Time Entry
Remote Diagnosis
Terminal Control
System Maintenance
Change Branch
System Notices
Overnight Schedule
Exclusive Mode
System Exit
Client Records & Accounts
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Core Back-Office 1
Client/Policy Details
Client Statements
Register Print
Aged Debtors List
Renewals Processing
Overdue Transactions List
Cashbook Generation
Receipts by Executive
Cashbook Print
Small Debts Report
Receipts Summary
Instalments Due List
Business Summary
Client Balance List
Client Ledger Report
Invoice Required List
Fees Received Summary
Batch Month/Year End
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Fees Transfer
Batch Daily Reports
Account Executive Report
Change Insurer on Policies
Client Cash Entry
Archived Cashbook/Business Sum
Correspondence / Diary / Insurer Accounts
Diary Action List
Insurance Creditors List
Cover Notes Expiry List
Policy Analysis
Overdue Papers List
Cashbook Payments Analysis
Letter Generation
Income Analysis
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Core Back-Office 1
Invoice Generation
Display Analysis Histograms
Client Letter Print
Commission Received List
Insurers Memo Print
Commission Transfer
Composite Invoice Print
Claims Report
Database Enquiry
Insurer Ledger Report
Insurers Reconciliation
Key Performance Indicator
Settlement List
Client/Policy Audits
Settlement Confirmation
Settlement to EOL Insurer
Maintenance
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Document Maintenance
Commission Amendment
Chaser Sequence Maintenance
Record Purge
Frame Maintenance/Conversion
Insurer Amendment
Amend Module History Options
Insurer Office Name Amendment
Client Master Maintenance
Scheme Cross-Referencing
Register Print Control
Executive Amendment
Statement Print Control
Instalment Maintenance
Composite Invoice Control
Tax Rate Maintenance
Maintain Skeletons
Charge Code Descriptions
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Core Back-Office 1
Maintain Analysis Periods
FreeForm Search Maintenance
Maintain Analysis Figures
Monitor Units
Policy Type Amendment
Broker Configuration
Agents
Agent
Control
Agent
Amendment
Agent Report
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Agent Cash Entry
Agent Balance
List
BROOMS Cars Automatic Quotations
Select Quotations
Calculate Quotations
Quotations List
Using Menus
Movement Between Menus
There are three methods of moving from menu to menu:
Function Keys
To display the next or previous menu from any menu, press
F6 or F5 respectively or the Next and Back buttons
Menu Numbers and Menu Drop
Down List
To skip to a specific menu, press ESC followed by the
menu number, from any menu. For example, to move to the
Client Records & Accounts menu, press ESC 2.
If your system has 10 or more menus, press ESC A to skip
to menu 10, ESC B to skip to menu 11, and so on.
Alternatively, select a menu from the drop down menu list at
the top of each menu screen, as shown below:
Select Menu
To display a list of all available menus, press ESC 0 and
select the required menu.
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Core Back-Office 1
Selecting An Option From A Menu
To select an option from a menu, use the UP and DOWN ARROW keys to move the highlight bar
over the option, and press RETURN.
Alternatively, use the mouse to double click on a menu option to select it.
You should ensure that you know how to use an option before selecting it. Some options require no
operator entry, i.e. they carry out a process immediately upon selection.
Returning To A Menu
To abandon a menu option and return to a menu, press ESC the necessary number of times. This
will generally be twice, but it may be more depending on where you are in the system.
Using this method whilst the system is processing will abandon the operation without saving the
information.
Entering Information At A Screen
Entering Information and Moving Round Your Screen
Throughout the Core Back-Office system, you are required to enter information at screens. Each item
of information is held in a field. There are two types of fields:

Data entry fields. You either enter new information or amend existing information at this type of
field.

Display fields. These cannot be amended. They display information held in the system.
The screen prompts you to enter information by displaying a cursor. Depending on how your system
is setup, this is a flashing cursor, indicating that the system is waiting for a response to a question or
prompt. Anything you type at the keyboard is shown on the screen at the cursor position.
A typical example of a blank screen is shown below. It is used to enter Client Level Details.
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See the Client/Policy Details chapter, for further information.
In this example the Client Ref field has been completed and you are prompted to enter the client’s
name.
Moving Around Your Screen
When you have entered information at a field, press the TAB key to move to the next field. You are
automatically taken to each field you need to complete in a planned sequence.
When you reach the last field in a screen and you press the TAB key, you are taken back to the start.
You can also use the mouse to move directly to fields.
Saving Information
When you press RETURN or click the
button, the system accepts the information you have
just entered. Until you press RETURN or click the
button, you can change the characters you
have typed by deleting them individually using ‘backspace’. You can then retype the characters as
required.
When you press RETURN or click the
to your computer for processing.
button, the characters you have typed are sent as data
Defaults
At some fields, a default entry is inserted for you by the system. You can either accept this by
pressing the TAB key, or overtype it with a different entry.
Help
At appropriate fields, the possible entries you could make are shown when you press F1.
Abandoning Entries
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Core Back-Office 1
To abandon a screen without saving the information you have entered press ESC ESC or press the
button. At some screens, you may have to repeat this command to return to a menu.
Type-Through and Character Count
Type-Through
When using Open-i, it is now possible to type-through from the end of certain text fields to the start of
the next text field, when the text fields are part of a meaningful group of fields, and the next field is
empty. When type-though occurs, if the last word does not fit at the end of the first field, it is moved
to the next field.
For example, the following Remarks lines on the Diary Letter (Create) screen have 50 characters
per line. As type-though is automatically set for certain points in the system (defined below), the text
will automatically move on to the next line whilst typing, as shown in the example below:
Type-Through - Entry Of Data
Type-through is automatically enabled at the following points on the system:
Core Back-Office - Client Policy Details (Type-Through):

Create a Transaction - Remarks fields on the Transaction screens

Amend a Transaction - Remarks fields on the Transaction screens

Create a Letter - Remarks fields on Letter screens

Amend a Letter - Remarks fields on Letter screens

Create a Memo - Remarks fields on Memo screens (both screens)

Amend a Memo - Remarks fields on Memo screens (both screens)
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
Notes fields on the Policy screen
(The Letter and Memo changes will also affect Claims).
Database Enquiry (Type-Through)

Generate a Memo - Remarks fields on Memo Generation in Database Enquiry
Advanced Prospect Management - Prospect Policy Details (Type-Through):

Request a Letter - Remarks fields on Letter screens

Amend a Letter - Remarks fields on Letter screens

Request a Memo - Remarks fields on Memo screens (both screens)

Amend a Memo - Remarks fields on Memo screens (both screens)
Regulation Module (Type-Through)

Sales and Advice Frames - Remarks fields.
Open-i Frame Display
Type-through can be enabled or disabled when using this the 'Amend Open-i Frame Display' option.
You can set the type-through attribute in the Enhanced Frame Display so that it is set on fields on
frames.
Refer to the Formatting Existing Fields page for further details on how to enable or disabled typethough on fields.
Character Count
This displays the remaining character count for text fields. The count is displayed as tooltip style text,
as displayed in the example below:
This applies to character fields only.
If switched on, the number of characters remaining in the field will be displayed above or below the
field depending on where the field is on the screen. It will be above the field except for fields on the
top 4 lines of the screen, when it will be below the field.
It can also be activated by placing the cursor over the field.
Switching On Character Count
A display of the characters remaining in a character field can be enabled as follows:
1. From the System Control menu, select the 'System Maintenance' option.
2. Select the 'Open-i Colour Scheme' option.
3. Select the 'Colour Editor' option.
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Core Back-Office 1
4. Select your scheme and click the Update button.
5. The 'Character Counting' option is at the bottom left of the Edit Scheme window, as shown
below:
6. Enable this button by clicking on it. When enabled, the following will be displayed:
The Close Down Procedure
This section explains how to end all system sessions currently active and close down the Core BackOffice system. Each terminal must be closed down individually. The lead terminal must be the last
closed down.
Follow steps 1 to 3 for all terminals except the lead terminal:
1. If the screen is not currently displaying a menu, press ESC ESC until a menu is displayed.
2. Press ESC 1 to display the System Control menu or select it from the Menu Drop Down List.
3. Select the ‘System Exit’ option and press RETURN or double click on the option using your
mouse. The following message is displayed on each terminal to confirm it has closed down:
Terminal Not in Use
Follow steps 4 to 6 to close down the lead terminal:
4. From the lead terminal, select System Exit from the System Control menu. You are prompted:
Password _
5. Enter your system password.
When the system is first delivered, the password is ‘MASTER’.
The following message is displayed to confirm that the lead terminal has closed down:
System Exit taken by lead VDU
6. Either begin the security copy, or switch off all the terminals at the mains. If the processor has
a key, turn the key from ‘Run’ to ‘Idle’. Do not forget to turn off the processor and printer at the
mains.
Locate Bookmark
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Security Copying
Security copies of the information contained in your Core Back-Office system must be taken on a
regular basis. The copies are your insurance against the loss of your business records.
Details of how to take copies from the system you are currently using are supplied with the
processor. Following the backup copying sequence detailed for your system ensures that any
information lost will only be that entered into the system since the date of your last security backup.
The more frequently you take security backups of your system, the less information will be lost in the
case of damage to the system or site.
Apart from the more obvious forms of damage such as fire or other destructive reasons, damage to
computer systems can be caused by voltage fluctuations, power failure, static electricity, equipment
failure, accidental removal of information, vandalism etc.
After taking a security copy, whether on tape or disk, ensure that the copy is taken away from site. If
left on site, in the case of fire etc., similar damage could occur to the system and your security copy.
Follow carefully the historical method of taking security copy backups and ensure that your disks or
tapes are clearly and permanently marked. When labelling disks, either write the label before placing
on the disk or use a soft, felt tipped pen if writing on a label already affixed to a disk. Using a ballpoint
pen or pressing hard on a disk can destroy the magnetic tracks.
Note the manufacturers recommendations with regard to the life of disks or tapes being used and
renew them when necessary. Do not handle the disk or tape surface as this will become damaged.
Disks or tapes can be damaged by static electricity or magnetic fields. Keep them away from any
equipment generating or using electric current or containing magnets. Keep the disks or tapes in
boxes to keep surfaces clean and free from dust.
Automatic Security Backups
Automatic Security Backups and Network Control can be set up. Please contact the Open GI Support
Centre to set up this process.
System Maintenance
The System Maintenance Menu
A range of system maintenance facilities are available for you to configure your Core Back-Office
system for your individual use. You can specify details relating to the software, the printer you are
using, passwords, and so on.
To maintain your system details:
1. Select the ‘System Maintenance’ option from the System Control menu. Access to this
function is password protected. You are prompted:
Password _
2. Enter your system password.
The password is ‘MASTER’ when the system is first delivered.
The System Maintenance menu is then displayed:
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Core Back-Office 1
3. The options available from this menu for selection are detailed below:

Display Program Versions

Alter Menu Configurations

Alter vdu options

Change Company/Branch Name

Logical printer maintenance

Password Amendment or System Security (If switched on)

Enable Backup Encryption:

Refer to the Enable Backup Encryption (using Enhanced Security) page in the
System Security guide.

Refer to the Enable Backup Encryption without Enhanced Security page in the
System Security guide.

Open-i Colour Scheme - refer to the Open-i Colour Configuration page in the System
Management guide.

Proxy Gateway Settings - refer to the Proxy Gateway Settings page in the System
Management guide.

Email Configuration - refer to the Email Configuration page in the System Management
guide.
Display Program Versions
Use this option to display details relating to your system and the software versions you are running.
You may be requested for this information by the Customer Call Centre when an upgrade is required.
1. Select the ‘Display Program Versions’ option from the System Control menu to display
software details. The list also includes details about any other software installed on the
system.
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2. Press RETURN to continue or press the Next Page button. Information relating to the system
memory size, processor type, Vsam Usage etc. is then displayed.
3. Press RETURN or click the Exit button to return to the System Maintenance menu. A regular
check should be made on the VSAM Usage. When 80% is reached, a purge and pack should
be done.
You can print the information by clicking on the Print button.
Alter Menu Configurations
Use this option to alter printer options and authorisation codes for passwords:
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Core Back-Office 1
Contact the Support Centre for advice about the use of this option or refer to the Alter Menu
Configurations page in the System Management guide.
Alter VDU Options
Use this option to select the menu and branch your VDU starts up on, the type of cursor displayed on
screen etc.
1. Select the ‘Alter VDU Options’ option from the System Control menu. The Alter VDU Options
screen is displayed:
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2. You are prompted for the VDU Number.
3. Enter the number of the VDU for which amendments are required or use the Prev and Next
buttons (F5/F6) to move though the list of records. The details currently set up for this VDU
are displayed. To amend these, press click the Update button (F2). The details you can enter
for each VDU are described below:
Description
Up to 30 characters of free text, ie the name of the
person using that VDU could be entered.
Initial Menu
The menu that the VDU displays when the system is
started up.
Cursor type
Click on the drop-down list and select from one of the
following options:
Branch
If branches are set up, the option for the VDU to be in a
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Core Back-Office 1
particular branch when the system starts up.
Vdu type
Select the vdu type from the drop down list.
Baud Rate
Enter values from -9999 to 99999.
Channel Number
Enter -999 to 9999.
4. Click the Save&Exit button (RETURN) when the amendments are complete. You return to
the VDU Number prompt. Enter the number of the next VDU to amend or click the Exit button
twice (ESC ESC) to return to the System Maintenance menu.
5. Perform a system restart for these changes to take effect immediately.
Change Company/Branch Name
Use this option to change the screen header shown on the system menus:
1.
Select the ‘Change Company / Branch Name’ option from the System Control menu. You are
prompted:
2. Enter a branch number, if applicable, in the Branch field, and press the TAB key to move to
the Name field.
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3. Enter the company name you want to display on the menu screen headers in the Name field.
4. Click the Enter button (RETURN) to save these details.
Logical Printer Maintenance
Use this option to specify the type of printer you are using with the Core Back-Office system, and
enter details about the type of print you require eg typeface, compression, and so on.
Contact the Support Centre for advice about using this option.
Password Amendment / System Security
Use this option to create, amend and delete passwords, see the Purging, Packing And Passwords
chapter for further details.
It can also be used to switch on Enhanced Security. Once switched on, this option will appear as
System Security. Refer to the System Management Guide for information on using Enhanced
Security.
Contact the Support Centre to set up passwords on the system.
A letter of authorisation will be required from a Company Director detailing the passwords required
and a contact name.
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Core Back-Office 1
Terminal Control
A range of terminal control facilities are available to monitor and manage the terminals being used to
access the system.
1. Select the ‘Terminal Control’ option from the System Control menu. The Terminal Control
menu is displayed. The options available from this menu are detailed below:

Terminal Startup (see below)

System Status

Send Message
Terminal Startup
Use this option to start a Core Back-Office session on a specific terminal or all terminals within a
range.
1. Select the ‘Terminal Startup’ option from the Terminal Control menu. The following screen is
displayed:
You are prompted to select the terminal(s) you want to start:
Terminal Range: To:
2. Enter the number of the first terminal in the range you want to start, press the TAB key, and
then enter the number of the last terminal. To start an individual terminal, enter its number in
26
both fields. Press RETURN or click the Enter button. All terminals within the selected range
are started up. The screen display shows the terminals started, e.g.:
Terminal
Terminal
Terminal
Terminal
1
2
3
4
Running Terminal Control
Running Terminal Control
Not in use
Not in use
Alternatively, use can enable or disable all terminals by clicking on the Enable All or Disable
All buttons.
3. Press ESC ESC or click the Exit button on the toolbar to clear these details and return to the
Terminal Control menu.
System Status
Use this option to display information relating to each VDU, e.g. the type of VDU and which
programme is currently in use on it.
1. Select the ‘System Status’ option from the Terminal Control menu. All VDUs currently using
the system are listed, as shown below:
The details are updated automatically on the screen, showing any changes, e.g. if a user has
moved to another programme.
2. Click the Exit button (ESC ESC) to return to the Terminal Control menu.
27
Core Back-Office 1
Send Message
Use this option to send a message from your VDU to another specific VDU or all other VDUs.
1. Select the ‘Send Message’ option from the Terminal Control menu. The Send Message
screen is displayed.
2. Complete the following fields:
Vdu
Enter the number of a specific VDU to which you want
to send a message, or leave blank to send it to all
VDUs.
Branch
Enter the branch number. If a branch number is given
then the message will be sent only if the destination
VDU is currently set to that branch.
Message
Enter the message that you want to display on the
selected VDUs. Leave blank to clear the message line
on the selected VDUs.
Bleep
This field is used to specify whether you want the
receiving terminal to bleep when the message displays
on the VDU. The default setting is ‘No’. Either accept
this, or change it to ‘Yes’.
3. Press RETURN or click the
message
button when you have completed this screen to send the
Locate Bookmark
28
Using The F12 Menu
The F12 menu is available throughout the system by pressing F12.
This is covered in the System Management guide, as there are different options available depending
on whether you are a:

Using a System without Enhanced Security

Using a System with Enhanced Security and whether you are a normal user or an
Administrator/Supervisor.
Error Messages
This section explains some of the error messages you may encounter when using Core Back-Office.
It also provides guidance on what action you should take:
System Busy
This means that the system is unable to continue
because it is running too many different functions.
Press RETURN to try to continue, or press ESC ESC to
abandon the current processing.
The ‘System Busy’ message normally only affects one
terminal, but occasionally other terminals may ‘lockup’
i.e. gives no response, until the message has been
cleared.
If the ‘System Busy’ message appears on several
terminals, normally one terminal must exit the option, so
that others can continue.
Printer Busy
This means that the system is unable to start printing
because the printer is in use by another terminal. Press
RETURN to retry the print, or press ESC ESC to
abandon.
Printer Unavailable
This means that the printer is probably off-line, not
switched on or a print has been abandoned by a user.
Check this and try to print again by pressing RETURN or
press ESC ESC to abandon.
Abort
An ‘Abort’ message takes the form:
Task (nn) ABORT xxx : yyyy
Where ‘xxx’ and ‘yyyy’ represent varying numbers.
‘Abort’ messages only appear on terminal one and
cause the rest of the system to lock out.
If an ‘Abort’ message is displayed, write down the full
message shown on your terminal one. Then contact the
Customer Call Centre with exact details of the message.
29
Core Back-Office 1
Program Clash
This message indicates a conflict between the selected
program and some other program in the system.
For example, it is not possible to run ‘Settlement List’ on
one terminal at the same time as ‘Settlement
Confirmation’ on another terminal. Press RETURN and
retry when the conflicting program has finished.
No Data Selected
This message indicates that a program has terminated
without finding any data that matches the selection or
option requested.
For example if ‘Client Letter Print’ is asked to print a
specific letter which does not exist, this message is
displayed. Press RETURN to continue.
Terminal Lockout
Terminal Lockout means there is no response to a
request. It can be caused by an ‘Abort’ message on
terminal one or occasionally by a ‘System Busy’
message.
30
2: The Main Files
2: The Main Files (including Broker Configuration/Amendment)
Options Under Broker Configuration
Selecting the 'Broker Configuration' option from the Maintenance menu displays a sub-menu,
containing the following options as shown below:

Broker Amendment - see below
Refer to the Options Under Broker Configuration page for further details of all the other options on
this menu.
Broker Amendment
Use the ‘Broker Amendment’ option to store the master information which controls various
accounting functions and print layouts throughout the system.
The Core Back-Office system is delivered with the ‘Broker Amendment’ option empty. The first time
you select this option, you set up the master information which the system uses. After this, use the
‘Broker Amendment’ option to change the information already created.

Press the Page Selection button (ESC 0) from any of the Broker Amendment screens to access
the Page Selection window. From here you can jump directly to any of the Broker Amendment
screens.

Press the
screens.

Press the Update button (F2) to amend information contained in a screen.
buttons or the F10 and F11 keys to move forward and backwards through the
You should only change certain details in Broker Amendment at the end of a financial year.
Refer to the Changing Broker Amendment Details section for further information on changing Broker
Amendment details.
31
Core Back-Office 1
This section on Broker Amendment is divided into three parts:

Maintaining Broker Amendment Details

Changing Broker Amendment Details

Printing Broker Amendment Details
It is recommended that you read the Maintaining Broker Amendment Details section before entering
the ‘Broker Amendment’ option for the first time, since the changes you make have implications for
the operation of your system.
Broker Amendment Menu/Page Selection
The Menu/Page selection window allows you to jump directly to any of the Broker Amendment
screens. It can be accessed by pressing the Page Selection button (ESC 0) from any of the Broker
Amendment screens:
Use the mouse or UP and DOWN ARROW keys to select a Broker Amendment screen and press the
mouse button (RETURN) to select and display it:

Branch Details

Accounts 1 - 5

Renewal Keywords
32

Legal Expenses Premium

Document Control 1 - 3

Claims

Client Profile (Level 1 Frames)

Other 1 - 4

Premium Calculation Document - Quote

Premium Calculation Document - ReQuote

Password Control Authorisation Codes 1 - 5
Selecting the 'Broker Configuration' option from the Maintenance menu displays a sub-menu,

Broker Amendment

SMS Control - see the SMS Text Messaging guide (you will need the required licence to access
SMS Control)

SMS Standard Wording Maintenance - see the SMS Text Messaging guide (you will need the
required licence to access SMS Control)

Lapse/Cancel Reason Maintenance - the reasons are maintained using this option

Lapse/Cancel New Provider Maint. - the providers are maintained using this option

Add-on Marketplace Control - see the Add-on Marketplace guide
33
Core Back-Office 1

Open Client Check Configuration - see the Open Client Check guide.

Renewals Portal Configuration - see the Open Renewals Portal Guide (you will need the
required licence to access Renewals Portal Configuration)

Branding Configuration

Open Call Management Configuration - see the Setting Up Open Call Management page in
the Open Call Management guide. This option is only displayed if you have a licence.

Online MTA Configuration - see the Online MTA section in the Open Customer Portal guide.
Lapse/Cancel Reason Maintenance
The Lapse/Cancel Reason Maintenance Screen
Select the 'Broker Configuration' option from the Maintenance menu to display a sub-menu
Select the 'Lapse/Cancel Reason Maintenance' option to display the Lapse/Cancel Reason
Maintenance screen:
34
The following options are displayed:

Create a Lapse/Cancel Reason

Amend a Lapse/Cancel Reason

Change Lapse/Cancel Reason Status

Print List of Lapse/Cancel Reasons
Create a Lapse/Cancel Reason
Select the 'Create a Lapse/Cancel Reason' option and the following is displayed:
Name of new Lapse/Cancel
Reason
Enter up to 30 characters for the name.
Code of new Lapse/Cancel
Enter up to 6 characters for the code.
35
Core Back-Office 1
Reason
Letters in the code must all appear in the name, and in
the same order.
Press the OK button (RETURN) to create the reason.
Amend a Lapse/Cancel Reason
Select the 'Amend a Lapse/Cancel Reason' option and the following is displayed:
Present Lapse/Cancel Reason
Code
Select the name of the existing Lapse/Cancel Reason
from the list.
New Code
Enter any new code for the existing Lapse/Cancel
Reason.
the same order.
New Name
Enter any new name for the existing Lapse/Cancel
Reason.
Press the OK button (RETURN) to confirm the change.
Change Lapse/Cancel Reason Status
Select the 'Change a Lapse/Cancel Reason Status' option and the following is displayed:
Code of Lapse/Cancel Reason to
change
36
Select the code of the existing Lapse/Cancel Reason
from the list to change.
Click the OK button (RETURN).
Click the Yes button to suspend the Lapse/Cancel reason, otherwise select No.
Print List of Lapse/Cancel Reasons
The printer prompt is displayed:
Enter a print to print the list of Lapse/Cancel Reasons.
Lapse/Cancel Providers Maintenance
The Lapse/Cancel Providers Maintenance Screen
Select the 'Broker Configuration' option from the Maintenance menu to display a sub-menu
37
Core Back-Office 1
Select the 'Lapse/Cancel New Provider Maint.' option displays the Lapse/Cancel Providers
Maintenance screen:
The following options are displayed:

Create a Lapse/Cancel Provider

Amend a Lapse/Cancel Provider

Change Lapse/Cancel Provider Status

Print List of Lapse/Cancel Providers
38
Create a Lapse/Cancel Provider
Select the 'Create a Lapse/Cancel Provider' option and the following is displayed:
Name of new Lapse/Cancel
Provider
Code of new Lapse/Cancel
Provider
Enter up to 30 characters for the name.
Enter up to 6 characters for the Provider code.
the same order.
Press the OK button (RETURN) to create the provider.
Amend a Lapse/Cancel Provider
Select the 'Amend a Lapse/Cancel Provider' option and the following is displayed:
Present Lapse/Cancel Provider
Code
Select the name of the existing Lapse/Cancel Provider
from the list.
New Code
Enter any new code for the existing Lapse/Cancel
Provider.
the same order.
39
Core Back-Office 1
New Name
Enter any new name for the existing Lapse/Cancel
Provider.
Press the OK button (RETURN) to confirm the change.
Change Lapse/Cancel Provider Status
Select the 'Change a Lapse/Cancel Reason Status' option and the following is displayed:
Code of Lapse/Cancel Provider to
change
Select the code of the existing Lapse/Cancel Provider
from the list to change.
Click the OK button (RETURN).
Click the Yes button to suspend the Lapse/Cancel reason, otherwise select No.
Print List of Lapse/Cancel Providers
The printer prompt is displayed:
40
Enter a print to print the list of Lapse/Cancel Reasons.
Branding Configuration
Introduction
The following options allow you to set up branding against a back-office client, policy or prospect
policy.
If you have purchased the licences, customers retrieving documents from the Open Document Portal
and/or the Open Renewals Portal can also be presented with the associated branding images used
to sell the policy.
If you use multiple brands you can also send rich emails to customers that contain specific brand
images.
Refer to the Customer Branding For The Open Document Portal and Customer Branding For The
Open Renewals Portal pages
Broker Configuration
To set up or maintain Back-Office Branding, follow the procedure below:
1. From the BROOMS Maintenance menu, select the 'Broker Configuration' option.
2. Select the 'Branding Configuration' option. The following screen is displayed:
Enable Branding
Select "Yes" to enable and display the Brand field in
the Core Back-Office and Advanced Prospect
Management, as detailed below.
41
Core Back-Office 1
In Prospect
Prompt for brand post quotation
Select "Yes" and a pop-up prompt appears when
completing prospect details in Advanced Prospect
Management to select the brand. The prompt appears
before entering the NEGX screen, as shown below:
Brand mandatory on policy
Select "Yes" and the following message is displayed if
the Brand field is left empty on amending or creating
prospect policy details:
The keyword for the Brand field on the Prospect Policy screen is P.Py.Brand.
It will not allow a user to continue until a brand has been
entered.
Stop/Warn if missing at policy
diary creation
42
Upon creating a policy letter or one-off letter, the
following messages are displayed if no branding is set
on the Policy level screen:
The keyword for the Brand field on the Core Back-Office Policy screen is BPY.Brand.

Warn - as warning is displayed, as below, but the user
can continue

Stop - the following warning is displayed, but the user
cannot continue and will be returned to the prospect
Policy Diary screen when the OK button (RETURN) is
clicked:
43
Core Back-Office 1
In Core
Brand mandatory on policy
Select "Yes" and the following message is displayed if
the Brand field is left empty on amending or creating
policy details:

Warn - as warning is displayed, as below, but the
user can continue

Stop - the following warning is displayed,
A user cannot continue and will be returned to
the prospect Policy Diary screen when the OK
button (RETURN). The brand will need to be
added in order to continue.
Stop/Warn if missing at
transaction creation
Upon creating a transaction, the following messages
are displayed if no branding is set on the Policy level
screen:

44
user can continue
Stop/Warn if missing at policy
diary creation

Stop - the following warning is displayed, but the
user cannot continue and will be returned to the
Policy screen when the OK button (RETURN) is
clicked:

Blank - leaving the option blank (neither stop nor
warn) will allow a user to progress upon creating a
transaction without a pop-up alerting you to the lack
of a brand.
Upon creating a policy letter or one-off letter, the
on the Policy level screen:

user can continue

Policy screen when the OK button (RETURN) is
clicked:
45
Core Back-Office 1

Stop/Warn if missing at client
diary creation
policy letter or one-off letter without a pop-up
alerting you to the lack of a brand.
If you want to use the Brand field at client level, you
must add the CM.BCM.Brand field to your bespoke
client master frames.
Upon creating a client letter or one-off letter, the
on your Client level screen:
Stop/Warn if missing for Online
46

user can continue

Client Diary screen when the OK button (RETURN)
is clicked:

client letter or one-off letter without a pop-up alerting
you to the lack of a brand.
This field is only displayed if you have a Online
Renewal Portal
Renewals Portal licence.
Upon uploading to the Online Renewals Portal, the
on the Client level screen:
Default portal brand

user can continue

Diary screen when the OK button (RETURN) is
clicked:

warn) will allow a user to progress upon uploading
to the Online Renewals Portal without a pop-up
alerting you to the lack of a brand.
This field is only displayed if you have a Online
Renewals Portal and/or Open Document Portal licence.
Click on the
button to display a list of available
brands. Select the brand which will be used as the
default portal brand for any cases where the back-office
brand has not been set or does not have a specific
portal brand link.
3. When you press the OK button (RETURN) on the Branding Configuration screen, the
Brand Maintenance screen is displayed.
The Brand Maintenance Screen
The brand maintenance screen allows you to maintain the back-office brands:
47
Core Back-Office 1
From here you can:

Create New Brand

Amend Existing brand

Retire/Reinstate Brand

Print List of Brands

Export Brands
Create New Brand
Creating a new brand on any branch will add this brand to the brand maintenance menu on all
branches, but it's status will be retired on all branches except the one that it is created on.
To create a new brand, follow the procedure below:
1. Click on the Create New Brand button. The Create New Brand dialog is displayed:
Complete the following fields:
48
Name of new brand
Enter up to 25 characters for the name of the new
brand.
Code of new brand
Enter up to 6 characters for the code of the new brand.
Letters in the code must all appear in the name and in
the same order, otherwise an error message is
displayed.
Customer Portal brand
Press on the
button to display a list of the available
customer portal brands:
Select one to associate with the new brand.
Leaving the portal brand blank will associate the backoffice brand with the default portal brand.
2. Click the OK button (RETURN) to create the new brand.
49
Core Back-Office 1
Amend Existing Brand
To amend an existing brand, follow the procedure below:
1. Click on the Amend existing Brand button. The Amend Existing Brand dialog is displayed:
Current brand
Select the current brand to amend from the drop-down
list.
You cannot select retired brands.
New name
Enter the new name for the brand.
New Code
Enter up to 6 characters.
Customer Portal brand
Select one to associate with the new brand.
Leaving the portal brand blank will associate the backoffice brand with the default portal brand.
2. Click the OK button (RETURN) to amend the existing brand.
Retire/Reinstate Brand
It is possible to retire brands that are no longer required for use. This will remove them from the dropdown list when selecting a brand on a policy or client.
To retire or reinstate a brand, follow the procedure below:
1. Click on the Retire/Reinstate button. The Retire/Reinstate dialog is displayed:
50
Brand to change
From the drop-down list, select the brand to change and
click the OK button (RETURN)
2. Click the Yes button to retire/reinstate the brand.
Print List Of Brands
The Print List Of Brands button allows you to produce a list of all the brands along with their codes,
retired status and associated online portal brands (this is a landscape document so to view all the
information print to pdf:,lp:land).
To print a list of brands, follow the procedure below:
1. Click on the Print List Of Brands button. The Printer prompt is displayed.
2. Enter the printer to print a list of the brands or print to PDF. As this is a landscape document,
to view all the information print to pdf:,lp:land, as shown in the example below:
Export Brands
The export brands button allows you to copy the brand maintenance settings to either one or all of
the other branches on the machine.
To export brands, either to one branch or to all branches, follow the procedure below:
1. Click on the Export Brands button. The following dialogue is displayed:
2. Select either:

Send Brand details to one branch - the following is displayed for you to enter the
required branch number to export to:
51
Core Back-Office 1

Send Brand Details to all Branches - the following is displayed for you to confirm you
wish to export to all branches:
Core Back-Office Policy Screen With Branding Enabled
In Core Back-Office both the policy and client records have the Brand fields to support brands. The
Brand field for client has not been added to the default client master, so if you want to use this you
will need to use the 'Client Master Maintenance' option and add it to your custom client master.
If you want to use the Brand field at client level, you must add the CM.BCM.Brand field to your
bespoke client master frames.
The Brand field at Core Back-Office policy level is shown below:
52
Prospect Policy Screen With Branding Enabled
In Advanced Prospect Management, the Brand field is added at the policy level:
Where the Brand field is set in Advanced Prospect Management it will be transferred to the Core
Back-Office record.
53
Core Back-Office 1
1. Select the ‘Broker Configuration’ option from the Maintenance menu.
2. Select the ‘Broker Amendment’ option.
The Brokerage Details screen is displayed for you to record brokerage details.
Branch Number
Only complete this if more than one branch is required.
To create a branch, please obtain assistance from the
Customer Call Centre.
Name, Address, Post
Code, Telephone No., Telex,
Fax, Email
Complete these items for the brokerage details to be
displayed on insurance company remittance advices,
memos and letters to clients.
VAT Reg No.
Only complete if applicable.
Training Branch
This is a Yes/No field (BBR.Training.Branch) and
relates to the Add-on Marketplace, Open Client Check
and Customer Portal Branding Maintenance as
detailed below:

54
Add-on Marketplace - this field was originally
added for use by the Add-on Marketplace Web
Service. It you require any training branches to be
used for Add-on Marketplace, these must be set to
"Yes" using this option before you obtain your
licence (and licence key). When you obtain your
licence, the automatic licence update will recognise
that this is a training branch and EDI messages will
not be sent to the Insurers.

Open Client Check - if set to "Yes", it is used to
automatically connect to the UAT Client Screening
Web Service for testing purposes.

Customer Portal Branding Maintenance - if set
to "Yes" it is used by the Customer Portal Branding
Maintenance (Open Document Portal and/or Open
Renewals Portal) to automatically connect to the
UAT portal for testing purposes.
3. Press the
button (F11) to display the Accounts 1 screen for you to record basic accounts
information.
Accounts 1 - 5 Screens
Accounts 1 Screen
Renewal Exceptions
55
Core Back-Office 1
Increases over %
Used in the ‘Period Renewals List’ option, this compares
this year’s and last year’s premiums and highlights those
increased by an amount above this percentage. Enter an
appropriate percentage value.
Premiums Above
Used in the ‘Period Renewals List’ option, this highlights
premiums above this amount. Enter an appropriate
amount.
Renewal Instalments
You can quote instalment plans on the renewal due,
renewal requote and letters listed in the ‘Calculate
Renewal Keywords on Letters’ option. You can have
interest calculated automatically as a percentage of the
renewal premium or, enter a band of rates.
Interest %
Enter a percentage of the renewal premium which is
charged as interest.
Deposit %
Enter a percentage of the renewal premium which is
charged in addition to the interest.
No. of Payments
Enter the total number of instalments due after the
deposit.
Premium/Charge
You can enter up to four bands of premium and interest
amounts. They should be entered as £’s not
percentages. For example, suppose you wanted to make
the following charges:
1. Renewal Premiums under £100.00; £10.00
interest to be charged.
2. Renewal Premiums from £100 to £124.99;
£12.00 interest to be charged.
3. Renewal Premiums from £125 to £149.99;
56
4. Renewal Premiums over and including £150.00;
You would enter the following in the Premium and
Charge columns:
Premium
Charge
0.00
10.00
100.00
12.00
125.00
13.00
150.00
15.00
Ledger Dates
Only amend ledger dates at the end of a financial year.
Use Effective Date as Ledger Date
This applies to invoice clients only.
You can set the ledger date either to the effective date of
the transaction or the date the invoice is generated.
Enter “Yes” if you want to use the effective date. This
ensures that items do not appear on the Aged Debtors
Report until they are actually due.
Enter “No” to set the ledger date to the date the invoice
is generated. All transactions for an invoice client would
show as a debt from the ledger date.
Cash Renewals - Payment Date
Enter “P” if you want the system to take the first payment
date as the ledger date. Alternatively, enter “E” if you
want the system to take the effective date as the ledger
date, once the first payment has been received.
Accounts Menu
Effective Date to Default to Today
Enter “Y” if you want an effective date equal to today’s
date to be displayed.
Display Default Before Date Input
Enter “Y” if you want the default date displayed as soon
as the cursor is positioned in the Effective Date field for
the first time.
Alternatively, enter “No” if you want the default date
displayed as the cursor moves out of the Effective Date
57
Core Back-Office 1
field, providing no date has been entered.
Default New Business Premium to Policy Premium
Enter “Yes” if you want to default the amount of the
transaction to the amount recorded in the Premium field
on the Policy Level, when you are creating a New
Business Transaction.
Check Exec status active for Create
Transaction/Credit Plan
If this option is set to “Yes”, a check will be made to see
if the executive is suspended when the 'Create
Transaction' or 'Create a Credit Plan' options are
selected from the Accounts menu.
A warning will be given if the executive code on the
policy record (BPY) has a ‘Suspended’ status.
Executive code will not be copied
from the policy.
The executive code for this policy
is not active.
Press RETURN to Continue
Transaction creation in Core Back-Office will no longer
automatically take the executive code for the transaction
from the policy record. If the executive code on the
policy record (BPY) has ‘Suspended’ status then the
executive code on the ledger record (BTX) will be empty.
The check will be made whenever a new ledger record is
written:

When a transaction is created via the Core BackOffice Client/Policy Accounts menu

When quotes are transferred from Advanced
Prospect Management or Writer products to Core
Back-Office

When frame calculations use INIT LEDGER and
WRITE LEDGER.
If this option is set to “Yes”, and the executive code on
the policy record (BPY) has a ‘Suspended’ status then
the executive code on the Credit Plan Creation screen
will be empty.
Press the
button (F11) to display the Accounts 2 screen for you to record more basic accounts
information.
58
Accounts 2 Screen
Default Charges & Codes
The charges in Policy Type Amendment are the master
charges and charge codes and will override any charges
or charge codes for a particular transaction type set in this
Accounts 2 screen.
The Default Charges & Codes field shows ten different
transaction types.
These include the following fields:

a drop down-list field to store a value against each
transaction type to show if the charge is a percentage
of the premium (indicated by %) or a flat fee (left
blank).

the charge amounts

the charge codes

a minimum charge amount should the percentage of
premium fall short of acceptable level of charge.
The system checks the status of any Charge Code entered
and prevents a charge code that has “Suspended” status
being set as the default for new transactions.
The transaction types are:
59
Core Back-Office 1

New Business

Renewal

Endorsement

Cancellation

Adjustment

Transferred

Journal

Claim

Charge

Trader Fee - Core Back-Office supports Broker Fees
set by Open Trader on Active Quote policies. This
charge code will be used on charge transactions
whose value has been set by Open Trader instead of
via Create Calculation on the Advanced Prospect
Management Negotiation Frame (usually NEGX).
During the creation of a transaction, if you have entered a
figure against any of these transaction types, this figure
defaults into the Charge Amount field on the Accounts
sub-menu.
Statement Format
Select invoice transactions on
Use this field to control transactions printed on statements.
Enter “L” (Ledger Date) to only include those items that are
posted onto the ledger. Enter “E” (Effective Date) to
include items that are not posted onto the ledger.
Statements for over
Use this field to control the issue of statements for small
amounts. Enter an amount and automatic statements are
only printed for clients whose balance exceeds the figure.
Print Credit/Debit Statement
Enter one of the following:
60

Enter "Both” or leave blank to print statements for
credit and debit balances.

Enter “Debit” to omit credit balances (print statements
for debit balances only).

Enter “Credit” to print statements for credit balances
only.
Sequence transactions on
This field controls the sequence in which transactions are
printed on statements. Enter:
Income

P - Policy Type.

L - Ledger Date.

E - Effective Date.
Income analysis when
Enter either “Posted”, “Settled” or “Transferred”.
The ‘Transferred’ option can only be used if you have the Regulation Module software loaded on
your system.
After creating this field for the first time, it can only be
amended at year end.
Enter “Posted” if you want to have the Income Analysis
Report based on items posted to the insurer’s ledger, i.e.
when a debt is raised.
Alternatively, enter “Settled” if you want the Income
Analysis Report to only include items ‘settled’ to insurance
companies.
This last field can only be changed if all income analysis figures are zero. This can only occur at year
end clear down.
Cash Client Policy Renewal Dt
Automatic update on acceptance of payment
Enter “Yes” to automatically update the renewal date on a
cash client when a payment is accepted. Enter “No” if you
do not want the cash client automatically updated.
For prompted update, use the system generated date
as the default
Enter “Yes” to use the system generated date as the
renewal date by default. Enter “No” if you do not want the
system generated date set as the default date.
Commission Rate
Warn if no Commission Rate
Enter “Yes” to ensure a warning message is displayed if
you are creating or amending a policy with zero or no
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Core Back-Office 1
commission rates. Enter “No” if you do not want a warning
message displayed.
Prevent Transaction Creation if no Rate set
This option prevents transaction creation if no commission
rate record exists. When set to "Yes", users will not be
able to create a transaction, should no commission rate
exist for the current Insurer and Policy type, effective on or
before the transactions effective date. The following
message will be displayed:
Transaction cannot be created. No
active Commission Rate exists. Press
RETURN to continue.
After pressing RETURN to continue, you will be returned
to the Transaction Creation screen, where you may
change the Transaction effective date or abandon the
transaction creation process.
Reporting
Print batch reports for all branches from this Branch
Enter “Yes” to allow batch reports to be printed for all
branches, instead of just the current branch. Enter “No” to
allow batch reports to only be printed for the current
branch.
Exclude this branch if printing batch reports for all
branches
Enter "Yes" to exclude this branch if printing batch reports
for all branches. The default will be to include the branch.
Press the
button (F11) to display the Accounts 3 screen for you to record more basic accounts
information.
62
Accounts 3 Screen
Aged Debtors List
Age Band defaults
Enter the number of days that you want to use as the
default age bands when generating the Aged Debtor List
against (1), (2), (3) and (4).
Include only Clients with debts over Include clients with
debts over XXX number of days.
Default "Details for Clients"
For the Aged Debtors List, the “Detail for Clients” default
setting can now be chosen. Select from:

All

Non-statement
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Core Back-Office 1

Statement
The default setting is “Statement”.
Client Statement
Include only Clients with debt over
Include clients with debts over XXX days.
Settlement Confirmation
Number of copies
Enter the default number of copies you want to print when
printing the Settlement Confirmation Report.
Manual Settlement
Print Settlement
Use this field to print a manual settlement report when
settling to an Insurer. Enter one of the following:

Always – always print a manual settlement report
without displaying a prompt.

Usually Yes – displays a prompt to print a manual
settlement report, which defaults to Yes.

Normally No – displays a prompt to print a manual
settlement report, which defaults to No.
Ledger Amendment
Warn if transaction included in Reconciliation
Enter “Yes” if you want a warning message displayed
when you are amending a transaction that is currently in
an Insurer Reconciliation.
Commission Transfer
Default Commission Calc Method
Enter the default method for commission transfer to be
based on. Select from:

Receipt

Receipt and Settlement

Settlement to EOL - allows commission transfer to be
further deferred until settlement to the end of line
(EOL) insurer.
If this option is left blank, the default will be “Receipt”.
If a different method of commission transfer is required to
the default, it can be entered using the ‘Commission
Amendment’ option.
64
For example, if for most insurers you take commission on
receipt, you would set the Default Commission Calc
Method field to be “Receipt” (or leave blank) on the
Accounts 3 screen.
For any insurer where you take commission only after
receipt and settlement, you would set the Commission
Calculation Method field in Commission Amendment for
each policy type for this insurer to “Receipt and
Settlement.”
Take full commission on First instalment plan
payment
Enter “Yes” if you want to take full commission on the first
instalment plan payment when you are performing a
commission transfer.
Receipts
Print Enter one of the following:

“Always” - the BROOMS Print Receipt dialog box is
always displayed:

"Never" - the BROOMS Print Receipt dialog box is
never displayed.

"Normally Not" - the Print Receipt dialog box is
displayed with the default set to "No".

“Usually Yes” - the Print Receipt dialog box is
displayed with the default set to "Yes", as shown
below:
Please note that you can override these settings if you
have Scheme Toolkit using the following YCT keyword
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Core Back-Office 1
L.Print.Receipt
Refer to the Creating A Transaction and Pay Ledger
pages.
Num
Displays the next available receipt number.
Doc
Enter the name of the document you want to use for
receipt printing. Press F1 for a select list.
Exclude Payment Method from Receipt Print
A receipt will not be offered if this is set to "Yes".
Create diary entry on print of Receipt
Enter “Yes” if you want a diary entry automatically created
when a receipt is printed.
Client Cash Entry Doc
Press F1 for a list of documents. There is an Open GI
default cash entry receipt document called .BR Cash
Client Receipt. Use the F8 and F9 keys to move
backwards and forwards through the list. Press RETURN
to select your choice of default receipt document.
Cash Day Book
Retain Records for Cashbook Analysis Reports?
Enter “Yes or “No” to retain information to be used on the
Cashbook Payments Analysis report.
Press the
66
button (F11) to display the Accounts 4 screen.
Accounts 4 Screen
Transactions
Allow Override of LE units with premium value
Enter “Yes” to display this field on the Create A
Transaction screen. Enter a value to override the
number of Legal Expense units. Enter “No” and the field
will not be displayed.
Warn if Cancellation Transaction value is not
Negative
Enter “Yes” or “No” to enable/disable the warning
message.
Default Effective Date On Renewal Transactions
Enter “Yes “ to insert the default renewal date on
renewal transactions from the policy record. If you
enter “No”, the date that will appear depends on what
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Core Back-Office 1
you have entered in the Effective Date to Default to
Today field on the Accounts 1 screen.
Disable LE on Creation and Payment of Transaction
Enter “Yes” to disable existing Legal Expenses
processing.
Enable Multiple Add-On Processing
Enter “Yes” to enable Core Back-Office multiple add-on
processing, otherwise enter “No”.
Force entry of Cheque Number on Payments
Enter “Yes” to force a user to enter the cheque number
when taking cheque payments.
See the section Using Multiple Add-ons Processing for
details of how to set up and use multiple add-ons.
Operator Code is mandatory
Enter “Yes” to make the operator code a mandatory
field, otherwise enter "No".
Display & Amend commission when creating a
Transaction
Select from one of the four options below:

No – Do not calculate commission or display
additional commission screen

Calculate only – Calculate commission but do not
display additional screen for amendment

Display only – Calculate and display commission
(additional screen) but no amendment is allowed

Amend – Calculate and display commission and
allow amendment
Ledger Enquire/Amend Default
Enter “Amend” to allow amendment of ledger
transactions. Enter “Enquire” to restrict users to just
viewing ledger information.
68
Display single commission rates in Create a
Transaction
Enter “Yes” and the single commission rate used will be
displayed when creating a transaction. This field will not
be displayed if split commission rates are used for the
Insurer in Commission Amendment.
Allow zero commission in Create a Transaction
Enter “Yes” or “No” as detailed below:

If set to “Yes” and 0 is entered then commission will
not be recalculated during cashbook Generation

If set to “No” and 0 is entered then commission will
be calculated during Cashbook Generation
Force entry of Charge Code when creating a charge
Enter “Yes” to make entry of a charge code mandatory
when creating a charge, otherwise enter “No”.
Assisted Account Transactions
Enter "Yes" or "No" to activate Assisted Account
Transactions.
Enter “Yes” to allow the Effective Date, Original Debt,
IPT Rate and IPT Amount to be automatically defaulted
from the Full Cycle EDI Products for creation of
Cancellation, Endorsement and Renewal Transaction
Types, otherwise enter “No”.
Insurer Fee when Creating a Transaction
Use this option to determine whether to allow user input
during transaction creation.
Press F1 and select from:

Amend

Amend Only if Fees - insurer details will only be
shown when creating a transaction if an insurer
commission record exists for the policy type and any
insurer fee exists for the scheme.

Display Only if Fees - insurer details will only be
shown when creating a transaction if an insurer
commission record exists for the policy type and any
insurer fee exists for the scheme.

No Display - insurer details will not be shown when
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Core Back-Office 1
creating a transaction
Amend Transaction
Option to reset Stop Letter Flag
Enter “Yes” to display a prompt asking if you wish to
remove the stop on Automatic letters, otherwise enter
"No".
Insurer Reconciliation
Prevent amendment of Transaction if included in
Insurer Reconciliation
Enter “Yes” or “No”. If you enter “Yes” a warning
message is displayed when you are amending a
transaction that is currently in an Insurer Reconciliation.
This option will also prevent you amending the premium
or commission.
Suppress Warning - Settled Amount is 10 over Net
Premium
Enter “Yes” to this field to suppress the message or “No”
to keep it active and display a warning if the amount
being settled is 10 pounds/euros over the net premium.
Press the
70
button (F11) to display the Accounts 5 screen.
Accounts 5 Screen
Cash Day Book
Include Full Client Name
Enter “Yes” or “No”.
Archive Cash Day Book
Enter “Yes” to archive the Cash Day Book, otherwise
enter “No”.
Prevent Full Cashbook if Journal Transactions do
not total 0
The following will happen dependant upon what is
entered in this field:

Yes - the full cashbook will not run if the Journal
Transactions do not total 0.

Warn – the default setting. A warning message is
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Core Back-Office 1
displayed when the Journal Transactions do not total
0. The option to complete the Full Cashbook will
then be given.

No – the full cashbook will run, without warning,
even if the Journal Transactions do not total 0.
Prevent Full Cashbook if Journal Payments do not
total 0
The following will happen dependant upon what is
entered in this field:

Yes - the full cashbook will not run if the Journal
Payments do not total 0.

Warn – the default setting. A warning message is
displayed when the Journal Payments do not total 0.
The option to complete the Full Cashbook will then
be given.

No – the full cashbook will run, without warning,
even if the Journal Payments do not total 0.
The Trial cashbook will generate a warning but will
continue to run if either of the above fields are set to
“Yes” or “Warn”.
Print Journal Payments In Client Reference Order
Enter “Yes” and the Journal Payments in the cashbook
will be listed in client reference order, otherwise enter
“No” for the Journal Payments to be listed in
chronological order.
Business Summary
Archive Business Summary
Enter “Yes” to archive the Business Summary reports,
otherwise enter “No”.
If this option is set to "Yes" you can reprint the Business
Summary and Period Control Report from the 'Archived
Cashbook/Business Sum' option on the Client Records &
Accounts menu.
Credit Card Names
This option allows you to define credit card names for
selection when F1 is pressed in a Payment Method
field.
Nine credit card prompts are available. The default for
each are Credit Card 1 - Credit Card 9. You can provide
a valid credit card name for each, for example, VISA or
MasterCard. These lists will appear when F1 is pressed
72
in a Payment Method field, at the following locations:

Accept a Payment (ESC Q)

Create a Credit Plan (ESC Q)

Client Cash Entry (ESC A)

BACS (ESC P, 'Create Instalment transaction'
option)

Premium Finance (found when accepting a payment
on a Premium Finance transaction).
Press F11 to display the Renewal Keywords screen.
Renewal Keywords Screen
Calculate Renewal Keywords On
You can enter up to 20 documents which pick up
73
Core Back-Office 1
Letters
Press the
requote information and instalment details.
button (F11) to display the Legal Expense Premiums screen.
Legal Expenses Premiums Screen
This section should only be completed if Legal Expenses are included in the premium.
The Legal Expenses Premiums screen is divided into two parts. Use the upper part for recording
details of motor policies. Use the lower part for household policies. You can define three schemes for
each. Each scheme has a different insurer and can have up to two premiums with different effective
dates.
You can print the legal expenses premium applicable to an individual policy on letters.
Once the schemes are set up, a legal policy is created and paid when money is accepted on a cash
client. When a transaction is created on an invoice client, a legal expenses policy with its associated
transaction is created but not paid.
Motor Policies
Policies
Enter up to six policy types. For example:
74

PC - Private Car

MC - Motor Cycle

CV - Commercial Vehicle

MV - Multi Vehicle

TW - Truckwriter
Create Policy
Enter the policy type of your legal expenses. For example,
“LE”.
Insurance Co.
Enter the first of up to three insurance companies for
motor policies.
Premium (1)
For each insurance company, you can record up to two
premiums with different effective dates. Enter the first legal
expenses premium, for example, £7.50. Follow this with
the date this premium is effective from, for example
09/08/01.
Premium (2)
Enter the revised legal expenses premium and effective
date.
Tax Exempt
Enter the value of the legal expenses premium that is tax
exempt.
Household Policies
Policies
Enter up to six household policy types.
Create Policy
Enter the policy type of your legal expenses. For example,
“LE” for legal expenses.
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Core Back-Office 1
Insurance Co.
Enter the first of up to three insurance companies for
household policies.
Premium (1)
Enter the amount of the first premium and an effective date
for each company, just as for motor policies.
Premium (2)
Enter the revised legal expenses premium and effective
date for each company.
Tax Exempt
Enter the value of the legal expenses premium that is tax
exempt.
The insurance companies must have first been created before completing this screen, see the Creating
A Company/Office section.
Press the
button (F11) to display the Document Control 1 screen for you to record how you
control documents in the Core Back-Office system.
76
Document Control 1 - 3 Screens
Document Control 1 Screen
Invoices
Add LE Premiums to Keywords on Invoices
Enter “Yes” to add legal expenses to premiums on
invoices. If you enter “No”, legal expenses are not added
to premiums and a separate invoice is produced.
Stop the legal expenses premium for a particular policy by using the ‘Stop Automatic Letter’ option on
the Accounts menu on the Policy Level and entering “Yes” to stop the LE premium.
Next Invoice Number
This field should only be amended at the end of a financial
year. Enter the first invoice number you require before
printing the first invoice on the system. The system then
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Core Back-Office 1
generates invoice numbers automatically and updates this
number by one each time an invoice is produced. For
example, if you want the first invoice number to be 1001,
enter “1001”.
Invoice Even if No Papers
Use this field to control whether invoices are generated
without papers.
Enter “Yes” and the system generates an invoice if papers
are outstanding, for example, if an ‘*’ is displayed next to
the transaction.
Enter “No” and the system does not generate an invoice if
papers are outstanding. Override this by using the
‘Request an Invoice’ option on the Accounts menu on the
Policy Level.
Next Credit Note Number
This field should only be amended at the end of a financial
year. Use this field in the same way as the Next Invoice
Number field. Enter the number of the first credit note.
Automatic Credit Notes
Enter “Yes” to automatically issue and print credit notes for
all negative debts.
Enter “No” and the system does not generate a credit note
for negative amounts. Use the ‘Request an Invoice or
Credit’ option on the Accounts menu on the Policy Level to
select individual items to be generated.
A credit note is not posted to the ledger until it has been
generated and therefore does not show on Insurer
Reconciliation.
If both Invoice Even if No Papers and Automatic Credit Notes are set to ‘Yes’, then credit notes are
automatically generated for credit transactions with no papers received.
Statements
Page Length
Enter the maximum number of lines possible for a page
length. This is usually set to 66. There are 70 lines for A4.
Left Margin
Specify the number of character spaces to be left to
produce the left hand margin. There are 10 characters to
78
an inch.
Text Width
Specify the number of characters to be placed on a line
after allowing for the space for the left hand margin.
Any changes made to the above Page Length, Left Margin and Text Width fields apply to both Client
and Agent statements.
Register Print
Page Length
Left Margin
an inch.
Text Width
after allowing for the space for the left hand margin.
Sequence by Executive
Enter “Yes” to produce registers in executive order or enter
“No” to produce registers in client reference order.
Default Register Maintenance Method
Sets the initially highlighted option for the register method
selection options. Select from 'BROOMS' or 'Word
Processor'.
The example below shows 'Word Processor' has been
selected as the default:
* BROOMS register Maintenance
* Word Processor Register Maintenance
See the register method selection options in Template
Maintenance, System Configuration and Open-R Register
Generation.
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Core Back-Office 1
When using the 'Request a Register' option during register
generation, these options appear as 'BROOMS Register'
and 'Word Processor Register'
Always Use Default
Enter "Yes" to always use the Word Processor register
print, otherwise enter "No" to give you the option to use
BROOMS or Open-R Registers.
Composite Invoices
Page Length
Left Margin
an inch.
Text Width Specify the number of characters to be placed
on a line after allowing for the space for the left hand
margin.
Sequence by
Specify the sequence in which composite invoices are
printed. Enter one of the following:

C - Client. This prints in client reference number.

E - Executive. This prints in executive order.

I - Invoice No. This prints in invoice number order.
then
Select the order of transactions on the composite invoices.
80

P - Policy Type. This prints in alphabetical order of
policy type.

L - Ledger Date. This prints in ledger date order.

E - Effective Date. This prints in effective date order.
Include Credit Transactions
Enter “Yes” to include credit transactions in composite
invoices. Enter “No” to exclude credit transactions.
Document Printing
Use 2nd Bin for Continuation Pages
Enter “Yes” to select the second bin on certain printers for
all continuation pages. This forces the first page to come
from bin 1. Enter “No” for printers without bins.
See also Bin Selection in Document Printing.
Right Justify
Enter “Yes” to produce a justified (straight) right hand
margin when text is printed. Enter “No” for an unjustified
right margin.
Paper Length
Use this field to control the number of lines to be printed
on a page. 64 lines are usually specified for paper with 11"
drop, and 70 lines for A4 paper. By making an adjustment
to the top or bottom margin settings, you can alter the
paper length specified. Six lines per inch is the standard in
documents.
Top Margin
Use this field for continuation pages only. Specify the
number of blank lines to be left at the top of the second
and subsequent pages. Use the $L command to set up the
top margin of the first page of a document.
Bottom Margin
Specify the number of blank lines to be left at the bottom of
the page. Use this to allow for Directors’ names etc.
Left Margin
produce the left hand margin.
There are two areas within the system where you can define margins:
81
Core Back-Office 1

Within the document itself. See the Word Processing
And Document Maintenance chapter.

Within Broker Amendment
Text Width
after the space left for the left hand margin.
Sequence by / then / then
Use these fields to decide in which order you want to print
your letters. Enter one of the following codes at each of the
sequence prompts:

L - Letter. Index number order. See the Word
Processing And Document Maintenance chapter to
produce an index to documents.

C - Client. The six character client level reference.

P - Policy Type. The two character policy code e.g. PC
for private car.

E - Executive. The executive code recorded on the
diary against letter request.

O - Operator Code. When a letter is requested, you
enter a two character operator code. This can default
to the first two characters of the password for
Client/Policy Details.
Press the
button (F11) to display the Document Control 2 screen for you to record further
document controls in the Core Back-Office system.
82
Letter Generation
Within this field, nine documents are listed. They are:

RD - Renewal Due.

RCH - Renewal Chaser.

RR – Renewal with Requote.

ID - Instalment Due.

ICH - Instalment Chaser.

ND - New Business Balance Due.

NCH - New Business Chaser.

ED - Endorsement Due.

ECH - Endorsement Chaser.
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Core Back-Office 1
For each document, you can record a number of days.
Enter negative numbers if you want. The number of days
entered are added or taken away from the system’s
time/date to calculate the generation of letters. The
defaults you set here may be overridden individually as
appropriate.
Chaser Sequences
On Creating Letters/Memos and Letter Generation
Use this field to determine how chaser sequences
function. Enter one of the following:

A – Always Use Defaults. The option of a chaser
sequence is offered, using the defaults, in programs
that create letters or memos.

N – Never Use Sequences. Chaser sequences are
never used.

P – Prompt For Sequences. The option of a chaser
sequence is offered, using the sequences entered, in
programs that create letters or memos.
TX Modules
Default TX module type
Select from 'Brooms' or 'OpenWord'. When creating a
TX Module, this selection will determine the option that is
highlighted as default.
Always use Default Type
Enter "Yes" to always use the selected type set in
Default TX module type without displaying any options,
otherwise enter "No".
Always Convert TX to Open Word
Enter "Yes" and TX Modules will always be created in
Open Word. Enter "No" and you will have the option of
selecting to create the TX Module in BROOMS or Open
Word.
Create Diary Note on Print of
Register
Enter “Yes” to automatically include a diary note when
registers are printed.
Statement
84
client statements are printed.
Invoice / Credit Note
invoices or credit notes are printed.
Retain Letter/Memo Details on Confirmation
Enter “Yes” to store letter and memo details on the
system, once they have been confirmed (This does not
apply to one off letters). Enter “No” to lose letter and
memo details once they have been confirmed.
The above option has no relevance to one-off letters.
Use the ‘Default to Make One Off Letters Permanent’
option to retain one-off letters.
Suppress ‘Stationery Aligned’ prompt when printing
documents
Enter “Yes” to prevent the Stationery Aligned prompt
from being displayed in the following programs:

Shared Premium Invoice Generation.

Shared Premium Statement Print.

Client Statements.

Register Prints.

Flexible Composite Invoices.

Letter Printing

Memo Printing
Enter “No” to retain the Stationery Aligned prompt
being displayed.
If you do not have ClaimsWriter installed on your system, the Other 1 screen is displayed next.
Press the
button (F11) to display the Document Control 3 screen for you to record further
document controls in the Core Back-Office system.
85
Core Back-Office 1
Open-R
Exclude terminated policies
Enter "Yes" to exclude terminated polices from the
Open-R register.
Client Statement
Use ..... for Client Statements
Choose between Core Back-Office or OpenWord (Core
Back-Office is default). If OpenWord is chosen, you must
enter the template to use in the Client Statement
Template field below.
Client Statement Template
If Open Word is entered in the field above, enter the
template to use.
86
Composite Invoice
Use .... for Composite Invoices
Choose between Core Back-Office or OpenWord (Core
Back-Office is default). If Open Word is chosen, you
must enter the template to use in the Composite Invoice
Template field below.
Composite Invoice Template
If Open Word is entered in the field above, enter the
template to use.
Invoice Generation
The following two options enable you to generate and
print an invoice in one operation, as opposed to going
through the process of generating the invoice and then
printing it manually.
Allow immediate-generation of invoices
Enter "Yes" or "No" to establish if invoices will be
immediately generated from within Client/Policy details
Allow immediate-printing of invoices
To establish if invoices will be immediately printed, enter:

No - Immediate Printing is not allowed

Yes - Immediate Printing is allowed

Usually Yes - Prompt User – default is ‘Yes’

Normally No - Prompt User – default is ‘No’
Immediate print will only be available if there is an
invoice generated and available to print.
This facility is accessed via the 'Request an
Invoice/Credit' option on the Accounts menu (ESC
Q/ESC W) Depending on the settings of the options, you
may be prompted with a pop-up enquiring as to whether
you would like to immediately print the invoice for the
selected transaction.
Suppress Printing of invoices
Enter "Yes" to suppress the printing of invoices,
otherwise enter "No".
This option is dependent on the two flags being set as
outlined below:
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Core Back-Office 1

Allow immediate-generation of invoices - "Yes"

Allow immediate-printing of invoices - "Never"

Suppress Printing of invoices - "Yes"
Immediate Print
Default setting for Diary Options/Register
This option allows you to specify the default behaviour
for Immediate Print. Permitted values are "Yes", "No" or
"blank".
Use the Immediate Print Default setting for Diary
Options/Register to pre fill the Immediate Print field on
the following screens:

Request (or Enquire/Amend) a Letter, Memo to all
Insurers, Event or One-Off Letter using Core BackOffice Client Diary Menu Options (ESC Q from the
Client Diary screen, which is accessed by ESC J or
F10 from the Client Master screen).

Request (or Enquire/Amend) a Letter, Memo, Event
or One-Off Letter using Core Back-Office Policy
Diary Menu Options (ESC Q from the Policy Diary
screen, which is accessed by F10 from Client Policy
screen).

Request (or Enquire/Amend) a Letter, Memo, Event
or One-Off Letter using Core Back-Office Claims
Diary Menu Options (ESC Q from the Claims Diary
screen, which is accessed by F11 from Client Policy
screen to Claims screen then ESC Q for Claims
Menu, choose Enquire/Amend then F10 from Claim
Details screen).

Request a Core Back-Office Register Print (ESC R
from Client Master Screen)

Request a letter using the Core Back-Office
Accounts Menu (ESC Q from the Client Policy
Details Screen)
Default printer for APM & BROOMS
This allows you to specify a default printer in Core BackOffice & Advanced Prospect Management for the
immediate printing of documents. If it is required that the
operator is prompted, a question mark should be
included, e.g.: LP: P3?
Press the
button (F11) to display the Claims screen.
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Claims Screen
Claims
Last Claim Number
This field displays the last claim reference used, which is
increased by one each time a claim is added. This can be
changed if required, in which case, the system ensures
that no claim number is duplicated.
Claim Prefix
Enter alphanumeric text with which you want to prefix the
claims reference.
Use Year of Loss as Prefix
Enter “Yes” to use the year element of the Date of Loss
field as the prefix for the claims reference. If this field is set
to “Yes”, you cannot override the Claim Prefix field on the
Claims Details screen.
Claim Suffix
Enter alphanumeric text with which you want to suffix the
claims reference.
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Core Back-Office 1
Claims Diary View
Use this field to select the default view for the claims diary.

C – Claim. Displays claims only in the claims diary

CP – Claim + Policy. Displays claims and policies in
the claims diary

P – Policy. Displays policies only in the claims diary
Sort Claims Browse list by Date of Loss
Enter “Yes” to allow the Client Browse listing to be sorted
by Date of Loss. When selected, the Claims Browse listing
will be sorted in date order with the most recent claim at
the top.
Default Yes to transfer Claims
Enter "Yes" or "No".
Activating this option will override the Claims Status priority settings in ‘Claims Maintenance’ option.
ClaimsWriter
Option to create Core Back-Office Level 3 Claim
Enter “Yes” to provide the option to create a new Core
Back-Office Level 3 claim when a claim is entered in
ClaimsWriter.
Option to Amend Core Back-Office Level 3 Claim
This option improves the link between ClaimsWriter and
Quote Details Frames.
If the option is set to “Yes” then you will be able to amend
the AX frame on a motor policy or EDI policy.
Check ClaimsWriter Claims against Quote Frames
Enter “Yes” to enable the system to check whether claims
which exist in ClaimsWriter also exist in the client’s Risk
Level details. If a claim does not exist in the Risk Level
details, a warning is displayed.
Check Outstanding Premium When Creating a Claim
90
Enter “Yes” and the system will check for any outstanding
premiums and display a warning message.
Claim Handling - Report to Regulator Default
Enter “Yes” and then follow the procedure below:
1. From the Maintenance menu, select the 'Frame
Maintenance/Conversion' option.
2. Select the 'Frame Module Maintenance' option.
3. Select the 'Calculations' option, followed by the
'Create/Amend Calculation' option.
4. Enter "BCH" for the frame to be amended and
press RETURN.
5. Press F1 and select 'Create' as the calculation
type.
6. At the top of the Calculations enter:
[BCH.Rprt.To.Reg] is [BBR.Rprt.To.Reg.Default]
7. Press ESC 7 to save.
Any claims records where the Report to Regulator field
has been set to "Yes" will then be included in the Claims
Handled in Period Report.
Enter "No" or leave blank to exclude these details from the
report.
Press the
button (F11) to display the Client Profile (Client Level Frames) screen.
Locate Bookmark
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Core Back-Office 1
Client Profile (Client Level Frames)
Client
Profile Frames
Press F1 for a list of frames. You can enter a maximum of
10 policy frames and these can be repeated entries.
The Client Profile can be a useful source when adding new
risk information for the client's policies. Client needs
analysis ("Fact Find") identifies the type of policies the client
requires. This Fact Find Information can be captured and
recorded in the Client Profile held with the Client Master at
Client Level. The set of policy type frames entered here will
be automatically presented as part of New Client
processing in Core Back-Office (ESC 1) and when Profile
processing is invoked from the Client Master screen (ESC
3) but there are no frames in the Profile. The set of frames
for the client profile will apply to all client master formats.
Frame calculations associated with the policy type frames
entered here execute when those frames are added to the
client profile i.e. the frame calculations will need alteration if
different processing is needed at this level
Create Profile
Where a set of profile frames is defined in the option above,
creating a profile for a new client is now controlled by this
option. The following options are available:
92

If set to "Yes" or blank, behaviour will be unchanged.

If set to"‘No" then a profile is not created for a new
client.

If set to "‘Usually Yes" or "’Normally Not", then the
system will prompt the operator.
Profile Maintenance
Level 1 Frame Browse Display Style

Standard The standard view just lists the modules, as
shown in the Modules Menu section.

Summary Key Field This option will display the
summary key field alongside the module name.

Description & Key Field The summary key field and the
frame description will be displayed alongside the
module name.
Disable Update Warnings
Enter "No" to enable update warnings so that when
updating a frame that is held as part of a client profile
(Client Level), if there is a frame of the same type held in
any of the policy risk details (Risk Level Frames) for that
client the user will be warned that policy risk details may
need to be updated:
A <frame type> frame exists in the
policy risk details and may need to
be amended
When updating a frame that is held as part of the policy risk
details (Risk Level Frames), if there is a frame of the same
type held in the client profile (Client Level) for that client
then the user will be warned that the client profile (Client
Level) may need to be updated:
A <frame type> frame exists in the
client profile and may need to be
amended
New Risk
Level 3 Frame Pre-Fill from Level 1 on create

No - If the Pre-fill option is set to “No” or has been left
blank (not set), any client profile information Client Level
frames) will be disregarded when creating new policy
risk details (Risk Level Frames).
You will need to enter data in the new Risk Level
Frame manually.

Normally Not - The following message is
displayed:
Prefill Frame XXXX from Client
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Core Back-Office 1
Profile?
Yes / No?
The highlighted default option will be "No".

Usually Yes - The following message is
displayed:
Prefill Frame XXXX from Client
Profile?
Yes / No?
The highlighted default option will be "Yes".

Yes - If there is a single current client profile (Client
Level) frame of the same type as the Risk Level Frame
being created, and the Pre-fill option is set to “Yes” (or if
the Pre-fill option is set to “Usually Yes” or “Normally
No” and the user chooses to proceed with the pre-fill
when prompted), data from the Client Level frame will
be used to populate the matching Risk Level Frame
fields automatically. The user will need to check the
Risk details, make any necessary alterations to the pre
filled fields and enter any additional data before the Risk
Level frame is created.
If there are multiple current client profile (Client Level)
frames of the same type as the policy risk details (Risk
Level frame) frame being created, and the Pre-fill
option is not set to “No”, a list of the current
client/prospect profile frames of that type will be
shown.
If there are no current client/prospect profile (Client
Level) frames of the same type as the policy risk
details (Risk Level frames) being created, the user will
need to enter data in the new Risk Level frame
manually.
Press the
button (F11) to display the Other 1 screen for you to record miscellaneous controls in
the Core Back-Office system.
Locate Bookmark
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Other 1 - 4 Screens
Other 1 Screens
Automatic History
Each time you amend a Risk Level module you can
store a ‘copy’ of the original record. You can then view or
print these at a later date. ‘History’ modules are
identified by having the module number prefixed by ‘H’
with the date of amendment following the module type.
Default History Option for Modules
Use this field to create default settings for system-wide
use. Enter one of the following:

A - Always. A historical record is always taken.

N - Never. A historical record is never taken.
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Core Back-Office 1

UY - Usually Yes. Displays a prompt to take a
historical record, which defaults to Yes.

NN - Normally Not. Displays a prompt to take a
historical record, which defaults to No
The default settings can be overridden for individual
module types. See the Amend Module History Option
section.
Allow Deletion of History Modules
Use this field to control the deletion of history modules.
Enter “Yes” to allow deletion of history modules. Enter
“No” to prevent history modules from being deleted.
History Date Amendment
Use this field to indicate whether the history date can be
amended. Enter one of the following:

B – Allow amendment – Default to blank. This allows
the history date to be amended and defaults to a
blank field.

T - Allow amendment – Default to today. This allows
the history date to be amended and defaults to
today’s date.

No amendment allowed. This prevents the history
date from being amended.
Diary
Default to Make One Off Letter Permanent
Use this field to control whether one off letters are made
permanent by default. Enter “Yes” to display a Make
letters permanent? field when creating one off letters,
which defaults to “Yes”. Enter “No” to display a Make
letters permanent? field when creating one off letters,
which defaults to No.
Effective Date on Memos to Default to Today’s Date
Enter “Yes” to default the effective date on memos to
today’s date. Otherwise enter “No”.
Effective Mandatory on Memos
Use this field to determine whether an effective date is
mandatory. Enter “Yes” to make it mandatory, otherwise
enter “No”.
96
Accept Payment to not update status on linked diary
entry
Use this field to prevent the status from being updated
on a linked diary entry when you accept a payment. This
ensures the linked diary entry is included in the Diary
Action List. Enter “Yes” to not update the status of linked
diary entries when accepting a payment. Otherwise
enter “No”.
Do not Set Reply Status to Not Required if Reply Due
0 Enter “Yes” or “No” to this field as described below:

If you answer “No” to the Do not set Reply Status
to Not Required if Reply Due is 0, then the system
will set the Reply Status field to “Not Required”.

If you answer “Yes” to the Do not set Reply Status
to Not Required if Reply Due is 0, then the system
will leave the Reply Status field blank.
Mandatory Executive code entry
Enter “Yes” or “No” to make executive code entry
mandatory for any diary actions.
Check Exec status active for new Diary request If the
executive code associated with a policy has been
marked as “suspended” it cannot be used to populate
the executive code when requesting a new diary entry,
letter, memo to all insurers, Event,one-off letter or new
transaction. It will not be used as the default and a
warning message will be displayed.
The system will check whether the Executive associated
with the current Client/Policy is suspended when
creating diary entries as part of a letter print (from
Database Enquiry). If the Executive is suspended for the
current Client/Policy the letter is being printed for, then
the Exec field will be left blank.
Enquire/Amend Default
Select either “Enquire” or “Amend” to determine which
mode the user will be placed in. In order to amend
details using the F2 key, the user must have sufficient
authority.
Exclude items with 0 reply due days from Diary Lists
Enter “Yes or “No” to exclude outstanding diary records
with 0 reply due days from the diary lists. If this field is
left blank then the default “No” is assumed.
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Core Back-Office 1
Exclude Automatically Chased Letters/Memos from
Online Diary
Enter “Yes” to exclude automatically chased letters and
memo from the Online Diary when viewed onscreen.
Mandatory Diary Note for One Off Letters
When creating one off letters, this option makes an entry
into the Note field mandatory.
Default Word Processor for One Off Letters
This allows you to configure the default choice that will
be highlighted if the One-Off Letter prompt is displayed.
You can select either “Open Word” or “Core BackOffice”.
Always use Default Word Processor
If set to “Yes”, the prompt will not be displayed and the
system will automatically go into either Core Back-Office
or Open Word.
Include branch in Consolidated Diary
Enter "Yes" to include this branch in the consolidated
diary. On systems where staff members have a common
executive code on different branches, it is possible to
see all the items allocated to an executive in a
consolidated view of their Diary Action Lists across
branches.
Refer to the Viewing The Online Diary Action List page.
Start with Online Diary
Enter "Yes" to automatically show the Online Diary initial
screen on entering and returning to the Client/Policy
Details start screen.
Export Files
Set Separator Character for Export File
Enter the separator character for the export file.
Set Substitute Character for Export File
98
Enter the substitute character to be used if it is the same
as the separator.
The Export options above relate to the Database Enquiry and Claims Handled in Period reports.
Key Performance Indicators
Use KPI
Enter “Yes” to enable the Key Performance Indicators. If
set to “No” the following message will be displayed when
trying to access the ‘Key Performance Indicators’ option.
Key Performance Indicators are
disabled
Press <EscEsc> to
continue
KPI refreshes the screen every … seconds
Enter from 0 – 255 seconds. This refreshes in the
background and you will need to exit and re-enter the
option to see the changes.
Press the
button (F11) to display the Other 2 screen.
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Core Back-Office 1
Other 2 Screen
Client Policy Details
Retain previous search criteria
Select from the following options:
100

“Always” – This will Always retain the previous
search criteria used.

“Never” – This will Never retain the previous search
criteria used.

“Normally Not” - The Re-use Previous Search
Criteria window will be displayed with the default
answer set to “No”.

“Usually Yes” – The Re-use Previous Search
Criteria window will be displayed with the default
answer set to “Yes”.
Display Policy Balance
Enter “Yes” or “No” to display the policy balance in a
field on the policy details screen. This balance will total
the outstanding amount on the ledger transactions under
that policy and also include any outstanding amounts for
any linked Legal Expenses policy. This field is display
only and if the option is enabled will appear below the
Agent field on the Policy Details screen.
Warn if Renewal Date exceeds Policy Term
Enter “Yes” to display a warning message if the renewal
date on a policy record is amended to be more than the
policy term. If left blank or entered as “No” the message
will not be displayed.
Level 3 Frame Browse Display Style
Select from either ‘Standard’, ‘Key Field’ or ‘Description
& Key Field’.
Level 3 Frame Browse View
A frame category setting is available, which can be used
to define frames as either “Risk” (which is the default) or
“Other”. These are set up using the 'Frame
Maintenance/Conversion' option.
Using this option, you can set the default display of risk
frames (ESC 3). You will be able to toggle between
displaying all or Risks only.
To set up Frame Categories, please refer to the Update
Frame Category page.
Audit Trail of Client/Policy Records Viewed
Enter “Yes” and all access to Core Back-Office
Client/Policy records will be logged.
This log can also be printed using the ‘Client/Policy
History Log’ option on the Correspondence / Diary /
Insurer Accounts menu.
Capture Reason for Policy Lapse/Cancellation
When this option is set to "Yes" and you have set up the
reasons and providers, the user is prompted to select
the reason under these circumstances:

Updating the Terminated On field on the Policy level
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Core Back-Office 1
screen to "Canc-led" or "Lapsed"

Adding a transaction of type "Cancellation"

Lapsing a policy via the 'Lapse/Transfer a Policy'
option in the Accounts menu.
It is also possible at this point to capture the new
provider of the policy and the premium they have
offered.
The reasons are maintained using the 'Lapse/Cancel
Reason Maintenance' option in Broker Configuration.
These will then display in the Reason drop-down list for
selection.
Providers are maintained using the 'Lapse/Cancel
Providers Maintenance' option in Broker Configuration.
These will then display in the Gone to drop-down list for
selection.
There are fields on the client master to capture these.
Fill in the following fields:

Policy Ref. Displays the policy reference.

Reason Select a reason from the list.

Gone to Select the new provider of the policy.

Competitor Premium Enter the competitor premium
they have offered.
When complete click the OK button (RETURN). The
details are stored on the Ultimate Insurers page.
Client Master
Default Master Frame
Use this field to record the four character client master
code that you want to use as the default. Leave it blank to
default to the Open GI master.
102
Always Use Default
Enter “Yes” to always use the client master code specified
in the previous field. Enter “No” to have the option to use
any other default.
Allow Extended Search
Enter “Yes” to enable the Extended Client Search
Parameters window. The Check For Duplicate Clients
window will also be enabled if you have selected to use it
below. However, if you enter “No” to this field then both the
Extended Search Details and Check For Duplicate
Clients options will be disabled.
Search to see if a New Client already exists
Use this field to check if a client already exists when
creating a client reference, to prevent duplicate clients
from being created. Enter one of the following:

A – Always. Always searches to see if a new client
exists.

N – Never. Never searches to see if a new client
exists.

S – Sometimes. Displays a Search for potential
duplicate field when creating a new client. This
defaults to “Yes”.
If you select ‘Always’ or ‘Sometimes’ you must create an
index before performing an extended search.
If the “Always” or “Sometimes” options are selected then the Allow Extended Search field must also
be set to “Yes” to enable them.
Search using - Client Ref/Postcode field
To minimise keystrokes select from one of these two
defaults searches fields for the Check For Duplicate
Clients window:

“Client Reference” - If the Search to see if a New
Client already exists field is set to “Always” then the
cursor will start in the Client Reference field.

“Postcode” - If the Search to see if a New Client
already exists field is set to “Always” then the cursor
will start in the Postcode field.
Ledger Balance to Include Only Posted Items
Enter “Yes” to only include posted items in the Ledger
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Core Back-Office 1
Balance. Otherwise, enter “No”.
Default Value for Invoice Field for New Clients
Enter the default value of “Yes”, “No” or “Composite” that
will appear in the Invoice field on the Client Master
screen upon creation of a client using ESC 1. These
default values will be used for all new clients created in:

Core Back-Office

LIBRA (except where Core Back-Office is not installed)

Save to Advanced Prospect Management

Save from Quote products
If the field is then left blank by a user, the default value will
be reinserted.
If a different value is entered in the Invoice field, the
amended value will not be changed back to the default.
Default Value for Statement field for New Clients
Enter the default value of “Yes” or “No” that will appear in
the Statement field on the Client Master screen upon
creation of a client using ESC 1. These default values will
be used for all new clients created in:

Core Back-Office

LIBRA (except where Core Back-Office is not installed

Save to Advanced Prospect Management

Save from Quote products
If the field is then left blank by a user, the default value will
be reinserted.
If a different value is entered in the Statement field, the
amended value will not be changed back to the default.
Insurer Invoice Statement
Quotations
Allow Amendment of Insurer
Enter "Yes" to allow amendment of the insurer name on
policies irrespective of whether transactions exist. Enter
"No" to prevent the amendment of the insurer name on
policies on which transactions exist.
Allow Amendment of Invoice field
Enter “Yes” to allow amendment of the Invoice field when
104
generating an insurer invoice. Otherwise, enter “No”.
Allow Amendment of Statement field
Enter “Yes” to allow amendment of the Statement field
when generating statements. Otherwise, enter “No”.
Client Policy Details Leave Quote Products Loaded
Enter “Yes” if you want to leave quote products loaded
when you are in the Client Policy Details. Otherwise, enter
“No”.
IPT
Recalculate IPT on Amending Premium
Use this field to indicate whether the IPT should be
recalculated when amending a premium. Enter one of the
following:

N – No. The IPT is not recalculated when amending a
premium.

NN – Normally No. This displays an IPT details
inconsistent. Recalculate? prompt which defaults to
No.

UY – Usually Yes. This displays an IPT details
inconsistent. Recalculate? prompt which defaults to
Yes.

Y – Yes. The IPT is automatically recalculated when
amending a premium
Ins.Recon.
Additional Information in Insurer Reconciliation
Enter “H” to include Policy Holder information in an Insurer
Reconciliation, or “N” to include Policy Number
information.
Op. Trail
Enable Recently Accessed List for This Branch
Enter “Yes” to enable Operator Trail functionality,
otherwise enter “No” or leave blank.
To be certain the Operator Trail is complete, this must be
set for every Branch that an operator might access.
Press the
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Core Back-Office 1
Other 3 Screen (without Sanctions Checking)
FreeForm Search
Enable FreeForm Search
Enter "Yes" to enable the freeform search option when
ESC D is pressed.
Include in searches from other branches
Include History Data
Enter "Yes to include history data, otherwise enter "No".
If the 'Include History Data' option is changed then this
may make the searches inaccurate until the indexes
have been updated again by the index builder. Any
indexes affected by the change of the history option will
be marked as “To Do”. You will be notified when using
the search that the search index build is in progress.
Press the
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Other 3 Screen (with Sanctions Checking)
For further information on Sanctions Checking, please refer to the Sanctions Checking guide.
If you have Sanctions Checking activated, additional fields will be displayed for this product on this
screen, as shown below:
FreeForm Search
Enable FreeForm Search
Enter "Yes" to enable the freeform search option when
ESC D is pressed.
Include in searches from other branches
Include History Data Enter "Yes" or "No".
If the 'Include History Data' option is changed then this
may make the searches inaccurate until the indexes
have been updated again by the index builder. Any
indexes affected by the change of the history option will
be marked as “To Do”. You will be notified when using
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Core Back-Office 1
the search that the search index build is in progress.
Sanctions Checking
Enable Live Sanctions Checking for Clients
Enter "Yes" to enable live sanctions checking for clients
for the branch, otherwise enter "No". If enabled, creation
of a new client or amendments to name, date of birth or
address will start sanctions checking.
This also allows operator access to the manual
functionality accessed via the Sanctions Checks button
(ESC *). If it is not enabled, the following is displayed
when the Sanctions Checks button is pressed:
Enable Commercial (Check Client and Contacts)
Two new unit types have been added to support
Commercial checks, Commercial Contact and
Commercial Client. These need to be purchased before
using Commercial Sanctions Checking.
Set a Commercial Client Master in order to use the
Commercial Sanctions check.
Refer to the Checking Commercial Business Owners
page in the Sanctions Checking guide for further
information.
Client re-check - prompt required?
Enter "No" to prevent the automatic sanctions check
when an existing client’s name, address or date of birth
is manually updated, otherwise enter "Yes" to display the
prompt.
Use Extended Name
Enter "Yes" to check the extended name otherwise enter
"No".
Batch Sanctions Check Sweep
108
You can run the batch sanctions check overnight
process for just Core Back-Office, Prospect or All. Select
from:

All - will run the Overnight Process For Core BackOffice and Advanced Prospect Management

Core Only - will run the sanctions overnight process
for just Core Back-Office which will not include
prospect cases.

Prospect Only - will run the sanctions overnight
process for just Prospects and so will not include
BROOMS cases.
Enable Batch Sanctions Checking for Clients
Enter "Yes" to enable Batch Sanctions checking for
clients for the branch, otherwise enter "No".
Days before repeat Sanctions Checking of client
Enter the number of days before the repeat of a
batch check is undertaken for a client.
When the batch checking is run, the date used for the
batch sanctions check is the current date minus the
number of days entered in this field for clients.
For example, if the client was checked 31 days ago and
this is 30 days, the next batch will check the client.
Any client that has been checked recently (whether that
check was 'live' or 'batch' will be excluded from a batch
check.
Maximum clients per Sanctions Checking batch
Enter the maximum number of clients to be checked per
batch check for clients.
Exclude clients with match override from SC batch
Enter "Yes" to ignore clients matched who have an
override reason, otherwise enter "No" to include all.
Limit consecutive errors in Sanctions Checking
batch
Enter the number of consecutive errors to occur before
sanctions checking abandons repeated calls to the
sanctions checking service.
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Core Back-Office 1
Client First Display to Show Sanctions Check Match
Enter "Yes" to display the most recent check for the
client, if that check found a possible match and no
override text was entered. This means if the Client is
accessed via the client reference or by pressing F5/F6
on the Client screen, the Sanction Check Summary
Results screen will be displayed if a previous match was
found and no override text has been entered.
If Sanctions Checking has been enabled and is then
disabled, previous checks will be displayed but no new
ones can be undertaken.
Check against List Origin
The default of blank is UK only.
You have the option to perform the following Sanctions
Checks:
Select from:

Both - perform Sanctions checks using both the
USA and UK sanctions lists

UK - perform Sanctions checks using UK sanctions
list only

USA - perform Sanctions checks using USA
sanctions list only
UK Match Quality Threshold (%)
This field allows you to configure the tolerance threshold
for a UK match.
If no match is found that exceeds the search threshold
you have defined, no initial screen will be displayed,
although the screen results will still be logged and can
be accessed via the Sanctions Checking History
window.
USA Match Quality Threshold (%)
This field allows you to configure the tolerance threshold
for a USA match.
If no match is found that exceeds the search threshold
you have defined, no initial screen will be displayed,
although the screen results will still be logged and can
be accessed via the Sanctions Checking History
window.
110
Press the
Other 4 Screen
Risk Pages
Module deletion - confirm prompt required?
An optional confirmation dialogue is now offered to users
when deleting modules from risk level lists. This dialogue
can be enabled or disabled using this option.
The dialogue is disabled by default.
PowerPlace
These options allow easier setup of the Core BackOffice transaction after acceptance of an MTA,
cancellation or renewal in PowerPlace.
Enable Transaction Creation
Enter "Yes" to enable transaction creation, otherwise
enter "No".
Allow amendment of transaction on creation
Enter "Yes" and the transaction can be amended on
creation, otherwise enter "No".
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Core Back-Office 1
Automatically update Client Address
Enter "Yes" and changes to the correspondence
addresses in PowerPlace will automatically update the
Core Back-Office client's address.
Operator Code for Batch Created Transactions
Enter up to 2 characters for the operator code. This
helps to show that they are system created transactions,
rather than ones created by a user.
Contacts
"Copy To Frame" Default for New Contacts
This allows you to set a default value of "Yes" or "No" for
the 'Copy to Frame' option when creating Contacts
Details.
Writer Select List Defaults
The select list dialog that appears when launching a
comparative quote can now be defaulted with a specific
select list number. This effectively allows the select list to
be defaulted at branch level for each Writer product.
The supporting CORE version is 15.20A/0.
Press the
button (F11) to display the Password Control – Authorisation Codes 1 screen for you to
record password authorisation controls in the Core Back-Office system.
Premium Calculation Document - Quote / ReQuote
Introduction
Using the options on this screen, you can determine whether to generate and/or print the Premium
Quote Printout when a quote (Motor, Home, Truck, Bike) is manually saved using the following
options:

Save to Core

Saved to Prospect

Requote for Core
You can also decide to store the Premium Quote Printout in Open Attach.
112
Premium Calculation Document - Quote
Client Copy on Quote
The Premium Quote Printout can be generated and
stored when a Save to Core / Save to Prospect is
completed within a Writer product.
Select from:

Always – a document is always generated. The
Premium Calculation – Print Client Copy prompt
is not displayed. If the print dialogue is displayed
then abandoning it will use default values. If the
printer prompt is displayed and abandoned then the
document will not be printed.

Never – the document will not be generated and
therefore not printed.

Usually Yes – the Premium Calculation – Print
Client Copy prompt will appear and be defaulted to
"Yes". If the print dialogue is displayed and then
abandoned then the document will not be generated.
If the printer prompt is displayed and abandoned
then the document will not be printed.
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Core Back-Office 1

Print To
Normally Not - the Premium Calculation – Print
"No". If the print dialogue is displayed and abandoned
the document will not be generated. If the printer prompt
is displayed and abandoned then the document will not
be printed.
Enter up to 40 characters for the printer.

If an invalid printer or nothing is entered in the Print
To field then the print prompt will appear.

If a valid printer is entered, it will automatically print
to this without the print prompt appearing.
For Motor, Home, Truck and Bike
Store in Open Attach?
Enter "Yes" to store the Premium Quote Printout in Open
Attach.
If it is stored in Open Attach then it won’t print to the
printer you have entered in the Print To field.
Open Attach Category
Enter up to 30 characters for the Open Attach category.
Print Policy Summary?
Enter "Yes" to print the policy summary, otherwise enter
"No". This will be the default used and will appear on the
Client Printout Additional Details dialog, if this is set to
display.
Print Policy Terms?
Enter "Yes" to print the policy terms, otherwise enter
display.
114
Display Dialogue?
Broker Copy on Quote
Enter "Yes" to display the Client Printout Additional
Details dialog, as shown below, otherwise enter "No".
The Premium Quote Printout can be generated and stored
when a Save to Core / Save to Prospect is completed
within a Writer product.
Select from:

Always – a document is always generated. The
Premium Calculation – Print Broker Copy prompt is
not displayed. If the print dialogue is displayed then
abandoning it will use default values. If the printer
prompt is displayed and abandoned then the document
will not be printed.


Broker Copy prompt will appear and be defaulted to
abandoned then the document will not be generated. If
the printer prompt is displayed and abandoned then
the document will not be printed.
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Core Back-Office 1

Print To
Broker Copy prompt will appear and be defaulted to
"No". If the print dialogue is displayed and abandoned
the document will not be generated. If the printer
prompt is displayed and abandoned then the document
will not be printed.


If a valid printer is entered, it will automatically print to
this without the print prompt appearing.
Number of Top Quotes
Enter the number of top quotes to be printed. This will be
the default used and the number entered will appear on
the Broker Printout Additional Details dialog, if this is
set to display.
Attach.
If it is stored in Open Attach then it won’t print to the printer
you have entered in the Print To field.
Broker Printout Additional Details dialog, if this is set to
display.
Print Policy Terms?
Broker Printout Additional Details dialog, if this is set to
display.
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Display dialogue?
Enter "Yes" to display the Broker Printout Additional
Details dialog, as shown below, otherwise enter "No".
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Core Back-Office 1
Premium Calculation Document - ReQuote
Client Copy on ReQuote
stored when a Requote for Core is completed within a
Writer product.
Select from:
118

Always – a document is always generated. If the
print dialogue is displayed then abandoning it will
use default values. If the printer prompt is displayed
and abandoned then the document will not be
printed.



"No". If the print dialogue is displayed and
abandoned the document will not be generated. If
Print To


For Motor, Home, Truck and Bike
Attach.
Open Attach Category
Enter up to 30 characters for the Open Attach category.
display.
Print Policy Terms?
"No".This will be the default used and will appear on the
display.
Display dialogue?
Enter "Yes" to display the Client Printout Additional
Details dialog, after the BROOMS Requote dialog as
shown below, otherwise enter "No".
Click the OK button (RETURN) and the Client Printout Additional Details dialog is displayed:
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Core Back-Office 1
Broker Copy on ReQuote
stored when a Requote for Core is completed within a
Writer product.
Select from:
120

Always – a document is always generated. If the
print dialogue is displayed then abandoning it will
use default values. If the printer prompt is displayed
and abandoned then the document will not be
printed.



"No". If the print dialogue is displayed and
abandoned the document will not be generated. If
Print To


Number of Top Quotes
Enter the number of top quotes to be printed. This will be
the default used and the number entered will appear on
the Broker Printout Additional Details dialog, if this is
set to display.
Attach.
Broker Printout Additional Details dialog, if this is set
to display.
Print Policy Terms?
Broker Printout Additional Details dialog, if this is set
to display.
Display dialogue?
Enter "Yes" to display the Broker Printout Additional
Details dialog after the BROOMS Requote dialog as
shown below, otherwise enter "No".
Click the OK button (RETURN) and the Broker Printout Additional Details dialog is displayed:
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Core Back-Office 1
122
Password Control – Authorisation Codes 1 - 5 Screens
Password Control – Authorisation Codes 1 Screen
The Password Control – Authorisation Codes 1, 2, 3 , 4 and 5 screens contain references to all
the Client/Policy sub menus and options on the system. You can assign an authorisation code to
each menu/option to control which users have access to these.
For information on linking security codes to menu options, refer to the Altering Menu Configurations
section in the System Management Guide.
Password control only works if the user is required to enter a password to access the system.
A user can have access to a menu or option, providing the authorisation code is present in the user’s
password record. If the authorisation code is not present in the user’s password record, the Access
Denied message is displayed on screen, and the user cannot access the menu or option. Access is
also denied to any sub menus, unless a different authorisation code has been defined for a sub
menu.
The fields on this screen are shown below:
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Core Back-Office 1
Accounts:
General Update This is to stop updates (F2) of the client
and policy records and use of all the ESC menus.
The Core Back-Office Software assumes that if a user has
authorisation to perform Accounts Update, they will also
have authorisation for General Update.
DBE Accounts Access This is to stop database
searches on accounts
Accounts Update This is to stop use of all of the policy
ESC Q menu except:

Stop Automatic Letter

Confirm papers received

Create a Letter
The Core Back-Office Software assumes that if a user has
authorisation to perform Accounts Update, they will also
have authorisation for General Update.
Full Cashbook Generation Restricts access to Full
Cashbook Generation as a user will need the correct
authorisation code to run it. Trial Cashbooks and On
Screen Summaries can still be run by a user without the
authority to run a full cashbook.
The individual passwords listed below for accounts and general will only work if the general and
accounts passwords above, have a security level.
Client Cross Reference
Create This is to stop new cross references being created.
Delete This is to stop cross references being deleted.
Change Client Master This is to stop the client master format
being changed.
Policy – Accounts
All of these options are on the Policy ESC Q menu and a
security character will stop entry:

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Accept a Payment
Change Browse View

Create a Transaction

Amend a Transaction

Delete a Transaction

Create a Credit Plan

Lapse a Policy

Allow Contra Entry

Enquire a Transaction

One-off Letters (creating One-off letters for Transactions)

Journal Payment

Transaction Emails (refer to Create An Email Associated
With A Transaction)

Amend DA Transaction

Stop Automatic Letter

Settle to Insurer

Confirm Papers Received

Create a Letter

Request an Invoice/Credit

Amend Co-Insurance Details

Write Off Remaining Debt

Override Operator Code

Policy Not taken Up
A security character will stop entry to changing the frame
browse view.
Press the
button (F11) to display the Password Control – Authorisation Codes 2 screen. Enter
any further password authorisation controls.
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Core Back-Office 1
Using the options on this screen you can also restrict the amendment of the executive and agent
codes on existing Client or Policy Details screens. Authorisation codes can also be used to restrict
the amendment of details on Client, Policy and Risk Levels.
Claims
All of these options are on the Policy Claims ESC Q menu
and a security character will stop entry.

Create a Claim

Delete a Claim

Enquire/Amend
Frames
All of these options are on the Policy ESC 3 menu and a
security character will stop entry.

126
Add Modules to End

Merge Modules

Delete Modules

Change Module Order

Amend Print Control

Transfer Modules

Insert New Modules

Display Modules

Copy Modules
Registers
All of these options are on the Client ESC R menu and a
security character will stop entry.

Request a Register

Print Client Statement

Register Sequence
Miscellaneous
Direct Claims Search This is to stop a claims number
search from ESC D within Client or Policy details.
The following will be displayed if the 'Claim Number Search'
option is selected:
Client Cash Entry This is to stop use of ESC A from the
Client or Policy details
DBE Multi Branch Batch Report Enter the required
authorisation code for a user to be able to run multi branch
batch reports.
If a user without sufficient authority to run multi-branch
reports tries to load selection parameters containing branch
parameters, the following message will be displayed:
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Core Back-Office 1
The ‘Database Enquiry’ menu option must be password
protected for this to work using the 'Alter menu
configurations' option.
DBE Administration This field allows you to set an
authorisation code to restrict access to the full functionality
of Database Enquiry, including the creation of new Reports.
This field allows you to set the Authorisation Code for
Administrators.
The ‘Database Enquiry’ menu option must be password
protected for this to work using the 'Alter menu
configurations' option.
The following is displayed if a user has insufficient access:
Freeform Search access data This is to stop access to a
freeform search using ESC D within Client and Policy
details.
Freeform Search from other branches This is to stop
access to a freeform search using ESC D from other
branches.
Display Current Contact Details Enter the required
authorisation code needed for a user to display current
contact details using ESC 8.
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Client
All of these options are on the Client screen and a security
character will stop update.

Update Exec

Amend Details

Update Contacts

Update Agent

Delete Extn. Pages
Policy
All of these options are the Policy and Risk screens and a
security character will stop update.

Update Exec

Amend Details

Update FC EDI

Update Agent

Update Level 3
Press the
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Core Back-Office 1
Quotation
MotorWriter Restricts access to the MotorWriter
product.
HomeWriter Restricts access to the HomeWriter
product.
BikeWriter Restricts access to the BikeWriter product.
TruckWriter Restricts access to the TruckWriter
product.
OASys Commercial Restricts access to the OASys
Commercial product.
Client Letter Print
Confirmation Restricts access to the ‘Confirm all printed
letters’ option in Client Letter Print. It will also restrict use
of the ‘Confirm’ option in the ‘Process Selected Letters’
option.
130
Reprint all printed letters Restricts access to the
‘Reprint all printed letters’ option in Client Letter Print.
Print all unprinted letters Restricts access to the Print
all unprinted letters’ option in Client Letter Print.
Process selected letters Restricts access to the
‘Process selected letters’ option in Client Letter Print.
Document Maintenance
Amend a Document Restricts access to the ‘Amend a
Document’ option.
Print of Documents Restricts access to the ‘Print of
Documents’ option.
Delete a Document Restricts access to the ‘Delete a
Document’ option.
Print Index to Documents Restricts access to the ‘Print
Index to Documents’ option.
Amendment History Will restrict access to the
‘Amendment History’ option, which is not yet available.
Change Name of Document Restricts access to the
‘Change Name of Document’ option
Transfer Documents to Branch Restricts access to the
‘Transfer Documents to Branch’ option.
Create a New Document Restricts access to the
‘Create a New Document’ option.
Amend Document Settings Restricts access to the
‘Amend Document Settings’ option.
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Core Back-Office 1
Press the
Client Profile (Level 1 Frames):
All of these options are on the Modules menu and a
security character will restrict entry:

Add module to End

Insert New Module

Change Module Order

Merge Modules

Delete Module

Display Module

Copy Module
Payment Methods:
These credit card payment methods are defined in the
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Accounts 5 screen of Broker Amendment. A security
character will restrict their use when selected by
pressing F1 in a Payment Method field.

Cheque

Money/Cash

Bank credit

Paid Direct

Journal

Credit Card 1

Credit Card 2

Credit Card 3

Credit Card 4

Credit Card 5

Credit Card 6

Credit Card 7

Credit Card 8

Credit Card 9

Bank-Other
Commission Transfer
Run Transfer Commission Transfer has been amended
so that running the Transfer option but not the 'Historical
Report' or 'Trial Commission Transfer' options can be
protected by an authorisation code.
The default setting of the code will be blank and
therefore, all users will continue to have access to
Commission Transfer unless an authorisation code is
set.
Press the
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Core Back-Office 1
Diary
All of these options are on the Diary ESC Q menu and a
security character will stop entry:
134

Amend

Change View

Online Diary Alter Exec - a supervisor can reallocate items to a different executive without leaving
the Online Diary search results screen. Use is
subject to this authorisation code check.

Request a Letter

Request a Memo

Request an Event

Request Client Letters

Request a Diary Note

Delete

Enquire

Request a Covernote

Request a One-Off Letter

Request an SMS Message - please refer to the SMS
Text Messaging Guide for further information on this
option.

Request an Email Message

Insert 'Prevent Requests' Doc
For the ‘Request Client Letters’ option, leave blank if all
operators are allowed to create letters from the client
level diary. Enter a code here to restrict the operators.
Writer Products
All of these options are on the Writer products ESC B
menu and a security character will stop entry:

Select Lists

Broker Discounts

Area Down Ratings

Show/Hide Benefits

Performance Factor

Print Car/Truck/Bike Code List

Insurer Details/Star Ratings
Sticky Notes
Enable Sticky Notes Enter "Yes" to enable Sticky Note
functionality.
Create Enter an authorisation code which s required by
users for them to create sticky notes.
Amend Enter an authorisation code which s required by
users for them to amend sticky notes.
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Core Back-Office 1
Delete Enter an authorisation code which s required by
users for them to delete sticky notes.
Changing Broker Amendment Details
It is essential that certain parts of Broker Amendment are only changed at the end of a financial year.
If any of the items in the table below are amended mid-term, the method of some financial
calculations becomes inconsistent. These fields are:
Screen
Accounts 1
Field
Sub-Field
Ledger Dates
Use Effective Date as Ledger
Date
Cash Renewals-Ledger Date
Accounts 2
Income
Document Control 1
Invoices
Income analysis if posted
Next Invoice Number
Next Credit Note No.
To make changes to Broker Amendment:
1. Select the 'Broker Configuration' option from the Maintenance menu.
2. Select the ‘Broker Amendment’ option to display the first screen.
Press F11 to move through the screens and F10 to move backwards.
3. When you display the screen you require, press the Update button (F2). Amend the individual
fields you require.
See the Maintaining Broker Amendment Details section for descriptions of each field.
4. Press the OK button (RETURN) to accept the changes you have made.
5. Amend any further screens as required.
6. When you have completed all the amendments and pressed RETURN for the final time, press
the Exit button (ESC ESC) to return to the Maintenance menu.
Locate Bookmark
136
Printing Broker Amendment Details
To print the details held in Broker Amendment:
1. Select the 'Broker Configuration option from the Maintenance menu.
2. Select the ‘Broker Amendment’ option.
3. Press the Print button (F7) and the following message is displayed:
Print in Progress
4. Press the Exit button (ESC ESC) to return to the Maintenance menu.
If your screen displays the following message:
Printer not Ready
then check the following:

Another terminal is not in an option that uses the printer.

The printer is switched on, connected and on line.
If neither is relevant, press ESC ESC to return to the menu and try again. As the screen is
clearing, the following message is displayed:
Printer Unavailable
The Core Back-Office system has the facility to hold more than one office of an insurance company
on its system. The term ‘office’ also describes a particular department of a company, e.g. Motor Dept,
as well as a location.
This facility assists in the preparation and distribution of letters or memos to companies.
If the insurance company has more than one office, create the other offices using the ‘Create a New
Office’ option. You can gain access to this from within the ‘Insurance Office Name Amendment’
option.
Create office codes before entering any insurance company details.
A single office code can be used for all places in the same location, for example:
Office Name
Office Code
Birmingham
BH
London
LO
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Core Back-Office 1
Manchester
MA
Edinburgh
ED
Glasgow
GL
Motor
MO
Claims
CL
Life
LI
Use the ‘Insurer Amendment’ option to create the separate addresses for a company if it has more
than one office in Birmingham, for example.
The name and code for the company offices you create must have the following criteria:

The code must be unique

The letters used in the code must appear within the insurance office name

The letters in the code must be in the same sequence as in the insurance office name
For example, an office called Birmingham could be allocated the code B, BM, BH, etc.
The insurance office codes are used by the system to identify the office when it is entered in policy
diaries, correspondence etc. This reduces the amount of information you need to input whilst working
within Core Back-Office.
Current contact details can be displayed for Insurers by pressing the ESC 8 key from the Client level,
Policy level, Memos and Claims Details screens.
Authorisation codes can be set in the Display Current Contact Details field on the Password
Control - Authorisation Codes 2 screen, to restrict access to the ESC 8 functionality.
On the Memo and Claims Details screens, ESC 8 is available during update mode if the Diary
“Enquire/Amend Default” is set to Amend.
See the Viewing Current contact details for Agents, Insurers and Executives section for further
details.
1. Select the ‘Insurer Office Name Amendment’ option from the Maintenance menu. The Office
Maintenance screen is displayed.
138
The screen displays a sub-menu in the upper part of the screen of the four basic tasks you
may need to carry out with offices. The lower part of the screen lists offices and codes already
created. These are in alphabetic order.
2. Use the scrollbar to display the next screen of offices and any subsequent ones.
It is recommended that you use the ‘Print List of Offices’ option to obtain a printout for reference
before making any amendments to the offices already created.
It is recommended that you compile a list of the locations/departments for which office codes are
required before you start to use this option.
See the example list above.
Creating A New Office
1. Select the ‘Insurer Office Name Amendment’ option from the Maintenance menu.
2. Select the ‘Create a New Office’ from the sub-menu in the upper part of the Office
Maintenance screen.
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Core Back-Office 1
Name of new office
Enter the full name of the new office using up to 20
characters.
Code of new office
Enter the code to describe the new office using up to 10
characters.
This code must be unique and contain letters used in the office name. These letters must also
be in the same sequence as they occur in the full name.
3. Press the OK button (RETURN) to save the new office details. The offices list is sorted into
alphabetical order and the new office is added.
If you create an office code which already exists, the following message is displayed when you
press the OK button (RETURN): Specified Name is already in use
Enter a different code ensuring that the characters you use are in the same sequence as in
that office name.
Amending An Office Name/Code
1. Select the ‘Insurer Office Name Amendment’ option from the Maintenance menu. Then select
the ‘Amend an Office Name/Code’ option from the sub-menu in the upper part of the Office
Maintenance screen.
Present code of office
Enter the code of the office which you want to change
or select from the drop-down list.
Name of new office
Enter a revised name for the office, if required.
140
Otherwise, leave this field blank.
Code of new office
Enter a revised code, if required. Otherwise, leave this
field blank.
2. Press the OK button (RETURN) to save the amended office details. The offices list is sorted
into alphabetical order and the new office is added.
Deleting An Office
the ‘Delete an Office’ option from the sub-menu in the upper part of the Office Maintenance
screen.
Code of office to delete
Enter the code of the office which you want to remove.
2. Press the OK button (RETURN). The offices list is sorted into alphabetical order and the new
office is deleted.
When deleting an office the system checks to see if the office is currently being used. If the
office is in use the following message is displayed: Office in use - cannot delete
Printing A List Of Offices
Before selecting the option to print, check that the printer is on-line and is loaded with the correct size
of paper.
the ‘Print List of Offices’ option from the sub-menu in the upper part of the Office
Maintenance screen.
The following message is displayed:
Print in Progress
The list of offices is printed and the system automatically returns to the Office Maintenance
screen when the print is complete.
2. Press ESC ESC to return to the Maintenance menu. If your screen displays the following
message:
Printer not Ready
then check the following:
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Core Back-Office 1

Another terminal is not in an option that uses the printer.

The printer is switched on, connected and on line.
If neither is relevant, press ESC ESC to return to the menu and try again. As the screen is
clearing, the following message is displayed:
Printer Unavailable
Insurer Amendment
Insurer Amendment
A name and code should be created for each insurance company. When entering an insurance
company against an individual policy, you only need to enter the code. This keeps keyboard
operation to a minimum.
For example, if you enter NU on a Client’s Policy Level, the system finds the insurance company
name ‘Norwich Union’ which is then automatically updated onto the Policy Level.
Any insurance company and code may be added to the list. The company code requires certain
criteria:

The code must be unique.

The letters must appear within the insurance company name.

The letters in the code must be in the same sequence as in the insurance company name.
For example:
Company Name
Company Code
National Insurance & Guarantee
NIG
Sun Alliance
SA
Norwich Union
NU
The insurance company file is shared with the LIBRA system. Open GI do not place any insurance
companies on the system. You must place the companies required on the system yourself, following
the instructions provided in this section.
1. Select the ‘Insurer Amendment’ option from the Maintenance menu. The Insurance
Company Amendment screen will be displayed.
142
The screen gives a sub-menu in the upper part of the screen containing the basic tasks you
may need to carry out with insurance companies. The lower part of the screen lists
companies and codes already created. These are in alphabetic order.
2.
If more than 15 companies exist, use the scrollbar to move down.
It is recommended that you use the ‘Printing Index List’ option to obtain a printout for
reference before making any amendments to the companies already created.
Amending Address Details
1. Select the ‘Insurer Amendment’ option from the Maintenance menu.
2. Select the ‘Amend Address Details’ option from the sub-menu in the upper part of the
Insurance Company Amendment screen. The following is displayed:
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Core Back-Office 1
Company code
Enter the code of the company whose office address
you want to change or select from the drop-down list.
Office code
Enter the office code or select from the drop down list.
Press the OK button (RETURN) and a further screen
displays the office address and contact details.
3. Amend the address details as required.
Creating A Company/Office
The 'Insurer Amendment' option allows you to map the insurers created on the system to the ABI list
of Insurers. The ABI Insurer can be set when creating a new company:
1. Select the ‘Insurer Amendment’ option from the Maintenance menu. Then select the ‘Create
Company/Office’ option from the sub-menu in the upper part of the Insurance Company
Amendment screen. The following screen is then displayed:
144
Company Code
Enter the new code of up to 10 characters.
Company Name
Enter the name of the insurance company as required
on any correspondence. It can be up to 30 characters in
length.
ABI Name
Press F1 for a list of ABI Insurers. Press F8 and F9 to
move backwards and forwards through the list.
Status
From the drop-down list select from:
Type

Active

Suspended
From the drop-down list select from:

All

Insurer

Ultimate Insurer
Only insurers marked as Insurer or ALL or blank will be
allowed as Insurers.
Only insurers marked as Ultimate Insurer or ALL or
blank will be allowed as an Ultimate Insurer.
Office Code
If only one address is required for the insurance
company, leave this field blank. Only use this field if
more than one address is required
If you create a new office code and press the OK button
(RETURN) a further screen is displayed. Use this to
record basic address and contact details for the new
office code.
Terms of Business Agreed
To help with compliance, a date can be entered for the
terms of business agreed.
The following fields are displayed for a new insurer office:
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Core Back-Office 1
Company Code
Displays the company code you entered.
Company Name
Displays the company name you entered.
ABI Name
Displays the ABI name you entered.
Status
Displays the Status you entered.
Type
Displays the type you entered.
Office code
Displays the office code entered..
Terms of Business Agreed
Displays the date of terms of business agreed.
Agency code
Address
Four lines for the address. Enter up to 30 characters per
line.
Postcode
Contact
Telephone
146
Fax
Email
Enter up to 50 characters .
Telex
Intermediary
Contact Pref
Enter "Email", "Portal", "Post" or select "Blank".
2. Enter as much information as you have available. When you have completed this screen
press the OK button (RETURN).
The Insurance Company Amendment screen is redisplayed with the companies list sorted
into correct alphabetical order. The new companies are added to the list.
The following message may be displayed in the lower left hand corner of the screen: invalid
entry
The system has not accepted either the company name or the code which has to be reentered. Check the following:

The code is unique

The letters you used are contained in the company name.

The letters you used in the code are in the same sequence as in the company name
After any amendments have been made, it is recommended that a current list of companies is
produced. See the Printing Index List section.
Amending A Company Name/Code
To change an Insurer name across the system, follow the procedure below:
2. Select the ‘Amend Company Name/Code’ option from the sub-menu in the upper part of the
Insurance Company Amendment screen. The following screen is displayed:
Present code of company
From the drop-down list select the code currently used
to describe the company. When you press the OK
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Core Back-Office 1
button (RETURN) the full name of the company is
displayed.
New name
The old name is automatically displayed in this field for
you. Amend it as you require. If the name is changed
the new name will appear on all relevant policies, memo
etc.
New code
The old code is automatically displayed in this field.
Amend it as you require.
ABI name
The selected ABI insurer can be amended if required.
Click on the drop-down list for a list of ABI Insurers.
After any amendments have been made, it is recommended that a current list of companies is
produced. See the Printing Index List section.
Amend Company Settings
To amend company settings follow the procedure below:
2. Select the ‘Amend Company Settings’ option from the sub-menu in the upper part of the
Insurance Company Amendment screen.
3. Enter the company code or select from the drop-down list and press the OK button
(RETURN). The following fields are then available for input:
Company Code
Enter the company code or select from the drop-down
list.
Status
From the drop-down list, select from “Active” or
“Suspended".
Receipts to be treated as
From the drop-down list, select from:
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
Client Money

Risk Transfer
Insurer Type
From the drop-down list, select from:

All

Insurer

Ultimate Insurer
Only insurers marked as Insurer or ALL or blank will be
allowed as Insurers.
Only insurers marked as Ultimate Insurer or ALL or
blank will be allowed as an Ultimate Insurer.
Terms Of Business Agreed
To help with compliance, a date can be entered for the
terms of business agreed.
4. Press the OK button (RETURN) to confirm any changes.
Deleting A Company/Office
Ensure that no policies exist on the system involving the company office to be deleted. Use the
‘Database Enquiry’ option to run the check.
2. Select the ‘Delete Office Address’ option from the sub-menu in the upper part of the
Insurance Company Amendment screen. The following is displayed:
Company Code
Enter the code of the company that you want to delete
or select from the drop-down list.
Office Code
Enter the code of the office that you want to delete or
select from the drop-down list. When you press the OK
button (RETURN), the following message is displayed:
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3. Select "Yes” to delete the company/office or “No” to ignore.
Printing Index List and Address Details
Printing Index List
2. Select the ‘Print Index List’ option from the sub-menu in the upper part of the Insurance
Company Amendment screen. The following message is displayed:
Print in Progress
The system automatically returns to the Insurance Company Amendment screen sub menu
after the print has been completed.
Printing Address Details
1. Select the ‘Insurer Amendment’ option from the Maintenance menu. Then select the ‘Print
Address Details’ option from the sub-menu in the upper part of the Insurance Company
Amendment screen.
2. Enter a company code and office code in the available fields to print details of an individual
company.
Alternatively, enter a company code and press RETURN in the Office code field to print all
records for the company.
Alternatively, press the DOWN ARROW key in the Company code field and press RETURN
in the Office code field to print all company addresses stored on the system.
Enter Yes" or "No" to the Exclude Suspended Insurers field to exclude suspended insurers
from the print. Leave blank and press RETURN for all records.
Using Branch Agency Numbers
Core Back-Office allows you to store agency codes for each branch on the system. You can then
print the complete list of agency codes, or use the keyword associated with each agency code in
memos to insurers.
Using Branch Agency Amendment Functions
All the procedures associated with branch agency amendment are accessible from the Insurance
Company Amendment menu.
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1. Select the ‘Insurer Amendment’ option from the Maintenance menu to display the Insurance
2. Select the ‘Branch Agency Amendment’ option. The Branch Agency Amendment menu is
displayed:
Creating/Amending Branch Agency Codes
1. Select the ‘Create/Amend Agency Code’ option from the Branch Agency Amendment menu.
The next screen is displayed.
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Company Code
Enter the Insurance Company code with which the
agency is to be associated. Click on the drop-down list
for a list of all insurance company codes on the
system.
Office
Enter the Insurer Office code with which the agency
code is to be associated. Click on the drop-down list for
a list of all insurer offices codes on the system.
Agency Code
Enter the branch agency code for the insurer and office
you have already specified. You can enter free text of
up to 20 characters.
3.
Press the OK button (RETURN) to save the changes you have made and return to the
Branch Agency Amendment menu.
Amending A Branch Agency Code
1. Select the ‘Create/Amend Agency Code’ option from the Branch Agency Amendment menu.
The next screen is displayed.
Company Code
agency is associated. Click on the drop-down list for a
list of all insurance company codes on the system.
Office
code is associated. Click on the drop-down list for a list
of all insurer offices codes on the system.
Agency Code
When the cursor moves into this field, the existing
agency code will be displayed. You can make whatever
changes are necessary.
3. Press the OK button (RETURN) to save the changes to the branch agency code and return to
the Branch Agency Amendment menu.
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You cannot amend the Insurance Company and Office code with which a branch agency code is
associated.
Deleting A Branch Agency Codes
You can use this procedure to delete a Branch Agency Code:
1.
Select the ‘Delete Agency Code’ option from the Branch Agency Amendment menu. The next
Company Code
agency is associated. Click on the drop-down list for a
list of all insurance company codes on the system.
Office
code is associated. Click on the drop-down list for a list
of all insurer offices codes on the system.
Agency Code
When the cursor moves into this field, the existing
agency code will be displayed. The following warning
will also appear:
Are you sure you want to delete this? (Y/N)
3. Select “Yes” and press the OK button (RETURN). The branch agency code will be deleted
and the system returns you to the Branch Agency Amendment menu.
Print Branch Agency Codes
You can use this procedure to print Branch Agency Codes:
1. Select the ‘Insurer Amendment’ option from the Maintenance menu to display the Insurance
2. Select the ‘Branch Agency Amendment’ option. The Branch Agency Amendment menu is
displayed.
3. Select the 'Print Branch Agency Codes' option. The printer prompt is displayed:
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4. Define the printer to be used and click the OK button (RETURN).
5. Press the OK button (RETURN) again to generate the printout.
Inserting Agency Code Information In Documents
You can use the agency code keyword to insert information into a letter, memo or other document.
Use the following keyword:
YAC.code
For information on how to insert keywords in documents, see the Using Keywords section.
Ultimate Insurer
For use where the insurer recorded on the policy is not the Ultimate Insurer, for example the insurer
recorded is a specialist broker, and the ultimate insurer will be the insurer underwriting the risk.
This allows up to 10 Ultimate insurers to be shown at Policy and Transaction level.
The current Ultimate Insurers for the policy can be seen as follows:

on the Policy Level display which shows the first ultimate insurer and the number of Ultimate
Insurers set on the policy

by moving to the next page from the Policy Level display to see the list of Ultimate Insurers.
The Ultimate Insurers relating to a transaction can be seen using Enquire/Amend a Transaction if
you have chosen to work in the more complex manner described below in Option 2.
Insurer Amendment
In Insurer Amendment, an insurer can be set so that it can be used only as an Insurer or only as
Ultimate Insurer or both by setting to All. By default an insurer can be either.
Where an Insurer is set on a policy or transaction as an Ultimate Insurer, if it is subsequently
changed in Insurer Amendment to be “Insurer” specifically, it will show on the policy or transaction
with the first character of its name replaced by * (eg *von Insurance).
There are two ways of working:
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Option 1 - Flexible and variable on a case by case basis
When the Ultimate Insurer for a particular Insurer (for example a Lloyds broker) are very flexible and
in theory could differ on a case by case basis, the broker should set these up on the policy when the
policy is created, and amend them directly on the policy should they change subsequently.
For these cases they should not be set up in Commission Amendment.
Option 2 - Same Ultimate Insurers on all cases on the same Insurer/Policy
Type/Scheme
If the same Ultimate Insurer applies on all cases for an Insurer/Policy Type/Scheme, the Ultimate
Insurers should be defined using Commission Amendment. They will then be applied automatically to
transactions and policies.
Defining the Ultimate Insurers for a particular type of policy/scheme is done in Commission
Amendment (see also "Updating Transactions and Enhanced Calculations" below). Pressing the
button twice (F11 twice) brings up the screen for the first scheme. eg Standard.
Up to 10 Ultimate Insurers can be defined against the Insurer/Policy Type and Scheme (eg Standard,
Open Cover and Schemes 1 to 10).
Updating Transactions and Enhanced Calculations
When a transaction is created the 10 Ultimate Insurer fields on the transaction are filled with the
values taken from Commission Amendment, for the Insurer, Policy Type and Scheme defined on the
policy, unless nothing is defined in Commission Amendment, in which case the Ultimate Insurers on
the transaction will be empty.
There is one exception to this. This is where the transaction is created using Enhanced Calculations
(requires Scheme Toolkit) and the Ultimate Insurers have been explicitly defined using the fields
YCT.L.Ultins01 to YCT.L.Ultins10.
Creating a transaction via enhanced calculations (requires Scheme Toolkit) defaults to the Ultimate
Insurers set on the scheme being used by the policy, unless any Ultimate Insurers are specifically set
in the calculation or the field YCT.L.No.def.Ultins is set to “Yes”.
Updating The Policy
Cash Clients - when a transaction (other than a Renewal) is created (or in the case of Renewals by
Accepting a Payment) , the 10 Ultimate Insurer values from the transaction (if any are recorded) are
copied to the policy fields so that the policy contains the latest ultimate insurer values for the policy.
Invoice clients - when a transaction is invoiced, the 10 Ultimate Insurer values from the transaction
(if any are recorded) are copied to the policy fields so that the policy contains the latest ultimate
insurer values for the policy.
Fields:
Policy
BPY.Ultins01 to BPY.Ultins10
Transaction
BTX.Ultins01 to BTX.Ultins10
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All references to EOL Insurer (i.e. in calculations and/or documents) should be changed to Ultimate
Insurer to take full advantage of this feature.
Changing Insurers On Policies
You can change insurer names on Policy Level policies following, for example, a change of insurer
name or the need to combine one or more insurers on your system. This allows you to specify an
insurer name that you want to change, and an insurer name to which you want to change to. All
policies with the initial insurer are changed to the new insurer. Changing an insurer name across all
Policy Level policies is irreversible and is only available depending on the Broker Amendment
setting.
You must have sole access to the system before changing insurer names.
Using this option will affect anything that is outstanding, ie transactions. It is recommended that you
settle any outstanding accounts before running this option as this will affect your reconciliation.
To change an Insurer name across the system refer to the section Amending A Company
Name/Code.
To change insurer names:
1. Select the ‘Change Insurer on Policies’ option from the Client Records & Accounts menu. The
Change Insurer on Policies screen is displayed.
2. Complete the following fields on the Change Insurer on Policies screen:
Old Insurer Name
Enter the name of the insurer for which you want to
change all Policy Level policies. Click on the dropdown list for a full list of insurers.
New Insurer Name
Enter the name of the new insurer to which you want to
change all Policy Level policies. Click on the drop-
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down list for a full list of insurers.
Report
Enter “Yes” to print a report of all the changed policy
records, otherwise enter “No”.
Update
Enter “Yes” to make the changes to the Policy Level
policies. In order to update insurers the ‘Allow
Amendment of Insurer’ option must be set to “Yes” on
the Other 2 screen, otherwise the following message
will be displayed:
Update not allowed unless Allow
Amendment of Insurer broker option
set to Yes
Enter “No” to update and you request a report but the
changes are not made. The report is printed listing the
policies to which the changes would apply.
3. Press the OK button (RETURN) when you have completed this screen to change the insurer
on the Policy Level policies and print a report, if requested.
4. Press the Cancel button (ESC ESC) to return to the Client Records & Accounts menu.
The old insurer name will continue to feature on the Income Analysis Report for old items,
therefore, do not delete the insurer until after your next financial year end.
The default method upon which commission transfer is to be based, can be set on the Accounts 3
screen in the Broker Amendment. You can select from “Receipt”, Receipt and Settlement” or
"Settlement to EOL".
The system holds tables of commission rates which you enter for each policy type with each
insurance company. You can enter up to 12 commission types and give each a description. The
commission types, with the descriptions, are then available:

When you ‘Save to Core Back-Office’ from a quotation product

When you create a new Policy Level policy
If you enter commission rates using these tables, the system calculates and reports the correct
amount of commission for that policy with that insurance company.
Enter rates for new business and renewal transactions. If non-renewable policies are used (e.g.
travel) then you only need record the new business rate.
On any policy type with any insurance company, you may specify rates for up to thirteen commission
types. There is a Commission Type field on the Policy Level which accepts one of the following
thirteen options:
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Commission rates can be overridden on each Policy Level.
Open Cover/Bordereaux/Delegated Authority
If you enter commission rates as Standard or Scheme 1 to 10, they are included in the general
account at reconciliation. If you require a separate remittance advice, enter them under open cover
and record the response open cover against the commission type on a client’s Policy Level record.
An alternative method to keep open cover items completely separate from general account items, is
to create records for another insurance company. By using this method, you can enter the
OC (Open Cover) commission rates as Standard on Commission Amendment. For example:

Aviva
=

Aviva (OC)
=
Aviva General account
Aviva Open Cover account
If you use this method for open cover policies, leave the Commission Type field on Policy Level
blank, and specify the correct insurance company (Aviva Open Cover).
At reconciliation, both companies are settled separately with the system providing a remittance
advice for each company.
Split Commission
The system recognises that some policies may have split commission rates. For example:
Premium
Commission Rates
£100
£100 x 17.50% = £17.50
£150
(£100 x 17.50%) + (£50 x 15%) = £25.00
£1500
(£100 x 17.50%) + (£900 x 15%) + (£500 x
10%) = £202.50
You would enter this in the Commission Amendment screen as follows:
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Standard
New Business
Renewal
17.50%
17.50%
Open Cover
Scheme 1 -10
Premium
Commission
Split 1
100
15
Split 2
1000
10
Variable Commission Rates
Where policies do not have a set commission rate, you cannot enter a percentage. If you know the
commission amount for that policy, you can enter it on the Policy Level using the ESC Q menu or
obtain it from the insurer’s statement and enter it at the time of reconciliation.
In cases where you amend a commission amount, the system automatically updates both the
insurer’s and client ledgers.
All commission adjustments are printed on the cash daybook and journal.
Guaranteeing Brokers
For example, a Lloyd’s policy is issued by the broker, but the policy is ‘guaranteed’ by a Lloyd’s
broker who subsequently receives a percentage of the commission.
Please note the following points in relation to guaranteeing brokers:

If payment is made to the insurer by the broker, then payment to the ‘guaranteeing’ broker is
done manually and is not recorded on the system. This should be recorded in a Nominal Ledger
manually.

If payment is made to the ‘guaranteeing’ broker, set up the ‘guaranteeing’ broker as an insurance
company with the commission rate being the nett brokerage retained by the issuing broker.
You must enter all known commission rates on the system prior to their ‘live’ date.
Always remember to enter commission rates if a new agency is obtained or if you enter new policy
types.
If you amend a commission rate, all previous accounts will have been calculated at the old rate.
If commission has not been calculated on an account, check that the commission rates have been
entered for that policy with that insurance company.
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Commission Rates
The Commission Amendment Option
When you select the 'Commission Amendment' option from the Maintenance menu, the following
options are displayed:

Amend Commission Rates

Transfer Commission Rates
Entering Commission Rates
1. Select the ‘Commission Amendment’ option from the Maintenance menu.
2. Select the 'Amend Commission Rates' option and the initial Commission Amendment
screen is displayed:
It has the following fields:
Insurance Company
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Select the insurance company you require from the
drop down list. The list of all insurers on the system is in
alphabetical order.
Policy Type
Enter the required policy type code, for example PC for
Private Car by clicking on the
button. You can enter
a number of different policy types for each insurer.
3. Press RETURN or click the OK button and a list of any commission details records is
displayed:
Press F5 and F6 to list the insurer commission details for the next or previous policy type for
the selected insurer with at least one insurer commission details record. This allows you to
easily review all existing commission details for an insurer.
If There Are No Existing Records For The Policy Type
If there are no existing records for the policy type, the following message is displayed:
4. Click the Yes button to create an Commission Details record, otherwise click No.
The Commission Amendment Menu
From the list of commission details records, right click on an entry to display the Commission
Amendment menu, with the following options:
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
Amend/Display - see the Amending Commission Rates page

Create - If there is at least one existing record, the following message is displayed:
Base the new record on the most recent information held?
Yes/No
Select one of the following:


If you click No then all fields will be empty on the Commission Amendment screen and
can be entered as required.

If you click Yes, fields on the Commission Amendment screen will be pre-filled with the
values from the latest record and can be changed as required. The Changes Effective
field must be different from the date on any of the existing records.
Delete - if the Changes Effective field of the record is earlier than the current system date, but
not more than a year earlier than the current system date, you will be warned that Mid Term
Adjustments may need the commission rates from this record. Select Yes to confirm that the
deletion.
Creating / Amending Commission Rates
Creating Commission Rates
Commission Details records can be created when:

Pressing the OK button (RETURN) when there are no existing records for the policy type. A
message is displayed with the option to create a new commission record.

Right clicking the mouse on an entry from the list of commission details records to display the
Commission Amendment menu and the 'Create' option.

Pressing Add to base the new record on the most recent information held.

Highlighting a commission record to base the new information on and clicking the Add button to
create a new record with this information
The Commission Amendment screen has the following fields:
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Insurance Company
Displays the Insurance Company.
Policy Type
Displays the Policy Type.
Changes Effective
Enter a date in the format DD/MM/YYYY.
This is a mandatory field.
Where there are no existing records, the Change Effective
field is empty and cannot be altered and the Reason: field
is pre-filled with "Set up". This can be amended if required.
You cannot retrospectively change the effective date.
Instead, you will need to create a new Commission record.
See the Increasing / Decreasing Commission Rates By
Effective Date section below.
Reason:
Enter up to 30 characters. Must be entered
Act as Agent
Select “Yes” or "No" from the drop down list.
Year of Account
Enter the Year of Account in the format DD/MM.
Once this has been added to Commission Amendment any
transactions created for this insurer/policy type combination
will populate the field BTX.YOA with a year, depending
upon whether it falls before or after the day and month
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entered in Commission Amendment. This could be the day
and month of the broker's year end, or it could be the year
end date of that particular insurer/policy type combination.
For instance if the year of account is 5th March as above, a
transaction created with effect from the 1st February 2008
would put 2007 in the Year of account field on the
transaction, but a transaction with an effective date of
01/08/2008, would be 2008.
This in turn means that when you generate an Insurer
Reconciliation, the reports are split by year of account, with
a new page for each appropriate year. In the year you
switch this function on, you may get 3 pages for one insurer
eg. Blank, 2007 & 2008.
If you switch the feature off (by amending the commission
amendment record and blanking out the fields), the year of
account field does not clear on existing records. It is a
transaction creation field, so the insurer reconciliation split
reports will continue to occur for a period of time until all
affected records are settled.
Any commission types you have already set up will now be displayed.
To add or amend commission types:
1. Use the TAB key to move to the next available scheme and enter information in the following
fields:
Description
Enter a description of up to 30 characters to identify the
purpose of the commission type.
New Business
Enter a commission percentage to apply for this policy type
at New Business.
Renewal
Enter a commission percentage to apply for this policy type
at Renewal.
Split 1
Enter the Premium and/or Commission rate.
Split 2
Enter the Premium and/or Commission rate.
The commission rate percentages must be in the range of 0 – 100%.
2. Repeat step 1 for as many schemes as you want to define The following fields are then
accessed:
Commission Transfer Commission
Calculation Method
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From the drop down list, select from:

Receipt

Receipt and Settlement

Settlement to EOL
3. Press F11 or use the Arrow buttons if you want to enter the insurer fee for each scheme as a
flat rate for NB (NB/TNB), RNL and MTA (END/ADJ/CAN).
4. Press F11 or use the Arrow buttons if you want to access the Risk Transfer Details screens
and define whether risk transfer applies to a transaction.
5. Click the OK button to save, otherwise press ESC ESC or click the Cancel button when you
have finished defining schemes to return to the Commission Amendment screen, then
press ESC ESC or click Exit to return to the Maintenance menu.
To obtain a print out of all commission rates, for all policy types for the insurance company
selected, press F7. You would normally do this after all policy types had been entered. See
the Printing Commission Rates section.
When you are ready to enter details for the next insurance company, click the Add button.
When you have finished entering commission rates for all insurance companies, press ESC
ESC or click the Exit button to return to the Maintenance menu.
Commission percentages for combined policies may vary, depending on the risks covered.
Where variations exist, leave the Commission Rate field blank and enter the commission
amount when reconciling the relevant insurance company account. Alternatively, prior to
reconciliation, the commission amount may be entered on an individual transaction using the
‘Amend a Transaction’ option from the Accounts menu.
Amending Commission Rates
When the 'Amend' option is selected from the Commission Amendment menu, the Insurance
Company, Policy Type and Changes Effective fields cannot be amended.
Increasing / Decreasing Commission Rates By Effective Date
If you want to increase or decrease rates for New Business and Renewal Transactions from a
specific date then a new commission record will need to be created.
1. Select the 'Commission Amendment' option. the initial Commission Amendment screen is
displayed.
2. Enter the insurance company or click the ellipsis button for a drop-down list.
3. Enter the required policy type. For example, PC for private car or click the ellipsis button for a
drop-down list.
4. Highlight the commission record to base the new information on and click the Add button
(ESC 1). The following message appears:
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5. Click the Yes button to create the commission details record based on the highlighted record
or click the No button to create a blank record.
Entering the Insurer Fees
This second Commission Amendment screen allows you to enter the insurer fee for each scheme
as a flat rate for NB (NB/TNB), RNL and MTA (END/ADJ/CAN).
Insurance Company
Displays the Insurance Company
Policy Type
Apply Commission and Insurer
Fees Based on

Latest Inception/Renewal Date

Transaction Effective Date
NB
Enter a number in the format 99999.99
RNL
MTA or CAN
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IPT Paid On
Optional field. From the drop down list select from "Yes" or
"No" to specify whether tax is to be paid on Insurer Fees for
each Commission Scheme.
Comm Fee
Optional field. From the drop down list select from "Yes" or
"No" to specify whether commission is to be paid on Insurer
Fees for each Commission Scheme.
Press F10 or use the Arrow buttons to go back to the previous page - the first Commission
Amendment screen or press the F11 and use the Arrow button to move to the Commission
Amendment screen 3 - Entering Risk Transfer Details screen.
Alternatively, click OK button to save and exit.
Entering Risk Transfer Details
This screen within Commission Amendment allows you to define whether Risk Transfer applies to a
transaction.
Individual transactions can hold an indicator as to how receipts are to be treated.
The default for Treatment Of Receipts can be specified on the screen below in Commission
Amendment in the Prompt field at scheme level and in Insurer Amendment.
When a transaction is being created how receipts are handled can be entered. Whether the prompt
appears is determined by the Prompt setting in Commission Amendment. It can also be set when
transactions are created using enhanced calculations (Scheme Toolkit), and is shown on the
transaction details in Enquire/Amend a Transaction. A default value will be taken from the scheme as
set in Commission Amendment or the Insurer if none is set for the scheme.
The Client Money/Client Balance Report can be run for Client Money, Risk Transfer, or All Money.
The default for this can now be specified in Regulation Module Control on the Other 1 screen. In
determining whether a transaction is reported as Risk Transfer or Client Money will be taken from the
transaction where this is set, or from the Insurer if no value is held on the transaction.
The screens for each scheme will be accessed by pressing F11 from the first Commission
Amendment screen and moving through the schemes in the following order:

Standard

Open Cover

Scheme 1 to Scheme 10
Press F10 to return to the previous screens.
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Insurance Company
Displays the Insurance Company
Policy Type
Scheme
Displays the scheme.
Standard
Enter up to 30 characters
Risk Transfer
Press F1 or click on the drop down list and select from:
Prompt
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
Client Money

Risk Transfer
When a transaction is being created how receipts are
handled can be determined by this prompt. Press F1 and
select from:

Mandatory - the prompt will appear and cannot be
left blank when amending a transaction

Never - the prompt will not appear,

Optional - the prompt will appear but need not be
completed
Ultimate Insurers
Up to 10 Ultimate Insurers can be entered.
Press F1 or the
button to display a list of insurers.
Use the ARROWS buttons (F10 and F11) to move through the three Commission Amendment
screens or click the OK button to save and exit.
Finding The Correct Insurer Commission Record
To determine which Insurer Commission record holds the Commission rate/Insurer Fees that apply to
a specific transaction:
1. Find the most recent Insurer Commission record for the Insurer/Policy Type of the transaction
where the transaction effective date is the same as or later than the ‘Change Effective’ field
on the Insurer Commission record.
2. Depending on whether you are dealing with a new business or mid term adjustment
transaction, complete one of the following:

If dealing with a new business transaction (including transferred new business) or a
renewal transaction, the relevant insurer fee and commission rate are taken from this
insurer commission record.

If dealing with a mid term adjustment transaction (endorsement, adjustment or
cancellation), the relevant insurer fee and commission rate are taken from this insurer
commission record if the ‘Apply commission and Insurer fees based on’ option is blank or
is set to "Transaction Effective Date". However, if the ‘Apply commission and Insurer
fees based on’ option is set to "Latest Inception/Renewal Date", establish the latest
inception/renewal date for the policy and then take the insurer fee and commission rate
from the most recent Insurer Commission record for the Insurer/Policy Type of the
transaction where the latest inception/renewal date is the same as or later than the
Change Effective field on the Insurer Commission record.
Example:
Below is an explanation of the commission rate and insurer fees that will be applied based on the
setting of the 'Apply commission and Insurer fees based on' option.
In the example below, the following commission rate records have been created in Commission
Amendment. The first of which is effective from 01/01/2012 (set up), the second from 01/05/2012,
and the third from 01/11/2012.
Commission Rates
Insurer Fees
Change
Effective From
Rate NB
Rate RNL
NB
RNL
MTA or CAN
1) 01/01/2012
10.0000%
(set up)
30.0000%
10.00
5.00
7.50
2)
26.0000%
15.00
10.00
12.50
01/05/2012 25.0000%
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3)
01/11/2012 20.0000%
50.0000%
20.00
15.00
10.00
Created transactions with the 'Apply commission and Insurer fees based on' option
in Commission Amendment set to Latest Inception/Renewal Date
Transaction Effective
Date
Transaction Type
Commission Rate
Applied
Insurer Fee Applied
02/01/2012
New Business
10%
10.00
01/04/2012
Endorsement
30%
7.50
01/07/2012
Endorsement
30%
7.50
02/01/2013
Renewal
50%
15.00
01/03/2013
Endorsement
50%
10.00
Created transactions with the 'Apply commission and Insurer fees based on' option
in Commission Amendment set to Transaction Effective Date or left Blank
Transaction Effective
Date
Transaction Type
Commission Rate
Applied
Insurer Fee Applied
02/01/2012
New Business
10%
10.00
01/04/2012
Endorsement
30%
7.50
01/07/2012
Endorsement
26%
12.50
02/01/2013
Renewal
50%
15.00
01/03/2013
Endorsement
50%
10.00
Therefore using the 'Latest Inception/Renewal Date' option will look at the most recent New
Business/Renewal transaction and base the commission rate on the effective date of this transaction.
The 'Transaction Effective Date' option will base the commission rate on the effective date of the
transaction being created - it will not check the date of the last annual transaction.
Locate Bookmark
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Override the values taken from the Insurer Commission record for a
specific transaction
The transaction creation processing will establish the insurer fee for the transaction. The insurer fee
and processing flags obtained from the Insurer Commission record will be stored on the transaction
ledger record.
There are settings in the Broker Amendment Accounts 4 screen to allow user input during transaction
creation.
If user input is allowed, it will be possible to override the values obtained prior to calculating IPT or
commission.
When amending a transaction, the user will be allowed to update the insurer fee and processing
flags.
Changing the Insurer fee and/or whether IPT is payable on the insurer fee will give the option to
recalculate IPT but commission will not be recalculated.
During Insurer Reconciliation, the user will be allowed to update the insurer fee.
Updating the insurer fee will not cause IPT or commission to be recalculated.
Printing Commission Rates
You can print commission rates for each insurer individually or for all insurers as detailed below.
Print Commission Rates For Each Insurer Individually
1. Select the 'Commission Amendment' option from the Maintenance menu.
2. Select the 'Amend Commission Rates' option. The following is displayed:
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3. From the Insurance Company field, click on the
button.
4. Select the required insurer from the list.
5. Press F7 to print commission rates. The following is displayed:
6. Select one of the following:

Select the This button to obtain the print out for the insurance company displayed, or

Select the All button to obtain the print out for all insurance companies on the system. If
you request all insurers commission rates, each insurer is displayed on its own page

Select the Cancel button to abandon the print and return to previous screen
Press F3 to abandon the print, if required.
Print Commission Rates For All insurers
1. Select the 'Commission Amendment' option from the Maintenance menu.
2. Select the 'Amend Commission Rates' option. The following is displayed:
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3.
If you press F7 at the Commission Amendment screen when no insurance company has
been entered, the following message is displayed:
4. Select one of the following:

Select the All button to obtain the print out for all insurance companies on the system. If
you request all insurers commission rates, each insurer is displayed on its own page

Selecting the This button here will display the message: No Insurer specified, cannot
print

Select the Cancel button to abandon the print and return to previous screen
Press F3 to abandon the print, if required.
Locate Bookmark
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Core Back-Office 1
Transfer Commission Rates
This allows you to copy commission tables between branches.
1. Select the ‘Commission Amendment’ option from the Maintenance menu.
2. Select the 'Transfer Commission Rates' option and the following screen is displayed:
Transfer Commission Rates for
All Insurers
Enter "Yes" to transfer commission rates between
branches for all insurers, otherwise enter "No" to define
a single insurer.
Enter Insurer
If you have entered "No" to the 'Transfer Commission
Rates for All Insurers' option, you can copy commission
rates between branches for an individual insurer.
Enter Policy Type
If you have entered "No" to the 'Transfer Commission
Rates for All Insurers' option, you can copy commission
rates between branches for the specific policy type of
an individual insurer.
Enter Target Branch
Enter the target branch number.
3. Click the OK button (RETURN) . If rates already exist, the following is displayed:
4. Click the Yes button to continue with the transfer, otherwise click No.
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The system contains a list of policy types. For each policy type there is a policy code and a
description. Whenever you need to enter a policy type on the system, enter the code and the
description is displayed.
For example, if you enter PC on a client’s Policy Level, the system looks at the list of policy types and
finds the description, Private Car. You can now print this policy type description on any
correspondence etc. relating to that type of policy.
When Core Back-Office is first delivered it already has common policy types and their relevant codes
created. You can print out this list to amend it to reflect those policy types dealt with by your office.
You can also display this list on screen if required.
1. Select the ‘Client Policy Details’ option from the Client Records & Accounts menu.
2. From the
menu, select the 'Display Policy Types' option (ESC 6) to show the
policy type codes and their descriptions. You can add any policy type descriptions and codes
to the list. The policy type code must meet the following criteria:

The code must have two characters

The code must be unique
For example, a policy type ‘Hoteliers’ could have a code HT. A policy type ‘Pub Plus’ could
have the code PP.
In most cases the existing policy types have a relevant Risk Level policy detail page i.e.
module. When creating any policy type you can select up to forty modules to display
automatically for completion. For example:
Policy Code
TC
Description
Traders Combined
Modules used
PK FP TH EL BP EN BR PL BU CL MD
Register Sequence
Creating specific policy types has the following advantages:

You can enter commission rates for that particularly policy with the various insurers. For
example:
Hoteliers
25%
Office Combined
20%

You can send out correspondence which specifies that particular policy type, rather than to quote
‘Package’ or ‘Miscellaneous’ as the type of policy.

You can produce analysis reports broken down by policy type showing totals for specific policy
types.
If extra policy types are added, remember to enter the applicable commission rates using
Commission Amendment.
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Core Back-Office 1
Creating A New Policy Type (Policy Type Amendment)
1. Select the ‘Policy Type Amendment’ option from the Maintenance menu. The following Policy
Type Amendment screen will be displayed:
The keywords for this screen are detailed in the Core Back-Office Frames and Keywords
guide on the Policy Description (BPD) page.
Before creating a new policy type, we recommend that you take a print out of the ones
already held on the system. To do this, ensure the printer is switched on, is on-line and is
loaded with the correct stationery. Press F7 to generate the listing.
Policy Code
To create a new policy type, press the Add button
(ESC 1). Enter a unique two character code for the
policy type, for example PC or click the
button for a
list of policy types.
The first character must be a letter and the second character can be alphanumeric.
Description
Enter the policy description, as you want it to appear
on correspondence. Do not type the word ‘Policy’.
Long Description
Enter a more detailed policy description, in addition to
the Description field, if required.
Text entered in this field will not appear in correspondence where bpd.description is currently
specified. You can include this text in correspondence, however, using the bpd.long.desc
keyword.
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Regulation Product - Complaint
This field is used if you have the Regulation Module
software loaded. Click on the drop-down list to make a
selection.
- Sales Data
selection.
Product/Service
This relates to the new Regulation Module Complaints
Report. Click on the drop-down list to make a selection.
Customer Classification
selection from:
Allow Override
Quote Engine

Commercial

Consumer
selection from:

No

Yes
This field specifies the default quotation product to
associated with the policy type, which can be called
from with Core Back-Office or Advanced Prospect
Management via the keystroke ESC X.
ESC X no longer automatically calls OASys
Commercial. It calls the quotation product specified for
the current policy type in Policy Type Amendment.
For further information, refer to the Same Keystroke
and Common Policy Type page.

None

Motor

Bike

Truck

Home

OASys Commercial

Open Trader
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Core Back-Office 1
Quote in APM
This option is used to determine whether the Quote
Engine associated with the policy type is called by
Advanced Prospect Management to create the quote.
Click on the drop-down list to select from:

"Always" - no prompt is displayed

"Normally Not" - the operator will be prompted for
each new quote (with a default set to ‘No’).

"Usually Yes" - the operator will be prompted for
each new quote (with a default set to ‘Yes’).
If not set, the default will be "Always".
If the quote engine is used for new Advanced Prospect
Management quotes then the risk details will be the
frames created by the quote engine. If the quote
engine is not used, then risk details will be the frames
specified for the Policy Type being quoted (as entered
in the Modules Used field.
Client Fact Find
Refer to the Client Fact Find guide.
Client Fact Find Form
Refer to the Client Fact Find guide.
Modules used
Enter the modules required or click on the
button.
For example, if you are creating a two/three car policy
enter XX PC PC PC. You can enter up to forty modules
for each policy type.
The use of modules is explained in the Modules And
Registers chapter.
Any gaps or blank fields left between named modules will be removed automatically.
Status
From the drop-down list, select from “Active” or
“Suspended” for the policy type.
ABI Code
This field is used if you have the Premium Finance
selection.
Register Sequence
When you print a Client Schedule/Register of
Insurance, the sequence of policies is in alphabetical
order of policy code unless the Register Sequence
field of this screen is completed. To fill in these
numbers, sub-divide the policies into groups, list the
policy types in each group and then apply numbers to
them.
The numbering depends on your type of business and
the style you want to adopt. The policies are numbered
in tens so that you can include additional policy types
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later.
Please refer to the Register Sequence Examples page
for examples of register sequence numbers.
Add-On Policy
From the drop-down list, select “Yes” to mark a policy
as being an Add-on policy, otherwise select "No".
Authorisation
Enter an authorisation code that is needed by an
operator to access the particular policy type and any
relevant Risk Level policy detail pages i.e. modules.
Add-on Marketplace Product
Refer to the Policy Type Amendment page in the Addon Marketplace guide.
2. Press the OK button (RETURN) when you have completed entering details of the new policy
type. You are returned to the first field of this screen to enter as many policy types as you
require.
After adding new policy types, it is recommended that you obtain an updated print out of the
policy types for reference.
If extra policy types are added, remember to enter the applicable commission rates using the
‘Commission Amendment’ option.
3. If required, press F11 to move to the second Policy Type Amendment screen which is used
to enter charges and charge codes.
Register Sequence Examples
The table below shows examples of register sequence numbers:
Group
Policy Type
Register Sequence
GENERAL
FS
10
FP
20
SL
30
TH
40
MY
50
GL
60
CW
70
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AR
80
CP
90
HC
100
LE
110
TV
120
GOODS IN TRANSIT
GT
200
MOTOR
FL
300
CV
310
PC
320
MT
330
MC
340
MV
350
AG
400
LV
410
HO
420
EL
500
PL
510
PI
520
PR
530
EN
600
EB
610
AGRICULTURAL
LIABILITY
ENGINEERS
180
HOTELIERS
HT
700
SHOPKEEPERS
SC
800
PERSONAL
XX
990
Creating Charges and Charge Codes (Policy Type Amendment)
Charges applied to transactions (set in Broker Amendment – Accounts 2 page) can now be a
percentage of the transaction amount if desired, or left as a flat fee.
Policy Type Amendment include almost all the fields included in Broker Amendment for use against
each policy type.
These charges will be the master charges and charge codes and will override any charges or charge
codes for a particular transaction type set in Broker Amendment Accounts 2 screen.
A page of charges and charge codes can set on Policy Type Amendment, as detailed below:
1. Select the ‘Policy Type Amendment’ option from the Maintenance menu. The following Policy
Type Amendment screen is displayed.
2. Press the
button (F11) to move to the second screen:
The keywords for this screen are detailed in the Core Back-Office Frames and Keywords
guide on the Policy Description (BPD) page.
Policy Type
Select a policy type and click the Update button (F2)
Charge Type
Enter blank or a percentage.
Use this drop down-list field to store a value against
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each transaction type to show if the charge is a
percentage of the premium (indicated by %) or a flat
fee (left blank).
Amount or %
Enter a value.
Charge Code
Select a charge code.
Min Charge if % of Premium
Enter a minimum charge.
When a charge is a percentage of the premium and the
premium is negative, the charge will not be negative.
The charge will be inverted to be positive i.e. for a
premium of -300 with a 10% charge; the charge will be
£30.
In cases where the charge is a percentage of the
premium, a minimum charge can be set within Broker
Amendment and Policy Type Amendment and used
should the calculated charge fall too low. For example:
5% charge of £89 premium is £4.45. If you Broker
wanted a minimum charge of £10, the charge will
automatically change to reflect the minimum.
As with all values relating to charges and codes, Policy
Type Amendment will be the master and override any
default set within the Broker Amendment Accounts 2
screen..
Amending An Existing Policy Type (Policy Type Amendment)
You cannot amend/alter the policy type codes.
You can alter the description, frame type, register sequence or status. For example, the status field
can be set to "Active" or "Suspended".
To amend an existing policy type, follow the procedure below:
1. Select the ‘Policy Type Amendment’ option from the Maintenance menu. The Policy Type
Amendment screen is displayed.
Before amending policy types, it is recommended that you print details of the ones already
held. To do this, ensure the printer is switched on, is on-line and is loaded with the correct
stationery. Press the Print button (F7) to generate the listing.
2. Enter an existing policy code that you want to amend and press the Find button (RETURN).
The system displays the policy type code, description, modules used and register sequence.
Field descriptions are given in the Creating A New Policy Type section.
3. Press the Update button (F2) and amend the existing details. Press the OK button
(RETURN) when you have completed your amendments. Alter as many policy types as you
require.
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4. After making your amendments, press the Print button (F7) to obtain an up to date print out of
the policy type descriptions and codes.
Deleting An Existing Policy Type (Policy Type Amendment)
Never delete a policy type code and description if you are uncertain as to whether or not it has been
used on any client’s record. Use the ‘Database Enquiry’ option, to check.
1. Select the ‘Policy Type Amendment’ option from the Maintenance menu. The Policy Type
Amendment screen is displayed.
Before deleting policy types, it is recommended that you print details of the ones already held.
To do this, ensure the printer is switched on, is on-line and is loaded with the correct
stationery. Press the Print button (F7) to generate the listing.
2. Enter an existing policy code that you want to delete and press the Find button (RETURN).
The system displays the policy type code, description, modules used and register sequence.
Field descriptions are given in the Creating A New Policy Type section.
3. Press ESC 2. The following is displayed:
4. Select "Yes" and the policy type code and description disappear from your screen.
5. Remove as many policy types as required using the ESC 2 command.
6. Press the Print button (F7) to obtain an up to date print out of the policy type descriptions and
codes after making your amendments.
Same Keystroke and Common Policy Type
It is no longer necessary to remember the different key strokes in Core Back-Office (for example
ESC H) to start up the various Quote Engines. All can now be started using ESC X or clicking on the
Quote button on the Client and Policy screens.
It is possible to identify which Quote Engine applies to each policy type in Policy Type Amendment.
The Quote Engine field is used to maintain the association between policy types and quote engines.
The Quote Engine field specifies the default quotation product to associate with the policy type,
which can be called from with Core Back-Office or Advanced Prospect Management via the
keystroke ESC X.
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At the Client Level, or on a policy where a quotation product association has not been set for the
policy type, a menu of available quotation products is displayed. Open Trader is not displayed on this
list as it is not possible to create these policies in Core Back-Office.
ESC X in Core Back-Office can be used to call whichever quote product is associated with the policy
type.
On every Core Back-Office or Advanced Prospect Management screen where the quote products
can be called, you can use the ESC X keystroke to call the quote product appropriate to the policy
type. If there is no associated policy type because the display is at client level, then you will be
prompted to select the desired Quote Engine, as shown below:
The other quote keystrokes (ESC H etc) will still work as at present.
Scheme Cross Referencing
Use this option to provide a cross reference between the quotation products eg MotorWriter and
Core Back-Office. When transferring a quote to Core Back-Office, the insurer specified in the
quotation is checked against those used in Core Back-Office and the relevant insurer and scheme
selected.
Creating A Cross-Reference
1. Select the ‘Scheme Cross-Referencing’ option from the Maintenance menu. The Scheme
Cross-Referencing screen is displayed:
184
2. Press the Add button (ESC 1) to create a new scheme cross-reference.
Scheme Code
Enter the quotation product insurer code, eg CLPC.
Product Type
From the drop-down list select the quotation product
type, eg MotorWriter.
It is possible to leave this field blank, in which case these settings will apply when you save
policies for all products. This means that the system will default to the policy type you define
below, regardless of the type of quotation. You would then be able to overwrite the policy type
at the Save to Core Back-Office screen.
Insurer Name
From the drop-down list select the insurer.
Policy Type
Enter the two-character policy type to be associated
with the selected scheme or click the button and
select from the list.
The policy type will be automatically entered if the product type is selected.
Commission Type
From the drop-down list, select the commission type to
be associated with the selected scheme. The
description for the selected commission type is then
displayed.
The commission type and its description are defined by what is entered on the Commission
Amendment screen. See the Commission Amendment section for further details.
4. Press the OK button (RETURN) when you have finished entering information in this screen to
save your changes.
5. Press the Cancel button (ESC ESC) to return to the Maintenance menu. The policy and
commission types you have selected will now be applied to any policies of the selected type
when transferred to Core Back-Office.
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Core Back-Office 1
Deleting A Cross-Reference
Cross-Referencing screen is displayed.
2. Enter the code of the scheme you want to delete in the Scheme Code field. The scheme
name, insurer, policy type and commission type details are displayed.
3.
Check that this is the cross reference you want to delete and press ESC 2 to delete it.
Updating A Cross-Reference
Cross-Referencing screen is displayed.
2. Enter the code of the scheme you want to update in the Scheme Code field and press F2.
3. Amend the details set up as required and press RETURN to save the amended details.
Printing All Cross-References
1. Ensure that your printer is switched on and loaded with the correct stationery.
Cross-Referencing screen is displayed
3. Press F7 to print a list of all scheme cross-references.
Executive Amendment
The system can hold a list of executive names. This takes the form of a code and name for each
executive. When you record an executive against an individual policy or diary entry, you only need
complete the executive code, rather than the full name. This keeps input to a minimum.
We recommended that executive codes are created as numbers not letters. If the executives leave
you can then amend the name, e.g. 0001 for John Smith could become 0001 for David Jones. Since
it is not possible to change the code, you can only do this if the codes are numbers rather than
initials.
Current contact details can be displayed for Executive by pressing the Contact Details button (ESC
8) key from the Client level, Policy level, Memos and Claims Details screens. On the Memo and
Claims Details screens, ESC 8 is available during update mode, in case the Broker option for the
Diary “Enquire/Amend Default” is set to "Amend".
Control - Authorisation Codes 2 screen to restrict access to the Contact Details button (ESC 8)
functionality.
details.
186
When Core Back-Office is first installed, no executives are stored. You must create them in order to
produce the following reports by executive:

Diary Action List

Overdue Papers List

Overdue Transactions List

Cover Note Expiry List

Period Renewals List

Aged Debtors List

Small Debts Report

Receipts by Executive
By using the ‘Executive Amendment’ option, any correspondence can show the executives name
and/or code. You can also print registers and letters for selected executives.
Creating A New Executive
1. Select the ‘Executive Amendment’ option from the Maintenance menu. The Executive
Amendment screen is displayed:
Before creating a new executive code, it is recommended that you take a print out of the ones
already held on the system. To do this, ensure the printer is switched on, is on-line and is
loaded with the correct stationery. Press the Print button (F7) to generate the listing.
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Code
To create a new executive code, press the Add button
(ESC 1). Enter a four numbered code for the executive,
for example, 0077.
Name
Enter the name as you want it to be shown on any
correspondence, for example, John Smith.
Extended Name
Job Title
Enter the job title of the executive.
Extended Job Title
Email
Enter the executive’s email address.
Department
Enter the department of the executive.
Extended Department
Home Tel No.
Enter the home telephone number of the executive.
Mobile Tel No.
Enter the mobile phone number of the executive.
Work Tel No.
Enter the work telephone number of the executive.
Status
Enter “Active” or “Suspended” for the selected
executive.
Notes
Enter any notes on the 2 lines available.
2. Click the OK button (RETURN) to save.
3. Create as many executive codes as you require using this same screen.
The following message may be displayed in the lower left-hand corner of the screen: Record
Already Exists
Ensure the code is unique. Neither the code nor the description will be saved on the system.
Either amend the code and description or press the Exit button (ESC ESC) to leave the
screen. If you leave the screen, re-enter it to obtain an up to date printout of the executives.
Use this to ensure your executive code is unique.
Amending An Existing Executive
1.
188
Select the ‘Executive Amendment’ option from the Maintenance menu. The Executive
Before amending an existing executive code, it is recommended that you take a print out of the
ones already held on the system. To do this, ensure the printer is switched on, is on-line and is
loaded with the correct stationery. Press the Print button (F7) to generate the listing.
2. Enter an existing executive code that you want to amend and press the Find button
(RETURN). The system displays the name.
3. Press the Update button (F2) and amend the existing name. Press the OK button (RETURN)
when you have completed your amendments. Alter as many executives as required.
4. Press the Print button (F7) to obtain an up to date print out of the executive codes and names
after making your amendments.
Deleting An Existing Executive (Suspend/Reinstate Executive)
Existing executives cannot be deleted. Set the Status field to "Suspended" if an executive is no
longer required and set the Status field to "Active" to reinstate an existing executive.
Printing Executive Details
1. Select the ‘Executive Amendment’ option from the Maintenance menu. The Executive
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Core Back-Office 1
2. Enter an existing executive code that you want to amend and press the Find button
(RETURN). The system displays the name.
3. Press the Print button (F7) to generate the listing.
Agent Amendment
External agents are created on the system to include the agent’s name, address and commission
rates.
You use agent codes on Client Level (Client Details) or Policy Level (Accounts Page) against Agent.
You can produce an Agent Report for all or specified agents. It can be produced in statement format
if required.
By changing the letter and invoice formats, you can send letters or invoices to the agent for them to
forward or re-invoice the policy holder.
Current contact details can be displayed for Agents by pressing the Contact Details button (ESC 8)
from the Client Level, Policy Level, Memos and Claims Details screens. On the Memo and
Claims Details screens, ESC 8 is available during update mode, in case the Broker option for the
Diary “Enquire/Amend Default” is set to "Amend".
Control - Authorisation Codes 2 screen to restrict access to the Contact Details button (ESC 8)
functionality.
190
details.
See the Agents chapter for further details.
Creating A New Agent
1. Select the ‘Agent Amendment’ option from the Agents menu. The first Agent Amendment
screen, referring to New Business rates, is displayed. The first Agent Amendment screen
will be displayed:
Agent Code
To create a new agent, press the Add button (ESC 1).
Enter the four character code for the agent. This can
be either Alpha or Numeric.
Agent Codes can not be amended once accepted,
therefore numbers are recommended and also Agent
Reports are sorted by each character of the Agent
Code therefore we recommend you use all 4
characters i.e. use 0001and not 1.
Status
Enter one of the following codes to indicate the agent’s
status:

A – Active

C – Cancelled

N – Not Taken Up

P – Pending
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Core Back-Office 1

S – Suspended
There is an Agent Control option to prevent
transactions being created for agents who do not have
"active" status.
Sortcode
Enter a six character free text code. It is used in the
Agent Report, Agent Statement and Agent Balance
List.
Name & Address
Enter the agent’s name on one line and then their
address. Use up to four lines for the address.
Post Code
Enter the agent’s post code on one line.
Email
Enter the agent’s email address.
Extended Name
Enter the agent’s full name if this does not fit in the
Name field.
The extended name will be used on correspondence if
this field is completed.
Contact
Enter the name of the person to whom you want to
address correspondence. This can be used if the
Name or Extended Name field is a company
Telephone No.
Enter the agent’s telephone number.
Letter title
This field controls the title shown on agent
correspondence. For example, enter Mr Smith to have
‘Dear Mr Smith’ printed on letters.
Text 1, 2, 3 & 4
Enter any further information about the agent in the 4
free text lines.
Fax
Enter the agent’s fax number.
Default NB Commission Rate
Use this field to set a percentage rate of commission
due to the agent for all policy types not specified at the
Specified New Business Commission Rates field.
The percentage rate you enter can be either a
percentage of the premium or the broker commission.
Specified New Business
Commission Rates
Enter up to 20 policy types and their associated
percentage commission rates due to the agent. For
example, if you enter PC followed by 12.50, all PC
policies for this agent are calculated at 12.5%
commission.
192
Policy
Enter policy type. Click the ellipsis box for a pick list.
Rate
Enter % value from 0.00 to 100.00.
2. Set up as many agent details as you require pressing the OK button (RETURN) when you
complete each one.
Default and specified commission rates can be overridden on each Policy Level.
Use the F10 and F11 keys to move backwards and forwards between the two Agent
Amendment screens. The second Agent Amendment screen is shown.
This screen enables you to enter Renewal and MTA commission rates in the following fields:
Default Renewal/MTA
Commission Rate
This is used to calculate agent commission for all
renewal/MTA transactions unless a certain rate has
been specified for the Policy Type.
Enter the commission rate to use as a default for
Renewal/Mid Term Adjustments for policy types not
specified in the Specified Renewals/ MTA Business
Commission Rates fields. This can be a percentage of
the premium or the broker commission.
Specified Renewal/MTA
Commission Rates
Enter specified Renewal/MTA Commission Rates for
up to 20 Policy Types.
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Core Back-Office 1
Policy
Enter policy type. Click the ellipsis box for a pick list.
Rate
Enter % value from 0.00 to 100.00.
For all agents a value must be entered for these fields otherwise a zero agent commission
value will be generated.
3. Click the OK button to accept the details.
Default and specified commission rates can be overridden on each Policy Level.
4.
Click the Left (F10) and Right (F11) ARROW buttons to move backwards and forwards
between the two Agent Amendment screens.
Amending An Existing Agent
1. Select the ‘Agent Amendment’ option from the Maintenance menu. The Agent Amendment
Alternatively click the Next tab until the agent code is displayed. To move backwards through
the records click the Previous tab.
2. Enter the agent’s code and click the Find button, the system displays the agent’s details.
3. Press the Update button (F2) and amend the existing details. Use the TAB key or mouse to
move between the fields and amend the details as required.
If the Status field is amended to “Suspended” the agent details will not be displayed when
clicking the ellipsis box in the Agent field on the Client or Policy record.
You cannot amend the Agent Code field.
4. Press the OK button (RETURN) when you have completed your amendments. Alter as many
agents as you require.
Deleting an Existing Agent
Agents, once created on the system cannot be deleted. To remove the agent code so it is not
available for selection on any pick lists, refer to the ‘Amending an Existing Agent’ page and amend
the Status field to “Suspended”.
If the Status field is amended to “Suspended” the agent details will not be displayed when clicking
the ellipsis box in the Agent field on the Client or Policy record.
Suspending/Reinstating an Existing Agent
See the ‘Amending an Existing Agent’ page and amend the Status field to “Suspended” if
suspending or “Active” if reinstating. If the Status field is amended to “Suspended” the agent details
will not be displayed when clicking the ellipsis box in the Agent field on the Client or Policy record.
Printing Agent Details
Ensure the printer is loaded with the correct stationery.
194
1. Select the ‘Agent Amendment’ option from the Agents menu. The Agent Amendment
2. Click the Print button to generate and print the list. Complete the printer prompt if displayed.
Specifying No Agent Commission on a Policy
For any policies on which Agent Commission is not to be paid, the Agent field on the Policy screen
can be set to “None”.
If the Agent field is set to “None” on a policy, the Agent Report will not calculate any Agent
commission, even if set in the Override field on the policy or on the Agent record.
Viewing Current Contact Details
Viewing Current Contact Details for Agents, Insurers, Executives and
Clients
Current contact details can be displayed from the following levels or access points by clicking the
Contact Details button (ESC 8) on the toolbar.
The ESC 8 functionality will only be displayed if the user has sufficient authority against the
authorisation code set in the Display Current Contact Details field on the Password Control –
Authorisation Codes 2 screen.
The Contact Details menu is displayed, with the options detailed below.
Client Level
For Open-i users, a visual display on the Client level screen indicates if there are any contacts
available to the Client, as highlighted below:
At Client Level (also the Client Diary and Enquire/Amend memo screens) the following contact
details can be viewed via the Contact Details button (ESC 8) on the toolbar:
If you have ClaimsWriter installed, current contact details can also be accessed from within certain
screens

Agent - displays the Agent Details screen

Executive - displays the Executive Details screen

Client - displays the Current Details Summary List screen.
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Core Back-Office 1
Alternatively, you can press ESC F8 to go directly to the Contact Details Summary List screen.
Policy Level
At Policy Level (also the Client Diary and Enquire/Amend memo screens) the following contact
details can be viewed via the Contact Details button (ESC 8) on the toolbar.
If you have ClaimsWriter installed, current contact details can also be accessed from within certain
screens

Agent - displays the Agent Details screen

Insurer - displays the Insurer Details screen

Executive - displays the Executive Details screen

Client - displays the Current Details Summary List screen.
Alternatively, you can press ESC F8 to go directly to the Contact Details Summary List screen.
Letters and One-Off letters
Click on the drop down list in the Attention of field to enable viewing, amendment or creation of client
contact details when sending a letter or one-off letter.
Agent Contact Details
The following contact details can be viewed:

Agent Code

Status

SortCode

Name

Tele No

Address

Title

Text 1

Text 2

Text 3

Text 4

Postcode

Due Days

Fax
196

Email

Extended Name

Contact
Insurer Contact Details

Company Code

Company Name

Office

Agency

Address

Telephone No

Fax

Postcode

Email

Contact
Executive Contact Details

Executive Code

Status

Name

Job Title

Email

Department

Home Tel. No

Work Tel. No

Mobile Tel. No

Notes
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Core Back-Office 1
Creating & Amending Client Contact Details
Client Contact Details
Any Client Contact Details are displayed on the Contact Details Summary List screen, as shown
below:
If there are no contact details to be displayed, the following message will be shown:
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If the user is authorised to update contact information the message will give the user the option to
create a new contact. This is determined in the Password Control – Authorisation Codes 2 screen in
Broker Amendment.
Access From A Letter Or One-Off Letter
If you have accessed the Contact Details Summary List screen by clicking on the drop down list in
the Attention Of field whilst creating a letter or one-off letter from the diary, the list only shows the
active contacts for the client. The default action when a contact is selected is to use that Contact
Information for the letter.
The list of contacts for the client, if available, will be shown ordered by surname (the last part of the
contact name). The cursor will be positioned within the list of contacts on the contact currently ‘in use’
for this letter. If the Attention Of field was blank or not an exact match for a contact, the cursor will be
on the first contact in the list.
Use the mouse to select the required contact. The default action on pressing RETURN or double
clicking the mouse is to use the selected contact for this letter. The Diary Letter Request screen will
refresh and the selected contact name will appear in the Attention Of field.
Access From Client / Policy Level
If you have accessed the Contact Details Summary List screen by clicking the Contact Details button
(ESC 8) or ESC F8 from a client, policy or the other applicable screens, the list shows all active and
suspended contacts for the client. The default action when a contact is selected is to Display/Amend
that Contact Information.
The Contact Info Menu
A Contact Info menu showing all available actions is available by right clicking the mouse on an item
from the Contact Details Summary List screen:
The following options are available:

Add new

Copy to new

Display/Amend

Use - this option is only displayed when the Contact Details Summary List is accessed from a
letter or one-off letter.
Changes to client contact information made when selecting a contact for use in a letter permanently
change that Contact Information record (there is no facility to make a temporary change to the
contact information for a single letter).
Users can always ‘Display' and 'Use' contact information. Authorisation may be required for creating
or amending contacts, depending on the settings in the Password Control – Authorisation Codes 2
screen in Broker Amendment.
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Core Back-Office 1
View/Create/Amend a New Contact
You can view, create or amend client contacts from the Contact Details Summary List screen. The
Client Contact Details screen is then displayed as detailed below:
The Client Contact Details screen
This screen allows you to create, view or amend client contact details.
There can be a maximum of one default contact per client (set the Default field to "Yes"). The default
contact must have a status of "Active".
Create Contact Details
Operator
Status
From the drop down list select from "Active" or
"Suspended". Suspended Contacts do not appear in the
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Active Contacts Summary list. However, the contact
information is not physically deleted until the client itself is
deleted, because there could be diary entries associated
with the contact.
Copy to frame
Enter "Yes" to copy the details to the CI Frame (Contact
Information) which can be accessed from the Client level
via ESC 3. This frame can be used in Open-R.
Enable Sanctions Check
Commercial Sanctions checks will be triggered on
creation and amendment of contact address details or
date-of-birth or by setting the Enable Sanctions Check
field to “Yes” on a contact record, in addition to the
normal client triggers.
Individual contacts can be added to (or removed from)
the commercial sanctions check by amending the
contact’s Enable Sanctions Check field.
Default
From the drop down list select from "Yes" or "No".
Name
Enter up to 30 characters. The contact Name must not be
blank.
Ext. Name
Enter up to 50 characters If the Extended Name is blank,
the Name will be automatically copied into the Extended
Name and stored so that you would not need to re-key
these records if you moved these documents to using the
extended field.
Description
Enter up to 40 characters. The contact Description must not
be blank.
Title
Forenames
Tel.
Tel2
Tel3
Tel4
Fax1
Fax2
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Core Back-Office 1
Email
Enter up to 50 characters The Contact Pref field is used to
establish whether this contact can be sent Open Word
email. If the Preference field below is set to “Email”, an
email address must specified for this contact.
Preference
This is used to establish whether this contact can be sent
Open Word email. If set to "Email", an email address must
be specified for this contact in the Email field above.
Address
There are four lines. The first three lines are 30 characters,
whilst the fourth line is 20 characters.
Postcode
View Contact Details
To view existing contact details, click on the selected contact in the list or press RETURN.
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The contact details are displayed:
The Client Ref., Client Name and Last Amended information (date/time and operator) are display
only fields shown when you try and amend/view existing contact information.
Using the
buttons (F5 and F6) displays other contacts in the list.
The Exit Button (RETURN) returns you to the Contacts Details Summary List screen.
The following two button makes it easy to add several contacts at the same time:
The Add New button (ESC 1) allows you to create a new contact. This option can also be accessed
from the Contact Info menu.
The Copy to new button (ESC 2) pre-fills the new contact details with the contact information for the
selected contact, which can save typing where the new contact details differ little from the original.
This option can also be accessed from the Contact Info menu.
Amend Contact Details
To view existing contact details, click on the selected contact in the list or press RETURN.
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Core Back-Office 1
To amend existing details use Amend button (F2) if authorised. Use the TAB key to move the cursor
through the fields.
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The Client Ref., Client Name and Last Amended information (date/time and operator) are display
only fields shown when you try and amend/view existing contact information.
Using the
buttons (F5 and F6) displays other contacts in the list.
The Exit Button (RETURN) returns you to the Contacts Details Summary List screen.
The following two button makes it easy to add several contacts at the same time:
The Add New button (ESC 1) allows you to create a new contact. This option can also be accessed
from the Contact Info menu.
The Copy to new button (ESC 2) pre-fills the new contact details with the contact information for the
selected contact, which can save typing where the new contact details differ little from the original.
This option can also be accessed from the Contact Info menu.
In amend mode, click the Cancel button (F3), followed by the Exit button (RETURN) to return you to
the Contacts Details Summary List screen.
Locate Bookmark
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Core Back-Office 1
The CI (Contact Info) Frame
The CI (Contact Info) Frame
Contacts can be copied into CI Frames using the 'Copy to frame' option and the keywords used
within documents. These frames can be viewed by clicking on the Profile List button (ESC 3) from
the Prospect level. This frame can be used in Open-R.
The CI (Contact Info) Frame Keywords
Refer to the CI Frame in the Core Back-Office Frames and Keywords guide.
Locate Bookmark
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Chaser Sequence Maintenance
You can define chaser sequences which allow automatic chaser letters to be generated when you
print the Diary Action List.
The following options, that create letters or memos, can offer the option of a chaser sequence:

Database Enquiry

Accounts menu

Create A Letter

Diary (Request a Letter / Memo)

Letter Generation
It is recommended that you print a list of the existing chaser sequences using the ‘Print Index List’
option before creating or amending any further chaser sequences.
To configure and maintain chaser sequences:
1. Select the ‘Chaser Sequence Maintenance’ option from the Maintenance menu. The Chaser
Sequence Maintenance screen is displayed.
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Core Back-Office 1
The screen gives a sub-menu in the upper part of the screen containing the six basic tasks
you may need to carry out with chaser sequences. The lower part of the screen lists chaser
sequences already created. These are in alphabetic order.
Creating A Chaser Sequence
1. Select the ‘Chaser sequence’ option from the Chaser Sequence Maintenance menu. The
Chaser Sequence Maintenance screen is displayed.
2. Select the 'Create sequence' option.
3. Enter up to a four character identifier code for the new sequence in the Identifier of new
sequence field and press the OK button (RETURN). The following screen is displayed:
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4. Enter a description of the chaser sequence, up to 32 characters, in the Description field and
press the TAB key. You can now enter up to 10 document types for each chaser sequence
you define.
Document Type
Enter the document type. Press on the drop-down list
to display a list of document types available.
Chaser Duration
Enter the duration of the chaser in number of days.
Print on Action List
Enter “Yes” to include the original document on the
Diary Action List. Otherwise, enter “No".
6.
Press the OK button (RETURN) to save the completed sequence. The sequence is added to
the list of chaser sequences available.
Amending A Chaser Sequence
1. Select the ‘Amend/display sequence’ option from the Chaser Sequence Maintenance menu.
The Amend Sequence window is displayed:
2. Enter the identifier code for the sequence that you want to amend in the Identifier of
sequence to be amended field and press the OK button (RETURN).
A sequence can only be amended if “No” is displayed in the In Use column. If a sequence is in
use you will need to create a new one.
The following screen is displayed:
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Core Back-Office 1
3. Amend the description of the chaser sequence in the Description field, if required, and press
the TAB key. You can have up to 10 document types for each chaser sequence.
4. Complete/amend the following fields as required:
Document Type
Enter/amend the document type. Press the drop-down
list to display a list of document types available.
Chaser Duration
Enter/amend the duration of the chaser in number of
days.
Print on Action List
Enter “Yes” to include the original document on the
Diary Action List. Otherwise, enter “No”.
5. Press the OK button (RETURN) to save the amended sequence. The sequence is updated
on the list of chaser sequences available.
Amending The Default Sequence
The system enables you to amend the default chaser sequence by changing the document types
associated with the sequence.
You must create a chaser sequence before using this option.
210
1.
Select the ‘Amend default sequences’ option from the Chaser Sequence Maintenance menu.
The Default Sequences screen is displayed:
2. Scroll through the list of available documents using the scrollbar.
3. Select a document type using the mouse or press RETURN. The Enter Default Sequence
window is displayed:
4. Enter an existing sequence identifier code and press the OK button (RETURN) to continue.
You may wish to use this same sequence against another document. If so repeat step 2 until
you have selected all the required documents.
5. Press the Exit button (ESC ESC) when complete to return to the Chaser Sequence
Maintenance menu.
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Core Back-Office 1
Updating Days In Advance
Use this option to define the maximum number of days that you can generate chasers in advance of
the date that they are posted.
1.
Select the ‘Update days in advance’ option from the Chaser Sequence Maintenance menu.
The Update days in advance screen is displayed:
2. Enter the maximum number of days required in the Enter max. no days in advance chasers
will be generated for field.
3. Press the OK button (RETURN) to save the maximum number of days. You are returned to
the Chaser Sequence Maintenance menu.
Printing The Index List
Select the ‘Print Index List’ option from the Chaser Sequence Maintenance menu. You are returned
to the Chaser Sequence Maintenance menu when the print is complete.
Selecting Documents For Statement Clients
Use this option to select documents that are sent automatically to statement clients as chasers.
1. Select the ‘Statement client chasers’ option from the Chaser Sequence Maintenance menu.
The following screen is displayed:
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2. Scroll through the list of available documents using the scrollbar.
3. Select a document type using the mouse or press RETURN. The Generate Chasers For
Statement Clients window is displayed:
4. Select “Yes” against a document type to indicate that the selected document type should be
sent as a chaser to statement clients. Otherwise, enter “No”.
5. Press the OK button (RETURN) to accept and then move to the next document you want to
select.
6. Press the Exit button (ESC ESC) when you have selected all the required documents to
return to the Chaser Sequence Maintenance menu.
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Core Back-Office 1
Use the 'Instalment Maintenance' option if you have an instalment plan that you wish the system to
calculate for you.
Complete the following options as described.
1. From the Maintenance menu, select the option ‘Instalment Maintenance’.
2. Press the Add button (ESC 1) to create a new category or enter a number from 1 – 9 in the
Instalment Rating Category field to amend any previously set up scheme by pressing the
Update button (F2) to update.
3. Complete the fields as follows:
Instalment Rating Category
Enter a code between 1 - 9. This will identify which
calculation is to be used. Each category can have up to
four schemes. Press RETURN to proceed.
Add charge to Re-quotes
If this category is to be used for renewal re-quotes, do
you wish any Broker Fee to be added into the
calculation. Enter "Yes" or “No”.
DOWN ARROW through the following fields:
New Business
Instalments
214
The following fields are available:

Interest - enter the amount of
interest to be charged and
whether this figure is in £ or %.
Renewal
Instalments

Deposit - enter the amount of
deposit to be taken and whether
this figure is in £ or %.

No. Instalments - enter the
remaining number of further
payments after the deposit.
The following fields are available:

Interest - enter the amount of
interest to be charged and
whether this figure is in £ or %.

Deposit - enter the amount of
deposit to be taken and whether
this figure is in £ or %.

No. Instalments - enter the
remaining number of further
payments after the deposit.
4. Press the OK button (RETURN) to accept the details entered.
Printing Instalment Maintenance Details
Press the Print button (F7) on a selected Instalment Rating Category and the following prompt is
displayed:
Select “Yes” to print a list of all records or select “No“ for the option to print just the selected record.
Locate Bookmark
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Core Back-Office 1
The ‘Tax Rate Maintenance’ option is used to set up the Insurance Premium Tax for all or selected
policy types. You can enter different rates for different policy types. Additional records can be setup
with new effective From dates. IPT can be amended upon creation of the transaction and
adjustments can have different Start dates.
To access, select the 'Tax Rate Maintenance' option from the Maintenance menu.
Using Tax Rate Maintenance has the following benefits:

Automatic calculation of IPT each time a transaction is created

Insurer remittances with IPT breakdown
Press the Add button (ESC 1) to add a new record. Press F2 to update any existing tax rate details,
which are selected using the Previous and Next button on the toolbar (F5 and F6) or by using the
Find button (RETURN).
The following fields are displayed:
Policy Type
Enter a policy type of up to 2 characters or leave blank
so that the new rate applies to all policy types *
* If you have other policy types that attract different rates
(for example Travel) you can create separate rates for
this.
From Date
Enter a date in the format DD/MM/YYYY or click on the
drop-down list and select a date from the calendar.
Rate
Enter a number in the format 99.999.
Amend IPT on Create?
Enter “Yes” to enable the amendment of IPT on creation
216
of a transaction, otherwise enter “No”
Date rate applies to Adjustments
Enter a date in the format DD/MM/YYYY or click on the
drop-down list and select a date from the calendar.
Printing Tax Rate Maintenance Details
Press the Print button (F7) and the printer prompt is displayed. This will print a list of rates that have
been set up.
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Core Back-Office 1
Client and policy details are held in three levels on the system:

Client Level - The client’s basic personal information eg name, address, date of birth, etc., diary
and ledger.

Policy Level - The client’s policy account and diary pages.

Risk Level Details - The client’s policy detail pages.
Create the three levels in the order given above.
You can also display historical Risk Level records on the system.
Create only one Client Level for each client. Each client can have various policies of different policy
types. You can create up to 99 policies of the same type.
Each individual policy requires a separate Policy Level Accounts/Diary page to be created.
Each Policy Level page can have up to 64,000 Risk Level detail pages describing the policy cover.
The Risk Level record can have standard questionnaire style pages or blank free text style pages.
You can mix these to compile the policy details.
All client details are created, amended, deleted or viewed, using ‘Client/Policy Details’ option. This is
the first option on the Client Records & Accounts menu.
There is no need to return to the menu between creating, amending or deleting clients, or when
creating, amending or deleting accounts/diary entries.
Invoice/Non-Invoice Clients
Clients can be split into two categories:

Cash/Personal Clients - These clients are usually non-invoice clients who receive an invitation to
renew at renewal time. Their accounts are not debited with the renewal until payment is received.
Automatic chaser letters can be sent and outstanding balances are reported on the Overdue
Transaction List and the Aged Debtors List.

Credit/Account Clients - These clients are usually invoice clients. Their accounts are debited
when the invoice is produced. Automatic statements can be sent and outstanding balances are
reported on the Aged Debtors List.
Locate Bookmark
218
Illustrations Of The Three Levels
The following details how to create the Client Level, Policy Level and Risk Level records,
respectively.
Client Level
To Create a new Client

ESC 1 or clicking the New Client button from the toolbar from Start Screen for Client/Policy
Details

ESC 1 or clicking the New Client button from the toolbar on Client Master Screen
To Create a new Policy

ESC 2 or clicking the New Policy button from the toolbar from Client Master Screen (Client Level)
To Create the initial Client Profile (set of frames specified in Broker Amendment) if not
created with the Client

ESC 3 or clicking the Profile List button from the Client Master Screen (Client Level)
To Create additional Client Profile Pages

ESC 3 to Profile List Module Maintenance Menu options from Client Master Screen (Client
Level)
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Core Back-Office 1

ESC 3 to Profile List Module Maintenance Menu options from Client Profile Page (Client Level)
Refer to the Creating Client Level Records page for further information.
Policy Level
To Create a new Client

ESC 1 or clicking the New Client button from the toolbar from Policy Screen (Policy Level)
To Create a new Policy

ESC 2 or clicking the New Client button from the toolbar from Policy Screen (Policy Level)
To Create the initial Policy Risk Details (set of frames specified in Policy Type Amendment) if
not created with the Policy

ESC 3 or clicking the Risk List button from Policy Screen (Policy Level)
To Create additional Policy Risk Details Pages

ESC 3 to Risk List Module Maintenance Menu from Policy Screen (Policy Level)
Refer to the Creating Policy Level Details page for further information.
Risk Level Frames
To Create additional Policy Risk Details Pages

ESC 3 to Risk List Module Maintenance Menu from Risk Details Page (Risk Level Frames)
Refer to the creating risk level details page for further information.
Default Client Master Screens
Default Client Master Screens
Although you can define your own Client Level screens, five default Open GI Client Master screens
exist for immediate use. These are:
CM
Client Master (D)
CM1
Client Master 1
CM2
Client Master 2
CMC
Commercial (D)
CMP
Personal Lines (D)
220
The descriptions of the fields on these client master screens are provided in the sections Client
Master, Commercial, and Personal Lines later in this chapter.
Default Client Master Screens (ROI)
Although you can define your own Client Level screens, five default Open GI Client Master screens
exist for immediate use for ROI brokers. These are:
IM
ROI Client Master
IM1
ROI Commercial
IM2
ROI Commercial
IMC
ROI Commercial
IMP
ROI Personal
The Eircode field has been added at Client Level which is linked to the new fields available in the
ROI Writer products. It has been added to new default Client Masters (IM, IMP, IMC, IM1, IM2) and is
available to be added to custom Client Masters.
It can also be added to Open-i Prospect Master Maintenance. Postcode Search (ESC S in Advanced
Prospect Management, ESC D in Core Back-Office) will show results from both the Postcode field
and Eircode field.
Brokers in the Republic of Ireland who have purchased amend-client and amend-prospect
functionality can now use Scheme Toolkit Enhanced Frame Calculations to set the new client and
prospect Eircode fields, using set-field [BCM.Eircode] during amend-client and using [P.CM.Eircode]
during amend-prospect. See the Using Amend-Client / Amend-Prospect page.
Obtaining The Client Reference
Client records are accessed via a client reference. There are two types: Individual Names and
Company Names, as detailed below:
Individual Names
These are usually personal/cash clients. To obtain a reference, take the first two letters of the client’s
surname followed by the first two initials. If a client has three initials, use only the first two. If a client
has only one initial, always substitute an ‘X’ as the second initial. For example:
Mr S Smith
SMSX
Mr M A Jones
JOMA
Mrs S L B White WHSL
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Core Back-Office 1
Company Names
These are usually account/credit clients. To obtain a reference, take the first four letters of the
company name. Should the company name be a personal name, e.g. A. B. Smith, then use one of
the following methods to obtain a client reference. For example:
Open GI Limited
A B Smith Limited
A Arnold & Son
Open
SMAB or SMIT or ABSM
ARAX or ARNO or AARN
To ensure consistency and avoid confusion, make one of these methods the convention.
On large user systems, there may be more than 99 clients for the four-character base
selected. Under these circumstances the system will automatically change the last character to 'X',
'Y', 'Z' and then 'A' to 'W'.
For users with extremely large systems, it is possible that all of the fourth character references will be
used. If this occurs the references used from then on no longer relate to the client name, making it
difficult to find the client on the system.
Optionally, when all of the fourth character references have been used the system will roll over the
third character references from ‘A’ to ‘Z’ (then second and first).
All of the possible combinations will be used giving 45 million references with the current XXXX99
structure
For example:
John Smith – Would initially create a client with reference SMJX01
When all of the references SMJA01 to SMJZ99 have been used (2574 references) then the
reference SMAA01 will be allocated. This will continue until all of the three character references have
been used and will then roll over the second character.
Users need to contact Open GI to enable this functionality.
Creating Client Details (Client Level)
Client Profile (Client Level Frames)
For each client, create the Client Level first, then Policy Level and then Risk Level Frames.
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu. The
following is displayed:
Client/Policy ref
2. Enter the reference of the client or policy reference you require, e.g. JOJS. The system
continues in one of the following ways:

If you enter a new reference, then the system gives a blank screen and the following
message is displayed:
No records selected
Create a Client Level frame for this client, as described in the Creating Client Level Frame
section.

222
If several clients exist with the reference you enter, the system displays a blank screen
with the cursor on the Name contains field. To display all clients with the reference,
press RETURN - check the list and, if the client does not already exist, create a Client
Level Frame for this client, as described in the Creating Client Level Frame section.
Alternatively, select an existing client by highlighting the client and press RETURN to
display the client’s details.
Alternatively, enter the client’s surname. Where only one client exists, the system
displays the Client Level screen, with the client’s details shown. If the client is not the
same, create a Client Level frame for the client, as described in the Creating Client
Level Frame section. Where more than one client exists, the system displays all clients.
If the client is not in this list, then create a Client Level frame for the client.

If you enter a complete reference, e.g. ‘HABT01’, then the Client Details screen is
displayed.
Creating Client Level Records
Frame calculations can be set up to be triggered when the New Client button (ESC 1) or Update
button (F2) is pressed. Refer to the Frame Calculations on Core Back-Office Client and Policy
Screens section.
1. Press the New Client button (ESC 1) from the toolbar to create a Client Level Frame.
Depending on the Broker Amendment setting, either a blank Master Client screen (D) is
displayed or you are prompted:
2. Enter either a Client Frame e.g. CMC for Commercial or CMP for Personal Lines or leave
blank to use a blank Client Master screen (D).
3. Press the OK button (RETURN) and the Check for Duplicate Clients screen may be
displayed:
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Core Back-Office 1
The Check For Duplicate Clients screen is displayed depending on the Broker Amendment
Other 2 screen settings. In the Broker Amendment Other 2 screen you can also set the default
field to search on (either the client reference or postcode).
4. Enter search criteria in the following fields, as required:
Client Reference
If Client Reference is used, enter between one and four
characters of the client reference. Otherwise, this field
is non-mandatory and can be used as a filter.
Name Contains
Enter all or part of the client’s name for which you are
searching. This can be any part of the client’s name as
displayed in the Client Name field. This is a nonmandatory field and can be used as a filter.
Postcode
If Postcode is used, enter all or part of the postcode for
the client you are creating. Otherwise, this field is nonmandatory and can be used as a filter.
Date of Birth
Enter the date of birth for the client you are creating or
click the drop down list icon to display a calendar for
date selection. This is a non-mandatory field and can
be used as a filter.
Search for Potential Duplicates
Select "Yes" or "No" from the drop down list.
Using
Enter the search type required from the drop down list.
You can select either "Postcode" or "Client Reference".
5. Press the OK button (RETURN) to begin searching.
The system searches for any existing clients that match your criteria.
If any client records are found, a list of possible clients is displayed for you to select or you
can use the option to create a new client at the top of the list to display the selected Client
Details screen.
Use the scroll bar to move up and don the list of clients. For Winlink users, if more than 20
matches are found, a Page for more message is displayed and they can be viewed by
pressing F9.
If no client records are found, the selected Client Details screen is displayed.
6. Enter the client’s reference number in the Client Ref. field, which is displayed at the top of the
screen. The system displays the reference in capitals followed by a two-digit number, e.g.
LODM01.
A flashing cursor is displayed if an entry (or amendment) can be made to this client’s details.
If you accidentally press RETURN before you have finished completing the screen, press F2 to
enter update mode and complete the screen. Do not use ESC 1 again as this creates another
new record, in addition to the incomplete one.
7. If you have specified any frames in the Broker Amendment Client Profile (Client Level
Frames) screen, these Client Profile frames will be displayed.
224
When you have defined Client Level details, you can set up Policy Level details.
Client Master (CM)
1. Use the Client Master (CM) screen to enter client/company details. The fields are displayed
in the following tabbing sequence:
Name & Address
Enter the client’s name and address, using up to four
lines.
Post Code
Enter the client’s full postcode.
The client’s name, address and postcode are used for addressing the client’s correspondence. Enter
the information as you would type an envelope addressed to the client. You can omit punctuation to
save time.
Contact
Enter the name of the person to whom you want to
address correspondence. This can be used if the Name
field is a company.
Telephone no
Enter the client’s telephone number. For information only.
Letter Title
Enter the title with which you want to begin a letter.
Letters to the client can start with this entry. For example,
enter Mr Jones or Sir for the letter to begin ‘Dear Mr
Jones’ or ‘Dear Sir’.
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Core Back-Office 1
Do not enter Mr J Jones or Dear Mr Jones as this will result in the letter beginning ‘Dear Mr J Jones’
or ‘Dear Dear Mr Jones’.
Forenames
Enter the client’s forenames. For information only.
Date of Birth
Enter the client’s date of birth in the format DD/MM/YYYY
or click on the drop down list icon to display a calendar
for date selection. This is used for information or
mailshots.
Email
Occupation & Code
Enter a description of the client’s occupation. In addition,
to group certain types of occupations together for
mailshots or just information, enter an occupation code.
For example, the following types could be grouped
together:

01 - Self Employed

02 - Accountants, Solicitors etc

03 - Civil Servants, Teachers, Police etc

04 – Forces
Executive
Enter up to four characters to specify an executive or
click on the drop down list. This is for internal use only.
This is a validated field - the executive must be set up in
Executive Amendment.
Agent
Enter up to four characters to specify an internal or
external agent or click on the drop down list. This is a
validated field - the agent must set up in Agent
Amendment.
You can only set an Agent or Executive in the Agent and Executive fields if their status is “Active” or
blank in the ‘Agent Amendment’, or ‘Executive Amendment’ options. If you press F1 in the Agent or
Executive fields, only those with an “Active” or blank status are listed.
Statement
From the drop down list, select “Yes” for credit/account
clients if statements are to be used. Alternatively, select
“No” or leave blank for cash/personal clients.
Default values of “Yes” or “No” can be set for the Statement field in the Default Value for Statement
Field for New Clients field on the Other 2 screen.
Invoice
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From the drop down list, select “Yes” for credit/account
clients or “C” for composite if invoices are to be used.
Alternatively, select “No” or leave blank for cash/personal
clients.
Default values of “Yes” , “No” or “Composite” can be set for the Invoice field in the Default Value for
Invoice Field for New Clients field on the Other 2 screen
Marital Status
From the drop down list, select one of the following:

C - Cohabiting

CL - Commonlaw

D - Divorced

E - Estranged

M - Married

P - Partnered

Se - Separated

S - Single

W – Widowed
No of Children
Enter the number of children the client has. This is used
for information or mailshots.
Sex
From the drop down list, select from either “Male” or
“Female”. This is used for information or mailshots.
Credit Rating
Enter a credit rating. This is user defined and is for
information or mailshot use.
Prospect Code
Enter a prospect code. This is user defined and is for
Mailshot Code
Enter up to six alphanumeric characters to specify a
mailshot code.
Contact Pref
This is used to establish the contacts preferred
preference:
Personal Data Use Agreement

If set to "Email", an email address must be specified
for this contact in the Email field in order to be sent
an Open Word email. This is used by the OpenWord
E-mail functionality and in Open Print Manager where
the Client contact preferences are represented by an
appropriate icon on the Client Node.

Portal

Post
See the Using The DPA Wording Dialogue section.
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Core Back-Office 1
3rd Party Data Use Agreement
GWP
The GWP is displayed. The GWP is the sum of the
transactional values of any currently live policies for the
client, since (and including) the last annual transaction.
The keyword Sk.GWP.Value can be used to include the
GWP on user defined Client Master formats.
SMS Opt Out
Used by the SMS Text Messaging software. It enables
clients to opt out of receiving Text Messages.
Notes
Enter any brief information required for the client in this
free text area.
Fact Find
This date will be populated automatically when the client
profile is first created.
2. Press RETURN or click the OK button when you have finished to save the client details.
The flashing cursor disappears from the screen, although the information you entered
remains.
If you press ESC ESC before RETURN, the record is ignored.
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Client Master (CM1)
1. Use the Client Master (CM1) screen to enter client/company details. The fields are displayed
Name & Address
Enter the client’s name and address, using up to four lines.
Post Code
The client’s name, address and postcode are used for addressing the client’s correspondence. Enter
save time.
Phone 1, 2
Enter two telephone numbers. For information only.
Email
Forenames
Salutation
O/S Diary, O/S Trans
These two fields are generated automatically by the system.
Occupation
Date of Birth
Enter the client’s date of birth in the form DD/MM/YYYY or
click on the drop down list icon to display a calendar for
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Core Back-Office 1
date selection. This is used for information or mailshots.
Select one of the following from the drop down list:
Marital status
No of Children

C - Cohabiting

CL - Commonlaw

D - Divorced

E - Estranged

M - Married

P - Partnered

Se - Separated

S - Single

W – Widowed
Enter the number of children the client has. This is used for
information or mailshots.
GWP
Sex
Select either “Male" or “Female" from the drop down list.
This is used for information or mailshots.
Select from the drop down list:

Commercial

Mixed

Retail
Agent
Enter up to four characters to specify an internal or external
agent or click on the drop down list for selection. This is a
validated field - the agent must set up in Agent Amendment.
Executive
Enter up to four characters to specify an executive or click
on the drop down list for selection. This is for internal use
only. This is a validated field - the executive must be set up
in Executive Amendment.
Credit Rating
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Invoice
Select “Yes” for credit/account clients or “Composite" if
invoices are to be used. Alternatively, enter “No” or leave
blank for cash/personal clients.
Default values of “Yes” , “No” or “Composite” can be set for the Invoice field in the Default Value for
Invoice Field for New Clients field on the Other 2 screen.
Mailshot Code
mailshot code.
Statement
Select “Yes” for credit/account clients if statements are to
be used. Alternatively, select “No” or leave blank for
cash/personal clients.
Default values of “Yes” or “No” can be set for the Statement field in the Default Value for
Statement Field for New Clients field on the Other 2 screen.
Prospect Code
SMS Opt Out
This is used to establish the contacts preferred preference:

If set to "Email", an email address must be specified for
this contact in the Email field in order to be sent an
Open Word email. This is used by the OpenWord E-mail
functionality and in Open Print Manager where the
Client contact preferences are represented by an
appropriate icon on the Client Node.

Portal

Post
Contact Pref
Notes
Enter any brief information required for the client in this free
text area.
Fact Find
remains.
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Core Back-Office 1
Client Master (CM2)
1. Use the Client Master (CM2) screen to enter client/company details. The fields are displayed
Name & Address
Enter the client’s name and address, using up to four
lines.
Post Code
The client’s name, address and postcode are used for addressing the client’s correspondence.
Enter the information as you would type an envelope addressed to the client. You can omit
punctuation to save time.
Contact Pref
Select from "Blank" or "Email". This is used by the
OpenWord E-mail functionality and in Open Print Manager
where the Client contact preferences are represented by
an appropriate icon on the Client Node.
Fax
Salutation
Enter the title with which you want to begin a letter. Enter
up to 20 characters
232
Contact
Enter up to 3 contacts up to 20 characters for each.
Job Title
Enter up to 3 job titles up to 20 characters for each.
Phone
Enter up to 3 telephone numbers up to 20 characters for
each. For information only.
Email
These two fields are generated automatically by the
system.
Business
Invoice
Select “Yes” for credit/account clients or “Composite" if
invoices are to be used. Alternatively, select “No” or leave
Default values of “Yes” , “No” or “Composite” can be set for the Invoice field in the Default Value
for Invoice Field for New Clients field on the Other 2 screen.
Statement
Select “Yes” for credit/account clients if statements are to
be used. Alternatively, select “No” or leave blank for
Default values of “Yes” or “No” can be set for the Statement field in the Default Value for
Statement Field for New Clients field on the Other 2 screen.
GWP
Select from:
Agent

Commercial

Mixed

Retail
external agent or click on the drop down list for selection.
This is a validated field - the agent must set up in Agent
Amendment.
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Core Back-Office 1
Executive
Enter up to four characters to specify an executive or click
on the drop down list for selection. This is for internal use
only. This is a validated field - the executive must be set
up in Executive Amendment.
SMS Opt Out
Notes
Enter any brief information required for the client in this
free text area.
Fact Find
remains.
234
Commercial (CMC)
1. Use the Commercial (CMC) screen to enter company details. The fields are displayed in the
following tabbing sequence:
Name & Address
Enter the client’s/company’s name and address using up
to four lines.
Post Code
The client’s/company’s name, address and postcode are used for addressing correspondence. Enter
save time.
Contact Pref
OpenWord E-mail functionality and in Open Print
Manager where the Client contact preferences are
represented by an appropriate icon on the Client Node.
Fax
Enter the client’s telephone number. For information only.
Salutation
E-mail
Enter the email address.
Contact, Job Title, Phone
Enter up to three names of the people to whom you want
to address correspondence. In addition, enter the
position each of them holds in the company and their
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Core Back-Office 1
telephone numbers.
system.
Business
Enter a description of the client’s/company’s business.
Invoice
Enter “Yes” for credit/account clients or “C” for composite
if invoices are to be used. Alternatively, enter “N” or leave
Statement
Enter “Yes” for credit/account clients if statements are to
be used. Alternatively, enter “No” or leave blank for
GWP
Statement Bal, Client Bal
system.
Agent
external agent or press F1 for a list. This is a validated
field - the agent must be set up in Agent Amendment.
You can only set an Agent or Executive in the Agent and Executive fields if their status is “Active” or
blank in the ‘Agent Amendment', or ‘Executive Amendment’ options. If you press F1 in the Agent or
Executive fields, only those with an “Active” or blank status are listed.
Executive
press F1 for a list. This is for internal use only. This is a
validated field - the executive must be set up in Executive
Amendment.
SMS Opt Out
clients to opt out of receiving text messages.
Notes
Enter any brief information required for the
client/company in this free text area.
236
Fact Find
2. Press RETURN or click the OK button when you have finished to save the client details. The
second page of the Commercial (CMC) screen is displayed.
Credit Rating
Enter a number in the format 99
Financial Year End
Last Statement
Display only field.
Prospect Code
Date Established
Enter a date in the form DD/MM/YYYY or click on the
drop down list icon to display a calendar for date
selection.
Turnover(£)
Mailshot Code
No. of Employees
Payroll (£)
remains.
Locate Bookmark
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Core Back-Office 1
Personal Lines (CMP)
1. Use the Personal Lines (CMP) screen to enter client details. The fields are displayed in the
following tabbing sequence:
Name & Address
Enter the client’s name and address, using up to four lines.
Post Code
The client’s name, address and postcode are used for addressing the client’s correspondence. Enter the
information as you would type an envelope addressed to the client. You can omit punctuation to save
time.
Phone 1, 2
Enter two telephone numbers. For information only.
Email
Forenames
Salutation
system.
Occupation & Code
Enter a description of the client’s occupation. In addition,
to group certain types of occupations together for
mailshots or just information, enter an occupation code.
For example, the following types could be grouped
238
together:

01 - Self Employed.

02 - Accountants, Solicitors etc.

03 - Civil Servants, Teachers, Police etc.

04 - Forces.
Date of Birth
Enter the client’s date of birth in this field, using the form
DD/MM/YYYY. It is used for information or mailshots.
Marital Status
From the drop down list, select one of the following:

C - Cohabiting

CL - Commonlaw

D - Divorced

E - Estranged

M - Married

P - Partnered

Se - Separated

S - Single

W – Widowed.
No of Children
Enter the number of children the client has. This is used
for information or mailshot.
Contact Pref
OpenWord E-mail functionality and in Open Print Manager
where the Client contact preferences are represented by
an appropriate icon on the Client Node.
GWP
Sex
Enter either “M” for male or “F” for female. This is used for
information or mailshot.
Agent
external agent or press F1 for a list. This is a validated
field - the agent must already be set up in Agent
Amendment.
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Core Back-Office 1
You can only enter an Agent on a new client if the Status field in Agent Amendment is set to “Active” or
“Blank”.
Executive
press F1 for a list. This is for internal use only. This is a
validated field - the executive must be set up in Executive
Amendment.
You can only enter an Executive on a new client if the Status field in Executive Amendment is set to
“Active” or “Blank”.
Credit Rating
Invoice
Enter “Yes” for credit/account clients or “C” for composite if
invoices are to be used. Alternatively, enter “No” or leave
Mailshot Code
mailshot code.
Statement
Enter “Yes” for credit/account clients if statements are to
be used. Alternatively, enter “No” or leave blank for
Prospect Code
SMS Opt Out
Statement Bal
This field is generated automatically by the system.
Notes
This is a free text area that you use to record any brief
information required for the client.
Fact Find
2. Press RETURN when you have finished to save the client details.
remains.
240
Creating and Deleting Client Extension Pages
Any existing Client Extension Pages are converted to BCD frames, forming part of the Client Profile.
1. Select the client and display the appropriate Client Details screen.
2. Press the Profile List button (ESC 3). The Modules menu is displayed.
3. Select the Add button.
4. The Add Module window is displayed.
5. Enter "BCD" or select it from the drop down list of modules and press the OK button. The
Code for Register Print field is displayed:
You have one of the following options:

Enter a code in this field if this page is to be printed on a register print - see the Register
Print section.

Leave this field blank if the page is for information only.
Press the TAB key to move from line to line within the screen.
6. Enter the required information and press the OK button (RETURN) to complete an entry and
return to the top of the screen.
7. Click the Client Page button to return to the Client Details screen.
Deleting Client Extension Pages
You can delete Client extension pages that are no longer applicable to the client.
To delete extension pages follow the procedure below:
1. Select the client and display the appropriate Client Details screen.
2. Press the Profile List button (ESC 3). The Modules menu is displayed.
3. Click the Delete button.
4. Follow the process detailed on the Delete Modules page.
Locate Bookmark
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Core Back-Office 1
Client Profiles - Fact Find
Client Profiles - Fact Find
Introduction
Client Profiles are used to capture Fact Find information such as the type of policies the client may
require now or in the future along with additional information about the client that may not relate to a
specific risk.
Fact Find information can be included in a Client Register of Insurance if you have Open-R installed
but they will not appear in the Tripos Register print.
Generic Risk information can also be stored within the Profile details and used to pre-fill new Policy
Risk Level frames.
Frame calculations execute when a frame is added to the client profile and when a frame is added to
the policy risk details. For example. the frame calculations will need alteration if different processing
is needed at each level.
Profile Frames (Core)
The Core system is delivered with a range of standard Profile frames, FF1, FF2, FF3, FF4, FF5, FF6
and FF7, which enable you to record Fact Find information for new and existing clients.

FF1 to FF4 contain fields to record Class of Business details

FF5 contains field to record Business Description details

FF6 and FF7 are repeatable frames and contain fields to record Premise(s) details. The frames
are linked by a Premise Id field which appears on both frames.
In addition to or as a replacement of these standard frames, you can design and create your own.
Refer to the Frame Module Maintenance section for further information on creating frames.
The system can be configured to present up to 10 Profile frames to appear in a specified sequence
when a new Profile is created by entering the Profile frame names in the Profile Frames fields on
the Client Profile (Level 1 Frames) screen of Broker Amendment. A frame can appear more than
once within the sequence and additional frames can be added to the Client record to capture
additional information at a later stage.
Any existing Client Extension Pages are converted to BCD frames, forming part of the Client Profile.
Claim and Event frames cannot be added to the Client Profile.
TX modules can be used as Client Profile frames within Core Back-Office but cannot be used as
Prospect Profile frames in Advanced Prospect Management.
Locate Bookmark
242
Client Profiles (Creating)
When a new Client is created in Core Back-Office, either by clicking the New Client button or
pressing ESC 1, the Profile frames will be presented in the sequence stored in the Profile Frames
fields on the Client Profile (Level 1 Frames) screen of Broker Amendment when the Client Details
page is saved.
If the Create Profile field on the Client Profile (Level 1 Frames) screen of Broker Amendment is set
to “Yes”, these will appear automatically. If the field is set to “Usually Yes” or “Normally Not” the
following dialog box will appear:
Select “Yes” to carry out the ‘Fact Find’.
Profile frames can be skipped by clicking the Cancel button or by pressing F3. The ‘Fact Find’ can
be abandoned entirely by pressing ESC ESC.
When the set is complete or the ‘Fact Find’ is abandoned, a list of existing Profile frames is displayed
on the Client Profile Sequence and Types page:
The action buttons displayed operate in a similar way to their equivalents on the Risk Details
Sequence and Types page.
The data captured during the ‘Fact Find’ will be held at Client Level, separately from the policy risk
details. If using a Client Master format supplied with the system (CM, CMP, CMC, CM1 and CM2) the
Fact Find field on the Client page will be completed automatically with the system date when the
Profile frames are first added to the record. This field can then be used to record the date the details
within the Profile frames where last updated.
The page numbering shown in the top right-hand side of the Client page will reflect the total number
of Client Level pages i.e. Client details and all Client Profile frames.
Click the Profile tab, Right Arrow button or press F11 to page forward through the Client Level
frames. Click the Left Arrow button or press F10 to page backwards between the frames.
Click the Client Page tab or press RETURN to exit the Client Level frames and return to the Client
page.
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Core Back-Office 1
If you click the Profile List button (ESC 3) when the Client page is displayed, the system will check
whether any Profile frames have been created. If no Profile frames exist, the system will
automatically present the frames for completion or prompt the user as described above.
When a new Client record is created in Core Back-Office, either by clicking the Complete or
Transfer buttons or by pressing ESC 5 or ESC G from within a Prospect Quote record, all the
prospect’s Profile details will be copied across, creating a new Client Profile record for the client. The
Fact Find field on the Client record will be set to the date held in the Fact Find field on the Prospect
record.
If a new Policy record is created for an existing Client record in Core Back-Office, either by clicking
the Complete or Transfer buttons or by pressing ESC 5 or ESC G from within a prospect’s Quote
record, if there is no Client Profile data for the Client record then all the prospect’s Profile details will
be copied across, creating a new Client Profile record for the client. The Fact Find field on the Client
record will be set to the date held in the Fact Find field on the Prospect record.
If there is already Client Profile data for the Client record in Core Back-Office, either the existing
Client Profile data is left unaltered or it can be completely replaced by the Prospect Profile. The Fact
Find field on the Client record will not be overridden. The action taken depends on setting of Option
86 ‘Replace Client Profile on copy to BROOMS’ on Page 7 of Advanced Prospect Control.
History records will be retained if the Default History Options for Modules field within the Other 1
screen of Broker Amendment is set to “Yes” or “Usually Yes” and the existing Client Profile is
replaced.
If the option is set to:

“Yes” - The existing Client Profile details will be replaced with the Prospect Profile.

“No” - The existing Client Profile details will NOT be replaced.

“Usually Yes” or “Normally Not” – The following dialog box will appear:
If “Yes” is selected the existing Client Profile details will be replaced with the Prospect Profile, if “No”
is selected they will NOT be replaced.
The Prospect Profile is never updated during the Prospect transfer to Core Back-Office using the
Complete or Transfer buttons or pressing ESC 5 or ESC G.
Viewing Client Profiles
Ensure the Client page is displayed and click the Profile tab, Right Arrow button or press F11 to
display the first Profile frame.

Click the Right Arrow button or press F11 to display the next Profile frame.

Click the Left Arrow button or press F10 to display the previous Profile frame.

Click the Exit Client tab or press RETURN to return to the Client page.
244
Alternatively click the Profile List button or press ESC 3 to display the Client Profile Sequence and
Types page.
The action buttons displayed operate in a similar way to their equivalents on the Risk Details
Sequence and Types page.
Copy will only copy a new module to the current Client Profile.
If no Profile frames exist, the system will automatically present the frames for completion or prompt
the user as described above.
Updating and Maintaining Client Profiles
To update an existing Profile frame within a Client Profile ensure the correct Profile frame is
displayed and click the Update or Edit button or press F2.
If the Default History Options for Modules field within the Other 1 screen of Broker Amendment is
set to “Usually Yes” or “Normally Not” the Take a history of this amendment? dialog box is
displayed:
Select “Yes” if you wish to retain a history record for the amendment. If “Yes” is selected and the
History Date Amendment field within the Other 1 screen of Broker Amendment is set to “Allow
amendment – Default to blank” or “Allow amendment – Default to today” the Amend History Date
dialog box is displayed:
Enter the required date for the history record and click the OK button (RETURN).
If there is a frame of the same type held in any of the policy risk details for the Client record the
following message will appear:
A <frame name> frame exists in the policy risk details and may need
to be amended
Click the OK button (RETURN) to continue.
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Core Back-Office 1
When updating a frame that is held as part of the Policy Risk details, if there is a frame of the same
type held in the Client Profile for the Client record the following message will appear:
A <frame type> frame exists in the client profile and may need to be
amended
Update warnings can be disabled in by setting the Disable Update Warnings field within the Client
Profile (Level 1 Frames) screen of Broker Amendment.
Adding Additional Profile Details
To add additional Profile frames to the Client Profile ensure the Client page is displayed and click the
Profile List button (ESC 3).
The Client Profile Sequence and Types page is displayed and shows summary information for all
the Client Level frames.
Click the Add button if you wish to add a new Profile frame to the end of the sequence or click the
Insert button to insert a frame into the current sequence.
Enter the name of the frame you wish to add / insert in the Module Name field or click the drop
down arrow or press F1 if you wish to add / insert the default Profile frames.
If you elected to insert a Profile frame complete the Insert after Module No field as required.
Deleting Profile Details
To delete Profile frames from the Client Profile ensure the Client page is displayed and click the
Profile List button or press ESC 3.
The Profile Sequence and Types page is displayed and shows summary information for all the
Client Level frames.
Click the Delete button and enter the number of the frame you delete in the Delete Module Number
field then click the OK button (RETURN).
Using Fact Find As Risk Information For A New Policy
This section explains how to use the available Client Profile frames as a source of Risk information
when creating Risk details for a new policy by giving users the option to pre-fill new Risk Level
frames from the corresponding Client Profile frames.
BCD frames will be disregarded when creating new policy risk details.
Your pre-fill preferences can be set within the Level 3 Frame Pre-Fill from Level 1 on create field
on the Client Profile (Level 1 Frames) screen of Broker Amendment. The following options are
available:

No

Normally Not
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
Usually Yes

Yes
If the Pre-fill option is set to “No”, has been left blank or there is no frame of the same type in the
Client Profile frame for the new Policy Risk frame being displayed, any Client Profile information will
be disregarded and you will need to enter the data into the new Policy Risk frame manually.
If the Pre-fill option is set to “Yes” and there is a single frame of the same type within the Client
Profile the system will use the details from the corresponding Client Profile frame to populate the new
Policy Risk frame fields automatically. Check the details and make the necessary alterations to the
pre-filled fields and enter any additional data before the Policy Risk frame is saved.
If the Pre-fill option is set to “Usually Yes” or “Normally Not” and there is a single frame of the same
type within the Client Profile the system will display the following message for the new Policy Risk
frame about to be displayed:
Prefill Frame <frame name> from Client Profile?
If you chose to proceed with the pre-fill option the system will use the corresponding Client Profile
frame to populate the frame fields. Check the details and make the necessary alterations to the prefilled fields and enter any additional data before the Policy Risk frame is saved.
If the Pre-fill option is set to “Yes”, “Usually Yes” or “Normally Not” and you chose to proceed with the
pre-fill option when prompted. If there are multiple frames of the same type within the Client Profile
the system will display the Select Profile Frame screen which will list the corresponding Profile
frames, click the Profile frame you wish to pre-fill the new Policy Risk frame fields with, check the
details, make the necessary alterations to the pre-filled fields and enter any additional data before the
Policy Risk frame is saved. This process will be repeated for the second and subsequent frames.
If you leave the list without making a selection, you will need to enter the data into the new Policy
Risk frame manually.
To differentiate between the details on the Select Profile Frame screen, allocate a key field for the
frame using the ‘Summary Key Field’ feature within Frame Module Maintenance and set the Level 1
Frame Browse Display Style field within the Client Profile (Level 1 Frames) screen of Broker
Amendment to “Description & Key Field” or “Key Field”.
See the section Creating Summary Key Fields.
Regulation Module
If you have Regulation Module software installed, the Sales and Advice frames BGA and BGB can
be included within the initial ‘Find Find’ or added later to pre-fill the Policy Risk Sales and Advice
frames during the trigger points defined on the Method of Sale screen in Regulation Module Control.
Creating Summary Key Fields
To create a Summary Key field for Client Profile and Policy Risk frames:
1. Locate the BROOMS Maintenance menu and select the ‘Frame Maintenance/Conversion’
option.
2. Select the ‘Frame Module Maintenance’ option from the next menu.
3. Select the ‘Amend Module Settings’ option from the Frame Module Maintenance sub-menu.
4. The select the ‘Summary Key Field’ option.
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5. Enter the name of the frame e.g. SI in the Name of Frame field and press RETURN.
6. Enter the field name e.g. DESC1 in the Summary Key Field field and press RETURN.
If you do not know the field name press F1 to display the Keyword Selection screen. Use the
UP or DOWN ARROW key to move around the screen, when the selected Key field is
highlighted press RETURN.
7.
To return to the BROOMS Maintenance menu press the ESC key 6 times.
8. The Summary Key Field will then be displayed when viewing the Select Profile Frame
screen, the Client Profile Sequence and Types page and the Risk Details Sequence and
Types page if the Level 1 Frame Browse Display Style field within the Client Profile (Level
1 Frames) screen of Broker Amendment is set to “Description & Key Field” or “Key Field”.
Client Profile Keywords
Client Profile Keywords have a unique prefix to distinguish ‘Fact Find’ information from Policy Risk
information.
Client Profile Keywords for Tripos, Open Word and Open-R documents are prefixed with the letter “F”
e.g. F.SI.DESC1.
These keywords can be used when creating Tripos and Open Word documents and in Database
Enquires and reports.
There is a sample Tripos document called “.Sample Fact Find” which has been designed for use with
the FF1, FF2, FF3, FF4, FF5, FF6 and FF7 frames. The document contains FOREACH commands
which will print information for each FF6 and FF7 frame stored in the Client Profile.
Module Client Level (BL1) and Excluding History Modules
The keyword you need to search for Core Back-Office Client level Modules using Database Enquiry
is BL1.Module. There is no prefix on either the keyword or the values.
BL1.Module
Module Type used in Database Enquiry to select client
levels. Enter “Equal To” (EQ) ie. FF1.
BL1.Suffix
Module Status used in Database Enquiry to exclude
history modules. Enter “Less Than” (LT) 150.
Register of Insurance
A Register of Insurance is a portfolio of policies for a client, which also includes the policy risk details.
BCD Client Extension pages Keywords can be included in both Tripos and Open-R Register formats.
Fact Find information i.e. F.<frame>.<field> Keywords can only be included in Open-R Register
formats.
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Print A Register Of Insurance including Fact Find Information
The Register of Insurance is a portfolio of policies for a client, including the policy risk details.
The Core Back-Office Client Extension Pages are included in both the Tripos and Open-R Register
of Insurance print, appearing in the preamble under a section headed “Description of Business”.
Fact Find Information can be included in the Open-R Register only.
Tripos Register Print
The Tripos Register print format included with Core Back-Office can be customised using the
'Register Print Control' option from the Core Back-Office Maintenance menu.
Open-R Register Print
Fact Find Information can be included in the Open-R Register only.
Open-R is an enhanced registers creator where the Register is a Microsoft Word document and the
print format can be customised within Open-R Template Maintenance. The Open-R Register format
can easily be tailored for presentation to the Client, Insurer or a Third-Party.
Using Profile Frames in Database Enquiry Reports
Below are examples of using the Profile Frames in Core Database Enquiry reports.
Example 1 - Report On All Clients With Fact Find Profile Frames
This example uses the BL1.Module keyword to search for all Core Back-Office Client level Modules:
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Core Back-Office 1
The report is then produced, as shown below:
The report is printed, showing all client references that have Client level Modules / Profile Frames:
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Example 2 - Report On All Clients With The Address.1 Field Filled On The FF6 Frame
This example uses the F.FF6.Address.1 keyword to search for clients you have the Address.1 field
filled in on the FF6 Fact Find frame:
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Core Back-Office 1
The report is then defined, as shown below:
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The report is printed, showing the name of the client and the address from the F.FF6.Address.1
keyword:
Example 3 - Report On Your Own Fact Find Frames
If you recently added a frame (NEW1) to the standard profile that you want populated for each client,
you might want to report on the customers who had supplied that additional information. This could
be achieved by using Database Enquiry to select Clients with:
KEYWORD
OPERATOR
VALUES
BL1.Module
Equal to
NEW1
Or alternatively you could use Database Enquiry to select Clients with:
KEYWORD
OPERATOR
F.NEW1.FieldA
Not Equal
VALUES
Note this will only return the same results as the first example if FIELDA is always completed on
NEW1 at the client level.
The ESC Q Client Menu (Cross Referencing)
About Client Cross Referencing
The Client Master reference cannot be changed once the record has been accepted but it is possible
to create a `Cross Reference' on the client. A typical instance of this could be either a female who
has married or an operator error.
The Password Control – Authorisation Codes 1 screen has authorisation codes which can be used to
restrict access to creating / deleting cross references and changing the Client Master Format.
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Accessing The ESC Q Client Menu
To create and delete cross references, and to change the Client Level (Client Master) screen,
follow the procedure below:
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu, then select
a client and display the Client level screen.
2. Press the Client button (ESC Q) to display the Client menu, with the following options:

Client Cross References - you can create or delete using this option

Change Client Master Format
Creating A Client Cross Reference
You may want to set up alternative short, four character, cross references in the following cases:

when a client or company has a change of name.

when ‘Client/Policy Details’ apply to more than one person or company.
To create a cross reference:
1. From the Client menu, select 'Client Cross References'
2. Select the Create button from the Client Cross Reference screen. The Add a Cross
Reference dialog is displayed:
3. Enter a new cross reference, up to four characters.
4. Press the OK button (RETURN) to store the cross reference and return to the Client Details
screen.
Using and Deleting A Cross Reference
Once cross references have been set up, you can use them to display another client’s details.
When you enter one to four characters of the client reference, if only one match is found, the system
displays the appropriate Client Details screen.
If more than one match is found, they are displayed in a list from which you can select the required
reference. The previous reference is in darker print to show a cross reference has been created.
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Deleting A Cross Reference
To delete a cross reference:
1. From the Client menu, select 'Client Cross References'
2. Select the Delete button from the Client Cross Reference screen
3. Enter the four character cross reference you want to delete, and press the OK button
(RETURN) to delete it. The system returns you to the Client Cross Reference screen
You must enter the full four character reference.
Changing A Client Master Format
Use this option to move data from one Client Level screen to another, e.g. Commercial (CMC) to
Personal Lines (CMP).
If not all fields included on the source screen are present on the destination screen, data is not visible
or additional fields are left blank.
1. From the Client level, select the Client button (ESC Q).
2. From the Client menu, select the 'Change Client Master Format' option. The Change Client
Master Format dialog is displayed:
3. Enter the code of the Client Level screen format to which you to change. The system redisplays the Client Level screen in its new format.
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Core Back-Office 1
1. Select the ‘Client Master Maintenance’ option from the Maintenance menu. A sub-menu is
displayed. Use this to create and amend your own Client Level screen formats using the
following options:

Create/Amend Format

Delete Page/Module

Print Formats

Keyword Descriptions

Print Keywords

Print Help
Create/Amend Format
You can design your own Client Level screen format using this option. It may consist of more than
one page (screen). Up to six separate formats are permitted and are shared across branches. The
following restrictions apply to each page:

Each page can use only 15 lines.

Columns 1 and 80 cannot be used for either text or fields. Although while drawing the screen you
appear to be using column 1, in real use this becomes column 2 on the screen.
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
A policy list capable of showing at least five lines of policies is required on each page. That is, its
heading must not be lower than the 16th line of the screen format.
Codes (format names or keys) that you allocate must be four characters. Two and three character
names are reserved for Open GI standard frames, which you cannot amend. This enables us to
provide new standard format names at any time, without duplicating any formats names you have
defined.
The five standard format names, or codes, are:
Code
Description
Number of Pages
CM
Client Master (D)
1
CM1
Client Master 1
1
CM2
Client Master 2
1
CMC
Commercial (D)
2
CMP
Personal Lines (D)
2
These are described in the Creating Client Details (Client Level) section.
These cannot be amended but can be copied to a new screen format name, which can then be
amended.
A field can be displayed on more than one page of a format but cannot be updated from different
pages. In addition, a field cannot be repeated on the same page.
To Create A New Format
To create a new format:
1. Select the ‘Create/Amend Format’ option from the Client Master Maintenance menu. You are
prompted:
2. Enter a new (unique) four character code and click the OK button (RETURN).
3. You are prompted for the Description field, as shown below:
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Core Back-Office 1
4. Enter the description of the new screen format.
5. The Policy List section has the default values for the 'BROOMS (Policies)' and 'Libra
(Policies)' options set to "Yes". These display in force policies only. To view ALL policies
including the Terminated ones, set the 'BROOMS (All)' and 'Libra (All)' options to "Yes".
6. If you want to copy the new screen format from an existing format, enter the code in the
Using Format field and enter the page letter in the Page field. Alternatively, leave these two
fields blank to create a new format from a blank page.
7. Click the OK button (RETURN). The system displays the screen format for you to amend.
This uses the Open-i Frame Editor Tool:
Refer to the Amend Open-i Frame Display (Frame Editor) page for information on using the
Frame Editor.
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To Amend An Existing Format
To amend an existing format:
1. Select the ‘Create/Amend Format’ option from the Client Master Maintenance menu. You are
prompted:
2. Enter a four character code for the existing module and click the OK button (RETURN).
3. The existing information that was entered in will be displayed:
4. You can amend the description of the new screen format and the following fields.
To view ALL policies including the Terminated ones, set the 'BROOMS (All)' and 'Libra (All)'
options to "Yes".
5. If you want to copy the new screen format from an existing format, enter the code in the
Using Format field and enter the page letter in the Page field. Alternatively, leave these two
fields blank to create a new format from a blank page.
7. Click the OK button (RETURN). The system displays the existing screen format for you to
amend. This uses the Open-i Frame Editor Tool:
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Core Back-Office 1
Refer to the Amend Open-i Frame Display (Frame Editor) page for information on using the
Frame Editor.
Amend Tabbing Sequence
The Frame Editor also controls the tabbing sequence editing for any modules/pages that are updated
or created, and so the menu options for editing the tabbing sequences has been removed when
accessing the program using Open-i.
Delete Page/Module
Use this option to delete a whole screen format, or just page B.
1. Select ‘Delete Page/Module’ from the Client Master Maintenance menu. You are prompted:
2. Select the Module to delete from the list in the Amend Module field.
It is not possible to retain the second page alone. If both pages of a two page format are to be
deleted or the module is one page only, change B to A.
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3. In the Delete GUI format only field, enter "Yes" if the Open-i based format should be
removed (preserving the original module created in Winlink previously). Enter "No" and all
existences of the module will be removed.
4. Press the OK button (RETURN).
5. The format selected is displayed, with a prompt at the bottom:
Are You Sure ?
6. Enter “Yes” to delete the format or “No” to abandon the deletion.
If a format is deleted, the system uses the default format indicated on the Broker Amendment
in Client/Policy Details. In addition, you are prompted:
Client Master Format Missing/Deleted
To create the format or change the selected client’s format, access the Client Cross
References menu by pressing ESC Q.
Print Formats
Use this option to print the screen layout as seen when viewing a format, with a list of keywords, field
descriptions and field positions in tabbing sequence order.
1. Select ‘Print Formats’ from the Client Master Maintenance menu. You are prompted:
2. Enter either an individual format to be printed or select from the list, or leave blank to print all
formats.
3. Press the OK button (RETURN).
Keyword Descriptions/ Keyword Print/ Print Help
Use this to record a description against each available field to indicate its use. This is of particular
benefit for the ‘spare’ fields that are available. The description given to a field has no effect other than
to appear on the keyword list and the format print.
1. Select the ‘Keyword Descriptions’ option from the Client Master Maintenance menu. The
system displays a screen listing the fields, their format and current description:
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2. You can use the scrollbar to move up and down the list.
3. Press RETURN or click the mouse on an item to edit the fields description.
4. On completion, to exit the screen, either press the OK button (RETURN) to store the changes
or press the Cancel button (ESC ESC) to abandon them.
Print Keywords
Select this option to produce a list of all the keywords (fields) available to you when setting up the
client screens. Alongside each keyword is the format of the field and the current field description.
Print Help
Select this option to produce a detailed print out of the help available for the options on this menu.
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Using Linked Clients (only available in Open-i)
This option is only available in Open-i.
You can use the Group functionality to allow Clients to be linked. This gives you the ability to place
clients in a group to support simple navigation between linked clients
Clients will be identified as either a ‘Member’ of a group, a ‘Lead’ of a group or as a ‘Member / Lead’
of a group. Clients can be members of multiply groups but can only be the Lead to one group.
Specifying The Lead Of A Group
To specify the 'Lead' of a group:
1. Click on the Group button on the Client level.
2. Select the 'This Group' option.
3. The This Group window is displayed:
4. Click the Add button (ESC 1) to begin adding 'Members' to it.
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Core Back-Office 1
5. Enter the client reference or click the Search button (ESC 1).
6. Click the OK button (RETURN).
7. These clients will then be identified as a ‘Member’. It is possible for a Client to be a 'Member'
of one group and 'Lead' of another (then identified as 'Member/Lead') or to be a member of
multiple groups (selecting "Member Of" in the "Group" menu displays all groups that the Client
belongs to).
Clients can only be the Lead to one group.
Delete From Group
You can delete a member from a group, but not the Lead. If you attempt to delete the Lead, the
following warning message is displayed:
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Policy Level Details
Creating Policy Accounts Details (Policy Level Screen 1)
When you have defined Client Level details, you can set up Policy Level details.
1.
Display the Client Details screen and press the New Policy button (ESC 2). The Policy
Accounts (Policy Level) screen is displayed:
2. Enter the policy type, e.g. “PC” for “Private Car” or “MC” for “Motor Cycle” and press
RETURN. For a full list of the policy types available use the Policy Type List by pressing ESC
6 or press F1 for a full list of policy types.
Use the F8 and F9 keys to move through the list or press ESC ESC to return to the Policy
Creation screen. Press RETURN to select a policy type or double click using the mouse.
You can only enter a policy type whose Status field in Policy Type Amendment is set to
“Active” or “Blank”.
You then enter the main part of the screen for you to complete the rest of the details.
If you accidentally press RETURN before you have finished completing the screen, press F2 to
enter update mode and complete the screen. Do not use ESC 2 or the Update button again as
this creates another new record, in addition to the incomplete one.
Insurance co
Enter the insurance company code. For a full list of
companies and their associated codes, see the Insurer
Amendment section.
In Core Back-Office Client Policy Details, it will only be possible to enter an Insurer on a new
policy whose status flag is set to “Active” or left blank.
Office
266
Either leave this field blank or enter the code of the
insurance company’s office that deals with this
business. For a full list of offices and their codes, see
the Insurer Office Name Amendment section.
Ultimate Insurer
Displays the current Ultimate insurer and how many
additional Ultimate Insurers there are on the policy.
These can be seen on the second page of the Policy
level.
Policy no
Specify the policy number by entering up to 18
characters of free text.
Commission type
You can enter a commission type in this field for a
commission set up in Commission Amendment. Press
F1 to view a list of commission types and descriptions
from which to select. The commission type selected is
displayed, including its description.
If you enter a commission type in this field, leave the Comm (%) field blank for standard
commission. Alternatively, leave this field blank and enter a special commission rate in the
format ‘99.9999%’ in the Comm (%) field.
The commission entered in these fields is used to calculate the commission within the
cashbook. If you leave the field blank or enter zero, the system uses the commission held in
Commission Amendment.
Premium
Add-ons
Renewal Date
Enter the premium paid at the last renewal.
Refer to the Add-on Marketplace guide.
Enter the next renewal date.
C/S
Issue Date
Enter the date the policy was issued with the present
company, i.e. the inception date.
Term (months)
Enter the duration of the policy, in whole months. 12
months is assumed if no entry is made.
Executive
Enter a four character code specifying the executive.
See the Executive Amendment section.
Agent
Enter a four character code specifying the external or
internal agent.
See the Agent Amendment section.
Comm (%)
The Comm(%) field contains two sections. In the first
section, leave blank to default to the Commission
Amendment or enter a percentage to override this
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Core Back-Office 1
amount.
The commission rate percentage must be in the range of 0 – 100%.
For any policies on which Agent Commission is not to be paid, the second section of the
Comm(%) field on the Policy screen can be set to “None”.
If this field is set to “None” on a policy, the Agent Report and Invoice Generation will not
calculate any Agent commission, even if set in the Override field on the policy or on the
Agent record as a default rate or policy type specific rate.
Policyholder
If appropriate, enter a policyholder name. See the Policy
Holder Different To Account Payer section.
FC EDI
The field will display “Yes” when details have been saved
from a quote product to Core Back-Office.
The FC EDI field on the live Policy screen is set to "Yes"
when any EDI transaction is applied to the policy.
If a user has the required authorisation set on the
Password Control – Authorisation Codes 2 screen, you
can manually update the FC EDI field using the Update
button (F2) to "No" when a policy switches from being
administered on a full cycle basis to a manual basis.
Refer to the Updating The Policy Record (EDI To
Manual Status) page in the relevant Writer product.
Transferred
Displays the reference of the policy transferred to. This
field can be amended.
The Transferred field is not completed automatically if the policy is lapsed via the Quote/EDI
process. It is only completed automatically when using the ‘Lapse/Transfer’ option.
Omit Reg (Omit from Register)
Enter "Yes" if you want to stop this Policy printing
automatically on a Register.
If Omit Reg is set to ‘Yes’, it can still be specifically requested in the register print, or from the
Policy Level.
Access Code
Enter a user-defined six character code. This is for
information or Mailshot use.
Pay Direct
Enter “Yes” if the policy is normally paid direct. This
can be used in ‘IF’ statements in a letter print. See the
Word Processing & Document Maintenance chapter for
details.
Terminated on
This consists of two fields that allow you to specify
policy termination details. In the first, enter the date the
policy terminated and in the second, enter the reason
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for the termination:

L for Lapsed.

C for Cancelled.

T for Transferred.

N for Non-Renewable.

NTU for Not Taken Up

M for Mid Term Transfer
BACS Status
Displays the status of the BACS software.
LE Insurer
Enter the code of the insurance company providing
legal expenses (LE) cover. If you leave this field blank
and LE cover is requested, the first company is used.
For details, see The Main Files chapter.
LE Policy
Enter a four character code in the form LE99,
identifying the legal expenses Policy Level. The next
free LE policy identifier is allocated automatically if
legal expenses are accepted. For details, see The
Main Files chapter.
Policy Notes
Enter two lines of up to 50 characters each for notes
relating to this policy only.
When using Open-i, it is now possible to type through
from the end of certain text fields to the start of the next
text field, when the text fields are part of a meaningful
group of fields, and the next field is empty. When typethough occurs, if the last word does not fit at the end of
the first field, it is moved to the next field.
Omit From Statement
Enter any customer classification:

Commercial

Consumer
Client Statements in BROOMS or Open Word will filter
out any transactions where the Omit From Statement
field is set to "Yes".
3. Press the OK button (RETURN) when you have finished. The details you entered are added
to the client’s policy record. You can now enter Risk Level (policy details) information.
If you have entered zero or no commission rates and the appropriate setting is set in Broker
Amendment the following message is displayed:
No commission rate exists for this insurer/policy type
4. Press the OK button (RETURN) to clear this message.
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If you press ESC ESC before RETURN the details entered are lost and the client’s policy
record is not updated.
You can press F11 or click the
button to display the second Policy Level screen.
Policy Level Ultimate Insurers (Policy Level Screen 2)
Policy Level Screen 2
As well as showing how many additional Ultimate Insurers there are on the Policy Level display in
brackets, there is a second page on the Policy Level which show all of the Ultimate Insurers on the
policy, as shown in the example below:
To navigate to this screen, press F11 from the first Policy Level screen. Press F10 to return to the
first Policy Level screen.
For the Policy Expiry field, please refer to the Policy Expiry Date And Time Fields page.
Lapse/Cancel/Competitor Premium Fields
There are BPY keywords available for the Lapse/Cancel Reason, Lapse/Cancel Gone To and
Competitor Premium fields.
Please refer to the Policy Record (BPY) Policy Level page in the Core Back-Office Frames and
Keywords guide.
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Policy Expiry Date And Time Fields
Policy Expiry Date And Time Fields
The Policy Expiry and Time fields are shown below, on the second page of the Policy Details with
the Insurer policy details and Ultimate Insurers list:
The keywords for these fields are:
BPY.Expiry.Date
Policy expiry date.
BPY.Expiry.Time
Policy expiry time.
Policy Expiry Date and Time are supplied by the Quote Products Post-Quote Processing, Open
Trader or xStream and will be stored in the back-office. The data will be visible in Infocentre Plus and
in the Core Back-Office.
The Period Renewals List has the option to use the Policy Expiry Date for reporting purposes.
The following details how these fields can be set:
Setting The Fields Manually
Operators authorized to update policy details (Password Control Screen 2) will be able to enter the
Policy Expiry Date/Time.
Setting The Fields Using Extended Task Flow Calculations
When creating a live policy directly from Enhanced Frame Calculations (using INIT-POLICY, WRITEPOLICY), or amending an existing policy (using AMEND-POLICY, WRITE-POLICY), the expiry
date/time can be populated using SET-FIELD.
Scheme Toolkit and Extended Task Flow software is required.
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Core Back-Office 1
Setting The Fields From The Front Office
New Business cases transacted using BrokerLink and the Quote products already update Core
Back-Office policy details during Make Live processing (ESC 5) in Advanced Prospect Management.
The Policy Expiry and Time fields are set as part of this process.
Mid-Term Adjustments to policies of this type will set the Policy Expiry and Time fields if they are
not already populated.
Renewal Acceptance processing for policies of this type will set the Policy Expiry and Time fields.
In summary, for policies of this type, the Policy Expiry and Time fields will be set from the Front
Office whenever the expiry date/time alters.
Setting The Fields From Open Trader
New Business Standard Processing cases transacted using Open Trader already update the Core
Back-Office policy details in the back-office as part of the Convert to Live process. If the policy expiry
date/time has been passed in from Open Trader the Policy Expiry and Time fields will be set.
Setting The Fields Using Open xStream
The list for Open xStream has been extended to include BPY.Expiry.Date and
BPY.Expiry.Time. When creating a live policy directly from xStream (using XMLCREATE BPY) or
updating an existing policy (using XMLUPDATE BPY), expiry date/time can be populated using
<expiry.date> and <expiry.time> tags in the xml.
Note that XMLCONVERT will not populate the Policy Expiry Date and Time fields.
Retrieving The Policy Expiry Date/Time
The Policy Expiry Date/Time can be retrieved from:

Database Enquiry - the Policy Expiry Date/Time fields are available in Database Enquiry by
entering the fieldname in full or using the Policy Record Keyword Selection screen.

InfoCentre Plus - the Policy Expiry Date/Time fields are automatically available to InfoCentre
Plus in the brpolicy table. No change is needed to the mapping file. A bulk insert will not be
needed. The Data Dictionary for InfoCentre Plus may need to be re-generated to include the
Policy Expiry Date/Time fields.

Open Word and Open-R - the BPY keywods for these fields are available for use in Open Word
documents and in Open-R.

xStream - XMLEXPORTDATA BPY or XMLEXPORTDATA BPY.Expiry.Date will insert in the
return XML message the data from the currently selected policy record. Whole records (including
the new fields) or selected fields can be extracted.
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Creating Policy Details (Risk Level)
Once the Client and Policy Levels are defined, you can create the Risk Level.
1. Display the Policy Accounts details screen and press the Risk List button (ESC 3). The
system displays the corresponding blank Policy Details screen. See the Policy Type
Amendment section for details.
2. Enter all known details on the page. When the page is complete, press RETURN.

If a continuation page is appropriate, it is displayed. Complete the page using the normal
procedure.

Proceed with appropriate continuation pages until the Modules menu is displayed - this
allows the addition of more pages. If no further pages are needed, press F3 to return to
the Policy Level.

If none of the details on the module displayed are appropriate, then press ESC ESC.
You return to Policy Level.
Normally, the list of modules required at Risk Level for each policy is set up within Policy Type
Amendment. If this has not been done, you are prompted:
Module Name
OR
as defined by Policy Type
This is the first option from the Modules menu.
3. Enter the name of the module you want to use. Complete the module and press RETURN.
4. Press the Profile List button (ESC 3) to re-display the menu.
5. Select the ‘Add Modules to End’ option and enter the module code and press the OK button
(RETURN). Complete the information, as required.
6. Press the OK button (RETURN) to return to the Client Level to enter any other policies held
by this client. Alternatively, press ESC ESC to enter another Client and Policies.
Adding Another Policy To An Existing Client
Adding another policy to an existing client requires you to follow the same procedure as when setting
up the first policy.
Creating Policy Extension Pages
There are several policy extension pages that may be required, under certain circumstances:

AX Accident/Conviction Page

AR All Risks Page

SI Sums Insured Page

XX Blank Page
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Core Back-Office 1
Creating An ‘AX’ (Accident/Conviction) Page
If you entered “Yes” in the Any Acc/Conv field on a motor Risk Level detail page, you need to
create an ‘AX’ page.
1. Press RETURN once you have completed the page to return to the client’s Policy Level
screen.
2. Press the Profile List button (ESC 3) to display the Modules menu.
3. Select the ‘Add Modules to End’ option. You are prompted:
Module Name
OR
4. Enter the module required, i.e. AX. The system displays a blank ‘AX’ screen. Complete this
screen, as required.
5. Press the OK button (RETURN) when you have completed the details. You are returned to
the client’s Policy Level screen. If more than one ‘AX’ page is required, repeat the above
procedure.
Creating An ‘AR’ (All Risks) Or An ‘SI’ (Sums Insured) Page
Some ‘HC’ (Household Comprehensive) policies may need you to create an ‘AR’ or ‘SI’ page, to
enter lengthy All Risks schedules.
1. Press RETURN once you have completed the ‘HC’ policy detail page to return to the client’s
Policy Level screen.
Module Name
OR
4. Enter either “AR” or “SI”, as appropriate. The system displays a blank ‘AR’ or ‘SI’ screen, with
a flashing cursor. Complete this screen, as required.
the client’s Policy Level screen. If more than one ‘AR’ or ‘SI’ page is required, repeat the
above procedure.
Creating An ‘XX’ (Blank) Page
When creating policy detail pages, a blank page may be required either as an extension to the details
entered or as a summary sheet.
1. Press RETURN once you have completed the standard policy page to return to the client’s
Policy Level screen.
Module Name
OR
4. Enter the module required, i.e. XX. The system displays a blank ‘XX’ screen, with a flashing
cursor. Complete this screen, as required.
274
the client’s Policy Level screen. If more than one ‘XX’ page is required, repeat the above
procedure.
Creating Two/Three Car Policies
The system can only place information into a document from the first of a particular Risk Level
screen. Where more than one vehicle exists on a policy, you must define an index page to list the
vehicles so that the information can be placed on any document.
Where a particular Risk Level module is used more than once, the system can only access the first
module created for the purpose of placing information in a document.
Where more than one vehicle exists on a policy, you must create an ‘XX’ module to list brief details of
each vehicle to enable the system to include the vehicle details on a document.
For example:
Code
MO
Description
Motor
Screen Type
XX PC PC PC
Remember to enter the applicable commission rates for this policy using Commission Amendment.
Once the motor policy type code has been created on the system, two/three car policies can be
loaded.
To create a ‘two car’ Policy Client:
1. Create a Client Level, if required, using the New Client button (ESC 1). Complete the details
as required and press RETURN.
2. Create a Policy Level with the relevant policy type code ‘MO’, using the New Policy button
(ESC 2). Complete the details, as required and press RETURN.
3. Create a Risk Level, using the Risk List button (ESC 3). The system displays a blank ‘XX’
detail page. A flashing cursor is displayed.
4. Enter brief details of the first car on line one only. Next, enter brief details of the second car
on line three only. Leave line two blank if this is a two car policy.
If there are three cars on the policy, then use line one for details of first car, line two for the
second car and line three for the third car.
The ‘XX’ detail page is used on correspondence to quote brief details of the two/three cars,
i.e. Make, Model, Reg No., Cover, etc.
5. Press RETURN when the brief details are complete.
6. The next modules to be completed, e.g. PC, are displayed automatically. Complete all details
and press RETURN. The second PC module is displayed. Complete all details and press
RETURN.
If another PC module is required, e.g. for a three vehicle policy, refer to the “Create Policy
Extension Pages” section to create additional pages.
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Remember to enter any accident/conviction details. See the Creating An ‘AX’
(Accident/Conviction) Page section. If no accident/conviction details are to be entered, press
ESC ESC.
You return to the Client/Policy ref prompt. Continue to create clients, etc., or press ESC ESC
to re-display the Client Records & Accounts menu.
Policy Holder Different To Account Payer
Under certain circumstances, the policy holder may be different to the account payer, e.g. if a
company pays for an employee’s personal insurance.
Two records are needed, cross-referencing each other. The account payer needs all three levels,
while the policy holder needs only Client Level details.
This section uses the following example:
Policy holder:
Mr J Bloggs
Account payer:
Acme Limited
Remember to check if either the policy holder or the account payer already has an existing record on
the system.
1. Create the policy holder’s record. If the policyholder has other policies for which they are
responsible for payment, a new Client Level must be created for reference only. For example,
if BLJX01 already existed and had a Policy Level record, BLJX02 would be created as the
policyholder record.
2. Complete all known details, and enter a note such as “Account paid by ACME LTD., see ref
ACME01PC01” in the Notes field.
3. Make a note of the policy holder’s reference, e.g. BLJX01.
No Policy or Risk Level is required for the policy holder’s accounts details.
4. Create the account payer’s record once you have created the policy holder’s record. Create
Client Level, if required and complete all known details.
5. Create Policy Level and complete all known details. Enter “BLJX01” in the Policyholder field.
Enter “Policy holder Mr J Bloggs” in the Policy Notes field, if required.
6. Create Risk Level completing the details as required.
Reconciliation displays the policy holder’s name. Register Prints print the policy holder’s name
and address. Letters can contain ‘Policyholder’ keywords, see the Core Back-Office Frames
And Keywords guide. If the Policy Level contains a reference in the Policyholder field,
letters quote his/her name and address details. If the Policyholder field is left blank, the
client’s name and address are used. If an incorrect reference is entered in the Policyholder
field, e.g. it does not exist or is only four characters long, an invalid message is displayed correct the reference and re-run.
Locate Bookmark
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Making Enquiries And Amending Details
Finding A Client/Policy Record
To find a client/policy record:
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu. The
following fields are displayed:
Client/Policy ref
Enter up to 10 characters. At least 1 character must be
entered for the reference.
Filter for Partial References
Name Contains
Enter a sequence of up to 30 characters to search for
within that client name. These search characters can
be entered in upper or lower case. You can leave this
field blank to show the entire index.
The system displays a list of references in the index
that match the sequence of characters you
enter.
For example, if the client’s name is ‘John Smith’, you
can enter SMJ as the reference and Smith in the
Name contains field. Entering Smith here eliminates
all surnames with the letter SM in them and only
displays the surnames containing ‘Smith’. All the
Smiths are displayed in index form.
Post Code Starts
Enter up to 10 characters to narrow the search by the
Post Code Starts field.
Date of Birth
Narrow the search by date of birth. Enter a date in the
format DD/MM/YYYY or select a date from the
calendar.
Exec
Narrow the search by executive. Enter up to 4
characters or press F1 for a list.
Agent
Narrow the search by agent. Enter up to 4 characters
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or press F1 for a list.
2. Enter the reference, if known at this prompt, e.g. HABT01. The client record is displayed.
Alternatively, if you do not know the reference, enter as much of the reference as you can at
the Client/Policy ref prompt. If you enter between one and four characters, the system
produces an index of client names that match the reference.
3. Enter any details in the Filter for Partial Reference fields to narrow down the search and
press RETURN.
4. If only one item is found in a Client/Policy search, the item is automatically selected. If a list is
displayed, highlight the required record from the list and press RETURN or double click using
the mouse to select any of the clients displayed. The system displays the client’s Client
Details screen. Any polices attached to the client will be listed at the bottom of the screen.
You can also search for clients using the Extended Search.
Searching For A Client Using The Extended Search
You can search for clients using a policy number or postcode, in addition to the client reference.
If you are searching for a client using a policy code, you can specify the policy agent and/or
executive code, and their date of birth to reduce the number of matches found.
If you are searching for a client using their postcode, you can specify the client agent and/or the
client executive, and their date of birth to reduce the number of matches found.
To enable this functionality, the system must be set up in Broker Amendment to allow an extended
search and an index must be created.
Note: Rebuilding the search indexes using YY13 also allows you to use Duplicate Prospect Check
using date of birth without a postcode. This can only be done if the search indexes are rebuilt using
YY13.
Creating/Rebuilding An Index (YY13)
This command needs to be run in Exclusive Mode as this process requires exclusive access to the
Client Master file, the Policy file and the Search Index file.
1. On the lead terminal, go to the System Control Menu (Menu 1).
2. Select the option 'Exclusive Mode' and press RETURN
3. If requested, enter the required password
4. You will see the following message:
Selecting Exclusive Mode will cause a System Restart
Do you wish to continue?
5. Select “Yes” and press RETURN. A system restart is performed, but instead of entering the
MENU system, the message
System is in Exclusive Mode
is displayed, followed by the Command Chevron " > ".
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6. Enter the following for the main branch:
RMA YY13
7. Enter the following for all other branches (If required):
RMA YY13 B <branchno>
where <branchno> is the branch number for which this facility is to be used, eg, 01, 02 etc.
8. Press RETURN to generate the search index. The Create Search Index screen is displayed.
9. Select “Yes” and press RETURN to create the search index.
The process of creating a search index can take a long time, depending on how many records
you have.
You now have an index which you can use to perform an extended search in the Core BackOffice (and also for a Duplicate Prospect Check in Advanced Prospect Management).
If you change the Broker Amendment settings, you must re-create the index when you next set
it to ‘Yes’. This updates the index to include any records which have been added during the
period when the Allow Extended Search field was set to "No".
Performing An Extended Search
To enable this functionality, the system must be set up in Broker Amendment to allow an extended
search and an index must be created.
To perform an extended search:
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu. You are
prompted:
Client/Policy ref
2. Press ESC D or click the Extended Search button on the toolbar to display the Extended
Search Parameters screen. Alternatively, you can enter a client or policy reference to
continue, and display the Extended Search Parameters screen at anytime by pressing ESC
D.
3. Select one of the following options:

FreeForm Search - this option will only appear if switched in the Broker Amendment

Postcode Search

Policy Number Search

Frame search

Claim Number search

Invoice Number search

Credit Note Number search
4. Press RETURN or click OK to begin searching for your selected extended search option. The
system searches for any clients or policies that match your criteria:
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Core Back-Office 1

If a matching claim reference is found, the Claim Frame is displayed.

If a single matching entry is found, the Client or Policy screen is displayed as appropriate.

If more than one matching entry is found, a list is displayed from which the matching
entry can be selected.
Searching stops when 20 matching entries have been found. If there are more matches
available a Page for more message is displayed and they can be viewed by pressing F9.
Searching can be abandoned by pressing either ESC ESC or F3.
If you press ESC D again you will be given the option to re-use the previous search criteria
you entered. The window will be displayed again.
This gives you the option of adding to or amending the previous search criteria, rather than
having to enter it all again. Enter “Yes” to retain the information entered, or “No” to clear and
start a new search.
In the Broker Amendment Other 2 screen, you can select various options regarding the retain
previous search criteria option. If you have switched the option on, you can also set the
default answer to “Yes” or “No”.
Postcode Search
Postcode
Enter all or the first part of the postcode for which you are
searching if you selected 'Postcode’ in the Search Using
field.
Name Contains
searching as an optional filter, if required.
Date Of Birth
Enter the client’s date of birth as an optional filter, if
required.
Executive
Enter the executive associated with the client/policy as an
optional filter, if required or press F1 for a list.
Agent
Enter the agent associated with the client/policy as an
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Policy Number Search
Policy Number
Enter all or the first part of the policy number for which you
are searching if you selected ‘Policy Number’ in the Search
Using field.
Name Contains
Date Of Birth
required.
Executive
Agent
Frame search
Name Contains
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Core Back-Office 1
Date Of Birth
required.
Executive
Agent
The additional fields shown below will be displayed when you press RETURN or click the OK button.
Frame Search will not work until you have built an index from which to search from. The is set up
under Frame Search Index Maintenance.
Search Data Beginning
Performing An Extended Search
Spaces and the cases of letters are ignored when searching.
Restrict Search to Policy Types
Enter up to five 2 character policy types that you want
to restrict the search to.
Restrict Search to Frames
Enter up to five 4 character frames that you wish to
restrict the search to. This will speed up the search
process when lots of indexes have been created.
Include History Modules
This option is defaulted to “No”.
Press RETURN to begin the search. The system will
display any policies that match the search criteria. Use
the mouse (UP and DOWN ARROW keys) to move
between the policies and click the mouse to select
(RETURN).
The following options will then be displayed:
Select either:
Policy Jump to the Policy (Core Back-Office policy level
screen).
282
or
Frame Jump to Policy Detail frame (Core Back-Office
Risk Level screen)
Claim Number Search
Claim Number
Enter all of the claim number for which you are searching.
This field is only available if ClaimsWriter is installed on your system.
Invoice Number Search
The ‘Invoice Number Search’ allows invoice numbers of transactions across a branch to be matched
using a full or partial Invoice number given.
If a partial number is given, then more than one partial matched result may be displayed in a list. The
required policy can then be selected from the list, displaying the policy selected. If only one
transaction is found, then the associated policy for the transaction found will be displayed.
Credit Note Number Search
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The ‘Credit Note Number Search’ behaves similar to Invoice Number Search, allowing instead for
credit note numbers across a branch to be matched also using a full or partial Credit note number.
If a partial number is given, then more than one partial matched result may be displayed in a list. The
required policy can then be selected from the list, displaying the policy selected. If only one
transaction is found, then the associated policy for the transaction found will be displayed.
FreeForm Search
FreeForm Search
The 'Freeform Search' option will only appear when ESC D is pressed, if it is switched on in the
Broker Amendment.
It can also be accessed from a Free Form Search button on the toolbar. If it is not switched on in the
Broker Amendment, a message will be displayed saying your are not authorised to use this function.
A Search field is displayed which is a 60 character field:
This search allows clients and prospects across branches to be matched using a list of words which
occur in selected fields.
Enter some search text and a list of client references will be displayed with the following details

Branch

Reference

Name

Address Line 1

Post code
The second line of the display will list the field contents that have been matched.
A progress screen will be displayed during the search to indicate the number of clients found and the
percentage of the search completed.
If you press F4 during the search a prompt to break the search and display what has been found so
far or to continue the search will be displayed. You can then select the desired action.
Example assuming search indexes have been added for driver name, the search text entered was
“John Smith” “Joe Smith” “AB51 AAC”
Show the reason for matching client and give the option to select any item matched in the search
00 SMNM01+
284
John Smith
123 Address line1
WR4 9AA
John Smith, AB51 AAC, Joe B Smith
On selecting a client, if a + sign appears after the client reference a further selection list will appear
as the client was not solely matched using client master (prospect) data.
Type
Ref Matches
Client
SMNM01 John Smith
Policy
SMNN01PC01
Risk
SMNN01PC01 CF AB51 AAC
Risk
SMNN01PC01 PC John Smith
Risk
SMNN01PC01 PC3 Joe B Smith
If a risk frame was used for part of the matching then it will be added to the list along with the policy.
If a claim frame was used then the list will include the claim frame, claim, policy and client.
You can return to the first list by pressing F3.
The second selection list maybe long in some circumstances. E.g. the client name is repeated on a
risk frame on each policy. However the client reference is always at the top of the list and can be
selected quickly.
A similar method applies to Advanced Prospect Management selections.
If a contact was matched then the Type will be Contact and the client reference used. Selection will
take the user to the client (navigating to the contact details may be feasible but will require more
effort.)
Type
Client
Ref Matches
SMNM01
Contact SMNN01 John M Smithson
FreeForm Search Maintenance
The new search indexes will be automatically built and maintained in the background. The 'FreeForm
Search Maintenance' option when selected from the Core Back-Office Maintenance menu, allows
you to view the status of the index builds and pause/restart the process and decide whether to
include history data in the index.
The index maintenance process will halt if there is not enough disk space and a system notice will be
generated advising of the need for more space. (The minimum space limit will be based on the size
of the VSAM disc and a method to override it will exist.)
There will be a set of default search indexes installed to allow searching on client name, post code,
client contacts and vehicle registrations (stored on standard Writer product frames). These indexes
can be removed if not required.
The following index maintenance options are available when the 'FreeForm Search Maintenance'
option is selected from the Core Back-Office Maintenance menu:

Add Index

Delete Index
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Core Back-Office 1

Print Index List

Current Status

Index Build Control
Add Index (FreeForm Search)
The 'Add Index' option will allow the entry of a field from the following:

Client (BCM)

Client Contacts (YCI)

Policy (BPY)

Frames

Core Back-Office Risk

Core Back-Office Profile

Core Back-Office Claim

Core Back-Office Eventlog

Advanced Prospect Management Prospect Profile

Advanced Prospect Management Prospect Risk

Advanced Prospect Management EventLog

Prospect (P.CM)

Prospect Contacts (P.YCI)

Prospect Policy (P.PY)

Claim (BCH)
The input screen will have the following prompt:
Add Index for Field
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
A list of current indexes will be listed below the input area. Pressing F1 will bring up the keyword
selection dialogue and entering the frame type will bring the selection screen for the frame. All types
of fields can be indexed. Files affected by adding an index will be marked to be done again if already
processed in the current build/maintenance run.
Delete Index (FreeForm Search)
The 'Delete Index' option will allow removal of any field indexes.
Deleting an index will take immediate effect on searches even if the field index has only been partly
removed.
Deletion will be done by selecting a field from the list of current indexes (sorted in alphabetical order).
286
Print Index List (FreeForm Search)
The 'Print Index List' option will print the list of search indexes including the following details

Field Name

File - Core Back-Office Client, Core Back-Office Risk, etc

Status – Building, Deleting, Complete
Fields that can occur in multiple files will appear in the print once for each file.
Current Status (FreeForm Search)
The current status option will show:
Status
Running/Paused/Halted -No Space
Date and Time of event
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Core Back-Office 1
Count of Index Builds in Progress
Count of Index Deletions in Progress
Last Build/Maintenance
time taken in hours and minutes
Total number of fields indexed
Total number of words indexed
Size of Word List
The build/maintenance status of each file.
File
Last Checked
Amended
Status
Core Back-Office client
15/11/2007
0
Done
Core Back-Office
Contacts
15/11/2007
0
Done
Core Back-Office Profile 15/11/2007
0
To Do
Core Back-Office Policy 15/11/2007
0
Done
Core Back-Office Risk
10/11/2007
0
Ref ABCD01
Core Back-Office
Claims
10/11/2007
0
To Do
Advanced Prospect
Management Prospect
10/11/2007
0
To Do
Advanced Prospect
Management Contacts
10/11/2007
0
To Do
Advanced Prospect
Management Profile
10/11/2007
0
To Do
Advanced Prospect
Management Policy
10/11/2007
0
To Do
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Advanced Prospect
Management Risk
10/11/2007
0
To Do
Index Build Control (FreeForm Search)
This has following two options:

Begin Complete Index Build

Pause/Continue Index Build
The 'Include History Data' option on the Broker Amendment Other 3 screen allows you to include
history data. Note that if the 'Include History Data' option is changed then this may make the
searches inaccurate until the indexes have been updated again by the index builder. Any indexes
affected by the change of the history option will be marked as “To Do”. You will be notified when
using the search that the search index build is in progress.
Viewing Details
1. Enter the policy type required once the client’s Client Level is displayed. Enter the code of the
policy type that you want to view, e.g. PC01. The screen displays the Policy Account (Policy
Level) screen.
2. Press F8 to display the Policy Details (Risk Level) screen.

To move to other pages, e.g. continuation pages such as PC - Additional Drivers, AX Accidents and Convictions, etc., press F11. Press F10 to move back through the
continuation pages.

To return to Policy Level, press F9.

To return to Client Level, press RETURN.
Displaying Euro Currency Details For Irish Brokers
Once you have displayed either the Client Level or Policy Level details, you can display the values in
the Euro currency.
This is for Irish Brokers only and works with Utilities 2.09D or higher, providing Euro processing is
switched on.
1. Press ESC 4 to display the values in Euros based on the fixed exchange rate. A “Euro Vals”
message is displayed.
The converted Euro values are for display only and cannot be amended. If you amend any of
the details, the values are re-displayed in the local currency.
2.
Press ESC 4 to re-display the values in the local currency.
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Core Back-Office 1
Amending Client/Policy/Risk Level Details
To amend details:
You can restrict amendment of Client/Policy/Risk level Details using authorisation codes that can be
set up in the Broker Amendment Password Control 2 screen.
1. Locate the client, policy or risk level page(s) to be amended.
2. Press the Update button (F2) to amend the page(s).
3. Move from field to field using the TAB key or mouse, making the changes you require and the
press the OK button (RETURN) to save the amendments.
If the Broker Amendment field Warn if Renewal Date exceeds Policy Term is set on the
Other 2 screen, a message will be displayed if the renewal date field is amended to after the
policy term.
If you want to abandon the amendments, press the Cancel button (F3) to ignore the update
and cancel the instruction.
4. Continue to amend other client’s records as required.
5. Press ESC ESC twice when you have finished to return to the Client Record & Accounts
menu.
If more than one module is displayed on the screen at Risk Level, use the left
and right
arrow buttons (F10 and F11 keys) to move between modules. You cannot amend history
modules.
Moving Around Client Records - Function Keys Summary
Below is a summary of the function keys or buttons you can use to move around client records:

F5 - Moves back (to the left).

F6 - Moves forward (to the right).

F8 - Moves to the first policy from Client Level and moves from Policy Level (Policy Accounts) to
Risk Level (Policy Details).

F9 - Moves from Risk Level (Policy Details) to Policy Level (Policy Accounts).

F10 or left arrow button - Moves back through the client profile pages (to the left).

F11 or right arrow button - Moves forward through the client profile pages (to the right).
Press F8 to access a client’s policy directly from the Client Details screen. The system displays the
first policy. You can then use F6 and F5 to scroll forwards and backwards through the policies.
Locate Bookmark
290
Monitor Units
The 'Monitor Units' option on the Core Back-Office Maintenance menu contains the following options:
Active Quote non-EDI Units
You can monitor the Active Quote units you have purchased by following the procedure below:
1. Select the 'Monitor Units' option from the Core Back-Office Maintenance menu.
2. Select the 'ActiveQuote non-EDI Units' option. The following fields are displayed:
Units Remaining
Displays the units you have remaining.
Total Units Contracted
Displays the total units you have purchased.
Warn When Below
Enter the current low value trigger values for Active
Quote - Non-EDI Units in the Warn When Below field.
This is set so that a warning will be displayed if there are
less than a certain number of units remaining.
Last Reset
This displays the “Last Reset Date” which is the date
when new units were last added. This field cannot be
amended
Instream and eAggregator Units
You can access this from the following locations:

Select the ‘EPA Control’ option from the Electronic Prospect Acquisition menu.
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Core Back-Office 1

Select the 'Monitor Units' option from the Core Back-Office Maintenance menu and then select
the 'Instream and eAggregator Units' option.
The following screen will be displayed:
This screen displays the following information:
Instream Units

Units Remaining - The remaining number of Instream units that can be imported into Advanced
Prospect Management. This is the number of prospect client Level (client) records that can be
created using the EPA utility.

Sales Conversion - The remaining number of Instream units that can be converted from
Advanced Prospect Management to Core Back-Office. This is the remaining number of EPA
imported policies that can be converted from Advanced Prospect Management to Core BackOffice.

Total Units Contracted - The total contracted number of Instream units (both for transfer and
Sales Conversion).

Warn When Below - Enter the current low value trigger values for both transfer and Sales
Conversion, in the Warn When Below field. These are set so that a warning will be displayed if
there are less than a certain number of units remaining.

Last Reset - Displays the “Last Reset Date” which is the date when new units were last added.
This field cannot be amended.
eAggregator Units

Units Remaining - The remaining number of eAggregator units.

Total Units Contracted - The remaining number of eAggregator units.
292

Warn When Below - Enter the current low value trigger values for both transfer and Sales
Conversion, in the Warn When Below field. These are set so that a warning will be displayed if
there are less than a certain number of eAggregator units remaining.

Last Reset - Displays the “Last Reset Date” which is the date when new units were last added.
This field cannot be amended.
XStream Units
Allows you to view xStream Usage counts - the usage counts remaining and the totals used.
Please refer to the Monitor xStream Units And Using xStream Control in the xStream Guide for
further information.
Specified Units
xStream supports Hosted eQuotes and return the units remaining for the type of eQuotes unit used
You can monitor the eBroker and eQuotes units you have purchased by following the procedure
below:
2. Select the 'Specified Units' option. The following screen is displayed:
The following fields are displayed:
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Unit Type
Select from:

EBROKER-OT-PROPERTY-OWNERS

EBROKER-OT-TRADESMAN

EQUOTES

EQUOTES-OT-PROPERTY-OWNER

EQUOTES-OT-TRADESMAN
Warn when below
Enter the current low value trigger values for both Lead
Transfer and Sales Conversion, in the Warn When
Below field. These are set so that a warning will be
displayed if there are less than a certain number of
units remaining.
Take Units From
Select from:
Read Units From
Last Reset

Own Branch

Server Wide
Select from:

Own Branch

Server Wide
Displays the “Last Reset Date” which is the date when
new units were last added. This field cannot be
amended.
Conversions and NTUs Report
You can run an aggregator report to list the converted and not taken up aggregator cases by
following the procedure below:
2. Select the 'Conversions and NTUs Report' option. The following screen is displayed:
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Start Date
A start date may be entered but this field is optional:
leaving both these fields blank produces a report (or
Export) of all cases on the system.
End Date
An end date may be entered, but this field is optional:
leaving both these fields blank produces a report (or
Export) of all cases on the system.
Conversion Type (leave blank for
all)
This option allows you to include in the Report/Export
either:

All types of Conversion Units (this is the default if the
Conversion Type field is left blank) or

one of:

Conversion Aggregator

Conversion AQ Non-EDI

Conversion Instream

Conversion X-Stream

Hosted

NTU
If “Aggregator” or “All” Conversion Types is selected,
then “NTU Set” and “NTU Unset” audits are included in
the Report/Export
Produce Export File?
An Export file may be requested to allow you to
manipulate the data further in an external spreadsheet
(e.g Microsoft Excel). Entering “No” at this prompt, or
leaving it blank prints a Report.
The Export uses the existing Broker Amendment options
“Separator Character” and “Substitute Character” for
Export Files on the Other 1 page.
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Viewing the Operator Trail
This facility allows you to return to a client or policy details that you have accessed earlier in the day.
This is a quicker than using the Extended Client Search functionality in Core Back-Office.
If this option is switched on in the Broker Amendment Other 2 screen, a single Operator Trail file will
be used to record every occasion during the day when any operator accesses a Core Back-Office
client, Core Back-Office policy, Advanced Prospect Management prospect or Advanced Prospect
Management quote on any branch. It will include any access that would be added to the Core BackOffice or Advanced Prospect Management Access Log Files except where this would result in
consecutive records in the Operator Trail for a single operator with the same Core BackOffice/Advanced Prospect Management reference.
To be certain the Operator Trail is complete, this must be set for every Branch that an operator might
access.
This is only possible where the operator is uniquely identifiable i.e. where each person has a unique
operator code and they have entered their password before accessing any client, prospect or policy
records. This requirement can be met by System Log On or by password protected Client/Policy
details and Prospect Details menu options.
The Operator Trail will be cleared each day before start of business.
The Trail for the current operator will be available by pressing (ESC Shift 6) or pressing the Operator
Trail button on the toolbar from any Core Back-Office screen that currently has access to the Direct
Claim Search/Extended Search (ESC D).
The Operator Trail
The Operator Trail is in reverse chronological sequence i.e. the most recently accessed client/policy
will appear at the top of the list. F8/F9 will be used for paging.
If the client name field on the client master record is empty, the Operator Trail will show the first 30
characters of the extended client name.
Selecting an item from the Operator Trail will take the user back to review those details, if possible.
Availability depends on where the Operator Trail was invoked, and has the same limitations as the
Free Form Search.

Selecting a Prospect in Client/ Policy Details
If an Advanced Prospect Management reference is selected in Core Back-Office Client/Policy
details then the user will be taken into Advanced Prospect Management on the branch for the
reference.

Selecting a Client in Advanced Prospect Management Prospect Records
If a Core Back-Office reference is selected in Advanced Prospect Management Prospect
records then the user will be taken into Core Back-Office Client/Policy Details if Advanced
Prospect Management Prospect records was started using ESC F. Otherwise the message:
Can only select Client if using Advanced Prospect Management Prospect Records from
Core Back-Office Client Policy/Details (ESC F) will be displayed.

Selecting Clients/Prospects across branches
If a reference is selected from another branch an automatic branch swap will be done. On
exiting back to the “Menu” the original branch will be restored.
Pressing F3 from the Operator Trail returns to the Core Back-Office screen where ESC Shift 6 was
pressed.
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The Modules Menu
The Modules Menu
The Modules Menu
This section describes the Modules menu and how and when to use its options.
1. Press the Profile List button (ESC 3) from the Client, Policy or Risk Level of a client’s record.
Client Profile/Fact Find screens may be displayed if switched on in the Broker Amendment.
The Modules menu screen is displayed.
If you press ESC 3 from the Client Master screen and no Client Profile pages exist, the set of
frames entered in Broker Amendment Client Profile is presented before the Modules Menu
If you press ESC 3 from the Policy screen and no Policy Risk Detail pages exist, you are
invited to add risk details either as an individual frame or as a set of frames entered in Policy
Type Amendment before the Modules Menu screen is displayed.
The Profile List (Client Profile frames and Module Types already created) is also displayed on
the Modules Menu screen if starting from the Client Master screen or a Client Profile page.
The Risk List (Policy Detail numbers and Module Types already created) is also displayed on
the Modules menu screen if starting from the Policy screen or a Policy Risk Details page.
For example:
10 MC
20 MX
30 HA
40 BT
H 10 PC 24/01/01
H 20 PC2 15/02/01
Any historical modules are at the end of the list. The numbering of historical records
commences at 10 with a prefix of H. The numbers are not fixed, i.e. if a module is inserted,
deleted or moved, then the number of any one module may change. When accessing
historical modules, enter “H” as the prefix to the number.
The options on the Modules menu are described in the next few pages.
2. Select the required option and press RETURN.
Module Menu Summary Key Field Display
The Module menu can be accessed from the Client or Policy Level.
If you have entered a summary key field the display of the Module menu may differ depending on the
options selected in the Broker Amendment:

Risk Level has the Risk Level Frame Browse Display Style field on Broker Amendment Other
2 screen

Client Level has the Client Level Frame Browse Display Style on the Client Profile (Client
Level Frames) screen
The different views that can be selected for each level are detailed below:
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Core Back-Office 1
Standard
The standard view just lists the modules, as shown in the Modules Menu section.
Summary Key Field
This option will display the summary key field (the Key Data column) alongside the module name:
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Description & Key Field
The summary key field (the Key Data column) and the frame description will be displayed alongside
the module name:
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Add Modules To End
Use this option to add more policy detail modules to the client or policy.
From The Client
1. Select the Add button from the Modules menu. You are prompted:
2. Enter the module name. The 'Or Add Profile' option allows you to choose to Add/Insert the
entire set of profile modules defined in Broker Amendment en-bloc. The system displays the
module ready for updating.
3. Complete the details as required and press the OK button (RETURN).
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4. If further detail pages are required, repeat the above process.
From The Policy Detail Pages (Risk Level)
1. Select the Add button from the Modules menu. You are prompted:
2. Enter either the module name or the policy type, this displays all modules set up against this
policy type, see the Policy Type Amendment section. The system displays the module ready
for updating.
3. Complete the details as required and press the OK button (RETURN). If you entered the
policy type instead of the module name, any continuation pages defined in Policy Type
Amendment are automatically displayed.
Insert New Modules
If the next module is not to be added as the last item on the list, you can use this option to insert the
module into the required place in the list.
From the Client (Client Level)
1. Select the Insert button from the Modules menu. You are prompted:
2. Enter the module name. The 'Or Add Profile' option allows you to choose to Add/Insert the
entire set of profile modules defined in Broker Amendment en-bloc. Then, select the module
number after which you want the next module to be added. The system displays the module
ready for updating.
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From the Policy Detail Pages (Risk Level)
1. Select the Insert button from the Modules menu. You are prompted:
2. Enter either the module name or the policy type. Then, select the module number after which
you want the next module to be added. The system displays the module ready for updating.
Change Module Order
Use this option to change the order of the modules. For example, to change the order of the
modules:
from:
10 PK
10 PK
20 EL
20 FP
30 PL
to:
40 FP
40 PL
50 MX
50 MX
Proceed as follows:
1. Select the Order button from the Modules menu. You are prompted:
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30 EL
2. Enter the module number you want to move in the Move Module field, e.g. 40.
3. Enter the module number after which the module is to be placed in the to after Module field,
e.g. 10.
4. Press the OK button (RETURN) to make the system change the module order. In the above
example, the system transfers number 40 to 20 and re-numbers the remaining modules.
5. You can then make further changes to module order, if required and then press either F3 or
the Cancel button (ESC ESC) to return to the Account Details (Policy Level) screen.
Transfer Modules
Use this option to transfer the entire Risk Level details from one policy to another. For example, you
can use this if the wrong reference has been created.
1. Create a new Client Level and Policy level using the correct reference, e.g. for MISY01:
MISY01PC01.
2. Display the incorrect policy, e.g. NISY01PC01.
3. Display the Modules menu and select the Transfer button. You are prompted:
4. Enter the new policy reference. The system re-displays the ‘incorrect’ Account Details
(Policy Level) screen.
5. Press F8 to move from Policy Level to Risk Level and check that the Risk Level policy details
have been transferred from that policy. The system beeps and if the transfer has been
successfully completed the following message is displayed in the lower left-hand corner:
no more
6. Position the cursor at the beginning of the reference and enter the new reference. The
‘correct’ Policy Level is displayed.
7. Press F8 to move from Policy Level to Risk Level and check that the Risk Level policy details
information has been transferred to this policy.
If an incorrect reference has been used, you should now mark the Client Level and Policy level for
deletion.
Locate Bookmark
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Core Back-Office 1
Delete Modules
You can use this option to immediately delete modules from the system.
It may not be possible to delete history modules depending on the settings in Broker Amendment.
1. To use this option, select the Delete button from the Modules menu. You are prompted:
2. Enter the numbers required in turn, where the number is the policy module number to be
deleted, e.g. 10, 20, 30, etc.
3. Press the OK button (RETURN) to remove the module (Risk Level). Once all deletions have
been completed, press either F3 or ESC ESC to return to the Account Details (Policy Level)
screen.
This option is only available on Risk Level. Client Level and Policy Level records are marked for
deletion awaiting the running of the purge program.
Copy Modules
Use this option to produce a copy of a module that can be transferred to either a new policy or the
same policy. Do not confuse this option with the ‘Transfer Modules’ option. This option produces an
exact copy of whichever module you enter. It can, if required, be used to copy all modules to another
policy.
For example, if two clients have similar Policy Details (Risk Level) screens, this would normally
mean two separate screens. By using this option, you can reduce the amount of time entering
details, by entering Risk Level for one client and then copying it across to the other client.
1. Display the client’s record that you want to copy and press ESC 3 to display the Modules
menu.
2. Select the Copy button from the Modules menu. You are prompted:
3. Enter the details as follows:
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Copy Module Number
Enter the module number to be copied.
To Policy Reference
Either enter the full policy reference to copy to, e.g.
Open01PC01, or leave blank if you are copying within
the policy.
After Module Number
Enter the module number that the copy will be placed
after, or leave blank to insert at the end.
4. Press the OK button (RETURN) when you have completed the entries. The system redisplays the previous prompt.
5. Copy further modules if required and then press F3, or ESC ESC to return to the Account
Details (Policy Level) screen.
Merge Modules
Use this option to convert one or more modules to a ‘TX Module’.
1. Select the Merge button from the Modules menu. You are prompted:
This process is irreversible. Use with care.
2.
Enter the from and to numbers. If only one module is being converted, enter that number
twice.
3. When the process conversion is complete, the system re-displays the previous prompt.
4. Transfer further modules if required and press either F3 or ESC ESC to return to the Account
Details (Policy Level) screen.
History modules containing historical records cannot be merged.
If a register format exists for any module, this will be used when creating the TX module. Only
data which is specified in the register format will be placed in the TX module – this could mean
that some or all details will be lost.
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Display Modules
Use this option to display modules.
1. Select the Display button from the Modules menu. You are prompted:
2. Enter the module number required, prefixing it with ‘H’ if it is a History module. Press the OK
button (RETURN) to make the system display the relevant detail page.
3. To display further detail pages, press F10 and F11. Alternatively, to exit press either F3 or
ESC ESC.
Amend Print Controls
Use this option to enhance the ‘Register Print’.
1. Select the Print Controls button from the Modules menu. You are prompted:
2. Enter the module number, e.g. 40. You are prompted:
Page Control (P, 1-9, X)
Schedule Format
3. Enter one of the following:

P - To skip to a new page before printing this module.

1 to 9 - To make the printer skip this number of lines before printing the module in the
register print.

X - To mark the module as confidential. It does not print on the client copy of a register,
but is shown on the broker copy.
4. Press the OK button (RETURN) and the screen displays a list of the modules.
5. Enter the next module number until all print controls are completed, then press either F3 or
ESC ESC to return to the Account Details (Policy Level) screen.
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See the Modules And Registers For Register Prints chapter. Schedule format is only applicable for
schemes.
Reordering Risk Frames On An Individual Record
Ensure the correct Policy Level record is displayed, click the Risk List button to display the Risk List
screen then click the Reorder button to reorder the frames for the current selected policy:
On completion, the Program Completed dialog box is displayed:
If a sort order does not exist for the Policy Type, refer to the Policy Frame Reorder page and the
Creating A Default Setting section. The following message is displayed:
Click the Yes or No button to continue. The Frame Order Set dialog box is displayed, click the OK
button to return to the Risk List screen.
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Example Of Reordering Risk Frames On An Individual Record
Before reorder:
After reorder:
Policy Frame Browse View
A frame setting of "Category” is available, which can be used to define frames as either “Risk” or
“Other”.
From the Policy Level, you can click the Risk List button (ESC 3) to view the policy frame browse.
The default view is set in the Broker Amendment Other 2 screen or Prospect Control 118. It is then
possible to restrict the display of risk frames to exclude those frames defined as category “Other”.
You are able to toggle between displaying all or just risks only in the Core Back-Office or Advanced
Prospect Management Policy Frame Browse View, as shown below:
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Show All View
All the Frame modules are shown in the example below of the Core Back-Office Frame Browse:
Show Risk Only View
The example below is of the Core Back-Office Frame Browse. This view filters out frames with the
category set to “Other":
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Core Back-Office 1
Deleting A Client/Policy Record
Deleting A Client/Policy Record
This section describes how to delete records.
Only Risk Level modules can be deleted immediately. History modules can only be deleted
depending on the Broker Amendment settings.
With the exception of Risk Level, the system does not actually delete a record. The following
To be deleted
The record is not removed until you run a purge program.
Risk Level details are deleted by using the ‘Delete Modules’ option on the Modules menu. If you want
to delete all three levels, begin at Risk Level.
See the Making Enquiries And Amending Details section.
On the Risk Level, proceed as follows:
1. Press the Risk List button (ESC 3) to display the Modules menu and select the Delete
button. You are prompted:
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2. Enter the module number. When you press the OK button (RETURN), the following is
displayed:
3. Click the Yes button and the system deletes the module.
4. To delete other modules, repeat the process. Then, on the Policy Level, proceed as follows:
5. Press the Update button (F2) to update.
6. Press ESC 4. The system displays Status: To be deleted in the upper left-hand corner of the
screen.
Records with accounts or diary entries cannot be marked to be deleted. See the Purging,
Packing And Passwords chapter.
7. Press RETURN to go to the Client Details screen. Finally, on Client Level, proceed as
follows:
8. Press the Update button (F2) to update.
9. Press ESC 4. The system displays Status: To be deleted in the upper left-hand corner of the
screen.
Reinstating A Record
To reinstate a record, i.e. a record or level that has been marked ‘To be deleted’, proceed as follows:
1. Display the level to be reinstated. See the Making Enquiries And Amending Details section.
2. Press the Update button (F2) to update. The following is displayed:
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Core Back-Office 1
3. Click the Yes button. The system removes the Status: To be deleted message from the
upper left-hand corner of the screen.
You cannot reinstate a Risk Level if it has been removed using the ‘Delete Modules’ option on the
Modules menu.
Historical Records
You can create historical Risk Level module records each time a module is changed. Before you can
do this, you need to set up the following options:

Broker Amendment; the Automatic History field

Amend Module History Options (see below)
Amend Module History Options
Use this option to specify against each module whether to take a Historical Record on update. If the
module does not have an option set up, the system defaults to the Broker Amendment, Automatic
History. To override this, use the following procedure:
1.
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Select the ‘Amend Module History Options’ option from the Maintenance menu.
The system displays the Amend Module History Options screen.
The Broker Amendment setting for Automatic History is displayed in the Broker Record
Default field.
2. Enter the code of the module in the Name of module field or select a code by clicking on the
button. You are prompted:
Change option for module
3. The system displays the code for the module. Enter one of the following:

UY - Usually Yes. You have to confirm that a history record is required. Press RETURN
to take a history copy. Entering “No” does not take a history copy.

NN - Normally Not. You have to confirm that a history record is not required. Press
RETURN to not take a history copy. Entering “Yes” takes a history copy

A - Always. Always takes a history copy.

N - Never. Never takes a history copy.
4. When you have made your selection, the system returns you to the Name of module field.
Repeat the previous two steps to amend other modules.
5. When you have finished, press ESC ESC to return to the Maintenance menu.
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Core Back-Office 1
Printing The Amend Module History Options
To print the Amend Module History Options details:
1. Select the ‘Amend Module History Options’ option from the Maintenance menu. The system
displays the Amend Module History Options screen.
2. Press F7 to print. The following message is displayed:
Print in Progress
3. Press ESC ESC to return to the Maintenance menu.
Creating An Historical Record
This section describes how to create an historical record. The procedure copies a complete module
and displays a ‘H’ with the date the amendment was made.
A Risk Level historical record contains all details of the client’s Risk Level module before
amendments were made. The historical records are produced automatically if the Automatic History
and Amend History Module Options have been updated to request this option as described in the
previous sections.
To create an historical record:
1. Ensure that the screen displays the Risk Level module where amendments are to be made.
2. Press F2 to update and amend the details as required.
3. When you have finished making amendments, press RETURN.
4. The module option or the Broker Amendment default may be displayed. Amend if necessary.
Press RETURN.
The historical record is automatically created and stored at the end of the current Risk Level records.
All historical records are prefixed with the character ‘H’ and have the date of creation displayed after
them. To access an historical record, type H followed by the record number. For example, the
following is a typical list:

10 PC

20 PC1

30 PC2

H 10 PC 24/01/01

H 20 PC2 15/02/01
Locate Bookmark
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Client/Policy Audits
The following menu is displayed when the 'Client/Policy Audits' option is selected from the
Correspondence/Diary/Insurer Accounts menu:

Client/Policy History Log
The other options refer to Sanctions Checking or Open Client Check - please refer to the Sanctions
Checking or Open Client Check guides for information on these.
Client/Policy History Log
To use this functionality, set the Audit Trail of Client/Policy Records Viewed on the Other 2 screen
to “Yes”. If this option is not set to “Yes” then the following message will be displayed:
Client/Policy Audit Trail is not currently active. Press
Return
The Client/Policy History log details all accesses to Core Back-Office Client/Policy records and each
time a client or policy record changes. For example, when a Core Back-Office client master (BCM or
policy (BP) record is created a log entry will be added with the action “Create”, and when a Core
Back-Office client master (BCM) or policy (BPY) record is updated a log entry will be added with the
action “Update”.
This will be in addition to the log entries created when the client master or policy screen is displayed,
not a replacement for any of them.
The following details can be viewed

Client/Policy Reference

Date

Time

Policy (Short Policy Reference)

Operator Code

VDU
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Core Back-Office 1

Action
with the additional Operator Name details added when printed:

Operator Name
and the additional branch details added when exported:

Branch
Displaying The History Log
For Open-i users the log is displayed by pressing Alt F8 or by selecting the 'History Log' option from
the Links menu:
Winlink users must press CTRL Q to access the Client/Policy History log.
The History Log can be accessed from the following locations:

Client – the log will display accesses to the client plus all the client’s policies.

Policy – the log will show the accesses to the current policy.

Risk Level (policy risk details) - the log will show the accesses to the current policy.

Diary
The most recent entry will be displayed at the top of the log:
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If you have more than 20 accesses use the scroll bar to move backwards and forwards through the
pages.
Printing and Exporting the Log
You can generate a printed report or export the information showing the access history files, as
detailed below:
1. Select the 'Client/Policy Audits' option from the Correspondence/Diary/Insurer Accounts
menu.
2. Select the ‘Client/Policy History Log’ option. The Client/Policy History Log screen is
displayed:
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Core Back-Office 1
3. The following fields are available for completion:
Client/Policy Ref.
Enter up to 10 characters or leave blank for all.
From
From the drop down calendar, select the From date.
To
From the drop down calendar, select the To date.
Operator
Enter up to 2 characters or leave blank for all.
Export Format
Select "Yes" to produce an export file or select "No" to
produce as printed report.
If you have ReportNet, you can save the file as a plain
text file and then open in Excel using the Comma
Delimited format. This places the information in the
correct columns and can then be filtered.
Leaving all criteria blank produces a printed report or
export file listing all log entries, including the action
taken if the log entry is for a client or policy record
change.
This allows the list to be restricted to those log entries
created by client/policy record creation (Action
parameter set to “Create”) or amendment (Action
parameter set to “Update”) or both (Action parameter
set to “Both Create & Update”).
318
The printed report will be sorted in the following order:


Date

Time


Operator Code

Operator Name

VDU

Action
The exported report will be sorted in the following order, with the additional branch column:

Branch


Date

Time


Operator Code

Operator Name

VDU

Action
Example Of The Printed Client/Policy Access Log
An example of a printed Client/Policy Access Log is shown below
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Core Back-Office 1
:
Example Of The Exported Client/Policy Access Log
An example of the exported Client/Policy Access Log is shown below:
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Core Back-Office 1
Accessing the imarket Portal from Core Back-Office
A link is available from Core Back-Office to the imarket website.
To access imarket from Core Back-Office, you will need a network connected PC, Open GI Terminal
Emulator software, the imarket link software, a web browser (Internet Explorer 5.5 or later) and
internet access.
Linking to imarket
You can link to the imarket website from either the Client Level or Policy Level details:
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu, and enter
the client or policy reference, as required. The selected client or policy account details are
displayed.
2. Press ESC 9 to launch your web browser and link to the imarket website. The imarket
welcome screen is displayed.
3. If you are new to the imarket website, then you will need to register your details. If you have
used the website before and are already a registered user, then login in as normal.
Use the on-line help provided on the imarket website for instructions on how to use this site.
4.
When you have finished using the imarket website, simply close the web browser.
Core Back-Office Client/Policy remains running whilst in imarket.
Sticky Notes
Sticky Notes
Sticky Notes are initially disabled. Sticky Notes can be enabled and Authorisation Codes can be
configured to Create, Amend and Delete Sticky Notes in Broker Amendment Password Control
Authorisation Codes 5 page.
This facility allows you to add Sticky Notes to Open-i to provide information or warning notices about
either the client or policy data being displayed or the screen itself which is displaying the data.
The functionality allows you to:

Create Notes about a Customer or a policy. Client Level notes are also visible on all of the
client’s Policies and Risks, and Policy Level Sticky Notes will also be visible on all the policy’s
Risks. This could be used to warn operators about a problematic client or policy.

Create Notes about a particular screen, such as Client, Policy, Client Diary, Policy Diary or
Claims. This could be used for training purposes.

Close individual Sticky Notes once read, to be re-displayed when the screen is re-displayed, or
delete the Sticky Note permanently

Setup authorisation codes to allow or prevent operators to create or delete Sticky Notes.
The 'Create a Sticky Note' option on the F12 (Control) menu allows Sticky Notes to be created within
Client/Policy Details.
Client and Policy level Sticky Notes are purged when their associated Client or Policy is purged.
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Create A Sticky Note
The following sticky note types can be created:
Client Level
Client level Sticky Notes are displayed on first display of the Client. If the user navigates straight to
the Client, Policy, Claim or Risk details (including the diary page for any level), the Sticky Notes for
the current Client Reference are displayed on the screen.
To create a client level sticky note, follow the procedure below:
1. Display the Client Level.
2. Press F12 to display the F12 (Control) menu.
3. Select the 'Create a Sticky Note' option, as shown below:
4. The Sticky Note Editor dialog is displayed.
5. From the Type field select "Client".
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6. Enter the text for the note.
7. Click the OK button.
8. The Sticky Note appears on the client level screen in the middle of the screen:
9. Using the mouse, you can drag the Sticky note to where you want it displayed on the screen.
Sticky Notes can be moved but their new location is not stored unless the “Pin Here” option is
selected. To do this, right-click on the mouse and select the 'Pin Here' option from contextsensitive menu:
Policy Level
Policy level Sticky Notes are displayed on first display of the Policy. If the operator navigates straight
to the Policy, Claim or Risk details (including the diary page for any of these levels) the Sticky Notes
for the current Policy Reference are displayed on the screen.
To create a policy level sticky note, follow the procedure below:
1. Display the Policy Level.
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5. From the Type field select "Policy".
8. The Sticky Note appears on the Policy level screen in the middle of the screen:
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Core Back-Office 1
Screen Level
Screen level Sticky Notes are displayed until the screen changes, even if moving to the next
client/policy. For example, changing from Policy to Policy Diary shows new Screen level Sticky
Notes. Changing policy reference on the Policy page does not re-display all the Sticky Notes.
Risk Level frames do not support Screen level Sticky Notes because frames may be deleted and
renumbered.
To create a screen level sticky note, follow the procedure below:
1. Display the required screen.
5. From the Type field select "Screen".
8. The Sticky Note appears in the middle of the screen.
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Create A Field Level Sticky Note
Field level Sticky Notes pop-up when the user enters the field they were created on and disappear
on exiting the field. Only one field-level note can be created per field.
To create a field level sticky note, follow the procedure below:
1. Display the required screen in Update mode (F2).
5. From the Type field select "Field".
8. The Sticky Note appears when the field is entered in update mode, as shown below
Field Sticky Notes can be moved but their new location is not stored.
Field level Sticky Notes cannot be pinned.
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Close A Sticky Note
Sticky Notes can be temporarily closed when they have been read by clicking on the
icon (except
Field level Sticky Notes cannot be Closed). They will be re-displayed when the appropriate Client,
Policy or Screen is re-displayed.
Edit A Sticky Note
Sticky Notes can be edited by selecting “Edit” from their right-click context-sensitive menu. The Type
can be amended during Editing, but not from Client to Policy (or vice-versa).
To edit a sticky note, follow the procedure below:
1. Click on the sticky note you wish to edit.
2. Select the 'Edit' option:
The Sticky Note Editor dialog is displayed for amendment:
3. Click the OK button (RETURN) once you have completed your edits.
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Delete A Sticky Note
Sticky Notes can be permanently deleted by selecting “Deleted” from their right-click contextsensitive menu.
To delete a sticky note, follow the procedure below:
1. Click on the sticky note you wish to delete.
2. Select the 'Delete' option.
The sticky note is deleted.
Amend Colour And Font Of A Sticky Note
The colour and font of Sticky Notes are configurable in the Open-i Colour Scheme Colour
Editor (System Control menu). Sticky Notes are semi-transparent, but become opaque whilst the
mouse pointer is above them.
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4: Frame Modules (Risk Details) & Registers
4: Frame Modules (Risk Details) And Registers
This chapter describes the facility available within Core Back-Office to design your own policy
module screens and display them for completion or enquiry as part of a client’s Client Level or Risk
Level details. These are known as ‘Frame Modules’.
The frame modules you create can either be data input screens or text screens. These record
information about the risk being insured.
In addition to these, other word processing modules, known as TX modules, can be used to record
risk details, for example, a fire schedule for a commercial client.
Skeleton files also contain risk details or clauses for a certain risk type. These are held as text and
incorporated into the TX modules to save regenerating passages of text.
As the diagram below shows, these modules are used at a client’s Risk Level details.
Client needs analysis ("Fact Find") identifies the type of policies the client requires. This Fact Find
Information can be captured and recorded in the Client Profile (policy type frames held with the Client
Master, known as Client Level Frames). The Client Profile can be used to pre-fill your data input
screens when entering client policy risk details.
The remainder of this chapter describes the register print facility. The register print is a printed
portfolio of all current policy details for a given client. It may also contain a summary sheet listing
policies currently in force.
Information is given on selecting and printing registers. Considerable flexibility is available on the
print format of registers and guidance is given on how best to achieve the results you require.
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Frame Module Maintenance
Two types of module are available:

Data Modules. These contain fields where you enter information i.e. the policy details.

Text Modules. Text modules do not contain free type information fields.
They are used to contain clauses etc.
To access the Frame Module Maintenance sub-menu:
1. Select the ‘Frame Maintenance/Conversion’ option from the Maintenance menu. The Frame
Maintenance/Conversion screen is displayed, with the following options:
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Core Back-Office 1


User Frame Conversion

Frame Search Index Maintenance

Amend Frame

Amend Open-i Frame Display

Frame Calculation Debugger (if purchased)

Policy Frame Reorder
2. Select the ‘Frame Module Maintenance’ option from the Frame Maintenance/Conversion
menu. The Frame Module Maintenance screen is displayed.
The sub-menu is displayed in the upper part of the screen, with existing modules listed in the
lower part.
When you are using the ‘Frame Module Maintenance’ option, all of the word processing
commands are available.
See the Word Processing & Document Maintenance chapter.
Frame Module Maintenance Options
Select the 'Frame Module Maintenance' option and the following options are displayed:

Create a new module

Validate a module

Amend unused module
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
Amend tabbing sequence

Enter field names

Amend Module Settings

Print frame modules

Register Maintenance

Calculations

Update Frame Category
Creating A New Frame Module
Creating A New Frame Module
Instead of creating a completely new module, you may find it easier to copy an existing one. The
existing module can either be one created by Open GI or, one of your own modules. You can then
amend the copied module to suit your requirements. Further information about copying existing
frame modules is given later in this chapter in the Amending An Existing Module section.
There are two separate stages to follow when creating a new frame module:

Initially creating the module. Here you are designing the screen(s) that are used at client level or
Risk Level using the options displayed on the Frame Module Maintenance sub-menu. (See steps
1 to 9 below)

Altering the format of the module to allow you to print it as a register. Use the ‘Amend Register
Format’ option to do this. (See steps 10 and 11 below.)
These two stages can be further broken down into 11 individual steps:
1. Create
2. Validate
3. Check
4. Amend, if required and Re-validate
5. Perform Calculations
6. Print
7. Amend Tabbing Sequence, if necessary
8. Enter Field Names
9. Print Again
10. Amend Register Format
11. Print Register Format
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Designing A Frame Module
Each screen you create has 21 lines of text available. Each line can accept up to 77 characters. In
addition, you must type a title for the module at the top of the screen at the cursor position. The
module can contain a maximum of 100 data fields. The data fields cannot contain more than 968
characters where numbers count as four characters and dates as eight characters.
It is recommended that you first draft the proposed screen layout on paper before using the ‘Create a
New Module’ option to assist with designing the frame module.
When designing a screen, the positions where data is to be entered are defined by the use of square
brackets i.e. [ and ]. To specify the type of data to be placed into the fields, use the following
information:
Numbers
Use ‘9’ and a decimal place if required, e.g. [999] or
[9999.99]. You can use a maximum of nine digits in any
single number field, e.g. [999999999] or [9999999.99].
You can use a maximum of four decimal places e.g.
[99999.9999].
Characters
Use ‘X’ (upper or lower case, or a mixture). e.g. [xxxx]
[XXXXXXXXXXXXX] [XXxxxxxxxXXX] You can use 77
characters in these fields.
Dates
Use either of the two available date formats:
[dd/mm/yyyy] 29/09/2001
[dd/mm/yy] 29/09/01
Combining Fields
If you want to combine two fields with only a single
space between them, you can omit the first closing
bracket, e.g. [9999[xxxx]. If the end of the field coincides
with the end of line, you can also omit the closing
bracket.
Yes/No fields
To enter Y/N fields for a Yes/No field.
To move the cursor around the screen, press:

the UP and DOWN ARROW keys.

the SPACEBAR.

the tab key

RETURN
RETURN does not enter information at this point of the option.
When entering data on the new module at Client Level or Risk Level, the cursor moves across the
screen from left to right and then from top to bottom as the end of a line is reached.
Enter the description of the module you are creating on the first line of a Frame Module screen. This
is not shown when the module is displayed on Client Level or Risk Level.
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When using the options within the Frame Module Maintenance sub-menu, an on-line help screen is
available by pressing ESC F1. See the Word Processing & Document Maintenance chapter.
Creating An Event Module
You create an Event module for use in the Diary in the same way as any Risk Level module.
However, an Event module must contain the From and To fields, with both names specified as the
field names in the Enter Field Names field. Each of these fields must be 15 characters long.
The From and To field entries from the Header screen are transferred to the corresponding fields in
the Event Module screen.
Creating A Frame Module: A Worked Example
To illustrate the way in which a new module is created, a Pet Insurance screen is developed as a
worked example.
Ensure the printer is switched on, is on-line and is loaded with the correct size of paper.
1. Select the ‘Create a New Module’ option from the Frame Module Maintenance sub-menu.
You are prompted:
2. Enter the name of the new frame and press the OK button (RETURN). The frame name is
used to call up the module for data entry within the client Risk Level. Module names can only
be three or four characters in length. In our example screen, the module name is ‘PET1’.
If you select a three character name, the name must not start with B, L or Y (upper or lower
case letters). This is due to the Core Back-Office program using these characters as indicators
within the system.
3. The following prompt is displayed:
Use this prompt to copy the screen from an existing one if required. You would then modify it
according to your requirements, see the Amending An Existing Module section. In our
example we are not using a copy, therefore press the OK button (RETURN).
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A blank editing screen is displayed. Use this screen to create your own module screen which
you should have already planned on paper.
4. Type the title of the module at the cursor position, for example, Pet Insurance. This creates
the module description for the index displayed in the lower part of the Frame Module
Maintenance sub-menu.
5. Press RETURN, the cursor moves to the second line where you begin to develop your
screen. In our example, we want to have a margin before each of the field names.
6. Press TAB at each line where you enter a field name to create the margin. We also want to
separate each field line by a blank line.
7. Press RETURN to move the cursor down a line.
8. Create the first field by entering Owner’s Name. Then press TAB to create a space between
the field and the place where the information will be entered.
At the tab position, type a square bracket [ then type a sequence of either upper or lower
case X characters to represent the name of the owner. At the end of the line of X characters
type in the opposite square bracket ]. In the example section of screen below we have
allowed 40 characters for the owner's name:
9. Move the cursor down two lines and align it underneath the Owner’s Name field. Enter the
next field Species and position the cursor underneath the start of the previous field’s data
input area. Type [ and a sequence of either upper or lower case X characters to represent the
type of pet, e.g. dog, cat, etc. In the example section of screen shown below we have allowed
15 characters. At the end of the line of X characters type in the opposite square bracket.
10. The next field to add to our example module is Date of Birth. This is used to record the date
of birth of the pet.
Position the cursor beneath the previous field names and two lines below. Enter Date of Birth
and align the cursor with the previous data input areas. Type a square bracket [ followed by
DD/MM/YY to represent the date and then type in the opposite square bracket ].
The example section of screen below shows how this field has been added to our screen:
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11. Next, add fields for Sex, Breed, Description and Colour, allowing a line between each field
by pressing RETURN. Press TAB and the SPACEBAR to align the fields and data input
areas.
For the Sex field, we have only allowed one character. When the screen is used at Risk
Level, users will enter either “M” (male) or “F” (female).
The example section of screen below shows how these fields have been added to our screen:
12. The next two fields to create are for the cost of the pet and its insured value. Align the cursor
and enter Price Paid. Position the cursor for the data input area and type £ followed by a
square bracket [ and a sequence of numeral 9 characters to represent the purchase price of
the pet to be insured, e.g. 99999.99 etc. At the end of the line of numerals, type in the
opposite square bracket ].
Align the cursor and enter Insured Value as the next field. Add the data input area as for the
previous field Price Paid.
The example screen below shows how these fields have been added.
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Core Back-Office 1
13. The module is now complete. Press ESC S to save the module. Press ESC ESC twice to
return to the sub-menu.
Validating Modules
After creating a frame module the next step is to validate. Validation is a process whereby the system
checks for any errors.
Before validating, ensure that the printer is on-line and loaded with the correct paper.
1. Select the ‘Validate a Module’ option from the Frame Module Maintenance sub-menu. You
are prompted:
Displayed on the screen is either a blank field name or the name of the module on which you
have been working.
2. Check that the name is correctly displayed for the module you want to validate or type in the
name of the required module.
3. Press the OK button (RETURN) to proceed with the validation.
4. Enter one of the following in the Type of Detail field, against which to validate the module:

C – Claim

E – Event

P – Policy
If you are validating an Event module, you must enter E for Event.
5.
Press RETURN to proceed with the validation.
6. If no errors exist, the following message is displayed:
Validated - OK
The number of fields contained in the module is also shown.
If any errors have been made whilst creating the module, the system automatically prints out
a hard copy error report. The following message is displayed:
Printing Error Report
Lines containing errors are printed with asterisks identifying the errors. For example, the
following line may be given in the report:
Insured Value [£9999999.999]
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*
*
The first asterisk in the sequence indicates that the £ symbol is incorrectly positioned inside
the square bracket. The correct position for the symbol is directly before the square bracket.
The second asterisk indicates that the maximum number of digits has been exceeded.
The following example shows the correct text lines:
Insured Value £[999999.99]
Errors concerning the length of text, fields or lines are also detailed in the report.
Checking The Module
After a module has been validated, you need to check the screen layout.
1. Select the ‘Client/Policy Details’ option from the Client Records & Accounts menu.
2. Enter a client/policy reference and access the client’s Client Level or Risk Level details (ESC
3), see the Client/Policy Details chapter. The Client Level or Risk Level Modules menu is
displayed with existing modules shown in the lower part of the screen.
3. Select the Add button. The following message is displayed:
Module name
OR
4. Enter PET1 and press the OK button (RETURN) to display the new module.
If, after viewing the displayed screen, you want to amend the module, you must leave the record by
pressing ESC ESC and return to the Frame Module Maintenance menu. Do not press RETURN.
Once data has been recorded using a module, the module cannot be altered in any form. This
restriction does not apply to text only modules as no data is recorded when they are used.
Amending A Module
The 'Amend unused module' option is used to amend data frames before they have been used on
the policy/diary record.
You can amend a module if errors are present or you want to alter its contents.
1. Select the ‘Amend Unused Module’ option from the Frame Module Maintenance sub-menu.
You are prompted:
2. Enter the module name, for example PET1 and press the OK button (RETURN). Correct the
errors using as required. See the Creating A New Frame Module section for further details.
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3. Re-validate the module before attempting to use your amended screen.
Update Frame Category
Policy Frame Browse View
A frame setting of "Category” is available, which can be used to define frames as either “Risk” or
“Other”.
From the Policy Level, you can click the Risk List button (ESC 3) to view the policy frame browse.
The default view is set in the Broker Amendment Other 2 screen. It is then possible to restrict the
display of risk frames to exclude those frames defined as category “Other”. You are able to toggle
between displaying all or Risks only in the Core Back-Office or Advanced Prospect Management
Policy Frame Browse View.
Refer to the Policy Frame Browse View page for further details.
To Set Categories For Multiple Frames
1. From the BROOMS Maintenance menu, select the 'Frame Maintenance/Conversion' option.
3. Select the 'Update Frame Category' option. The following is displayed:

Update Category to Risk

Update Category to Other
Update Category to Risk For Multiple Frames
Click on the required frames.
A "Yes" will appear in the Selected column and the number of selected frames is shown in the
Selected box, as shown in the example below:
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Select the frames to update to the chosen category
Click the OK button (RETURN) to update the frames to the chosen category.
Update Category To Other For Multiple Frames
Click on the required frames.
A "Yes" will appear in the Selected column and the number of selected frames is shown in the
Selected box, as shown in the example below:
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Click the OK button (RETURN) update the frames to the chosen category.
Update Category To Other For Individual Frames
3. Select the 'Amend Module Settings option. The following is displayed:
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4. You can either:

Select the 'Change Category' option and enter the name of the frame that you wish to
alter and click the OK button (RETURN)

Click on one of the frames listed and select “Change Category”. Click the OK button
(RETURN)
5. Whichever method you used previously, select the new category to assign to the frame (blank
will be treated as the default category – which is "Risk") when the following is displayed:
6. Click the OK button (RETURN) to update the frame to the chosen category.
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Performing Calculations In Frames
After designing a frame and validating it, you can apply various calculations to the fields in the frame.
The facilities are similar to the inclusion of calculations in Word Processing documents, but there are
additional features you can use in frames.
See the Performing Calculations section for further details in calculations in Word Processing
documents.
See the Scheme Toolkit User Guide for details of advanced calculations available.
You can perform calculations on the following types of fields:

Numeric fields

Text fields

Coded fields

Date fields
Each type of field has a set of operators which dictates what is to happen to the content of the
selected field.
See the Performing Calculations section for details of the operators.
In addition to the calculations described in this section, you can do the following in frames:

Arrange for fields to be completed automatically with calculated values from other fields or
frames.

Protect fields from entry by the operator, for example, so that calculated values cannot be
amended.

Specify when recalculation takes place – either when the new data is entered or by pressing
ESC R.

Validate the entries in fields – either when the data is entered or when RETURN is pressed to
save the screen.

Display messages on screen relating to the entry required in a field, for example, to give advice,
warn of errors etc.

Renewal acceptance triggered by a frame calculation
The options within this facility are numerous and the results can be as simple or as complex as you
want. In this section we use some examples to explain the basic principles.
Inserting Calculations Into A Frame
1. Select the ‘Calculations’ option from the Frame Module Maintenance sub-menu. The
Calculations sub-menu is displayed.
2. Select the ‘Create/Amend Calculation’ option. You are prompted:
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3.
Enter the code of the frame and press the OK button (RETURN). You are prompted:
At this prompt, you define the type of calculation you require, i.e. when and how you want it to
occur.
Defining The Calculation Type
There are four types of calculation as follows:

Create – this takes place immediately when you access the frame for the client. It allows you to
pull information from a field in another frame and insert it automatically in the new frame.

Amend – this takes place when you change the entry in a field i.e. on exit from the field.

Entry – this takes place when the cursor enters a field and can be used to prevent access to the
field or to display a suitable message.

Validation – this takes place when you press RETURN to save a screen and can be used to
display error or warning messages.
Each type of calculation is contained in a separate screen, similar to a Word Processing screen.
You can have a screen full of each type of calculation, each containing as many calculations of that
type as you want.
After you have set up the calculations, each time you access the frame for a client, the system
checks through each of the four screens in turn and performs the necessary calculations. The
sequence in which it checks is as follows:

Create calculations

Amend calculations

Entry calculations

Validation calculations
In the following sections we give an example of each type of calculation.
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Calculation Functions (Examples)
There are different types of calculations available, which depend on the type of keyword. A numerical
keyword can use any of the numerical calculations. A date keyword can use only date calculations.
Please refer to the A List Of Calculation Functions page for further details.
CREATE Calculations (Copying Information)
2. Select the ‘Frame Module Maintenance’ option followed by the 'Calculations’ option.
3. Select the ‘Create / Amend Calculation’ option.
4. The screen displays:
Name of Frame to be amended
Enter the code of your module.
5. Press the OK button (RETURN) and the Calculation type field is displayed:
6. Enter "Create" in the Calculation type field.
This command copies today’s Date in to your keyword.
[keyword] is today
This command copies the time in to your keyword.
[keyword] is time
These commands copy the Client’s Name and Address into your keywords.
[keyword1] is [bcm.name]
[keyword2] is [bcm.addr1]
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[keyword6] is [bcm.pcode]
This command calculates in your keyword the years between two dates.
[keyword] termyear [bcm.dob] today
This command will copy the Insurer (from Policy Level) into your keyword.
This is slightly different because the field is a coded field.
[keyword] format “%F” [bpy.insco] endformat
You must use a capital F.
This command will copy two keywords into one field and again we use the Format command.
The format command can be used to copy more than one field.
[Keyword] format “%F/%F” [bpy.exec] [bpy.refno] endformat
This command selects the first record and places the value from the keyword into a variable
keyword.
Select Frame Code find first
[Yct.Var1.2] is [Keyword]
This command selects the next record and adds the value into the variable keyword.
Select Frame Code find next
If recfound
then
[Yct.Var1.2] add [Keyword]
endif
This command takes the first 2 characters of the operator’s password and enters them on to
an Event Module.
[keyword] is [bdi.operator]
This command excludes History Modules.
[YCT.exclude.hist] is “Yes”
ENTRY Calculations (Bypassing Fields / Display Help)
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6. Enter "Entry" in the Calculation type field.
This command stops the operator entering the field.
if [keyword] iscurrfield
then resultis notok
endif
This command ignores the rest of the calculation if the statement matches.
if [keyword] eq “Yes”
then Return
endif
This command will display Brick, Concrete, Stone or Timber when the operator enters the
field.
If [keyword] iscurrfield
then advise “Brick, Concrete, Stone or Timber”
endif
This command clears the previous command and must be entered at the bottom of all
calculations.
Advise “ ”
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AMEND Calculations (Expanding Codes / Else / Less Than / Errors / Mathematical)
6. Enter "Amend" in the Calculation type field.
This command will enter a pre-set value into a field if the value entered is less than the stated
value.
then
if [keyword] lt 100
then
[keyword] is 100
endif
endif
A semi colon (;) allows a comment to be entered against a calculation. Comments WILL NOT
show on the frame when attached within client/policy details.
then
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Core Back-Office 1
if [keyword] lt 100
;amount must always be at least 100
then
[keyword] is 100
endif
endif
These commands will expand b to Brick and s to Stone. The 1st command uses equal to and
the 2nd command uses begins.
then
then
if [keyword] eq “b”
or
if [keyword] begins
“b” or
[keyword] eq “Brick”
[keyword] eq “Brick”
then [keyword] is
“Brick”
then [keyword] is
“Brick”
resultis ok
resultis ok
endif
endif
if [keyword] eq “s”
or
if [keyword] begins
“s” or
[keyword] eq “Stone”
[keyword] eq “Stone”
then [keyword] is
“Stone”
then [keyword] is
“Stone”
resultis ok
resultis ok
endif
endif
endif
endif
This command ensures the operator enters data in to the field and does not display an error
message.
then
if [keyword] eq “ ”
then errorfield “” [keyword]
endif
endif
This command ensures the operator only enters Brick, Concrete, Stone or Timber in to the
field and displays an error message “Construction must be completed” if the operator leaves
the field blank.
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then
if [keyword] ne “Brick”
and [Keyword] ne “Concrete”
and [Keyword] ne “Stone”
and [Keyword] ne “Timber”
then errorfield “Construction must be completed” [keyword]
endif
endif
This command changes the keyword to sentence case.
[keyword] proper
This command changes the keyword to upper case.
[keyword] caps
This command will copy keyword1 (renewal date) into keyword2 (expiry date) then add One
Year and Subtract 1 Day from keyword2.
If [keyword1] iscurrfield
then
[keyword2] is [keyword1]
[keyword2] addyear 1
[keyword2] addday -1
endif
This command will copy keyword1 into keyword2 then add 10 on to keyword2.
[keyword2] add 10
This command will copy keyword1 into keyword2 then mul keyword2 by 0.20%.
[keyword2] mul 0.20
This command will copy keyword1 into keyword 5 and then add in keywords 2, 3 & 4.
[keyword5] add [keyword2]
This command calculates the rate of commission depending on the premium.
if [Keyword1] ge 200
then
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Core Back-Office 1
[Keyword2] is 20.00
elseif
[Keyword1] ge 100
then
[Keyword2] is 15.00
else
[Keyword2] is 10.00
endif
This command ensures 2010 is entered.
If [Keyword] iscurrfield
then
If not [Keyword] inyear 2010
then errorfield “Invalid Year” [Keyword]
resultis notok
else
resultis ok
endif
endif
This command ensures 2010 or 2011 is entered.
If [Keyword] iscurrfield
then
If not [Keyword] inyear 2010
and not [Keyword] inyear 2011
then errorfield “Invalid Year” [Keyword]
resultis notok
else
resultis ok
endif
endif
This command ensures the operator enters data into the field and displays an error message
“Area must be completed” if the operator leaves the field blank.
if [Keyword] iscurrfield
then
if [Keyword] eq “”
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then errorfield “Area must be completed” [Keyword]
endif
This command will only allow characters “Area123 and spaces” to be entered.
if [Keyword] iscurrfield and [Keyword] validchars “Area 123” then
advise “Area Acceptable”
else if
[Keyword] iscurrfield and not [Keyword] validchars “Area
123” then
errorfield “Area Unacceptable” [Keyword]
endif
endif
VALIDATION Calculations
6. Enter "Validation" in the Calculation type field.
When in update this command updates the date when RETURN is pressed.
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[keyword] is today
When in update this command updates the time when RETURN is pressed.
[keyword] is time
When in update this command calculates the years between two dates.
[keyword] termyear [bcm.dob] today
A List Of Calculation Functions
Calculation Functions
IS - Assigns a value to a calculation field
ADD - Increase the value held in a calculation field
SUB - Decrease the value held in a calculation field
MUL - Multiply the value held in a calculation field
DIV - Divide the value held in a calculation field
DIVRND - Divide the value held in a calculation field and round the answer
PERC - Calculate what percentage of an operand is in a field
PERCHANGE - Increases the field by the percentage indicated by the operand (if operand is
negative, it applies a discount i.e. it reduces the field)
RND - Rounds the value to the nearest value of the operand
RNDUP - Rounds up the value to the nearest operand value
RNDDO - Rounds down the value to the nearest operand value
REM - Calculates the remainder after division and puts the result in a field
TERMYEAR - Calculates the number of years between two dates
TERMMONTHS - Calculates the number of months between two dates
TERMDAYS - Calculates the number of days between two dates
ADDDAY - Adds or subtracts a number of days
ADDMONTH - Adds or subtracts a number of months
ADDYEAR - Adds or subtracts a number of years
INYEAR - Checks the year
INMONTH - Checks the month
FORMAT - This allows the contents of a character field to be constructed from a mixture of text and
other fields.
RETURN - Ignore the rest of the calculations (within that type), if the statement matches.
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SELECT - Selects more than one record
ELSEIF - Checks several if statements
VALIDCHARS - Only allows specified characters
NUMERICAL (NUMBERS) Fields
<numeric field> IS <numeric operand>
<numeric field> ADD <numeric operand>
<numeric field> SUB <numeric operand>
<numeric field> MUL <numeric operand>
<numeric field> DIV <numeric operand>
<numeric field> DIVRND <numeric operand>
<numeric field> PERC <numeric operand>
<numeric field> PERCHANGE <numeric operand>
<numeric field> RND <numeric operand>
<numeric field> RNDUP <numeric operand>
<numeric field> RNDDO <numeric operand>
<numeric field> REM <numeric operand>
<numeric field> TERMYEAR <numeric operand>
<numeric field> TERMMONTHS <numeric operand>
<numeric field> TERMDAYS <numeric operand>
TEXT (character) Fields
<char field> IS <operand>
<char field> FORMAT <char operand>
<char field> VALIDCHARS <char operand>
IS - Assigns a value to a character field
FORMAT - Enables formatting of strings from one or more fields
VALIDCHARS - Checks characters are valid
DATE FIELDS
<date field> IS <date operand>
<date field> ADDDAY <numeric operand>
<date field> ADDMONTH <numeric operand>
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<date field> ADDYEAR <numeric operand>
<date field> INMONTH <numeric operand>
<date field> INYEAR <numeric operand>
IS - Assigns a date value to a date field
ADDDAY - Add a number of days to the field
ADDMONTH - Add a number of months to the field
ADDYEAR - Add a number of years to the field
INMONTH - Check the month
INYEAR - Check the year
Comparison Operators
EQ - Equal
NE - Not Equal
GT - Greater Than
GE - Greater than or Equal to
LT - Less than
LE - Less than or Equal to
BEGINS - Begins with
CONTAINS - Contains
EXCLUDES - Excludes
IF Processing
IF…..THEN
IF <Condition>
THEN
<Statement>
ENDIF
IF…..THEN…..ELSE
IF <Condition>
THEN
<Statement>
ELSE
<Statement>
ENDIF
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ISCURRFIELD - Is the current field (Condition)
RECFOUND - Record found (Condition)
RESULTIS NOTOK - Result is not ok (Statement)
RESULTIS OK - Result is ok (Statement)
Variable Keywords
Numerical
20 X Whole Numbers
[YCT.var1.0] to [YCT.var20.0]
20 X 2 Decimal Places
[YCT.var1.2] to [YCT.var20.2]
1 X 1 Decimal Place
[YCT.var1.1]
[YCT.var1.3]
[YCT.var1.4]
[YCT.var1.5]
[YCT.var1.6]
4 X Date Fields
[YCT.date1] to [YCT.date4]
8 X Yes/No Fields
[YCT.yesno1] to [YCT.yesno8]
6 X Character Fields
[YCT.char1] to [YCT.char2] (77 characters)
[YCT.char3] to [YCT.char6] (30 characters)
[YCT.exclude.hist] is “Yes”
Use this command to exclude history Modules
Locate Bookmark
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Pulling Data From Another Field
The most commonly transferred field is the name of the client that appears on most frames. In our
example we will insert the client’s name in a Name field automatically. This is a Create calculation,
because we want the name to appear when we access the particular frame.
1. Enter “C” for Create in the Calculation type field. A blank editing screen is displayed.
This is similar to the Word Processing screen and is described in the Performing Calculations
section.
You use this screen to enter as many calculations as you want of the selected type.
For example, to use the client’s name, you need to enter two keywords:

the keyword of the field on your new screen.

the keyword of the field and from where you want to select the information.
Such an entry would follow this format:
INVT.name IS LCM.name
where INVT is the code for the current frame and LCM is the code for the source frame
containing the client’s name.
2. Press ESC 7 when you have completed your entries. You are returned to the Calculations
menu.
If you have entered the calculation correctly, the following message is displayed:
Calculation validated OK
If you have made a mistake, an appropriate error message is displayed.
You can pull information from another field only if the field is contained in either the current
Client Master screen (or its extensions), or the current Policy Details screen (or its
extensions), depending on whether the frame containing the calculation is a Client screen or
a Policy screen.
Inserting Numeric Calculations
When your frame contains fields with numeric values you may want to perform calculations
automatically when entries or amendments are made to these fields. There are two operators
provided by the system which allow you to control how calculations are made:
ISCURRFIELD
This tells the system that the calculation is to take place
when the cursor is in this field.
FIELDCHANGED
This tells the system that the calculation is to take place
when an entry is made or change in the current field.
For example, to multiply two fields and produce a result in a third:
Name of frame to be amended
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2. Enter the code of the frame and press the DOWN ARROW key.
3. Enter “A” for Amend in the Calculation type field. A blank editing screen is displayed.
4. Enter the following, where Keywords are denoted by square brackets [ ]:
IF ([INVT.Units1] ISCURRFIELD AND FIELDCHANGED ) OR
([INVT.Price1] ISCURRFIELD AND FIELDCHANGED )
These two lines define that the calculation is to occur if the cursor is in either of the two fields
AND an entry has been made or changed in either of the two fields. You must place round
brackets around statements that contain two operators separated by AND.
THEN [INVT.Value1] IS [INVT.Units1]
[INVT.Value1] MUL [INVT.Price1]
ENDIF
The first line sets the field INVT.Value1 as the same as INVT.Units1. The next line multiplies
the value now held in INVT.Value 1 by the value in INVT.Price1.
You should only enter one calculation per line and the ENDIF statement completes the whole
calculation.
Totalling Numeric Fields
Another common operation is producing a total value automatically. The key to this is not forcing the
system to recalculate the total if no changes are made. The following example illustrates this:
IF ([INVT.Value1] ISCURRFIELD AND FIELDCHANGED )
OR ([INVT.Value2] ISCURRFIELD AND FIELDCHANGED )
The above lines indicate that the calculation should only occur if any one of the four Value fields is
the current field and is changed:
THEN [INVT.TotVal] IS [INVT.Value1]
This sets the initial value of the total calculation:
[INVT.TotVal] ADD [INVT.Value2]
ENDIF
These lines add the subsequent three values to the initial value.
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Preventing Access To A Field
To prevent an operator from entering a field, you must use an Entry calculation type.
Name of frame to be amended
2. Enter the code of the frame and press the DOWN ARROW key.
3. Enter “E” for Entry in the Calculation type field. A blank editing screen is displayed.
4. Enter the following, where Keywords are denoted by square brackets [ ]:
IF [INVT.Value1] ISCURRFIELD
THEN RESULTIS NOTOK
ENDIF
The command RESULTIS NOTOK prevents access to the selected field.
Displaying Messages and Mandatory Fields
You use the Entry or Validation type of calculation to display messages on screen. There are four
types of message command that you can use:
ADVISE
This command displays a message when the cursor
moves into the appropriate field. It does not stop the
operator from completing the screen nor does it force an
entry in the field. This is an Entry calculation.
For example:
IF [INVT.Value1] ISCURRFIELD OR
[INVT.Value2] ISCURRFIELD OR
[INVT.Value3] ISCURRFIELD OR
[INVT.Value4] ISCURRFIELD
THEN ADVISE “You must enter a
value”
ENDIF
Each time the cursor moves into one of the Value fields,
then message is displayed. The operator can still omit
the value and complete the screen. The message text
should always be entered in parentheses “ ”.
ERROR
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This command is identical to the ADVISE command
except that each time the message is displayed it is
accompanied by an audible beep. This is an Entry
calculation.
ERRORFIELD
This command displays a message when you press
RETURN to save the screen and returns the cursor to
the mandatory field in question, which requires an entry
to be made. The operator must make a suitable entry in
the field before continuing. This is a Validation
calculation.
For example:
IF [INVT.Price1] EQ 0
THEN ERRORFIELD “You must enter a
price”
[INVT.PRICE1]
ENDIF
You must enter the field you want to return to after the
message.
WARN
This command is used to warn the operator that stated
conditions have not been met. A message is displayed
but the WARN command allows, and expects, further
calculation to take place.
For example:
IF [INVT.TotVal] LT 5
THEN WARN “Total value is less than
£5”
[INVT.TotVal] IS 5
ENDIF
The second line displays the message and the third line
continues the calculation. Although, in this example, the
warn command has been used in a Validation
calculation, you can use it with any calculation type.
Frame Calculations on Core Back-Office & Policy Screens
Frame Calculations on Core Back-Office Client and Policy Screens
Adding Frame Calculations On Client and Policy Screens
To add Frame Calculations on Core Back-Office Client and Policy Screens:
1. Select the ‘Calculations’ option from the Frame Module Maintenance sub-menu. The
Calculations sub-menu is displayed.
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3.
Enter "BCM" for the Client screen or "BPY" for the Policy screen. Press the OK button
(RETURN). You are prompted:
At this prompt, you define the type of calculation you require, i.e. when and how you want it to
occur.
Refer to the Inserting Calculations Into A Frame section.
For information about keywords and where the frame calculations are triggered, refer to the
Client/Policy Details and Client/Policy Keywords sections.
The table below describes what frame calculations are triggered when processing client and policy
data with Client/Policy Details.
The frame calculations are triggered at the following points only:
Action
Create new client – ESC 1 (after
client reference entered)
Frame Calculation Type
Create frame calculations for the BCM frame
Amend (F2)/Create mode on Client Entry calculations for BCM frame
master screen - going into a screen
input field
Amend (F2)/Create mode on Client
master screen - coming out of a
screen input field (cursor up/down)
Amend calculations for BCM frame
Amend (F2)/Create mode on Client
master screen – on screen input
completion (RETURN Key)
Validation calculations for BCM frame
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Create new policy – ESC 2 (after
policy type entered)
Create frame calculations for the BPY frame before
input
Amend (F2)/Create mode on policy
screen - going into a screen input
field
Entry calculations for BPY frame
Amend (F2)/Create mode on policy
screen - coming out of a screen
input field (cursor up/down)
Amend calculations for BPY frame
Amend (F2)/Create mode on policy Validation calculations for BPY frame
screen – on screen input completion
(RETURN Key)
If the client or policy is abandoned (ESC ESC) during a creation/amendment any change made by
frame calculation will be lost.
Client/Policy Keywords
The table below list all the available Client (BCM) keywords and also highlights the keywords that
cannot be updated by frame calculations.
BCM Keywords
KEYWORD
DESCRIPTION
READ ACCESS ONLY
Refno
Refno
Yes
Status
Record status
Yes
Name
Name
Addr1
Address line 1
Addr2
2
Addr3
3
Addr4
4
Pcode
Post code
Tel
Telephone no.
Title
Letter title
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Forenames
Forenames
Dob
Date of birth
Sex
Sex
Mar
Married
Child
No. of children
St.cl
Statement client
Odesc
Occupation desc.
Ocode
Occupation code
Credrate
Credit rating
Proscode
Prospect code
Inv.cl
Invoice client
Sbal
Statement balance
Notes
Notes
Mshot
Mailshot (LIBRA)
Pages
No. of detail pages (Libra)
Contact
Contact
BPages
No. of detail pages (Core
Back-Office)
Exec
Executive code
Agent
Agent code
Mshot1
Access each char of mshot
code
Mshot2
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Yes
Yes
Yes
Mshot3
Mshot4
Mshot5
Mshot6
Advisa
LIBRA - rec taken by Advisa
Yes
LModule
Core Back-Office Module
Yes
BModule
Libra Module
Yes
Lexec
Libra Exec
Yes
Lagent
Libra agent
Yes
Lagent1
Libra agent
Yes
Lagent2
Libra agent
Yes
Lagent3
Libra agent
Yes
Lagent4
Libra agent
Yes
Lagent5
Libra agent
Yes
Tel2
Telephone 2
Tel3
Telephone 3
Tel4
Telephone 4
Fax1
Fax 1
Fax2
Fax 2
BG.issued
Buyers Guide issued
TOB.Issued
Terms of Business Issued
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B.last.stat
Core Back-Office Statement
date
Estab
Established date
Yr.end
Year end
Employees
No. of employees
Turnover
Payroll
Contact2
Contact3
Contact4
Job1
Job2
Job3
Job4
NI.No
Taxref
Char1
Char2
Char3
Char4
Nickname
Char5
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Char6
Num1
Num2
Date1
Date2
Code1.YN
Code2.YN
Code3.YN
Code4.YN
Comp.ref
Companion Reference (for
LIBRA)
Yes
Partner.ref
Partner Reference (for
LIBRA)
Yes
Ext.Client.Name
Date3
Date4
Date5
Code5.YN
Code6.YN
Code7.YN
Code8.YN
Code9.YN
Code10.YN
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Code11.YN
Code12.YN
Mailshot
Telesales
email
Email
The table below list all the available Policy (BPY) keywords and also highlights the keywords that
cannot be updated by frame calculations.
BPY Keywords
KEYWORD
DESCRIPTION
READ ACCESS ONLY
Refno
Policy ref - key
Yes
Short.polref
XX99 end part of policy
reference
Yes
Status
Record Status
Yes
Insco
Insurance company
Polno
Policy no (extended to)
Exec
Executive
Comtype
Commission type
Pol.term
Policy term in months
Anprem
Annual premium
Rdat
Renewal date
Idat
Issue date
Term.date
Termination date
Term.code
Termination code
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Agent.comm
Agent Commission
Omit
Do we omit from register
print
Agent
Agent number
Rqinsco
Quotation insurance
company
Rqprem
Quotation premium
Rqdate
Quotation date
Notes1
Notes 1
Notes2
Notes 2
Policyholder
Policyholder ref
Detflag
Multiple detail flag
Ptype
Policy type
LE.ins
LE Insurance company
LE.pol
LE Pol key suffix
Access
Access
Office
Direct
Access1
Access2
Access3
Access4
Access5
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Access6
Comm.rate
Change format
Owner
Policy owner code
Sequence
Risk Level record sequence
Vstatus
Record Status
Yes
Pay.by.pc
Flag
Yes
Yes
Calculations on Client Level Frames (Client/Prospect Profiles)
In frame calculations “IF CLIENTFRAME” is true when the calculation is running against a Client
Level frame and false otherwise. This allows different actions to be taken when creating or amending
the Client Profile from the actions taken when creating or amending the Policy Risk details.
In frame calculations running against a risk Level frame that need to refer to Fact Find Information,
use the prefix “F.”
Example:
IF CLIENTFRAME
THEN
…
Profile frame data
; Do something
specifically for the Client
[TEST.NAME] IS [BCM.Name]
ELSE
…
; Do something
Policy Risk frame data
specifically for the Core Back-Office
[TEST.NAME] IS [F.TEST.NAME]
;Update from Client profile frame
ENDIF
In frame calculations running against a Client Level frame that need to refer to Policy Risk details,
ensure the policy is selected in the calculation and use the prefix “R.”
For further information on keywords, refer to the Keywords section.
Within frame calculations the fields on the current frame (or on a different frame at the same level as
the current frame) can be referenced without needing a distinguishing prefix.
For example, if a policy type frame JENA has fields A, B and TOT and the calculations are used to
set TOT to the sum of A and B
[JENA.TOT] ADD [JENA.A]
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[JENA.TOT] ADD [JENA.B]
then TOT is set by the calc whether JENA is used in the client profile (Client level) or in the risk
details (Risk level).
If frame calculations reference a field on a different frame which is not at the same level, a
distinguishing prefix is required.
All calculation functions that operate on fields in the current frame are available.
Frame Calculation Function For Renewal Acceptance Processing
Renewal acceptance triggered by a frame calculation will require no user interaction and will not
display any renewals activity on screen.
If a policy has not been invited and reported, then it cannot be renewed. If the policy is invited, then
the silent renewal program will perform the actions below.

Record Creation - creates the renewal acceptance set of records within the Writer product’s
database without displaying anything extra on screen or asking any more questions.

Document Printing - prints the renewal confirmation documents without asking for the printer
name or requiring confirmation that the document has printed successfully. The printer name will
either be hard-coded or will be taken from the Writer product’s broker record. To hard-code the
printer, define the [YCT.Edi.Doc.Printer] keyword before running the renewal-accept command,
for example:
[YCT.Edi.Doc.Printer] is "CPQ:"
as SPQ:, or LP:
[YCT.Char1] Renewal-accept
; or another printing device such
Core Back-Office Automatic Renewal is not invoked if frame calculation driven renewal acceptance
are being used instead.
Renewal Acceptance Driven by Frame Calculations
There will be one frame calculation function for renewal acceptance processing. This will attempt to
accept the renewal on the currently selected policy and display an error message if not successful.
Format: [Errorfield] RENEWAL-ACCEPT
If renewal acceptance is unsuccessful, an error message will be returned in the ‘Errorfield’, otherwise
this will be blank.
Example:
SELECT BPY
[YCT.CHAR1] RENEWAL-ACCEPT
IF [YCT.CHAR1] NE “” ; Error occurred
THEN
; Display error message
ENDIF
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Renewal acceptance Driven by Frame Calculations cannot be used with BrokerLink ROI or 68K
TruckWriter EDI ROI.
Printing A Module
After the module has been validated successfully, you can print it. The prints contain headers and
footers with the title and page number displayed on the calculation pages for easy reference.
Before printing a module, first ensure the printer is on-line and loaded with the correct paper.
1. Select the ‘Print frame modules’ option from the Frame Module Maintenance sub-menu. You
are prompted:
2.
Enter “PET”. Enter "Yes" or "No" to exclude frame calculations from the print as follows:

If the option is left blank or set to “No” then frame calculations will be included.

If the option is set to “Yes” then the Frame Calculations section will be omitted from the
report.
When the option to ‘Print Data Modules’ is chosen, the calculations are never printed so in
this case the setting of the option to Exclude Frame Calculations is irrelevant.
3. Press the OK button (RETURN) to automatically print a hard copy of the module where you
can check the layout and text.
Below the copy of the module are three columns containing the following information:

The field numbers.

The field contents, i.e. the type of text characters to be placed in the fields, for example,
numeric or date format.

The field names. Field names are the keywords assigned to the fields. This column
should be blank at this stage since they have not yet been allocated for the new module.
4. Check that the contents of the print are correct and press ESC ESC twice to return to the
Frame Module Maintenance sub-menu.
Locate Bookmark
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Amend Cursor Tabbing Sequence
When you create a frame module, the sequence at which you enter data is left to right and then top
to bottom. This is the automatic tabbing sequence. However, you can change the order in which the
fields are accessed by amending the tabbing sequence.
For example, you may want all the fields on the left of the frame module to be accessed first,
followed by those on the right.
1. Select the ‘Amend Tabbing Sequence’ option from the Frame Module Maintenance submenu. You are prompted:
2. Enter the frame module name e.g. PET and press the OK button (RETURN). The frame
module is displayed.
3. Select the first field required, to indicate where the cursor is positioned when you access the
module at Risk Level. Use UP ARROW and DOWN ARROW to select fields in the order in
which you want them to be accessed at Risk Level.
4. Press RETURN after selecting each field and the system shows the field in lowlight. Tag the
remaining fields in the required order until all fields have been selected.
It is important that all fields are tagged so that you can save the sequence created.
When all fields have been tagged, the following message is displayed:
Do you want to use the sequence?
5. Enter “Yes” to save the sequence or “No” to abandon it. In either case, you return to the
Frame Module Maintenance sub-menu.
When a new frame module is requested or an existing one amended on a client’s Risk Level,
the new tabbing sequence now applies.
Field Names And Keywords
After producing a print of the module, create keyword names for each of the fields. These are used to
print information contained in the modules on documentation. Each keyword must be unique.
To allocate keywords:
1. Select the ‘Enter field names’ option from the Frame Module Maintenance sub-menu. You are
prompted:
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Core Back-Office 1
2. Enter the name of the module, in our example, PET1 and press the OK button (RETURN). An
example screen is shown below:
The fields for the module PET1 are presented in three columns:
Field
This displays the order in which the fields were created.
Content
This shows what can be entered in the field, e.g. 40
characters.
Name
Use this column to enter the keyword which you are
allocating to the field.
The cursor is positioned in the Name column opposite the first field. Enter OWNAM to make
this the keyword for the Owner’s Name field.
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For each of the fields 2 to 10, create a keyword in the Name column. Press the TAB key after
each field to move down a line. The keywords allocated for the module PET are shown in the
example screen below:
The keywords we have allocated for each of the fields in PET1 are shown in the table below:
Field
Keyword
Owner’s Name
OWNAM
Species
SPEC
Date of Birth
DOB
Sex
SEX
Breed
BRD
Description
DESC
Colour
COL
Price Paid
PRPD
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Insured Value
INSVAL
3. Press the Save Changes button (RETURN) to save them when you have checked that the
field keywords are correct and return to the Frame Module Maintenance sub-menu. On
correspondence and database enquiry, the keywords are made up as follows:
Frame Type
PET1
Full Stop
.
Field Name
OWNAM
This gives PET.OWNAM. See the Word Processing & Document Maintenance chapter for
further details.
When you alter existing field names exercise care that none of the keywords/field names have
already been used in registers or letters.
4. Check that the module is correct and that the keywords have been correctly allocated by
producing a print of the PET1 module. See the Printing A Module section, for further details.
When the print has been checked, it is recommended that you keep a copy with the Core
Back-Office Frames And Keywords guide and add the module name to the list of policy
modules.
The following three options are displayed:

Summary Key Field (see below)

Change Delete Status

Access Authorisation

Change Category
Summary Key Field
This option will display a summary key field in the Key Data column when the frame is viewed using
the Modules menu. This is useful on fleet polices to aid the selection of the correct policy details. The
Broker Amendment field Risk Level Frame Browse display style will determine the data displayed.
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1. Select the ‘Frame Maintenance/Conversion’ option from the Maintenance menu followed by
the ‘Frame Module Maintenance’ option.
2. Select the 'Amend Module Settings' option.
3. Select the ‘Summary Key Field’ option and the system will then request the name of the frame
module to be viewed:
4. Enter the frame module to be viewed and press the OK button (RETURN).
5. Enter the Summary Key field for the selected frame. Press F1 or the ellipsis button to enter
a lookup facility. Use the UP and DOWN ARROW keys to select the appropriate keyword and
press RETURN.
The summary key field will then be displayed in the Key Data column when the frame is
viewed using the Modules menu.
Access Authorisation
Some frames contain information that should not be generally available e.g. BFB frames containing
clients’ bank details for Premium Finance.
Frames that hold confidential information can be password protected.
Each policy, event or claim frame type will have a new password control attribute, allowing an
authorisation code requirement to be set in Frame Module Maintenance that will restrict access to all
instances of the frame.
This is achieved as detailed below:
1. From the Frame Maintenance/Conversion menu, select the 'Frame Module Maintenance'
option.
2. Select the 'Amend Module Settings' option
3. Select the 'Access Authorisation' option. The 'Access Authorisation' option prompts for a
frame and allows the authorisation code to be set for that frame.
The authorisation code will also be shown in the module list.
Policy risks, events and claims frames can be created in Core Back-Office or Advanced Prospect
Management regardless of the password control setting for that frame type in Frame Module
Maintenance. Frames will be shown in the list of client/prospect profile frames, policy risks, events or
claims and in the list returned by a Frame Search regardless of the password control setting for that
frame type in Frame Module Maintenance.
The restriction applies only at the point where the frame itself would normally be displayed. For
example, when selecting a frame from a list:

Risk List (ESC 3 from Core Back-Office or Advanced Prospect Management Policy Details
screen)
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Core Back-Office 1

Policy Diary (ESC J from Core Back-Office or Advanced Prospect Management Policy Details
screen)

Claims Diary (F11 from Core Back-Office Policy Details screen)

Frame Search (ESC D from Core Back-Office)
Any operator without the necessary authorisation will be prevented from accessing the frame, and a
message will be displayed: User not authorised to access <frame> information.
Specifically, they will not be allowed to display, amend or delete the frame itself, amend the register
print controls for a policy type module, or produce F7 prints of the information.
The 'Display Modules' option on the Risk List menu allows paging through the modules but will only
show the frame information or a message: User not authorised to access <frame> information as
appropriate.
Change Category
A new frame setting of "Category” is available, which can be used to define frames as either “Risk” or
“Other”. Using Broker Amendment options it is then possible to restrict the display of risk frames to
exclude those frames defined as category “Other”. You will be able to toggle between displaying all
or Risks only.
To amend the category for an individual frame:
1. Select the ‘Frame Maintenance/Conversion’ option from the Maintenance menu followed by
the ‘Frame Module Maintenance’ option.
2. Select the 'Amend Module Settings' option.
3. Select the ‘Change Category’ option and the system will then request the name of the frame
module:
In the Category field, you can select from:

378
Other

Risk
5. Click the OK button (RETURN) to save any category changes.
Entering Data Into Frame Modules
When you have produced the module in the correct format, it can then be used for the entry of data.
The module can be accessed by:

Entering ESC 3 from the client’s Policy Level screen to display the Client Risk Level sub-menu.
Then select either the ‘Add Modules to End’ option or the ‘Insert New Modules’ option.

By specifying the module using the ‘Policy Type Amendment’ option. The module is then
automatically shown at Risk Level when creating the client details.
The guidance given so far allows data to be entered on the Risk Level using your own screen
designs. To use the data contained in the modules in letters or memos, or to print registers in a
format other than the basic print format, further processing within Frame Module Maintenance is
necessary.
See the Print Register Format section and Amend Register Format section.
Text Modules
Modules containing text only do not need to be displayed in full at Client Level or Risk Level. The
module name is displayed showing that the record exists for that client, but the full text only is shown
when you carry out register print.
To use this facility:
1. Create a module and only enter the description of the module on the first line. Press ESC S
and return to the menu. Validate the module.
2. Select the ‘Amend Register Format’ option and type in the text required for the module. Press
ESC S and return to the menu. When the module is created at Client Level or Risk Level, only
the name of the module is displayed. All the information contained within the module register
format is printed on the register print.
Amending An Existing Module
To amend an existing module for which data has already been entered in Client Level or Risk Level,
create a new module using a different name.
1. Select the ‘Create a New Module’ option from the Frame Module Maintenance sub-menu.
You are prompted:
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Core Back-Office 1
2. Enter the name of the new frame and press the OK button (RETURN). You are prompted:
3. Enter the existing module name. Alter the screen layout and follow the guidance given earlier
to save, validate and print the new module.
4. Mark the old existing module for deletion using the ‘Change Delete Status’ option contained
within the 'Amend Module Settings' option on the Frame Module Maintenance sub-menu. This
prevents further use of the old module on client Level or Risk Level and allows the module to
be purged later. You are prompted:
Name of frame to be marked
5. Use the ‘Policy Type Amendment’ option to replace the old module code on the Modules
Used field with your new module code. When using this policy type, your amended module is
now available at the client’s Client Level or Risk Level.
The modules already created by Open GI cannot be deleted from the system.
When a frame type is marked for deletion, this is indicated in the module list by an asterisk.
Policy Frame Reorder
Introduction
The ‘Policy Frame Reorder’ option on the Frame Maintenance/Conversion menu allows you to
reorder and specify in which order Policy Risk Level frames should appear when viewing risk
information.
Claims and Client Profile frames are excluded.
Any frames found not in the sort selection will be placed after the selected frames and will remain in
the same order in relation to other non-selected frames.
When more than one frame of a selected type occurs, these will be grouped together and will remain
in the order they were originally created in.
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Policies Types containing no selected frames will not be reordered and any policy records being
processed by users at the time of the reorder will not be selected or reordered.
Creating A Default Setting
1. Select the ‘Frame Maintenance/Conversion’ option from the Maintenance menu.
2. Select the ‘Policy Frame Reorder’ option. The following is displayed:
3. Click the Yes button to enter a single Policy Type and the order of frames for that type:
File selection
Selection of BROOMS, APM or both Risk level files will
be allowed for reordering of Frames.
When used for setting defaults, the File Selection field
will apply the defaults to BROOMS, APM or both, as
requested.
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Core Back-Office 1
Policy Types
Enter the Policy Type code or click the ellispis box
button to select the Policy Type from a pick list.
Only one Policy Type code can be entered in ‘Settings
Creation’ mode.
Start Reference
Display only field in ‘Settings Creation’ mode.
End Reference
Display only field in ‘Settings Creation’ mode.
Frame Types (BR)
If the File selection field is not set to “APM” enter the
Risk frame code(s) in the preferred sort order for the
Policy Type in Core Back-Office. Up to 50 frame codes
can be entered and at least one frame code must be
entered. If the File selection field is set to “APM” entry
to the fields in this section is not permitted.
Frame Types (APM)
If the File selection field is set to “APM” or “BROOMS
AND APM” enter the Risk frame code(s) in the
preferred sort order for the Policy Type in Advanced
Prospect Management. Up to 50 frame codes can be
entered and at least one frame code must be entered.
If the File selection field is set to “BROOMS” entry to
the fields in the section is not permitted.
The following quote engine products will not load unless a specific frame is first in the
list. When reordering frames, the following frames MUST be always be placed first in the sort
order:

BikeWriter - MC frame

HomeWriter - HW frame

MotorWriter - CF frame

TruckWriter - TW frame
4. Click the OK button to save the details and the Frame Order Set dialog box is displayed,
5. Click the OK button. If you wish to create a default setting for another Policy Type, repeat as
above.
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Reordering Risk frames For A Range Of Policies/ Policy Types
This process could take a considerable time to run depending on the number of Policy records and
frames to be reordered.
2. Select the ‘Policy Frame Reorder’ option. The following is displayed:
3. Click the No button when prompted:
File selection
Selection of BROOMS, APM or both Risk level files will
be allowed for reordering of Frames.
When used for setting defaults, the File Selection field
will apply the defaults to BROOMS, APM or both, as
requested.
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Core Back-Office 1
Policy Types
Enter the Policy Type code(s). Up to 5 Policy Type
codes can be entered. Alternatively, click the ellispis
box button to select the Policy Type code(s) from a
pick list.
At least one Policy Type code must be specified.
Start Reference
If the File selection field is not set to “BROOMS AND
APM”, leave blank to reorder frames for all records or
enter a start reference for a range of records.
Partial references can be entered. Entry to this field is
not permitted if the File selection field is set to
“BROOMS AND APM”.
End Reference
If the File selection field is not set to “BROOMS AND
APM”, leave blank to reorder frames for all records or
enter the end reference if you have entered a starting
reference.
Partial references can be entered. Entry to this field is
not permitted if the File selection field is set to
“BROOMS AND APM”.
Frame Types (BR)
Entry to these fields are not permitted in ‘Reorder’
mode. The section will display the order for the last
Policy Type entered in the Policy Type field if a sort
order has been created for Core Back-Office. Refer to
Creating A Default Setting section.
Frame Types (APM)
Entry to these fields are not permitted in ‘Reorder’
mode. The section will display the Risk frame order for
the last Policy Type entered in the Policy Type field if
a sort order has been created for Advanced Prospect
Management records. Refer to Creating A Default
Setting section.
5. Click the OK button to continue or click the Exit button to cancel the Policy frame reorder. On
completion, the Program Completed dialog box is displayed:
6. Click the OK button to return to the Frame Maintenance/Conversion menu.
Default Setting Example
384
Selected
Policies
PC
Selected
Frames
CF
PC
QW
Q1
Final Order Examples
Current
Policy
BGU AGA AGB
AAAA01PC01 Order
Final
Order
CF
PC
QW
QW
Q1
Q1
PC
CF BGU Q1
BFD BFB
Q1
Q1
Q1 BGU AGA AGB BGU BFD BFB
Policy
- will not be selected (Wrong Policy Type)
AAAB01MB01
Current
Policy
AAAC01PC01 Order
CF
PC BGU
BFD
Will not be sorted as order is correct.
Current
Policy
AGA CF
AAAD02PC02 Order
Final
Order
CF
PC
PC AGA
BGU
BGU
The reorder is performed on the current Branch only. To perform the reorder on another Branch,
change Branch and repeat the process.
You can also reorder the risk frames on an individual record. Refer to the Reordering Risk Frames
On An Individual Record page.
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Core Back-Office 1
Register Maintenance
Register Maintenance options
1. From the Core Back-Office Maintenance menu, select the 'Frame Maintenance/Conversion'
option.
3. Select the 'Register Maintenance' option and the following options are displayed:

Amend Register Format (see below)

Copy Amended to Current

Print Register Format

Test Print Register Format
Amend Register Format
The ‘Print Register Format’ option shows the format as it displays at Risk Level. If required you can
design an alternative output format when you produce a register print.
Use the ‘Amend Register Format’ option for the following additional facilities:

Use of print controls eg bold, italics, underline etc.

To exclude fields from all prints.

To exclude fields from client copy prints, but to still print them on the broker’s copy.

To calculate and print total figures.
1. Select the ‘Register Maintenance’ option from the Frame Module Maintenance sub-menu.
Then select the ‘Amend Register Format’ option. You are prompted:
2. Enter the name of the module or confirm the one displayed. The module screen is displayed.
3. Position the cursor at the beginning of the field and press F9 to edit the print options for each
field name. The beginning of the field is where the data input would start. A window is
displayed.
Field Name
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This displays the current field keyword name being
amended.
Default value
The entry at this field is printed, if no data is entered in
the field on the client’s Risk Level details. Enter up to
60 characters of free text.
Strip Trail Spaces
Enter “Yes” if you want the field length to vary on the
register print, depending upon the text entered on the
Risk Level. If you enter “No” the field length always
remains consistent at the full length of the field.
Hard Spaces
Use this field to control the word wrap. Enter “Yes” and
if the field is more than one word it is not split when the
field reaches the right margin. Enter “No” and the field
splits over two lines if it falls within the right margin
word wrap.
External Size
If a number less than the true field length is entered
here, the field is truncated, printing only this number of
characters.
Comma Separated
This puts commas in numeric fields on the print.
Interpret Dollars
Use this option to allow the user of this module to
place print commands within the text entered in the
field on the client’s Risk Level. This gives added
flexibility because important text can be highlighted, for
example, by using $C for bold for one particular
client’s risk information, but not for another.
5. Alter the format as required.
6. Press ESC S to save any amendments made. Until you have saved the changed register
format, the basic screen layout is copied containing only the fields for which you have already
entered field names. A message on the screen notifies you of any fields that have been
omitted.
Example Case
1. Select the register format for PET1. Position the cursor at the start of the data input for the
field Description and press F9. The window for amending register print is displayed.
Field Name
The keyword field name DESC is shown.
Default Value
Enter “Unknown” and this will print ‘Unknown’ if the
field is not completed at the client’s Risk Level.
Strip Trail Spaces
Enter “No” and the full field length is always printed,
irrespective of how many characters are entered at the
client’s Risk Level.
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Core Back-Office 1
Hard Spaces
Enter “Yes” and if the field length is outside the right
margin the text is not split.
External Size
Leave this at 40 so that the field is not truncated.
Comma Separated
This puts commas in numeric fields on the print.
Interpret Dollars
Enter “Yes” to allow print options to be included in the
field at client’s Risk Level. For example, if the text is
recorded as $CBlack$N - Tan and Brown, the register
print would be ‘Black - Tan and Brown’ The word
‘Black’ would be in bold print.
2. Press RETURN when the window is complete to return to the Amend Register Format
screen.
Numeric Fields
For numeric fields (Price Paid and Insured Value in our example) a further field, Add to Total is
displayed in the window.
Enter the Total field name to which you want this value to be added. You can enter up to 10 fields.
The options are:

388
For numerical fields with two decimal places, e.g. 99999.99

Typing will include figure in total
BRX.TOT1
Keyword

BRX.TOT2
Keyword

BRX.TOT3
Keyword

BRX.TOT4
Keyword

BRX.TOT5
Keyword

BRX.TOT6
Keyword

BRX.TOT7
Keyword

BRX.TOT8
Keyword

BRX.TOT9
Keyword

BRX.TOT10
Keyword

BRX.TOT11
Keyword

BRX.TOT12
Keyword

BRX.TOT13
Keyword

BRX.TOT14
Keyword

BRX.TOT15
Keyword

BRX.TOT16
Keyword


BRX.TOT17
Keyword

BRX.TOT18
Keyword

BRX.TOT19
Keyword

BRX.TOT20
Keyword
For numerical fields with no decimal places, e.g. 999999

BRX.TOT21
Keyword

BRX.TOT22
Keyword

BRX.TOT23
Keyword

BRX.TOT24
Keyword

BRX.TOT25
Keyword

BRX.TOT26
Keyword

BRX.TOT27
Keyword

BRX.TOT28
Keyword

BRX.TOT29
Keyword

BRX.TOT30
Keyword
The totalling keyword e.g. [BRX.TOT1] must be entered as a normal field in the position you require
the total printing in the register print.
Frame Formats
Already contained within the system are register formats for all of the Open GI modules. You can
create new formats or amend the existing ones.
Two different terms are used to describe the status of formats:
Current
This means that a format already exists. All of the Open
GI frames have a current format.
Amended
This means that the current format has been copied
across to an amended file.
Once you have created or amended the format, tested it, and are satisfied with it, the format should
be copied across to the current format.
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Core Back-Office 1
Copy Amended To Current
The Amend Register Format section explained how to change a format. The facility is available to
override a current version when the amended version is completed.
1. Select the ‘Register Maintenance’ option from the Frame Module Maintenance sub-menu and
then select the ‘Copy Amended to Current’ option from the sub-menu displayed. You are
prompted:
2. Enter the name of one of the module codes displayed in the lower section of the screen.
Press the OK button (RETURN). You are prompted:
3. Select “Yes” to overwrite the current format with the amended version. If you want to
abandon, enter “No”.
If you entered “Yes”, a further message is given where a current version already exists:
You will lose the previous Current version. Press Y to confirm
4. Enter “No” to abandon the routine. If you enter “Yes”, the amended format replaces the
current format which previously existed. It is important to note that after being copied to the
current version, the amended version is deleted.
If no amended version exists, you cannot proceed and the following message is displayed:
Amended version does not exist for this schedule
5. Press RETURN to return to the menu.
Print Register Format
Ensure that the printer is on-line and loaded with the correct size of paper.
1. Select the ‘Register Maintenance’ option from the Frame Module Maintenance sub-menu, and
then select the ‘Print Register Format’ option. You are prompted:
Register Name
390
2. Enter the field the name of the register to be printed, in this example PET and press
RETURN.
When the printing is complete, the screen changes to display the Frame Module Maintenance
sub-menu.
The hard copy print is produced in the format shown below:
Register of Format File PET
Page 1
PET
Owner's Name
$U[OWNAM]$N
Species
[DOB]
Sex
$C[SPEC]$N Date of Birth
[SEX]
Type of Breed [BRD]
Description
[DESC]
Colour
[COL]
Price Paid
[PPRD]
Insured Value [INSVAL] Test Print Register Format
Ensure that the printer is on-line and loaded with the correct paper.
3. Select the ‘Register Maintenance’ option from the Frame Module Maintenance sub-menu and
then select the ‘Test Print Register Format’ option. You are prompted:
Register Name
4. Enter the name of the register to be printed, if it is not already displayed. For example, enter
“PET” and press RETURN.
When the printing is complete, the screen changes to display the Frame Module Maintenance
sub-menu.
The hard copy print is produced in the format shown below:
Register of Format File PET
Page 1
PET
Owner's Name XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Species XXXXXXXXXXXXXXX Date of Birth DD/MM/YY
Sex
X Type of Breed XXXXXXXXXXXXXXXXXXXX
Description
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Colour
XXXXXXXXXXXXXXX
Price Paid 99999.99
Insured Value
99999.99
5. Check the prints and file a copy in a safe place.
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Core Back-Office 1
Convert An Existing Frame To A New Frame
Convert An Existing Frame To A New Frame
When you have designed a new frame, you can use that frame in addition to existing frames or you
can use it as a replacement for an existing frame.
If you replace an existing frame with a new frame, each occurrence of the existing frame is replaced
with the new frame. Data held in the existing frame is transferred to the corresponding field in the
new frame.
To achieve the conversion of data from one frame to another, you must tell the system which fields
are to be transferred and to where. This process is called “mapping”.
You are not restricted to your own self-designed frames in frame conversion. You can convert:

an Open GI frame to a self-designed frame.

a self-designed frame to an Open GI frame.

a self-designed frame to a self-designed frame.

an Open GI frame to an Open GI frame.
You can only convert a like frame to a like frame, for example a Policy frame to a Policy frame.
You must take a security copy before you begin the conversion process because the process is
irreversible.
There are three main steps in the process, which you must follow in sequence:
1. Create the mapping sequence.
2. Validate the mapping.
3. Run the conversion.
Information on each of these is given in the following sections.
Maintenance/Conversion screen is displayed.
2. Select the ‘User Frame Conversion’ option from the Frame Maintenance/Conversion menu.
The User Frame Conversion screen is displayed. The top part of the screen contains the
menu. The lower part contains a current list of all existing mapping sequences.
Creating and Validating The Mapping Sequence
Creating The Mapping Sequence
Before you can continue with mapping, you must have created and validated the new frame and
allocated Keywords to the new fields.
Maintenance/Conversion screen is displayed.
2. Select the ‘User Frame Conversion’ option from the Frame Maintenance/Conversion menu.
The User Frame Conversion screen is displayed. The top part of the screen contains the
menu. The lower part contains a current list of all existing mapping sequences.
392
3. Select the ‘Create/Amend Mapping’ option. You are prompted:
From Frame Type___
To Frame Type___
From Frame Type
Enter the name of the frame from which you want to
convert data, i.e. the old frame, and press the TAB key.
To Frame Type
Enter the name of the frame to which you want to
convert data, i.e. the new frame, and press the OK
button (RETURN).
The Create/Amend Mapping screen is displayed.
The left side of the screen contains the fields in the existing frame. In the right side of the
screen, you enter the corresponding fields in the new frame, i.e. the fields to which you want
to transfer the data.
If you are converting from an Open GI frame, fields on the left which have a corresponding
entry of *Control field on the right, are converted automatically. These are protected fields
which, although they may not be visible when the frame is displayed, must be included in the
new frame. You have no access to these fields.
You cannot transfer a Character field to a date or Numeric field. You can transfer a date or
numeric field to a character field. Coded fields can be mapped to Character fields, but cannot
be mapped to Date fields, Number fields or Coded fields. You cannot map any fields to
Coded fields.
On each side of the screen, the following information is included for each field listed:
Name
The suffix of the Keyword allocated to this field.
Type
The type of field: Character, Numeric, Date or Coded.
Len
The length of the field.
Dp.s
The number of decimal points in a numeric field.
5. Position the cursor on the first field you want to transfer.
6. Enter the field name to which you want to transfer in the To section. The remaining fields on
the line are entered automatically.
7. Follow this procedure for each field you want to transfer.
8. Press ESC ESC to abandon the task. You are prompted:
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9. Select “Yes”. The previous screen is displayed.
10. Press RETURN when you have entered all the field names you want. The mapping sequence
is saved and the previous screen is displayed. The sequence just created is added to the list
on this screen.
Before you can transfer the data, you must check that you have entered the mapping
sequence correctly. See the “Validating the Mapping Sequence” section below for information
on how to do this.
Validating The Mapping Sequence
When you validate the mapping sequence, a print is produced automatically.
1. Select the ‘Print/Validate Mapping’ option. You are prompted:
From Frame Type___
To Frame Type___
Date_____
Time____
2. Enter the name of both frames and press the OK button (RETURN).
Do not enter anything in the Date and Time fields. These allow you to print a mapping
sequence after the data has been converted and if it has been converted more than once.
See the Reprinting A Mapping Sequence After Conversion section.
3. The sequence is checked and a print produced. If there are any errors, these are highlighted
on the printout. You must go back and rectify any errors and run the validation again.
4. When the sequence has been validated, the following prompt is displayed:
5. Press the OK button (RETURN). The previous screen is displayed. When the mapping
sequence has been validated, you can transfer the data from the old frame to the new frame.
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394
Converting The Data
Use this option to transfer data from the old frame to the designated fields in the new frame.
1. Select the ‘Run Frame Conversion’ option. You are prompted:
From Frame Type___
To Frame Type___
The lower part of this screen contains only those mapping sequences which have been
validated.
2. Enter the name of both frames and press the OK button (RETURN). The Run Frame
Conversion screen is displayed:
3. Enter information at the following prompts:
Policy Type
You can enter a particular policy type code here to
restrict the conversion to just the specified policy type,
or leave this field blank to include all policy types.
Include History Frames
Select “Yes” to include history frames in the
conversion. Otherwise, enter “No”.
Add or Replace Frames
Select one of the following at this prompt:

'Add' - new frames that are being mapped are
created without overwriting the originals.
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Core Back-Office 1

Which Product (APM/BROOMS)
'Replace' - all existing frames of the selected
frame type are overwritten.
Select from:

Apm

Both

Brooms
When a frame is added, the frame appears immediately after the frame being converted.
4. Press the OK button (RETURN) to continue. You are prompted:
Are you sure you want to continue?
5. Select “Yes” to continue.
To abandon the conversion, select “No”. You are prompted: No frames converted.
6. Press RETURN to return to the User Frame Conversion screen.
A report is printed detailing any fields which have had to be truncated, and fields where the
data has been lost in the conversion, i.e. those which have not been included in the mapping
sequence.
The system converts the frames. When the conversion is complete, a prompt similar to the
7 frames converted.
7. Press RETURN. You are returned to the User Frame Conversion screen.
8.
Press ESC ESC to return to the Maintenance menu.
Reprinting A Mapping Sequence After Conversion
If a conversion has been run just once, i.e. there is only one entry on the list for that conversion, you
can reprint the mapping sequence as follows:
From Frame Type___
To Frame Type___
2. Enter the From and To frame types and press the OK button (RETURN).
You may have created a mapping sequence and run a conversion for the same two frames more
than once, in which case there will be more than one entry on the list for the two frames in question.
If you now want to reprint the mapping sequence relating to a particular conversion, you must enter
the date and time of the conversion as follows.
From Frame Type___
To Frame Type___
2. Enter the From and To frame types.
396
3. Enter the date and time which are displayed on the list and press the OK button (RETURN).
Frame Search Index Maintenance
This option allows the user to create indexes that are based on Core Back-Office policy detail (Risk
Level) fields. These can then be used to select the required record from Client/Policy details
extended search (ESC D). The following options enable you to manage these indexes.
2. Select the ‘Frame Search Index Maintenance’ option and the Frame Search Index
Maintenance screen is displayed.
Add/Delete Index
Select the 'Add Index' option and the following field is displayed:
Field to Index
Enter the Core Back-Office Risk Level field to index on
and press the OK button (RETURN). When a new entry
or entries are added the following message will be
displayed:
Index has now been added
Restart your system before
rebuilding the indexes.
You will then need to restart your system and then select
the ‘Rebuild Indexes’ option.
Delete Index
Select the 'Delete Index' option and the following field is displayed:
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Core Back-Office 1
Field Index to Delete
Enter a valid field index to delete and press the OK
button (RETURN). The following message will then be
displayed:
Index has now been deleted
Restart your system before adding new indexes
If you want to add new indexes restart your system and select the ‘Add Index’ option.
Rebuild Indexes
Select the ‘Rebuild Indexes’ option and the following message will be displayed:
Select “Yes” to rebuild all the newly added indexes or “No” to rebuild all the indexes. Press F4 to
abandon the rebuild process.
Print Index List
This will print a list of active frame search fields.
Amend Frame
This allows you to amend suitable data frames after they have been used on the policy/diary record
(frames that are fixed). Only user defined frames with 4 character names can be selected. The
selected frame must have been successfully validated and have field names assigned.
It is important that you:

Ensure the selected frame is not used by Core Back-Office Client/Policy Details processing while
'Amend Frame' is in use.
To amend a frame, follow the procedure below:
1. Select the 'Frame Maintenance/Conversion' option from the Maintenance menu.
2. Select the 'Amend Frame' option. The following options are displayed:
398

Add Fields to Frame (see below)

Print Field List

Amend Screen Definition

Upgrade Data - this option is no longer required as your data is now automatically
updated. All the existing frame data associated with Core Back-Office Clients, Advanced
Prospect Management Prospects, policies and claims will be automatically examined and
extended if fields have been added to that frame definition using Add Fields to Frame.
The 'Amend unused module' option is used to amend data frames before they have been used on
the policy/diary record.
Add Fields to Frame
1. Select the 'Add Fields to Frame' option.
2. Enter the Frame name, which must have been successfully validated and have field names
assigned.
3. Press the OK button (RETURN). A screen is displayed with the following fields:
Field Name
Type
Display

Char

Date

Num

YesNo
Enter a number in the format 99. This is the number of
characters taken up the by the display.
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Decimals
Enter a number in the format 9. This is the number of
decimal places for numeric fields.
4. Press the OK button (RETURN). You are prompted:
Are you sure you want to amend the frame?
Yes/No
5. Select "Yes" to amend the frame, otherwise enter "No" to return to/continue adding field
details.
Print Field List
1.
Select the 'Print Field List' option.
assigned.
3. Press the OK button (RETURN) and the printer prompt is displayed.
Amend Screen Definition
1.
Select the 'Amend Screen Definition' option.
assigned.
3. Press the OK button (RETURN) and the screen definition appears in the Word processor.
Any incorrect data, lack of gaps between fields or too many lines will result in the amended
screen definition being rejected.
The 'Amend Screen Definition' option no longer allows entering of word processing dollar commands
and pressing the tab key inserts spaces instead of tab commands.
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Amend Open-i Frame Display (Frame Editor)
Amend Open-i Frame Display (Frame Editor)
The Frame Editor Tool
The Frame Editor Tool provides a user friendly way of formatting existing frame modules for use in
Open-i, mainly using the mouse.
It allows you to configure a number of panels on the screen and to place the frame fields within those
panels. It stores an updated version alongside which will be used to render via the Open-i interface,
leaving the older version to be used when only a dumb terminal is available. This will allow the
current layout to be tweaked for green-screen use, whilst having a more interesting layout using the
Open-i interface in a mixed-terminal environment.
Existing Open-i Format frames can also be deleted, if required.
Using the Frame Editor Tool
To access the Frame Editor Tool, follow the procedure below:
1. Select the 'Frame Maintenance/Conversion' option from the Core Back-Office Maintenance
menu.
2. Select the 'Amend Open-i Frame Display' option.
3. Select the 'Amend Open-i Format' option.
4. Enter the name of the module to amend and press RETURN. The Frame Editor screen is
displayed.
5. Any existing fields will be displayed attached to the selected module will be displayed.
ToolBar Buttons
Hide grid
Click this button to hide the grid displayed in the Frame
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Design window.
Tab Order
The Tabbing Order window is displayed.
Clear
Click to clear all fields.
Reset
Click to reset any changes made and load the module as
it was when first opened.
OK
Click the OK button to save.
Cancel
Click to Exit.
Other Buttons
Create (Labels)
This will create a label with the name you have entered
in the Caption field. It will be displayed under the Create
Label button. You can either:

Drag the label into the frame design grid

Right click on the label and select either the 'Delete'
or 'Properties' options. Selecting the 'Properties'
option displays the label Control Properties dialog:
Formatting Labels (Open-i Frame Display)
Right click on a label and the following options are displayed:

Remove Label - removes the label from the Frame Design window and places it in the Labels
section on the left of the screen.

Properties - displays the Control Properties box, detailed below:
Control Properties
Caption
Displays the Caption name. This can be amended.
Control Size
Displays the Control size. This is the length of the label
402
or field in squares.
You can amend the Control size for fields only..
Alignment
Displays the alignment of the label. This can be
amended. You can select from 'Right' or 'Left' aligned.
Formatting Existing Fields (Open-i Frame Display)
To format the display of fields:

Click on a field using the mouse and use CTRL and ARROW keys to shrink/expand the display
of a field.

Click on a field using the CTRL SHIFT and ARROW Keys to increase/decrease the display size
from either the left or right.

Right click on a field and the following options are displayed:

Create Label - creates a label in the Labels section on the left of the screen

Remove field - remove the field from the Frame Design window, and places it in the Fields
section on the left of the screen

Properties - displays the Control Properties box, detailed below:
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Control Properties
Select the 'Properties' option and the following is displayed:
Control Size
Displays the Control size. This is the length of the field in
squares.
You can amend the Control size for fields.
Display Only
Display Only set to "Yes" will put the text on the screen
without drawing a text box so it appears like a label.
Borderless
Enter "Yes" to make this a borderless field, otherwise
enter "No".
Mandatory
Enter "Yes" to make this field display the mandatory
colour you have defined in the 'Open-i Colour Scheme'
option, otherwise enter "No".
Entering "Yes" to this option only highlights to the user
via its colour that the field is mandatory. Code will need
to be included in a frame calculation to make the field
mandatory so that it cannot be bypassed without a valid
entry.
Read Only
Read Only Set to "Yes" will draw a text box on the
screen populated with the text, but the field will be
disabled.
Type Through
Enter "Yes" to indicate that type-through applies.
When processing, if type through is set against a field
and the next field is not a character field, the type
through option will be ignored.
Locate Bookmark
404
Tabbing Order (Open-i Frame Display)
A list of the fields is displayed in the Tabbing Order window:
The fields can be moved up or down the list using the arrow buttons. This effects the tabbing order of
the frame.
Click the
button to confirm the amended tabbing sequence.
Delete Open-i Format Frames
To access the Frame Editor tool to delete an existing Open-i format frame, follow the procedure
below:
1. Select the 'Frame Maintenance/Conversion' option from the Core Back-Office Maintenance
menu.
2. Select the 'Amend Open-i Frame Display' option.
3. Select the 'Delete Open-i Format' option.
4. Enter the name of the module to delete and press RETURN. The following message is
displayed:
Delete Enhanced Format For Frame XXXX?
5. Enter "Yes" to delete or "No" to cancel.
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Maintain Skeletons
Maintain/Create Skeletons
Use skeleton files in client policy details. They can be extensive details about a risk or they can be
clauses for a certain risk type that you can amend for each policy. The use of these skeleton files can
enlarge the amount of data stored for a particular policy or a number of policies. Skeleton files are
brought across into TX modules.
When you use the ‘Maintain Skeletons’ option, all of the word processing commands are available.
See the Word Processing & Document Maintenance chapter.
1. Select the ‘Maintain Skeletons’ option from the Maintenance menu to display the Maintain
Skeletons sub-menu. The options available are shown.
Use the maintain skeletons file to store skeletons in alphabetical order and in two columns on
the screen. The name of each skeleton can be 16 characters long and can have either
numbers from zero to nine or letters from A to Z.
Create A New Skeleton
1. Select the ‘Create a new skeleton’ option from the Maintain Skeletons sub-menu. You are
prompted:
2. Enter the name of the skeleton you want to create and press the OK button (RETURN). A
blank skeleton screen is displayed.
406
3. Type in the risk details for this skeleton.
4. Press ESC S to save the completed risk details. Press ESC ESC to return to the Maintain
Skeletons sub-menu. The new skeleton name is displayed in column format under the submenu.
Amend/Delete A Skeleton
Once the skeleton is created, use this option to make amendments as required.
1. Select the ‘Amend a skeleton’ option from the Maintain Skeletons sub-menu. You are
prompted:
2. Enter the name of the skeleton you want to amend from those listed in the lower part of the
screen. Press the OK button (RETURN).
3. Make the amendments you require using the word processing commands.
See the Word Processing & Document Maintenance chapter for further details.
4. Press ESC S to save the amendments. Then press ESC ESC to return to the Maintain
Skeletons sub-menu.
Delete A Skeleton
Use this option to delete a skeleton. Take care when deleting skeletons as there is no means of
reinstating them.
1. Select the ‘Delete a Skeleton’ option from the Maintain Skeletons sub-menu. You are
prompted:
2. Enter the name of the skeleton you want to delete from those listed in the lower part of the
screen. Press the OK button (RETURN). The Maintain Skeletons sub-menu is displayed and
the deleted file is no longer shown in the lower part of your screen.
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Print Skeleton and Index Of Skeletons
Obtain a test print by using the ‘Print Skeleton’ option. It displays any print commands used and
shows the skeleton layout.
Ensure that the printer is switched on, is on line and has the correct paper loaded.
1. Select the ‘Print Skeleton’ option from the Maintain Skeletons sub-menu. You are prompted:
2. Enter the name of the skeleton you want to print from those listed in the lower part of the
screen. Press the OK button (RETURN). The skeleton file is printed and the Maintain
Skeletons sub-menu is re-displayed.
Print Index of Skeletons
Use this option to print an index list of all the skeleton files on the system.
Ensure the printer is switched on, is on line and is loaded with the correct paper.
1. Select the ‘Print Index of Skeleton’ option from the Maintain Skeletons sub-menu. This
automatically prints the index list in alphabetical order.
2. Press the Cancel button (ESC ESC) to return to the Maintenance menu.
Change Name Of Skeleton
Use this option to change the name of an existing skeleton. Naming skeletons is important; similar
types of skeletons should start with the same characters. Consequently, when using skeletons, the
selection process is simplified.
1. Select the ‘Change name of skeleton’ option from the Maintain Skeletons sub-menu. You are
prompted:
2. Enter the present skeleton name and press the TAB key. At the second line, enter the new
name for the skeleton and press the OK button (RETURN). The Maintain Skeletons submenu is displayed with the new name shown in the lower part of your screen.
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Word Processing Modules
Word Processing Modules
Use TX modules to store text, for example, a fire schedule for a commercial client. You can also use
them for rearranging existing modules. TX modules can be used as often as you require and can be
any length.
These modules operate in a similar way to any existing module or screens on the Risk Level. They
can be used for register prints where the format used on a Risk Level TX module can be transformed
onto the register print. However, you cannot print information from the Risk Level in a letter when
using the TX module and you lose the facility to select and print from the Database Enquiry menu.
When the TX modules are being used at Risk Level, all of the word processing commands are
available. See the Word Processing & Document Maintenance chapter.
There are two levels at which TX modules are used:

To type in details of the risk. TX modules are entered as free type word processing modules.
There is no maximum size for a TX module.

To replace existing modules. In cases where the existing module might not have enough space
for recording information about the particular risk, the TX module can be used for rearranging the
format of the module. TX modules cannot be quoted on correspondence or searched for when
using the ‘Database Enquiry’ option.
Care must be taken when using the TX module to transform existing modules as the conversion is
irreversible.
Create A TX Module
To add a TX module display either the client’s Policy Level or Risk Level details, see the Client/Policy
Details chapter.
1.
Press ESC 3 to show the Modules sub-menu. The menu section of this screen is shown.
Module name
- OR as defined by Policy Type
3. Enter “TX” as the module name and press RETURN. A blank word processing page is
displayed. The top line displays the following message:
Creating New File
4. Insert text on the module as required for the particular risk. Although the TX module has no
limit on size it is advisable to create several smaller modules, rather than one very long
module.
5. Press ESC S to save the file when you have finished creating the TX module. Press ESC
ESC to redisplay the Modules menu.
6. Press F3 to redisplay the ESC 3 menu and the new TX module is listed in the lower part of
your screen
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Add A TX Module And Insert A Skeleton File
An important facility is inserting the text from a skeleton file into a TX module.
1. Create a new TX module to the stage of displaying a blank word processing screen. You can
enter information before and/or after the skeleton file.
2. Ensure the cursor is positioned where the skeleton file is to be inserted. Press ESC 1 and the
following message is displayed along the top of the screen:
Name of skeleton to read in
If you are uncertain of the skeleton file code, you can use one of the following methods to
identify it:

Enter the first few characters of the code, e.g. VEH and press RETURN. All of the
skeletons that begin with VEH are shown, for example:

Vehicles Agric

Vehicles Commer

Vehicles Fleet

Vehicles General

Enter the full code and press RETURN.

Press RETURN and all of the skeleton files are displayed. Enter the code required and
press RETURN.
If an invalid code is entered for the skeleton file, the screen lists the nearest match. If it is not
the code you require, enter the correct code or press ESC ESC to return to the TX module.
With the skeleton text file inserted, make your required amendments both to the wording and
format. You can also add further information to the module.
3. Press ESC S to save the amendments. Press ESC ESC to redisplay the ‘Add Module to End’
option.
4. Press F3 to redisplay the ESC 3 menu and the new TX module is listed in the lower part of
your screen.
Once a TX module has been added to a client’s Risk Level details you can use the normal
function keys to scroll through the pages. Press F10 to scroll back and F11 to scroll forward.
Update TX Modules
Update A TX Module
1. Select the ‘Display Modules’ option from the Modules sub-menu. You are prompted:
Display module number
2. Enter the module number and press RETURN to display it on your screen.
3. Press F2 and make any amendments required to the module.
410
The screen contains only 21 lines at a time and the module may be longer. Press the DOWN
ARROW to reach these further lines of text.
4. Press ESC S to save the file then ESC ESC to exit.
Broker Amendment specifies whether a history version of the old module is taken before
exiting.
Update, If More Than One Module Is Displayed On The Screen
Ensure that the correct module is displayed on your screen.
1. Press F2 and in the top right hand corner of your screen the following message is displayed:
Update Module nn (Y/N)? Yes
Line nn
In the bottom left hand corner the first module is highlighted.
2. Press RETURN if you want to update the first module displayed. If the second module is to be
updated, enter “No” where the cursor is positioned and press RETURN.
The second module is highlighted in the bottom left hand corner. If this is the correct one,
press RETURN. Otherwise enter “No” to either move to the next module, or to cancel the
update mode.
3. Continue to amend, or press ESC ESC to exit.
If you require database reporting from the Risk Level modules, we recommend that a simple
module is set up for that purpose and the details entered on that. However, this results in the
information being entered twice on the client’s policy.
Register Print
Register Print
Use this option to produce a complete portfolio of all current policy details for each client. You can
also print a summary sheet, listing policies currently in force. Use this as an index.
Information shown on the register print is taken from the client’s Risk Level details.
You can produce a broker copy of the register print if required. This includes all the information taken
from Risk Level, plus confidential pages and rating details. This information is not shown on a client’s
copy of a register print.
The register print for a client consists of an initial preamble, which is an introduction and summary of
policies. This is followed by pages giving details of each policy. Several pages may be printed for
each policy.
You can set up an initial header on the first page of each policy and a continuation header for each
subsequent page. Trailers for each page can also be defined. If you do not require a trailer, enter 0
(zero) as the first character on the trailer and delete all other lines.
A special keyword ‘BZZ.Index.No’ prints the index number of the policy. Use this keyword if you want
in the header or trailer.
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If you request a client detail record and there are no details present for the client, you are warned in
the preamble to the report that there is a missing record.
Policies are selected to print if:

They are not terminated or marked for deletion. If the policies are non-renewable, they are
selected if currently in force at the time of the print.

The Omit from Register field in the client’s Policy Level details is left blank or set to ‘No’.
The sequence of policies is in alphabetical order of policy code unless the Register Sequence field
in Policy Type Amendment is completed.
See the The Main Files chapter.
You can request register prints individually using either the ‘Client/Policy Details’ option or the
‘Register Print’ option from the Client Records & Accounts menu.
Register Print
Use this option to produce a complete portfolio of all current policy details for each client. You can
also print a summary sheet, listing policies currently in force. Use this as an index.
Information shown on the register print is taken from the client’s Risk Level details.
You can produce a broker copy of the register print if required. This includes all the information taken
from Risk Level, plus confidential pages and rating details. This information is not shown on a client’s
copy of a register print.
The register print for a client consists of an initial preamble, which is an introduction and summary of
policies. This is followed by pages giving details of each policy. Several pages may be printed for
each policy.
You can set up an initial header on the first page of each policy and a continuation header for each
subsequent page. Trailers for each page can also be defined. If you do not require a trailer, enter 0
(zero) as the first character on the trailer and delete all other lines.
A special keyword ‘BZZ.Index.No’ prints the index number of the policy. Use this keyword if you want
in the header or trailer.
If you request a client detail record and there are no details present for the client, you are warned in
the preamble to the report that there is a missing record.
Policies are selected to print if:

They are not terminated or marked for deletion. If the policies are non-renewable, they are
selected if currently in force at the time of the print.

The Omit from Register field in the client’s Policy Level details is left blank or set to ‘No’.
The sequence of policies is in alphabetical order of policy code unless the Register Sequence field
in Policy Type Amendment is completed.
See the The Main Files chapter.
You can request register prints individually using either the ‘Client/Policy Details’ option or the
‘Register Print’ option from the Client Records & Accounts menu.
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Request A Register From Client/Policy Details
A client register print can be requested, and printed immediately using the ‘Client/Policy Details’
option or it can be printed later using the ‘Register Print’ option.
You can request a register from any screen with the exception of the Client Ledger Enquiry screen
and when the system is in ‘update mode’ or a sub-menu.
If you produce a register print from a client’s Client Level details, it covers all policies. If you request
the register print from the Policy Level, it is for the policy selected only.
Whether requested from Client Level or Policy Level, the basic procedure is the same.
1. Display the client’s Client Level or Policy Level details. Press ESC R to display a sub-menu.
2. Select the ‘Request a Register’ option to display the Request a Register window.
If you have Open-R installed and configured, the 'Word Processor Register' option may also
appear.
Print Preamble
Enter “Yes” if you want to print the summary pages.
Alternatively, enter “No” to suppress the summary
pages.
Type of Copy
Use this field to specify whether you want the copy for
client, broker or both. Enter one of the following:

C - Client. This copy does not include confidential
pages or any rates.

B - Broker. This copy does include confidential
pages and rates.

A - All. This requests both client and broker copies.
For Executive
This field is only shown if the Sequence by Executive
field is set to ‘Yes’ in Broker Amendment. The executive
code held in client details is automatically displayed.
Amend it if required.
Immediate Print
Enter “Yes” if you want to print the register immediately.
3. Press RETURN when you have entered the details.
Preamble Page Numbers
Enter the page numbers of the preamble you want to
print. Leave blank to print all preamble pages.
Register Page Numbers
Enter the register page numbers you want to print.
5. Press RETURN to print.
If you are printing the preamble, the screen displays:
Reference LODM01 Printing Preamble Stationery aligned (Y/N) ?
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6. Check the register print and alignment:

Enter “Yes” if it is correct to print the remaining register(s).

Enter “No” if it is not correct to reprint the first register. Continue to realign and reprint
until the first register is correct. Then enter “Yes” to print the remaining registers.
7. If you are not printing the preamble, a similar message is shown and you should check the
print and alignment of the first register before printing the rest of the batch.
8. Press ESC ESC when the printing is complete to return to the Client Level or Policy Level
details as appropriate.
Using Register Print
1. Select the ‘Register Print’ option from the Client Records & Accounts menu. The Register
Print sub-menu is displayed.
2. Select the ‘Request and Print Registers’ option from the Print Registers sub-menu. A screen
is displayed for you to enter your print preferences:
Broker or Client Copy?
Use this field to specify whether you want a broker or
client copy. If you enter “C” (client), confidential pages or
rates are left out. If you enter “B” (broker), the copy prints
confidential pages and rates.
To mark a page as confidential, see the Amend Print Controls section.
Print Preamble?
Enter “Yes” if you want to print the summary. Otherwise
enter “No” to suppress the summary.
Client reference(s)
Enter up to 10 client/policy references.
If you require a full register listing of all of the client’s
policies, enter the first six characters of a client
reference. For example, enter ‘HABT01’.
To produce a register print of one policy only, the full 10
character client and reference policy should be typed
against the client reference. For example, enter
“HABT01PC01”.
If a policy has been marked on the Policy Level to be omitted from the register, this request is
overridden if you enter the full client reference for the policy.
Reference HABT01 Printing Preamble Stationery aligned (Y/N) ?

414

4. If you are not printing the preamble, a similar message is shown and you should check the
5. When printing has finished, the Register Print screen is redisplayed. Press ESC ESC to exit
in the normal way.
Print All Unprinted Registers
Use this option to print all registers requested using the ‘Client/Policy Details’ option through the ESC
R command. You cannot print individual registers using this option. You must use the ‘Process
Selected Registers’ option to do this.
Registers can only be printed once. If a reprint is required, use either the ‘Reprint All Printed
Registers’ option or the ‘Process Selected Registers’ option.
Ensure the printer is switched on, on-line and loaded with the correct size of paper.
1. Select the ‘Print All Unprinted Registers’ option from the Register Print sub-menu. The
following message is displayed:
Print Broker/Client/All ?

B - To print broker copies.

C - To print client copies.

A - To print all copies (i.e. both broker and client).
3. Press RETURN and the following message is displayed:
stationery aligned?
4. Check the first register print and alignment:


When all the registers have been printed the screen automatically displays the Register Print
sub-menu.
Locate Bookmark
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Confirm All Printed Registers
Use this option to remove the present batch of printed registers from the system. When they have
been confirmed they cannot be reprinted because the print file has been cleared.
You cannot confirm individual registers using this option. To do this, use the ‘Process Selected
Registers’ option.
1. Select the ‘Register Print’ option from the Client Records & Accounts menu. Then select the
‘Confirm All Printed Registers’ option.
2. Press ESC ESC to exit to the Client Records & Accounts menu when this process has been
run.
Reprint All Printed Registers
Use this option to reprint all registers provided they have already had a valid print. Individual registers
cannot be reprinted from this option. To do this, use the ‘Process Selected Registers’ option.
‘Re-Print All Printed Registers’ option. The following message is displayed:



A - To print all copies (i.e. both broker and client).
3. Press RETURN and the following message is displayed:
stationery aligned?


sub-menu.
Process Selected Registers
Use this option to print, reprint, confirm and delete individual registers.
There is an important difference between confirm and delete; Confirm deletes the register print from
the print file, provided it has had a valid print whereas Delete removes the register print from the print
file before it is actually produced i.e. if it was requested in error.
416
‘Process Selected Registers’ option.
2. The following message is displayed:



A - To print all copies i.e. both broker and client.
4. Press RETURN.
5. Within Broker Amendment, you can specify whether the Register Print is sequenced by
executive. If this is set to ‘No’, the Process All Register Requests screen is displayed.
If you specified in Broker Amendment that you want to sequence Register Print by executive,
you are prompted:
Executive code
6. Enter an executive code or leave blank. Press RETURN to display the Process All Register
Requests screen as shown above. The ‘To End of File’ option is replaced with the ‘To End of
Executive’ option.
7. The upper part of the screen displays the options available while the lower part lists register
print requests. The first 12 register print requests are displayed. If there are more, the
following message is displayed in the bottom left hand corner:
Page for more
8. Press F9 to display the next 12 register requests.
9. Select a register request from the list. If you are actioning a range of register requests,
highlight the start point of the range.
10. Use the options available in the upper part of the screen to specify the task:
You can ‘Print’, ‘Reprint’, ‘Confirm’ or ‘Delete’:

A single register.

To the end of the executive selected, or the file, if executive sequencing is not being
used.

To a selected register.
11. Press RETURN after each option you select.
You can only select ‘Print’ if the register has a status of ‘not printed’. ‘Reprint’ is only valid if
the register has a status of ‘printed’.
12. If you are printing a range of registers i.e. not a single register, you must choose the finish
point for the print run from the registers listed in the lower part of the screen. Highlight where
you want the run to end and press RETURN.
The following message is displayed:
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Reference XXXX01 Printing
This register is printed. You are prompted:
stationery aligned?


sub-menu.
Examples of Process Selected Registers
Four examples are given to illustrate the use of Process Selected Registers.
Example A
A reprint is required for registers from client ABCD01 to GREE01.
1. Ensure the printer is switched on, is on-line and loaded with the correct stationery.



A - To print all copies i.e. both broker and client.
4. Press RETURN.
5. Enter an executive code if sequence by executive is being used.
6. Highlight the register request in the lower part of the screen for the client reference ‘ABCD01’.
Press RETURN.
7. Select the ‘Reprint’ option from the four options in the upper left of your screen. Then select
the ‘To Selected Register’ option from those in the right column.
8. Only the registers after ‘ABCD01’ are shown in the lower section of the screen. Highlight
GREE01 and press RETURN.
9. The first client reference is displayed and the associated register printed. The following
stationery aligned?
418


sub-menu.
Example B
Broker registers only are required to be printed for Executive 0001.
1. Ensure the printer is switched on, is on-line and loaded with the correct stationery.
4. Enter “B” for broker and press RETURN.
5. Enter an executive code if sequence by executive is being used.
6. The cursor is at the first register in the lower part of the screen. Press RETURN.
7. Select the ‘Print’ option from the four options in the upper left of your screen. Then select the
‘To End of Executive’ option from those in the right column.
8. Continue printing as in Example A, step 9.
Example C
Registers BBBB01 to CCCC01 have been requested using, R on the client or policy level, but prints
are no longer required.
This requires you to delete the register print requests rather than confirm them. Confirming only
removes registers after printing.
3. Enter “A” for all and press RETURN.
4. Enter an executive code if sequence by executive is being used and press RETURN.
5. The cursor is at the first register in the lower part of the screen. Select the register for client
reference BBBB01 and press RETURN.
6. Select the ‘Delete’ option from the four options in the upper left of your screen. Then select
the ‘To Selected Register’ option from those in the right column.
7. The screen only displays registers after client reference BBBB01. Move the cursor down to
the register request for client CCCC01 and press RETURN. The process deletes these
registers and displays the Register Print sub-menu when finished.
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Example D
A single register, GREE01, needs confirming.
‘Process Selected Registers’ option. You are prompted:
2. Enter “A” for all and press RETURN.
3. Enter an executive code if sequence by executive is being used and press RETURN.
4. The cursor is at the first register in the lower part of the screen. Move the cursor down to the
register request for client GREE01 and press RETURN.
5. Select the ‘Confirm’ option from the four options in the upper left of your screen. Then select
the ‘Single Register’ option from those in the right column. The process confirms these
registers and displays the Register Print sub-menu when finished.
Count Registers By Executive
Use this option to display the number of registers requested for each executive on screen.
‘Count Registers by Executive’. All of the registers requested are displayed on your screen.
Press F9 to display the next screen if required.
2. Press ESC ESC to exit from this screen in the normal way.
Print Registers With Amended Formats
Use this option to print registers that have had their standard format amended.
‘Print Registers With Amended Formats’ option.
Broker or Client Copy? Using
Amended Formats
Use this field to specify whether you want a broker or
client copy. If you enter “C” (client), confidential pages or
rates are left out. If you enter “B” (broker), the copy prints
confidential pages and rates.
To mark a page as confidential, see the Amend Print Controls section.
Print Preamble?
If you want to print the summary, enter “Yes”. Otherwise
enter “No” to suppress the summary.
Client reference(s)
Enter up to 10 client/policy references.
If you require a full register listing of all of the client’s
policies, enter the first six characters of a client reference.
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For example, enter “HABT01”.
To produce a register print of one policy only, the full 10
character client and reference policy should be typed
against the client reference. For example, enter
“HABT01PC01”.
If a policy has been marked on the Policy Level to be omitted from the register, this request is
overridden if you enter the full client reference for the policy.
Reference HABT01 Printing Preamble Stationery aligned (Y/N) ?


If you are not printing the preamble, a similar message is shown and you should check the
sub-menu.
The register print format is already set up on the system. This section describes how to amend its
format. It is recommended that you produce a printout by pressing F7 before you make any
amendments.
When amending Register Print Control, all of the word processing commands are available.
1. Select the ‘Register Print Control’ option from the Maintenance menu. The Register Print
Control sub-menu is displayed:
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2. Select from either:

BROOMS Register Maintenance

Word Processor Register Maintenance
3. If you select the 'BROOMS Register Maintenance' option, the following sub-menu is
displayed:
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
Amend Preamble

Amend Initial header

Amend Continuation Header

Amend Trailer

Test Print Preamble - the printer prompt is displayed for printing

Test Print Initial Header - the printer prompt is displayed for printing

Test Print Continuation Header - the printer prompt is displayed for printing

Test Print Trailer - the printer prompt is displayed for printing

Test Print All Formats
The Preamble
The preamble can be constructed of the following elements:

A title page or heading. This uses keywords for the broker and client. See the Core Back-Office
Frames and Keywords guide.

A description of business. Information contained within the client extension pages can be picked
up using the appropriate information from the Client Level extension record(s). For example, use
the key phrase ‘$A11 of BCD Record B’. Where ‘B’ is the code used on the client extension page.

Executive. This could be different for each client, so ‘Responsible’ can be recorded on the client
extension records with a code for example, of ‘E’. To select this code, use the key phrase: ‘$A11
of BCD Record E’.

Claims Procedures. These could be general to all clients and could be entered as part of the
preamble format.

Contents. These consist of a heading and details of each policy that is part of the register. The
heading is defined within $H { } and the repeated line(s) with $R { }. The repeated line(s) recur for
each policy held in the register.
Keywords from the client records or broker records can be used in the heading. Policy keywords are
also available in the repeated line. The contents are multi-paged if there are many policies.
Amend Preamble
Your system is already set up with a standard preamble layout. When you select the ‘Amend
Preamble’ option from the Register Print Control sub-menu, your screen displays the word
processing commands and keywords used for the preamble layout.
The commands and keywords used in the standard preamble layout are shown below. The left
column gives the command or keyword; the right column a brief explanation.
$L20
Skip to line 20 before printing.
$E $URegister of Insurance$N
$E - enlarged characters.
$U - underline Register of Insurance $N - back to normal
print.
<BCM.Name>
Keyword for client’s name.
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$P
Skip to a new page.
$L10
Skip to line 10.
$UDescription of Business
$U - underline Description of Business.
$All of BCD Record B
Print of the client extension pages with the ‘Code for
Register Print’ equal to B.
N.B. It is important
Free type area.
$P
Skip to a new page.
$H{
Repeat <BBR.Name> to [BPY.Insco] for each header
page printed.
<BBR.Name>
Broker name.
<BZZ.Today>
Today’s date.
Policy Holder:
Free type.
<BCM.Name>
Client Name.
<BCM.Addr1>
Client Address line 1.
<BCM.Addr2>
<BCM.Addr3>
<BCM.Addr4>
<BCM.Pcode>
Post code.
Ref:
Free type.
<BCM.RefNo>
Client reference number.
$UNo$N
Underline ‘No’.
$UClass/Insurance Co.$N
Underline ‘Class .....’
$UPolicy Number $N
Underline policy number.
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}
Closing bracket for $H{ command.
$R{
Repeat the following keywords for each policy printed.
[BZZ.Index.No]
A two digit number which will automatically number each
policy starting from 1.
[BPY.Short.Ref]
The four character policy reference, i.e. PC01.
[BPD.Description]
The policy description, i.e. private car.
[BPY.PolNo]
The policy number.
[BPY.Insco]
The insurer.
}
Closing the $R repeat command.
1. Press ESC S to save the amendments, then press ESC ESC to return to the Register Print
Control sub-menu.
2.
Ensure the printer is switched on and loaded with the correct stationery and select the ‘Test
Print Preamble’ option. The test print is run and the Register Print Control sub-menu is
displayed when it is finished.
Amend Initial Header
Your system is already set up with a standard initial header layout. When you select the ‘Amend
Initial Header’ option from the Register Print Control sub-menu, your screen displays the word
processing commands and keywords used for the initial header layout.
The commands and keywords used in the standard initial header are shown below. The left column
gives the command or keyword; the right column a brief explanation.
[BBR.Name]
Broker name.
POLICY HOLDER:
Free type.
[BCM.Name]
Client name.
POLICY NUMBER:
ISSUED BY:
DUE:
DATE:
Free type.
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REF:
PREMIUM:
[BPY.Polno]
Policy number.
<BZZ.Today>
Today’s date.
[BPY.Insco]
Insurer.
[BPY.Refno]
Policy reference.
[BPY.Rdat]
Renewal date.
£<BPY.Anprem>
Premium from the Policy Level, i.e. the last premium
due.
$U<BPD.Description>$N
$U underline policy description.
DETAILS OF COVER:
Free type.
1. Press ESC S to save the amendments, then ESC ESC to return to the Register Print Control
sub-menu.
2. Ensure the printer is switched on and loaded with the correct stationery and select the ‘Test
Print Initial Header’ option. The test print is run and the Register Print Control sub-menu is
displayed when it is finished.
Amend Continuation Header
The continuation header prints if a policy extends to more than one page. A standard one is already
set up on your system. When you select the ‘Amend Continuation Header’ option from the Register
Print Control sub-menu, your screen displays the word processing commands and keywords used for
the continuation header layout.
The commands and keywords used in the standard initial header are shown below. The left column
gives the command or keyword; the right column a brief explanation.
[BBR.Name]
Broker name.
POLICY HOLDER:
Free type.
[BCM.Name]
Client name.
[BPD.Description]
Policy description.
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CONTINUED:
Free type.
sub-menu.
2. Ensure the printer is switched on and loaded with the correct stationery and select the ‘Test
Print Continuation Header’ option. The test print is run and the Register Print Control submenu is displayed when it is finished.
Amend Trailer
A trailer document must be present. If no trailer is required, enter zero in the trailer. A standard trailer
is already set up on your system. When you select the ‘Amend Trailer’ option from the Register Print
Control sub-menu, your screen displays the word processing commands and keywords used for the
trailer
The commands and keywords used in the standard trailer are shown in the table below. The left
column gives the command or keyword; the right column a brief explanation.
$UNo$N
Underline “No”.
<BZZ.Index.No>
The Index No which is automatically numbered by the
system.
sub-menu.
2.
Ensure the printer is switched on and loaded with the correct stationery and select the ‘Test
Print Trailer’ option. The test print is run and the Register Print Control sub-menu is displayed
when it is finished.
Test Print All Formats
Use this option to test print all of the previous test print options together.
1.
Ensure the printer is switched on and loaded with the correct stationery.
2.
Select the ‘Test Print All Formats’ option from the Register Print Control sub-menu.
The screen automatically displays the Register Print Control sub-menu when the printing finishes.
Register Control Summary
There are several functions in different parts of the Core Back-Office system which control and
enhance the printing and presentation of registers. These are summarised below:

Register Print Control. Use this option to change the presentation of registers.

Client Level Extensions. Use Client Level extension pages to include business or executive
details on the preamble of a register print.
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Core Back-Office 1

Amend Register Format. Use this option to enhance the printing presentation of each module.

Register Print. Use this sub-menu to print registers and specify whether they are broker copies with rates and confidential pages or client copies - without confidential pages.

Omit from Register. Use this field in a client’s Policy Level details to stop the policy printing on a
register print if all policies are requested for a client. This can be overridden by requesting a print
for this policy only.

Amend Print Control. Use this option to enhance the printing of the register.

Broker Amendment. Use the Document Control 1 screen to specify the last line number, margin
width and executive sequencing for register prints.

Policy Type Amendment. The preamble index can be printed in policy reference order or in policy
grouping. This is specified using the ‘Policy Type Amendment’ option.
Register Sequence
Printing of registers is normally carried out in alphabetical order or in a sequence set up in Policy
Type Amendment. This order may be amended, however, to rearrange the register print sequence
for an individual client.
1. Display a client’s Client Level or Policy Level details and press ESC R. Two options are
displayed in a window.
2. Select the ‘Register Sequence’ option.
The register sequence screen displays all policies. If there are more than 20, press F9 to
display the next screen. Those marked to be deleted, cancelled, lapsed, non-renewable or
transferred are displayed with an asterisk.
Policies where the Omit from Register field at Policy Level has been set to ‘Yes’ display
‘Omit’.
You are prompted:
Use Default Sequence
The default sequence is to print the registers in alphabetical order i.e. the policy order
displayed on the Client Level. However, this can be overwritten using the Register Sequence
field in Policy Type Amendment.
3. Accept ‘Yes’ if you want to use the default sequence.
If you enter “No” as the default sequence, you then give each policy a sequence number. The
sequence numbers you allocate must be in multiples of 10, e.g. 10, 20, 30, etc.
4. Press RETURN when complete and the following prompt is displayed:
Register Sequence Accepted - <CR> to continue
5. Press RETURN and register print is then run in the amended order.
If the default sequence is changed to ‘No’, all policies must have a sequence, otherwise they
are not printed.
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5: Word Processing & Document Maintenance
5: Word Processing & Document Maintenance
The Open GI Word Processing software is a fully integrated module within Core Back-Office. It
allows you to do the following:

Produce Standard Letters (for clients) and Memos (for Insurance Companies) without having to
re-type the document every time you want to send it.

Create single letters for use in mailshots to selected clients.

Automatically personalise the letter for each individual client automatically.

Automatically insert data from your database in the letter automatically.
The use of standard documents in this way means that:

Typing time is minimised or even made unnecessary.

The possibility of errors is minimised.

Professional, personal letters are produced ‘at the touch of a button’.
In addition to standard letters and memos, you can produce other high quality documentation
because the system has full word processing capabilities.
The system also has an extensive on-screen help facility to give you help whenever you need it.
As with all word processors, there can be several different ways of doing the same thing. In this
manual we tell you one way, sometimes giving you an alternative. For reference, we include a list of
key presses and their functions. See the Key Depressions And Functions section.
Document Construction
Document Construction
Your system includes an extensive set of Standard Documents which are designed to cover the vast
majority of correspondence that you will need. Although each standard letter is printed as a single
document, it may in effect be constructed from a number of separate documents.
The example given below shows a standard letter constructed from three separate documents.
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Header Document
This is the top part of the letter and may contain the client’s
name & address, reference, policy number etc.
BTxt Document
This is the main text or ‘Body’ of the letter.
Trailer Document
This is the ‘end’ of the letter and may contain the felicitation,
sender’s name & title, remittance advice etc.
By using this method of constructing documents, one document, for example, the header document
can be common to several documents. This can save typing time, ensures that information contained
in the Header is always in the correct position and provides a great deal of flexibility in your Standard
Letters.
Keywords
When a standard letter is printed for a particular client, it contains certain information which is
applicable to that client only. For example, all standard letters will contain at least the following:
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
Name & Address.

Reference.

Salutation, for example, “Dear Sir”, “Dear Mr. Smith”, or “Dear Jim”, as applicable.
This particular information is dealt with by use of keywords. Every single field in the Core Back-Office
database has an associated keyword. When a keyword appears in the standard letter, the contents
of the appropriate field appears in the letter, in place of the keyword, when the letter is printed.
There are also keywords for non-client related information; for example, there is a keyword that
represents “today’s date” (<BZZ.Today> for Core Back-Office documents). When that keyword
appears in a document, it is automatically replaced by the current date when the letter is printed.
Keywords ensure that when you print a standard letter, either for a single client or for a range of
clients, each letter is personalised with just the information that is relevant for the recipient.
You can use IF Commands to determine in a document from where it was requested. This means
that the same document could be used in more than one product. See the section Using an IF
command to print Advanced Prospect Management, Core Back-Office or LIBRA data in a document.
Getting Started
Getting Started
This section covers the following topics:

how to access the Word Processing module

how to use the on-screen help facility

how to generate standard letters
Accessing Word Processing
1. Select the ‘Document Maintenance’ option from the Maintenance menu. The Document
Maintenance screen is displayed. The top part of the screen contains the Document
Maintenance menu. The lower part contains the first page of the list of documents stored on
your system.
2. Use the F8 and F9 keys to move backwards and forwards though the additional pages.
Getting Help
The system contains two levels of on-screen help while a document is displayed:

General help - provides general information about the facilities provided by the system.

Context sensitive help - provides assistance on your current task.
Using General Help
1.
Press ESC and F1 whenever a document is displayed to display the General Help menu.
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2. Highlight the option for which you require help and press RETURN.
Some options display additional sub-menus from which you select in the same way.
General help text may contain items which are “dimmed” and highlighted. You can display
additional help for the highlighted item by pressing RETURN. If a help screen contains more
than one dimmed item, use the ARROW keys to move between them.
If there is more than one help screen for the topic, you can press F9 or F8 to move forwards
or backwards through the screens. To exit from General Help screen and return to the
previous screen or menu, press F3.
3. Press ESC ESC to exit directly to your document.
Using Context Sensitive Help
Context sensitive help becomes available when you enter a non-text command into your document
and when the cursor is positioned in the command line at the top of the screen.
For information on “non-text” commands, see the following sections in this chapter:

Keywords

Inserting And Replacing Text

Using If Commands
Press ESC F2 to access context sensitive help.
You can navigate through the help screens in the same way as for General help.
Context sensitive help is also available from the ESC Q Menu.
See the Using The ESC Q Menu section.
Current Documents
Core Back-Office includes a wide variety of Standard Documents, a list of which is displayed below
the Document Maintenance menu. These include a selection of:

Header documents.

Trailer documents.

Body documents.

Complete Standard Letters, i.e. documents comprising a Header, BTxt and Trailer.

Insurance Company memos.
It is recommended that you print out all the documents that have been delivered with your system so
that you are aware of their content. Then, for each document, you can then decide whether you want
to:

use these documents as they are;

amend them to your own company style;

ignore them.
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A document, which has an asterisk (*) alongside its name, cannot be deleted.
See Deleting A Document.
To print all of the current documents:
1. Select the ‘Print of documents’ option from the Document Maintenance menu. The following
two options are displayed:

Test print with expanded keywords.

Print of document as displayed
2. Select the ‘Test print with expanded keywords’ option.
3. At the Document Code prompt, press RETURN twice. The following message is displayed at
the foot of your screen:
Print of all documents (Y/N)?
4.
Press “Yes” and then RETURN.
All documents on your system are printed. Where a Keyword is included in the document, it is
replaced by one of the following:

A string of X’s denoting the full length of an associated text field.

A string of 9’s denoting the full length of an associated numeric field.

The characters dd/mm/yyyy or dd/mm/yy denoting a date field.

The characters XXXX denoting a coded field.
It is recommended that you read the documents carefully and note any changes you require
on each one. You can start using any documents that do not require any changes.
You generate letters for specific clients using the Diary facility.
For more information, see the The Diary System chapter.
5. Press ESC ESC to return to the Document Maintenance menu when you have completed the
print.
Printing A List of Documents
You can print a list of current documents showing the index number, the number to the left of the
document name, and the document name and code.
To do this, select the ‘Print Index to Documents’ option from the Document Maintenance menu.
Locate Bookmark
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Core Back-Office 1
Transferring Documents Between Branches
If you have more than one branch set up on your system, you can transfer documents between
branches.
1. Select the ‘Transfer Documents to Branch’ option from the Document Maintenance menu.
The following is displayed:
Code of document to be copied
Enter the code of the document to be copied or select
from the drop-down list.
Specifying no document code will copy all documents
formats and/or settings
Formats
The default is "Yes". Copies the contents of the Core
Back-Office document to the new branch
Settings
The default is "No". This copies the settings for each
document from the ‘Amend Document Settings’ option.
Transfer from current branch
Enter the branch number where the document is
currently stored
to branch
Enter the branch number to which it is to be copied.
2. Enter the code of the document to be copied or select from the drop-down list.
3. Enter the branch number where the document is currently stored and the branch number to
which it is to be copied. Click the OK button (RETURN). The document is now copied to the
other branch.
Creating A Document
Creating A Document
When you create a new document, it is beneficial to create standard documents comprising of
headers, bodies and trailers.
Before starting a new document, you must first devise a suitable name and code.
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Document Names And Codes
Documents are stored on the system alphabetically by name. The name that you choose for the
document must not already be in use by another document and should be meaningful.
For example:

Core Back-Office Header 4 N & A.

Green Card letter.

Core Back-Office Trailer 1 Y/S.
Each document also needs a document code. As documents are selected by code, you are advised
to keep the code as short as possible. You should note the following when devising codes for new
documents:

each document code can only be used by one document; it must not already be in use by
another document.

each document code must contain characters that are used in the name.

the characters of the code must appear in the same sequence as they do in the name
For example, using the document in the earlier example, the codes could be:

BH4 - Core Back-Office Header 4 N & A.

GC - Green Card letter.

BT1 - Core Back-Office Trailer 1 Y/S.
Select the ‘Create a Document’ option from the Document Maintenance menu. The following prompts
are displayed:
Name of new document
Enter the full name of the document, up to a maximum
26 characters and press the DOWN ARROW.
Code of new Document
Enter the code you have devised for this
document, and press RETURN.
Document Type
Select from either "Core Back-Office\Advanced
Prospect Management" or "OpenWord".
OpenWord Template
If you have entered "OpenWord" in the Document
Type field, enter the filename of the OpenWord
Template.
Sendable by Email
Type field, enter "Yes" to have the document/letter
sent by email instead of printed, provided the Contact
Pref field is set to "Email" on the Client or Prospect
screen.
For memos, the Contact Pref field must be set to
"Email" in Insurer Amendment.
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Category
Type field, enter up to 30 characters for the category.
Creating A Copy Of An Existing Document
The Word Processor now gives you the opportunity to either create a completely new document from
scratch, or to make a copy of an existing document, make amendments to that copy, and then save
that document under the name you provided in the previous step.
When you have entered both the document name and code, the system displays the following
prompt:
Code of document to copy
(Press RETURN if none)
If you want to make a copy, enter the code of the document you require and press RETURN. The
document is copied into your new document and you can edit it as required. If you do not want to
copy from an existing document, press RETURN without entering anything against the prompt.
You can now start to amend/create your document. For information on the process of editing the
document, see the Editing A Document section.
Choosing The Viewing Mode
When a document is displayed on your screen, there are two Viewing modes. You can swap
between these viewing modes by pressing ESC O.
Preview mode
Preview mode displays the document as close as is
technically possible to its printed format.
In Preview mode, the system ‘hides’ anything which is
not actual text, for example Keyword commands, Insert
commands and Formatting commands.
When you move the cursor on to a character position
where such a command has been included, details of
the inclusion are displayed at the top of your screen.
Where Keywords are included, the Keyword is replaced
by a string of X’s, 9’s or the date characters.
Reveal mode
In Reveal mode, the system displays all the non-text
commands in the position in which you inserted them.
When you first access a document, the system defaults to Preview mode. It is recommended that
you switch to Reveal mode so that you can see the keywords in the document.
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Typing A Document
If you are creating a new document without copying an existing document, the system displays a new
document screen.
At the top of the screen, the system displays the following information:

The name of the document.

That you are ‘Creating a new file’.

That you are in ‘insert’ mode.
For more information on Insert mode, see the Inserting And Replacing Text section.
The remainder of the screen is a blank page ready for typing. You can type whatever you require. If
you make any errors, or want to amend text that has already been entered, see the Editing A
Document section for further information.
When typing in the Word Processor, there is no need to press RETURN at the end of every line
because the text automatically ‘wraps’ on to the next line when the right margin has been exceeded.
This is known as a ‘soft carriage return’. You should only use the RETURN key to do the following:

To end a paragraph.

To insert a blank line.

To split a line at the cursor position.
A chevron appears at the end of a line to indicate that you have pressed RETURN at the end of the
line. This is known as a ‘hard carriage return’.
Using Keywords
A Keyword is in two elements, which are separated by a full stop. The first element is the frame
name. This tells the Word Processor where to look for the Keyword in the database. The second
element indicates the field, the contents of which you want to include in your document.
For example:
BCM.Name
‘BCM’ tells WP to go to the Core Back-Office Client
Master screen and ‘Name’ tells it to insert the contents
of the Client Name field.
Keyword Format
You must enclose the Keyword in brackets to enable the system to differentiate between Keywords
and normal text. The two types of brackets that are used are square brackets [ ] or chevron brackets
< >.
Square brackets
Use these when you want the system to allow the
maximum number of characters in the field when the
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letter is printed.
For example, if the Keyword is ‘BCM.Name’, the system
allows 30 characters for the client name, even though
the name may be less than 30 characters. The
remaining characters are replaced with blank spaces
when printed.
You should use these when there is no other text
immediately following the Keyword, for example the
client’s name and address in a Header document.
You should also use these when you want to align
columns and when following text is to be in a fixed
position.
Chevron brackets
Use these when you want the system to restrict the
space taken to the number of characters actually used in
the field.
For example, for Keyword ‘BCM.Name’ where the name
is Mr A Lowe, the system allocates just the nine
characters, with any remaining text following on
immediately.
Use these in amongst other text, where the spaces left
empty by square brackets would make the letter appear
unsightly, for example, the BTxt document.
Inserting Keywords In The Document
1. Place the cursor in the position where you want to insert the Keyword.
2. Press either [or < to open the brackets. At the top of your screen, the following prompt is
displayed:
Field name
3. Enter the required Keyword, for example, ‘BCM.Name’ and press RETURN.
If you are in Reveal mode, the Keyword is inserted at the cursor position, with the closing
bracket inserted automatically. If you are in Preview mode, the Keyword is replaced by the
appropriate character string.
If you want to leave a space between the Keyword and the surrounding text when the
document is printed, you must leave a space between the text and the opening and closing
brackets. In Reveal mode, the format of the Keyword must be:
normal text<space>Keyword in
brackets<space>normal text
The following example document shows the use of Keywords in a Header, BTxt and Trailer.
The examples are of current documents and show how the document appears on your screen
in Reveal mode.
438
[BCM.name]
[BCM.addr1]
Broker Ref: <BLT.Polref>
Date:<BZZ.Today>
[BCM.addr2]$D{!IF <bcm.add3> GE"!
[BCM.addr3]}$D!IF <bcm.add4> GE"!
[BCM.addr4]
[BCM.pcode]
Dear <BCM.title>
Policy Number: <BPY.POLNO>
We note from our records that we have not yet received the latest instalment payment of
£<BLT.Inst.amount> against the above policy which was due on <BLT.Inst.date>.
Please settle this account within seven days so that your cover under this policy may be
maintained.
Yours sincerely
$U<BBR.Name>$N
Open GI Limited
In this example, note that:

Square brackets are used to enclose the Keywords in the Header. As there is no other text
following the Keyword, there is plenty of space until the next Keyword or the following text is in a
fixed position.

Chevron brackets are used in the body of the letter, so that there are no unsightly spaces.

There is a space between the text and the opening and closing brackets of the Keyword, so that
spaces are left in the printed document.
For details of all available Keywords, see the Core Back-Office Frames And Keywords guide.
Selecting An Unknown Keyword Name
Due to the number of keywords available, there is a search facility which enables you to find the
keyword you require.
If you know the keyword prefix ie the screen which contains the keyword field:
1. Place the cursor in the position where you want to insert the keyword.
2. Press either [ or < to open the brackets. At the top of the screen, the system displays the
Field Name prompt.
3. Enter the prefix eg BCM at the Field Name field and press RETURN. A replica of the screen
is displayed. At the top of the screen, the name of the Keyword on which the cursor is
positioned is displayed.
4. Use the UP and DOWN ARROW keys to move the cursor to the field you want and press
RETURN. The system returns you to your document with the keyword inserted in the selected
place.
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Core Back-Office 1
If you know neither the prefix nor the suffix.
1. Enter ?? and press RETURN at the Field Name prompt. A window is displayed, listing all
system screens.
2. Press F9 or F8 to scroll through the list.
3. Highlight the screen you want and press RETURN. A replica of the screen is displayed. At the
top of the screen, the name of the Keyword on which the cursor is positioned is displayed.
4. Use the UP and DOWN ARROW keys to move the cursor to the field you want and press
RETURN. The system returns you to your document with the keyword inserted in the selected
place.
Printing A Document
When you have created new documents, it is recommended that you print them for validation and
checking.
You can print a document in two different formats:

With the Keywords expanded to their full size.

Exactly as it appears on your screen.
To print a document:
1. Select the ‘Print of Documents’ option from the Document Maintenance menu. You are
prompted:
Test print with expanded keywords
Print of document as displayed
2. Select the ‘Print of Document as Displayed’ option to print the document as it appears on your
screen.
3. Enter the code of the document and press RETURN. An example of a document printed using
this option is shown below.
[BCM.name]
[BCM.addr1]
Broker Ref: <BLT.Polref>
Date:<BZZ.Today>
[BCM.addr2]$D{!IF <bcm.add3> GE"!
[BCM.addr3]}$D!IF <bcm.add4> GE"!
[BCM.addr4]
[BCM.pcode]
Dear <BCM.title>
Policy Number: <BPY.POLNO>
£<BLT.Inst.amount> against the above policy which was due on <BLT.Inst.date>.
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maintained.
Yours sincerely,
4. Alternatively, select the ‘Test Print with Expanded Keywords’ option to print a document with
the Keywords expanded.
5. Enter the code of the document and press RETURN.
6. Press RETURN at the Policy Type Paragraphs field to bypass the field. An example of a
document printed using this option is displayed below:
XXXXXXXXXXXXXXXXXXXXXXXXXXXX
Broker Ref: XXXXXXXXXX
Date:DD/MM/YYYY
XXXXXXXXXXXXXXXXX
XXXXXXXXX
Dear XXXXXXXXXXXXXXXXX
Policy Number: XXXXXXXXXXXXXX
£9999999.99 against the above policy which was due on DD/MM/YYYY.
maintained.
The same document, printed with the keywords replaced by a client’s details, is shown below.
Mr R G Crawford
34 Lilac Close
Broker Ref: 345342
Date:23rd September 2001
Laurelwood
Droitwich
Worcestershire
WR9 5SJ
Dear Mr Crawford,
Policy Number: 43467543/453
£35.45 against the above policy which was due on 28th August 2001.
maintained.
You use the ‘Diary’ option to print the completed document as is appears here. See The Diary
System chapter for more information.
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Core Back-Office 1
Printing While A Document Is Displayed
You can access the print options while the document is still displayed on your screen by pressing F7.
The print options are displayed at the top of your screen. The line below the options contains an
explanation of the highlighted option.

‘Test Print’ is identical to the ‘Print With Expanded Keywords’ option when you print from the
Document Maintenance menu.

‘Code Print’ is identical to the ‘Print of Document as Displayed’ option.
Use UP and DOWN ARROW keys to highlight the option you require and press RETURN.
Alternatively, press “T” for “Test print” or “C” for “Code Print”.
If the Policy Type Paragraphs field is displayed, press RETURN to bypass it. This is detailed in the
Printing Policy Type Paragraphs section.
Bin Selection In Document Printing
These options are set in the Document Control 1 screen of Broker Amendment.
NOT Using 2nd Bin For Continuation Pages
Paper will come from bin specified for the printer selected.
Using 2nd Bin For Continuation Pages
The first page will come from Bin 1 and the remaining pages from Bin 2.
Specifying Override In A Document
You can specify override bins in a document by following the procedure below:
1. In a document, press $ (SHIFT+4).
2. Press RETURN and press F9 until you see the ‘$D!Bin’ option.
3. Use the DOWN ARROW key to select the option and press RETURN.
4. Enter the required bin. For example:
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
Specifying override bins in the document will override the options set in the Document
Control 1 screen of Broker Amendment.

Specifying override bins in the Immediate Letter Print dialogue will override all of the
above (Broker Amendment settings and any bin commands in the document).

Bin 0 (zero) will use the feeder number defined in the printer file being used in .
Specifying Bin For 2nd Page With Soft Page Breaks Or If "Use 2nd Bin For
Continuation Pages" Is Set To "No"
Enter the bin command on 2nd line of document, so that it takes effect from the 2nd page onwards.
This works because the command occurs too late for the first page, so takes effect when the next
page starts instead.
Therefore if you want to specify a bin for page 1 and a different one for page 2 onwards you put the
bin for page 1 on the top line and the bin for page 2 on the 2nd line of the document. (This will also
work for duplex commands).
Use 2nd Bin for continuation pages only works for letter printing. Memo printing will always default to
the bin selected in the printer file.
Validating Keywords - Print Errors
This section applies only to users of previous versions of the Word Processing software and where
existing documents are transferred to the current software.
The system automatically checks that you have entered Keywords correctly when you print the
document.
If the system detects a keyword that has been entered incorrectly, printing stops. The printout
indicates the relevant keyword and you must edit the document to rectify the error.
Editing A Document
Editing A Document
This section explains how to make changes to an existing document. The following subjects are
covered:

Moving Around The Screen

Deleting Text


Changing Document Codes And Names

Saving Changes
To display a document for editing:
1. Select the ‘Amend a Document’ option from the Document Maintenance menu.
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Core Back-Office 1
2. Enter the code of the document to edit and press RETURN. Your document is displayed, with
the cursor placed at the start of the document.
Moving Around The Screen
Position the cursor in the place where you want to make the change.

Press the LEFT or RIGHT ARROW key to move the cursor left or right one character at a time.

Press the UP or DOWN ARROW key to move up or down the document one line at a time.

Press ESC Z to move to the end of the document.

Press ESC A to move to the start of the document.

Press ESC RIGHT ARROW key to move to the end of text on a line.

Press ESC LEFT ARROW key to move to the start of text on a line.

Press ESC HOME to move to the start of a line.

Press F11 to move to the start of the next word.

Press F10 to move back one word at a time.

Press F6 to move forward one page at a time.

Press F5 to move back one page at a time.

Press ESC UP ARROW key to move to the top of the current screen.

Press ESC DOWN ARROW key to move to the foot of the current screen.
Deleting Text
There are a number of ways in which you can delete text. You can delete:

A character at a time.

A complete line at a time.

From the cursor position to the end of the line.
You can delete a whole block of text, if you have ‘marked’ it. See the Working With Blocks Of Text
section for more information.
Deleting A Character
1. Position the cursor on the character you want to delete and press ESC W or the DELETE key.
To delete several characters to the right of the cursor in succession, press ESC W or
DELETE the appropriate number of times.
444
2. Alternatively, position the cursor to the right of the character you want to delete and press the
BACKSPACE key. Repeated pressing of this key moves the cursor to the left, deleting
characters in the process.
Deleting A Line
Position the cursor anywhere on the line that you want to delete and press ESC R.
Deleting To The End Of A Line
Position the cursor from where you want to delete text to the end of the line and press ESC T.
Deleting Keywords And Other Non-Text Codes
You cannot use the keystrokes described above to delete keywords and other codes included in your
document.
To delete these codes:
1. Display the document in Reveal mode, by pressing ESC O, if required.
2. Position the cursor on the first character of the code you want to delete.
3. Press ESC BACKSPACE. The code is deleted from the document.
There are two ways in which you can enter new text into an existing document. You can swap
between these modes by pressing F16 or Ctrl E.

‘Insert mode’ - add new text.

'Overwrite mode’ - replace existing text.
Inserting Text - ‘Insert’ Mode
Each time you access Word Processing, the system defaults to ‘Insert’ mode. The status line at the
top of your screen tells you this. This means that when you start to type in the middle of existing text,
the existing text is moved to the right, so opening up a space for the new text.
Position the cursor where you want to insert the text and start to type.
Replacing Text - ‘Overwrite’ Mode
When you type in ‘Overwrite’ mode, existing text is replaced by the new text.
Position the cursor where you want to begin the new text and start to type.
Keywords and dollar commands are not overwritten.
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Core Back-Office 1
Commands
The system interprets certain characters as ‘commands’. These are $<[{} You cannot type any of
these characters directly into the document. Instead, you must press ESC before the character you
require. For example, if you want to reproduce the dollar sign, press ESC $.
Reversing A Change - The ‘Undo’ Command
If you make changes to a line of text, then want to revert to the original text on that line, you can use
the ‘undo’ command.
You can undo only the last change you have made providing you have not moved the cursor away
from the line where you made the change. Also, take care if you use the ‘Undo’ command with multiline paragraphs - in certain cases you may lose a line of text.
When the cursor is still on the line, press F3. The line reverts to its state before you typed your last
change.
To restore the line including your last change, press F3 again.
Saving Changes
When you have made changes to a document and you want to keep the document in its new format
you must save the changes.

Press ESC S to save and stay in the editing function. The document is saved and the cursor
remains on its original line within the document.

Press ESC 7 to save and exit from the document. The document is saved and you are returned
to the Document code to be amended prompt.

Press ESC ESC to abandon changes, i.e. leave the document as it was before you started the
current editing session.
If you press ESC ESC before saving, you are prompted:
Your Edit will be lost - Type Y to confirm
To stay in the document and retain the changes, press RETURN.
To exit the document and lose the changes, press “Yes”. You are returned to the Document code to
be amended prompt.
If, while editing the document, you have made changes to or added new keywords, we recommend
that you print the document to validate the keywords.
Locate Bookmark
446
Changing Document Codes And Names
You can change the name and/or the code of a document as long at it is not ‘protected’. A protected
document appears on the list with an asterisk alongside.
Any new code and name must adhere to the criteria explained in the Naming A Document section.
1. Select the ‘Change Name of Document’ option. The following prompts are displayed and you
must complete all three fields.
Present code
Enter the present code and press RETURN.
New code
Enter the new code if you are changing it, otherwise
enter the present code again. Press the DOWN
ARROW key.
New name
Enter the new name if you are changing it, otherwise
enter the present name.
2. Press RETURN when you have completed all three fields to save the changes.
3. Press ESC ESC to return to the Document Maintenance menu.
Deleting A Document
You can delete any document on your system as long as it is not protected, ie it has no asterisk
alongside it.
Core Back-Office users, do not delete LIBRA documents and vice versa.
When you delete a document, you cannot recover it. If you have additional branches on your system,
it is deleted from all branches. Make sure, therefore, that you do want to delete. It is not
recommended that you delete documents that have been used. It is better to rename the document
to include “Z DO NOT USE” at the beginning of the document name. This will place the document at
the end of the list.
Select the ‘Delete a document’ option. Enter the code of the document you want to delete and press
RETURN. The following prompt is displayed:
Delete this document (Y/N)?

To abandon the deletion, press “N”

To confirm the deletion, press “Y”
To return to the Document Maintenance menu, press ESC ESC.
Locate Bookmark
447
Core Back-Office 1
Combining A Header, Body And Trailer
As well as a selection of Headers, Bodies and Trailers, your current documents include Standard
Letters which combine all three. When you are creating a new document, you can combine existing
documents and new documents which you have created to form new standard documents. In this
section we explain how to do this.
It is recommended that you note the codes of all the documents you want to use before starting this
process.
The command used to combine one document with another is called the ‘Include’ command. The
‘Include’ command does not physically combine the text of the documents; it inserts a reference to
the second document which the Word Processor interprets as an ‘Include’ when the document is
finally printed. This means that only the code of the included document appears in the receiving
document when you are editing that document.
If you want to view the text of an included document, see the Expanding An Included Document
section for further details.
If you do need to physically combine two separate documents to create a third, composite,
document, you should use the ‘Insert’ command. This command is described in the Using The ‘Insert’
Command section.
Selecting The Body
To create a combined document, select the Body you want to use first.
1. Select the ‘Amend a Document’ option from the Document Maintenance menu.
2. Enter the code of the Body document and press RETURN.
Including The Header
To include another document into the body, you must enter the appropriate instruction into the body
at the point where you want the included document to begin. You insert a Header, therefore, at the
top of the body.
The formatting settings of the document, for example, margins and tab stops are also inserted. Text
following the included document may, also be affected by these formatting settings.
To insert the instruction:
1. Position the cursor on the first character of the first line and press $. The cursor moves to the
top of your screen, following the $ sign.
2. Press “I” and RETURN. The following prompt is displayed:
Include Document
3. Enter the code of the Header you want to include and press RETURN. When you have
included the Header, you can then include the Trailer.
Including The Trailer
Press ESC Z followed by ESC E to move to the foot of the document. The cursor is positioned in the
blank line at the foot of the document.
To insert the instruction:
448
1. Press $. The cursor moves to the top of your screen, following the $ sign.
2. Press “I” and RETURN. The following prompt is displayed:
Include Document
3.
Enter the code of the Trailer you want to include and press RETURN. Your document, viewed
in Reveal mode, should be similar to the following:
[Inc: BH1} We note from our records that we have not yet received the latest instalment
payment of £<BLT.Inst.Amount> against the above policy which was due on
<BLT.Inst.date>.
maintained.
[Inc: BT6}
Saving The Document
Now that you have created the new letter, you must save it so that you can send it to clients.
Press ESC 7 to save the document.
The original BTxt document now has an associated Header and Trailer. You can use this document
as often as you want without any additional typing.
The original Header and Trailer still remain on your system and you can include them in any other
document if you want.
If you make changes to the Header or Trailer, all other documents which include the Header or
Trailer are affected by the changes.
Printing The Document
When you have completed editing a document, it is recommend that you print it to check the layout
and to validate the Keywords.
Select the ‘Print with Expanded Keywords’ option. Your printed document should be similar to the
one shown below:
Broker Ref: XXXXXXXXXX
Date:DD/MM/YYYY
XXXXXXXXXXXXXXXXX
XXXXXXXXX
Dear XXXXXXXXXXXXXXXXX
Policy Number: XXXXXXXXXXXXXX
£9999999.99 against the above policy which was due on DD/MM/YYYY.
449
Core Back-Office 1
maintained.
Yours sincerely
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
When you print the document for a specific client or clients, the keywords are replaced with the
contents of the fields in the clients’ records.
For instructions on how to print a document for a client, see the The Diary System chapter.
Creating Special Effects - Dollar Commands
Creating Special Effects - Dollar Commands
The Open GI Word Processor includes a range of special effects which you can use to enhance the
appearance of your finished documents, including:

Boldfacing Text

Underlining Text

Centring Text

Italicising Text

Changing Font And Point Sizes

Forced Page Breaks
You can use these effects while you are typing your document, i.e. ‘switch on, type, switch off’, or
you can add them to existing text.
It is recommended that your document is in Reveal mode when you use these effects so that you can
see where the effects begin and end.
Using Dollar Commands
When you create these effects, you are using what are known as ‘dollar commands’. Each time you
want to use one of these effects, you start by pressing $ at the point where you want the effect to
begin.

Press RETURN after you have pressed $ to display a list of the dollar commands available for
you to select.

Press F8 or F9 to scroll forward and backwards through the list.

Highlight the command you want to use and press RETURN.
Boldfacing and Underlining Text
1. Position the cursor where you want the bold text to begin and press $. The cursor moves to
the top of your screen, following the $ sign.
2. Enter “Bold” and press RETURN.
450
3. Select ‘Bold’ and press RETURN. The system returns you to the document and, if you are in
Reveal mode, the Bold command is displayed in the document.
4. Position the cursor in the character position following the point where you want the bold text
to end and press $.
5. Enter “Bold” and press RETURN.
6. Select the ‘Bold End’ option and press RETURN.
Underlining Text
1. Position the cursor where you want underlining to begin and press $.
2. Enter “UN” and press RETURN.
3. Select ‘Underline’ and press RETURN.
4. Position the cursor in the character position following the point where you want underlining to
end and press $.
5.
Enter “UN” and press RETURN.
6. Select ‘Underline End’ and press RETURN.
If you want to underline and centre text, make sure that you enter the Centring command first,
otherwise the entire line will be underlined.
Centring and Italicising Text
1. Position the cursor where you want centring to begin and press $.
2. Enter “CENT” and press RETURN.
3. Select ‘Centre’ and press RETURN.
4. Position the cursor in the character position following the point where you want centring to
end and press $.
5. Enter “Cent” and press RETURN.
6. Select ‘Centre End’ and press RETURN.
Italicising Text
1. Position the cursor where you want italics to begin and press $.
2. Enter “ITAL” and press RETURN.
3. Select ‘Italics’ and press RETURN.
4. Position the cursor in the character position following the point where you want italics to end
and press $.
5.
Enter “ITAL” and press RETURN.
6. Select ‘Italics End’ and press RETURN.
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Core Back-Office 1
You can also use the $ N command to end Bold, Underlining and Italics. This command ends any
combination of the three. When you want the effects to end, press $ N and RETURN.
Enlarging Text
Enlarged text is printed with a space between each character. This is more effective when used with
upper case.
1. Position the cursor where you want enlarged text to begin and press $.
2. Enter “ENL” and press RETURN.
3. Select ‘Enlarged’ and press RETURN.
4. Position the cursor in the character position following the point where you want enlarged text
to end and press $.
5.
Enter “ENL” and press RETURN.
6. Select ‘Enlarged End’ and press RETURN.
Changing Fonts And Point Sizes
You can use several different fonts and point sizes within a document. Your system is delivered with
the following fonts installed:

Courier

CG Times

Line Printer

Univers
Not every printer supports every font. If you are unsure, please contact Open GI for assistance.
Each font can have a point size in the range from 4 to 72, but not all fonts can have all sizes. The
system default is Courier 10.
Unlike the special effects discussed previously, you do not switch on and switch off fonts and sizes.
You must change from one font and size to another and either change back to the original font and
size, or change to a third one.
There are two options within fonts. You can:

Change the font and the point size, this option also allows you to specify bold and italics.

Change just the point size of a particular font.
Changing Both Font And Point Size
1. Position the cursor where you want the new font and/or point size to begin and press $.
2. Enter “FONT” and press RETURN.
3. Select “Font” and press RETURN.
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4. Enter the font you want to use. To display the available fonts, press SPACEBAR and the
DOWN ARROW key. Select the font and press RETURN.
5. If you want the text throughout this font to be in Bold and/or in Italics, enter “Yes” in the
appropriate field.
6. If you want to change the point size as well, enter the new size.
7. When you have completed the screen, press RETURN. When you want to revert to the
original font and/or size or change to a new one, you must follow this procedure again.
Changing Point Size Only
1. Position the cursor where you want the new size to begin and press $.
2. Enter “FONT” and press RETURN.
3. Select the ‘Fontsize’ option. The Font Size field is displayed at the top of your screen, with
the current size entered.
4. Enter the new size and press RETURN. When you want to revert to the original point size or
change to a new one, you must follow this procedure again.
Changing Line And Paragraph Spacing
You can change the space between lines or the space between paragraphs in your document. The
system default for each is ‘1’, i.e. the height of one font character. This is sometimes known as
‘single line spacing’, where there are no blank lines between the lines of text or paragraphs unless
you insert them manually by pressing RETURN.
You can change line and paragraph spacing to any size between half normal line spacing and six
times normal line spacing. To change line or paragraph spacing, position the cursor from where you
want the change to take effect and press $.
1. At the $ sign, press SPACEBAR once and press RETURN.
2. Select the ‘Line Spacing’ option or the ‘Paragraph Spacing’ option. Depending on your
selection, the appropriate prompt is displayed at the top of your screen.
3. Enter a figure between 0.5 and 6.0 as a multiple of normal line spacing. For example, 0.5 is
half normal spacing and 2 is twice normal spacing
4. When you have entered the new figure, press RETURN.
You cannot see the effect of double or treble line spacing on your screen. It only becomes apparent
when the document is printed.
Locate Bookmark
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Core Back-Office 1
Forcing Page Breaks
Word Processing automatically inserts page breaks when the text reaches the end of a page. This is
determined by the current page length and is known as a ‘soft page break’. See the Setting Margins Setting The Paper Length section.
You can insert page breaks in any position in your document. These are known as ‘hard page
breaks’.
1. Position the cursor in the character position following the last text character and press $. The
cursor moves to the top of your screen following the $ sign.
2. Enter “P” and press RETURN. The system returns to your document and the text which
follows begins on a new page. When a document has more than one page, you might want to
include page numbers at either the top or bottom of the pages. See the Inserting Page
Headers And Footers - Including Page Numbers section for information on how to include
page numbers.
Formatting A Document
Formatting A Document
The format of a document determines how it appears on the printed page. This section explains how
to:

Setting Margins

Justify text to the right hand margin

Indent text from the left hand margin

Skip lines and columns on the page

Insert page headers and footers

Include page numbers

Print in landscape format

Number paragraphs

Reformat paragraphs and complete documents

Change current format settings
Most of these tasks can be selected from the Escape Q menu.
The “Escape Q” Menu also contains other options which are alternative ways of performing tasks
covered elsewhere in this manual. For a complete description of all ESC Q functions, see the Key
Depressions And Functions section.
Using The Escape Q Menu
You can access the menu whenever a document is displayed on your screen and the cursor is within
the document.
454
1. Press ESC Q to display the ESC Q menu. The first line contains the main options. The
second line contains the sub-options of the highlighted item. All sub-menus are in the same
format.
2. Use the ARROW keys to highlight the option you require and press RETURN or press the
highlighted letter of the option to select from the menu. Press F3 until your document returns
to exit from the menu one level at a time. Press ESC ESC to return directly to your document.
If you use a particular option on the ESC Q Menu regularly, you can return to that option quickly,
without having to step through the menus. To do this, press ESC Q. You are taken directly to the last
ESC Q Menu option used.
Viewing Current Settings
The ESC Q menu allows you to change the settings which control the format of your document. You
can display the current settings for a document on screen.
1. Select the ‘Edit’ option, followed by the ‘Settings’ option.
2. The system displays the current settings as described in the following pages.
The Ruler Line
The ruler line is displayed at the top of your Word Processing screen and shows you the current
settings of:

Left and right margins - indicated by [ and ] respectively.

Page length - indicated by { and }.

Tab positions - indicated by T.
The ruler line is sometimes referred to as the ‘Relative Position Bar’, as it shows text positions
relative to the printed page.
Although these settings are displayed on your screen, they do not represent the position of the text
on your screen. They represent the position of the text on the printed page. Therefore, the text on
screen does not always appear to conform to the left and right margin settings but it will on the
printed page.
You can change the ruler line settings throughout your document.
Displaying Relative Positions
The actual cursor position does not always match the settings on the ruler line. You can use the
following procedure to change the screen display to accurately reflect the position of the cursor in
relation to the final printed document.
The following procedures can affect the speed at which your system operates in Word Processing.
1.
Press Ctrl W:

The @ sign is displayed in the ruler line, indicating your current position in relation to the
width of the printed page, between the current margins.

The ! sign is displayed in the ruler line, indicating your current position in relation to the
length of the printed page, from the top margin.
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2.
Press Ctrl W again. In addition to the @ and ! signs, the system displays the cursor position,
in inches, as follows:

Pg - Indicates the page number of the document.

L - Indicates the position from the top margin.

C - Indicates the position from the left margin.
3. Press Ctrl W again and the @ and ! signs are removed from the ruler line, leaving the figures
displayed.
4. Press Ctrl W again to remove the figures.
Changing The Default Unit Of Measurement
The system default for units of measurement is inches, but you can change this to centimetres or font
characters.
It is recommended that you use inches or centimetres as the unit of measurement. Font characters
may have an adverse effect if you use proportional fonts.
1. Select the ‘Others’ option, followed by the ‘Setup’ option from the ESC Q menu.
2. Move the cursor down to Display Cursor position.
3. Press the DOWN ARROW key to move to the next field and press C for centimetres or F for
font characters, followed by the DOWN ARROW. This changes the position indicators when
you press Ctrl W to display in the new measurement.
4. Move the cursor to the Default units field.
5. Enter “C” or “F” and press the DOWN ARROW key. This changes the settings held in the
Current settings file to display in the new measurement. See the Viewing Current Settings
section, for more information.
6. Press RETURN to return to your document.
Setting Margins
Your system is delivered with the following default margin settings, which conform to the standard A4
paper in portrait orientation.

Top margin - 0.833 inches from the top of the page.

Bottom margin - 0.833 inches from the bottom of the page.

Left margin - 0.417 inches from the left of the page.

Right margin - 6.667 inches from the left of the page.
These settings correspond to the entries held in the Broker Amendment and are copied into Word
Processing from the Broker Amendment record.
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Any changes made to the settings in Broker Amendment are also applied in Word Processing.
However, if you set margins within a document, these margins stay with the document until you
change them irrespective of the Broker Amendment settings.
It is recommended that you set up margins in any documents that you do not want to be affected by
changes to the Broker Amendment. Alternatively, set the margins up in a separate document which
you can then ‘include’ in other documents.
You can set top, bottom, left and right margins in inches, centimetres or font characters.
Setting The Top Margin
The top margin position is indicated on the ruler line by {. To change the setting, use the following
procedure:
1. Position the cursor at the top of the page from which you want the setting to take effect and
press ESC Q.
2. Select the ‘Document’ option, followed by the ‘Margins’ option and then the ‘Top’ option.
3. Enter the number of units in inches, centimetres or font characters in the Top Margin field
and press the DOWN ARROW key.
4. Enter the unit of measurement – “I” for inches, “C” for centimetres or “F” for font characters
and press the DOWN ARROW key.
5. Enter the pages you want this margin to be effective - F for first page only, “A” for all pages or
“C” for continuation pages only in the Scope field and press RETURN. The system returns to
your document.
To revert to the default setting:
1. Position the cursor at the top of the page from where you want the default to apply and press
$ (dollar command).
2. At the $ sign, enter “DMTD” and press RETURN.
Setting The Bottom Margin
The bottom margin position is indicated on the ruler line by }. To change the setting, use the following
procedure:
1. Position the cursor at the bottom of the page from where you want the setting to take effect
and press ESC Q.
The cursor must be on a line above the current bottom margin, otherwise the setting will not
take effect until the following page.
2. Select the ‘Document’ option, followed by the ‘Margins’ option and then the ‘Bottom’ option.
3. Enter the number of units in the Bottom Margin field and press the DOWN ARROW key.
4. Enter the unit of measurement – “I”, “C” or “F” and press the DOWN ARROW key.
5. Enter the pages to be affected – “F”, “A” or “C” and press RETURN.
The system returns to your document.
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1. Position the cursor at the bottom of the page from where you want the default to apply and
press $ (dollar command).
2. At the $ sign, enter “DMBD” and press RETURN.
Setting The Left Margin
The left margin position is indicated on the ruler line by [. Even if you change the right margin, it is the
left margin indicator which moves. To change the setting, use the following procedure:
1. Position the cursor on the line from where you want the setting to take effect and press ESC
Q.
2. Select the ‘Document’ option, followed by the ‘Margins’ option and then the ‘Left’ option.
3. Enter the number of units in the Left Margin field and press the DOWN ARROW key.
4. Enter the unit of measurement – “I”, “C” or “F” and press RETURN. The system returns to
your document.
1. Position the cursor at the point from where you want the default to apply and press $.
2.
At the $ sign, enter “DMLD” and press RETURN.
Setting The Right Margin
The right margin position is indicated on the ruler line by ]. It is always displayed at the right hand
side of the screen. If you change the right margin, it is the left margin indicator which moves. To
change the setting, use the following procedure:
1. Position the cursor on the line from where you want the setting to take effect and press ESC
Q.
2. Select the ‘Document’ option, followed by the ‘Margins’ option and then the ‘Right’ option.
3. Enter the number of units from the left hand margin in the Right Margin field and press.
4. Enter the unit of measurement – “I”, “C” or “F” and press RETURN. The system returns to
your document.
1. Position the cursor at the point from where you want the default to apply and press $ (dollar
command).
2. At the $ sign, enter “DMRD” and press RETURN.
Setting The Paper Length
The paper length default is set to 11 inches, the normal setting for A4 paper in portrait mode. You
should only need to change this if you want to use a different paper size or print in landscape format.
See the Printing In Landscape Mode section.
1. Position the cursor before the point at which the new setting is to take effect and press ESC
Q.
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2. Select the ‘Document’ option, followed by the ‘Margins’ option and then the ‘Paper-length’
option.
3. Enter the new length, and the unit of measurement if appropriate, and press RETURN.
Setting Tab Positions
There are four different types of tab stops:
Normal
The text following the tab is positioned at the tab stop when
you press TAB. This tab is indicated on the ruler line by a T.
Centre
you press TAB. This tab is indicated on the ruler line by C.
Right
you press TAB. This tab is indicated on the ruler line by a
R.
Decimal
you press TAB. This tab is indicated on the ruler line by a
D.
Your system has a default set of tab positions, which correspond to the default left and right margins,
but you can change these throughout your document. You can see these in the current ruler line.
Like the margin settings and cursor position, the tab stops are relative to the printed page, not the
position on the screen.
To change or insert tab stops:
1. Position the cursor from where you want the new settings to take effect and press ESC Q.
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Tab-stops’
option.
The screen displays the current ruler line and tab stops and represents a 3.5inch section of
the printed page.

Use the horizontal ARROW keys to move along the length of the ruler line.

Press F6 or F5 to scroll along the length of the ruler line ie to the section not displayed
currently.

Press RETURN to save the new sequence.

Press ESC ESC to abandon your changes.
Adding Tab Stops
To add a new tab stop to the existing sequence, move the cursor to the required position and enter
“T”, “C”, “R” or “D”.
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Replacing Tab Stops
To replace one tab stop with another of a different type, move the cursor to the tab stop you want to
replace and enter “T”, “C”, “R” or “D”.
Removing Individual Tab Stops
To remove a tab stop from the sequence, move the cursor to the tab stop you want to remove and
press the SPACEBAR.
Removing All Tab Stops
To remove all tab stops from the ruler so that you can ‘start again’, or before you use the F9 function
which follows, move the cursor to the start of the ruler line and press ESC T.
To remove all tab stops to the right of a fixed position in the ruler line, move the cursor to the required
position and press ESC T.
Inserting Repeated Tab Stops
Use this option if you want to create a new sequence of tab stops which are:

all of the one type.

evenly spaced across the page.
Before you use this option, it is recommended that you remove all current tab stops by pressing ESC
T.
1.
Press F9. The following fields are displayed:
Position
Enter the distance from the left margin to the first tab stop
and press the DOWN ARROW key. Enter the unit of
measurement and press the DOWN ARROW key.
Type
Enter the type of tab stop to be repeated across the page
– “T”, “C”, “R” or “D” and press the DOWN ARROW key.
Repeat
Enter the number of tab stops to be repeated across the
page, excluding the first one and press the DOWN
ARROW key.
Offset
Enter the distance between each tab stop, in the
measurement entered above and press the DOWN
ARROW key.
2. Press RETURN when you have completed this screen.
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Using Tab Stops In Your Document
Each time you press TAB, the cursor moves to the next tab stop in the sequence. The text you then
type is formatted according to the type of tab stop.
Indenting Whole Paragraphs
If you want to indent all lines in a paragraph to a set distance from the left margin, it is recommended
that you set a tab stop at that position.
Press TAB at the start of the paragraph until the cursor is positioned at the appropriate tab stop. All
lines of the paragraph are indented to the same position until you end the paragraph by pressing
RETURN.
Using Centre, Right And Decimal Tab Stops
You must remember to press TAB each time, and on each line, that you want to use the effect
dictated by the tab stop. The following is an example of the effect of these three tab stops:
Justifying Text
Text which is ‘justified’ has all the lines of the same length, so that the right margin is straight. Word
Processing inserts spaces between the words on a line to extend the line to the right margin.
You can justify the whole document or selected paragraphs. However, it is not recommended to
justify only part of a paragraph.
Justified text is not displayed as justified on your screen, only on the printed page.
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Justification is controlled initially by the entry in the Right justify field in the Document Control 1
screen of Broker Amendment. You can override the entry in the Broker Amendment by entering the
appropriate code in each document.
Justifying A Complete Document
1. Position the cursor at the top of the document before text begins and press $ (dollar
command).
2.
At the $ sign, enter “DJY” and press RETURN.
Justifying A Selected Paragraph
1. Position the cursor on the first character of the paragraph and press $ (dollar command).
2. At the $ sign, enter “DJY” and press RETURN.
3. Position the cursor in the character position following the last text character and $ (dollar
command).
4.
At the $ sign, enter “DJN” and press RETURN.
Right Flushing Text
‘Right flushing’ is placing part of the text on a single line against the right margin. For example, in a
header document you may want the client’s name on the same line as the date, but with the date
placed flush against the right margin.
Text on the same line before the ‘Flush Right’ command is not affected, only the text following the
command.
1. Position the cursor on the first character of the text you want to right flush and press ESC Q
or $DR
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Right’ option.
Skipping Lines And Columns
You can leave lines and columns blank in a document by telling the system to ‘skip’ a defined
distance from one line or column of text to the next. For example, you may want to leave a number of
blank lines at the top of a page to allow for your letter headed paper.
You can define the amount of space to be ‘skipped’ from the top of the page, the left margin or the
cursor position.
When you skip lines from the top of a page, text at the ‘skipped to’ position is fixed, relative to the
printed page, in that position.
The following restrictions apply:

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You cannot enter values which are retrospective. For example, you cannot state ‘skip down eight
inches from the top of the page’ if text currently extends eight inches or more from the top. This
instruction will fail.

You cannot enter an instruction which follows and contradicts a previous instruction. For
example, if you have entered an instruction which states ‘skip down eight inches from the cursor
position’. You cannot follow this with an instruction which states ‘skip down eight inches from the
top of the page’, if the second instruction takes you somewhere in the space left by the first.
These instructions will fail.
The flexibility of the system means there are several ways in which you can achieve the same result.
Only one method is given for each task.
Skipping Lines At The Top Of A Page
To leave blank lines at the top of a page, for example to account for letter heads, use the following
procedure:
1. Position the cursor at the top of the page and press ESC Q.
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Vertical’ option.
3. Enter the value of the lines you want to skip in inches, centimetres or lines in the Skip Down
field and press the DOWN ARROW key.
5. Enter “T” for ‘From page top’ in the Type field and press the DOWN ARROW key.
6. Press RETURN. The system returns to the document. When you reach the end of the next
line of typing, the space is inserted and the cursor moves to the new position.
Skipping Lines In The Middle Of A Page
1. Position the cursor on the line from which you want to skip and press ESC Q.
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Vertical’ option.
3. Enter the value of the lines you want to skip in inches, centimetres or lines in the Skip Down
field and press the DOWN ARROW key.
5. Enter “R” for “Relative”, meaning “From the cursor position” in the Type field and press the
DOWN ARROW key.
6. Press RETURN. The system returns to your document. When you reach the end of your next
line of typing, the space is inserted and the cursor moves to the new position.
If you want the measurement to be taken from the top of the page, rather than from the cursor
position, amend the above procedure as follows:

Enter the distance measured from the top of the page in the Skip Down field.

Enter “T” for “From page top” in the Type field.
Skipping Columns From The Left Margin
When you skip columns, only the text on the line containing the command is affected. You can skip
columns either from the left margin or from the cursor position. When you skip columns from the left
margin, text at the ‘skipped to’ position is fixed in relation to the left margin, irrespective of changes
made to the that margin.
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If you want to leave several lines of columns blank, it is recommended that you set appropriate tab
stops, rather than using ‘skip columns’.
To skip columns from the left margin:
1. Position the cursor on the line where you want to skip and press ESC Q.
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Horizontal’ option.
3. Enter the value of the columns you want to skip, from the left margin, in inches, centimetres or
columns in the Skip Columns field and press the DOWN ARROW key.
5. Enter “M” for ‘From margin’ in the Type field and press the DOWN ARROW key.
6. Press RETURN. The system returns to your document and the cursor is positioned at the
‘skipped to’ point.
Skipping Columns In The Middle Of A Line
1. Position the cursor at the point on the line from where you want to skip and press ESC Q.
2. Select the ‘Character’ option, followed by the ‘Position’ option and then the ‘Horizontal’ option.
3. Enter the value of the columns you want to skip, from the cursor position, in inches,
centimetres or columns in the Skip Columns field and press the DOWN ARROW key.
5. Enter “R” for “Relative”, meaning ‘from the cursor position’ in the Type field and press the
DOWN ARROW key.
6. Press RETURN. The system returns to your document and the cursor is positioned at the
‘skipped to’ point.
If you want the measurement to be taken from the left margin, rather than from the cursor
position, replace the above with the following:

Enter distance measured from the left margin in the Skip Columns field.

Enter “M” for ‘From Margin’ in the Type field.
Inserting Page Headers And Footers
A header is information which is printed in the top margin of a page and a footer is information
printed in the bottom margin. Typically, headers and footers contain document or chapter titles and
page numbers, but you can include any text you want. When you include page numbers, the
numbers are incremented automatically for each subsequent page. Headers and footers are printed
on all pages of a document, unless you indicate otherwise.
The top and bottom margins must be large enough to accommodate the header and footer. For
example, if the header is to be one inch deep, the top margin must be at least one inch deep. This
applies to continuation pages as well as to the first page of a document.
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You can use the usual editing functions in headers and footers and you can include Keywords and
other non-text commands.
Inserting A Page Header
You must enter the appropriate instruction on the top line of the first page on which you want the
header to print, otherwise it will only print on subsequent pages. In addition, there must be no other
text on the line. For a header to print on all pages, the header instruction must be on its own, on line
one of page one.
To insert a page header, make sure that the top margin of each page is large enough to
accommodate the header.
If you want to omit the header from a particular page, set the top margin of that page to zero.
1. Position the cursor on the top line of the required page and press ESC Q.
2. Select the ‘Document’ option, followed by the ‘Header’ option. At the top of the screen, the
following prompt is displayed:
EDIT: Header
The cursor is positioned below this, ready for you to type the header details.
3. Type the header details as you would for a normal document.
If you exceed the space available in the top margin, the following message is displayed:
Object Top Margin
You must either re-edit the header or change the top margin.
4. Press ESC ESC when you have finished entering the header details. You are prompted:
Exit Object, Type Y to Confirm:
5. Enter “Yes” to insert the header or “No” to resume editing.
Inserting A Page Footer
For a footer to print on all pages of a document, you must enter the instruction on the first page. It is
recommended that you enter the instruction at the top of the page, immediately below the header
instruction, if you have entered one.
Make sure that the bottom margin of each page is large enough to accommodate the footer. If you
want to omit the footer from a particular page, set the bottom margin of that page to zero.
1. Position the cursor and press ESC Q.
2. Select the ‘Document’ option, followed by the ‘Footer’ option.
3. Type the footer details.
4. Press ESC ESC when you have finished entering the footer details. You are prompted:
Exit Object, Type Y to Confirm:
5. Press “Yes” to insert the footer or “No” to resume editing.
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Including Page Numbers
You can include automatic page numbers in a header or footer. The numbers are incremented
automatically for each subsequent page. You can include the page number in any position in the
header or footer. For example, you can centre it, or have it flushed right by using the appropriate
commands.
The command for including page numbers in Core Back-Office documents is a keyword:
‘BZZ.Page.No’.
This keyword inserts only the number of the page. If you want to include the word ‘Page’, you must
include it as text, for example:
Page <BZZ.PAGE.No>
You can also use the YCT.Page.No keyword if you require calculations.
Editing Existing Headers And Footers
Ensure your screen is in Reveal mode if you want to change existing headers and footers, so that
you can see the instruction within your document.
Position the cursor on the instruction and press F9.
The editing screen is displayed and you can make any changes required.
Deleting Headers and Footers
Position the cursor on the command and press ESC DEL.
Printing In Landscape Mode
You can print a document, or selected pages of a document, in either portrait or landscape. Before
you change from one mode to the other, you need to change the document margins, page length and
perhaps the tab positions, to allow for the change in the printed output.
2. Select the ‘Document’ option, followed by the ‘Paper’ option and then the ‘Landscape’ option.
To change back to portrait mode:
2. Select the ‘Document’ option, followed by the ‘Paper’ option and then the ‘Portrait’ option.
Locate Bookmark
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Widow-Orphan Protection
Widow-Orphan protection is a facility which prevents the last line of a paragraph being carried over to
the next page (orphans) or the first line of a paragraph appearing on the last line of a previous page
(widows). When this facility is switched on, the last two lines of the paragraph are carried over on to
the next page whenever a widow or an orphan would otherwise happen.
For example, if you start to type a five-line paragraph at the foot of a page and there are just four
lines left before a page break. With this facility switched on, the system prints three lines at the foot of
one page and carries two lines over to the top of the next.
1. Position the cursor from where you want this to take effect and press ESC Q.
2. Select the ‘Document’ option, followed by the ‘Widow-Orphan’ option and then the ‘Start’
option. The facility continues on all pages until you switch it off.
3. Select the ‘Document’ option, followed by the ‘Widow-Orphan’ option and then the ‘End’
option to switch this off.
Paragraph Numbering
Paragraph Numbering
You can number all or a selection of paragraphs in a document down to four levels, i.e. 1.1.1.1.
Each time you press RETURN to denote ‘end of paragraph’, the next paragraph is numbered
sequentially within the correct level. For example:
1.1.1.2
1.1.2
1.1.3
1.2
2
The four levels of numbering are controlled by tab stops. The tab stop under which the paragraph
begins denotes the level. For example, the fourth level of numbering is applied to paragraphs that are
four tab stops in from the left margin.
You should be aware of the following points when applying paragraph numbering:

Word Processing includes a default style of numbering. You can change the default at any time,
but the system reverts to the default each time you select a new document or start a new,
subsequent numbering sequence in a document.

If you add or delete numbered paragraphs within a sequence or stop and restart numbering, the
following paragraphs are automatically re-numbered.

There are three sub-options in Paragraph numbering:

Define - defines the style, or accepts the default style and begins the numbering
sequence.

Start - restarts the numbering sequence which was previously stopped.
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Core Back-Office 1

End - ends the current numbering sequence, either temporarily or totally.
Each time you want to start a new numbering sequence, you must select the ‘Define’ option, even if it
is just to accept the default sequence.
Defining The Style And Starting The Sequence
You can number paragraphs in any combination of the following styles, allocating a style to each
level:

A - Arabic numerals - 1 2 3

U - Upper case letters - A B C

L - Lower case letters - a b c

RU - Roman upper case - I II III

R - Roman lower case - i ii iii
1.
Position the cursor at the start of the paragraph where you want numbering to begin and
press ESC Q.
2. Select the ‘Paragraph’ option, followed by the ‘Numbering’ option and then the ‘Define’ option.
Use this screen to define the type of numbering to be applied to each of the four levels.
Before
Enter any character you want displayed before the number,
for example, an opening bracket or leave blank.
Type
Enter “A”, “U”, “L”, “RU” or “R” to indicate the type of
numbering your require as described above.
Start Value
Enter the value at which you want the numbering to start.
This defaults to 1, but can be changed if required.
If the type of numbering at this level is alphabetical, then 1
= A or (a), 2 = B or (b) etc.
After
Enter any character you want displayed after the number,
for example, an closing bracket or leave blank.
Hang
Enter “Yes” if you want the number to be placed outside of
the left margin. Enter “No” if you want the number to be
contained within the paragraph.
You have completed the first level numbers definition, now you must define the second level
numbers and subsequent, as required.
3. Complete the fields as before, including the additional field:
Show Previous
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Enter “Yes” if you want to include the number of previous
levels. For example, 1.1 includes the first level number.
Enter “No” to exclude them.
It does not affect the document if you define more levels than are used within a particular
document. A level only becomes active when you press TAB the required number of times to
reach that level.
4. Press RETURN when you have completed the definitions. The system returns to the
document and all paragraphs from this command forward are numbered appropriately.
The Numbering Function In The Document
The first level one number is inserted automatically at the first tab stop. You can now type the text of
the paragraph. When you reach the end of the paragraph, press RETURN.
If you do want to enter text on a new line but do not want to generate a new paragraph number,
press ESC E.
When you press RETURN to end a paragraph, a new paragraph is started, with the cursor positioned
at the first tab stop and the next number in the level one sequence inserted automatically. If you want
this paragraph to be at the same numbering level as the previous one, start typing the paragraph.
If you want this paragraph to be at the next level than the previous one, press TAB. The cursor
moves to the next tab stop and the number appropriate to that level is inserted.
Ending A Numbering Sequence
1. Position the cursor in the character position following the last character of text in the last
paragraph and press ESC Q.
2. Select the ‘Paragraph’ option, followed by the ‘Numbering’ option and then the ‘End’ option.
The system returns to your document.
3. Press RETURN. The numbering sequence is terminated and your document reverts to its
normal format.
Restarting An Interrupted Sequence
1. Position the cursor at the start of the paragraph where you want numbering to restart and
press ESC Q.
2. Select the ‘Paragraph’ option, followed by the ‘Numbering’ option and then the ‘Start’ option.
The numbering sequence restarts from the point at which it ended.
If you want to start a new numbering sequence, you must use the ‘Define’ option.
On-Screen Formatting
Word Processing deals with the on-screen formatting of a document in two ways, Automatic and
Manual.
Automatic
When you enter text into a document, any text that follows
the point of insertion is re-formatted on your screen
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automatically, to take account of the inserted text.
Manual
When you enter text into a document, only the text in the
current paragraph is re-formatted to take account of the
inserted text. Although subsequent text is not re-formatted
on screen, it is when the document is printed.
Paragraph numbering does not always appear correctly on
the screen when you are using Manual formatting, but will
print correctly.
Each time you access a Word Processing document, the default is automatic formatting but you can
change the settings as required.
In lengthy documents, automatic formatting uses a lot of processing power. On multi-user systems,
other users may find the performance of the system is adversely affected by another user performing
Automatic formatting.
Changing Formatting
To swap between Automatic and Manual formatting:
1. Select the ‘Others from the Escape Q’ option.
2. Move the cursor on to the ‘Format’ option. The prompt below the option line displays the
format which is not currently selected.
3. Press RETURN to select this format, and therefore swap formats.
Reformatting A ‘Manual Format’ Document
You can reformat a complete document manually if you want, even if the format is set to Manual.
Reformatting in this way for lengthy documents uses a lot of processing power. Other users on multiuser systems may be affected.
Select the ‘Other’ option followed by the ‘Reformat’ option from the ESC Q menu.
Other Formatting Settings
There are a number of facilities which allow you to change the way in which Word Processing
operates while you are processing a document, some of which we have explained in earlier sections.
Select the ‘Others’ option followed by the ‘Setup’ option from the ESC Q menu. The following fields
are displayed:
Paragraph Markers
This facility displays an @ sign to indicate the end of each
paragraph. Enter “Yes” or “No”.
Display Cursor Position
This facility displays the cursor position in the current unit of
measurement and is an alternative to pressing Control W.
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Enter “Yes” or “No”.
You can also change the unit of measurement of the above
display. Enter “I”, “C” or “F”.
Show Position on Bar
This facility displays the @ sign in the ruler line, denoting
the cursor position and is an alternative to pressing Control
W. Press “Yes” or “No”.
Cursor in Text Only
This facility restricts the cursor movement to within the
bounds of the text, i.e. to the end of the text on any line.
Press “Yes” to restrict the cursor or “No” to ‘free’ the cursor,
i.e. to move beyond the end of the text.
Show Conditional Brackets
This facility displays any IF command conditional brackets
on your screen, even if your document is in Preview Mode.
Press “Yes” or “No”.
Default Units
This facility changes the unit of measurement used
throughout Word Processing. Press “I”, “C” or “F”.
Tab Space size
This facility is used to determine the letter which is used in
calculating the space taken up between tab stops on your
screen. For example, the letter ‘i’ takes up less space than
the letter ‘m’.
It is recommended that you keep the default n.
Advanced Editing Functions
Advanced Editing Functions
This section describes the following advanced editing functions available:

Working With Blocks Of Text

Copying A single Line Of Text

Moving An ‘Item’

Inserting Other Documents

Editing In ‘Raw Code’ Mode

Inserting example documents

Recalling A Previous Version Of A Document

Moving To A Specific Position

Miscellaneous Editing Commands
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Working With Blocks Of Text
Block commands are an effective way of moving larger sections of text around. You must first ‘mark’
the block of text that you want to work with on your screen. A block can be any piece of text from a
single character to the entire document.
To mark a block of text:
1. Position the cursor on the first character of the block and press ESC B. The first character is
dimmed to indicate the start of the block.
2. Move the cursor to the end of the block, either the last character or a blank line below the text
and press ESC F. The whole of the text within the block is dimmed and the end of the block
marked.
If you want to ‘deselect’ a block which you have just marked, press ESC U. The cursor does
not have to be within the marked block when you use this command.
You can now:

Copy the block to a new position, also leaving it in its original position.

Move the block to a new position, deleting it from its original position.

Delete the block.

Reinstate the last deleted block.
Copying The Block
Position the cursor at the point where you want insert the marked block and press ESC I.
The whole of the marked text is copied to the new position. If this is in the middle of existing text,
space is ‘opened up’ to allow for the insertion of the additional text.
Your document now contains two copies of the marked text, one in its original position and the other
in the new position. You can now do one of the following:

Deselect the original block in order to keep the two copies by pressing ESC U.

Delete the original block so that only the copy in the new position remains by pressing ESC D.
The cursor does not need to be within the marked block when you enter either command.
Deleting A Block
Press ESC D to delete the marked block.
The cursor does not need to be within the marked block when you press ESC D.
Reinstating A Deleted Block
When you delete a marked block, the block is held in a buffer until it is replaced with another deleted
block or until you mark another block. You can reinstate the last deleted block by positioning the
cursor where you want to reinstate the block and pressing ESC I.
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Copying A Single Line Of Text
This operation is similar to copying a block of text from one position to another, except that just the
line on which the cursor is positioned is copied.
1. Position the cursor anywhere on the line which you want to copy and press ESC C.
2. Move the cursor to the new position and press ESC X. The line is now in two places in your
document.
3. Position the cursor on the original line and press ESC R to delete the line from its original
position, if required.
You can combine the sequence ESC R, then ESC X to remove then insert at the new position.
Moving An ‘Item’
An item is a string of text on any one line which does not contain more than one character space in
succession.

An item begins, therefore, at the start of a line, or immediately after two or more character
spaces.

An item ends at the end of a line or immediately before two or more character spaces.
To move an item:
1. Position the cursor anywhere within the character string and press F2. The characters in the
item are replaced with the following:
<=================]
Press ESC ESC if you want to abandon the move.
2. Position the cursor where you want to move the item and press F2.
The space previously occupied by the item is left blank. In the new position, space is ‘opened
up’ to make room for the inserted text.
If the item is a complete line within a paragraph, the paragraph is reformatted when the item is
moved.
An item can contain non-text commands, e.g. dollar commands, keywords etc including a set
of tab stops. If you use the F2 function to move a line of tab stops to a new position, text which
follows the new position is formatted automatically.
Locate Bookmark
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Inserting Other Documents
When you use the ‘Include’ command to combine documents, only the code of the ‘included’
document appears in the receiving document. If you do want to see the text, you can do this by
‘expanding’ the included document.
An alternative to the ‘Include’ command is the ‘Insert’ command, which physically inserts the actual
text of a second document into the one currently being edited.
Expanding An Included Document
The text in an included document is view only and cannot be edited. If you want to edit an included
document, you must access it in the normal way.
To expand an included document:
Select the ‘Edit’ option, followed by the ‘Includes’ option and then the ‘Expand’ option.
The text of the included document is displayed.
To remove the text of the included document:
1. Position the cursor on the ‘Include’ command in the main document and press ESC Q.
2. Select the ‘Edit’ option, followed by the ‘Includes’ option and then the ‘Remove’ option.
The text of the included document is removed from the display.
The document is still included in the receiving document even though the text is no longer
visible.
Using The Insert Command
When you use the Insert command, the system copies the whole of the inserted document into the
receiving document. It becomes part of the main document and can be edited in the normal way.
1. Position the cursor where you want the inserted document to begin and press ESC Q.
2. Select the ‘File’ option followed by the ‘Insert’ option. You are prompted:
Insert document
3. Enter the code of the document you want to insert and press RETURN. The inserted
document is now part of the main document.
The formatting settings of the document, for example margins and tab stops, are also inserted. Text
following the inserted document can be affected by these settings.
Replacing An Existing Document With A Blank Document
You can replace the text of an existing document with an empty document.
This procedure effectively deletes all the text in the document. Only use this command if you want to
delete the original text or if you have already made a copy of the original document.
Select the ‘File’ option followed by the ‘New’ option.
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All the text in the document is deleted.
Editing In ‘Raw Code’ Mode
‘Raw Codes’ is a facility which has been retained from earlier versions of the Word Processing
software, and represents the previous method of creating and editing documents. Its use is intended
to be limited to Open GI personnel and to users who are familiar with earlier versions of the software.
It is recommended that you do not use this facility if you are not familiar with previous versions of the
software.
1. Select the ‘File’ option followed by the ‘Mode’ option to swap to Raw Code mode.
2. Select the ‘File’ option followed by the ‘Mode’ option to revert to Normal mode again.
Recalling A Previous Version Of A Document
This facility allows you to abandon several changes to a document and reinstate the previously
saved version.
If, after reinstating the previous version, you save the document, all changes are lost and the
document reverts to the original form.
1. Select the ‘File’ option followed by the ‘Open’ option from the ESC Q menu.
2. Select the document you are currently editing from the list.
Inserting Example Documents
This facility allows you to insert example documents which contain some of the other facilities of
Word Processing.
1. Select the ‘File’ option followed by the ‘Example’ option. The list of documents is displayed.
2. Highlight the example document you want to insert and press RETURN. The document is
inserted.
Moving To A Specific Position
Use this facility to move the cursor to a specific point in a document, such as a specific page number.
1. Select the ‘Edit’ option followed by the ‘Position’ option from the ESC Q menu.
2. Enter the number of the page to which you want to move and press the DOWN ARROW key.

Press RETURN if you just want to move to the start of the page.
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
Enter the exact position to which you want to move in the Unit of measurement field
and press RETURN.
The cursor moves to the new position.
Miscellaneous Editing Commands
In this section we include some more editing functions which you may find useful from time to time.
Editing Dollar Commands
You can edit some dollar commands in a document, others you must delete and re-enter the new
command. Usually, you can edit the more complex commands, for example font sizes and tab stops.
Your document must be in Reveal mode to use this facility.
1. Position the cursor on the code and press F9. If the command is editable, the appropriate
fields are displayed, as if you were inserting the details of the command in the first place.
2. Change the details and press RETURN. The new details are inserted in your document and
text is reformatted if appropriate.
If you press F9 on a dollar command that is not editable, the cursor remains in the document. Delete
the dollar command using ESC DEL and re-enter it correctly.
Reversing Case
This facility allows you to change an alphabetic character from upper to lower case and vice versa.
Position the cursor on the character you want to change and press F13 or Ctrl U.
The case is changed and the cursor moves to the next character.
Joining Lines
This facility allows you to join the next line of text to the current line. Position the cursor at the end of
the first line and press ESC J.
The two lines are joined.
Inserting A Blank Line
This facility allows you to insert a blank line without having to move to the end of the previous line
and pressing RETURN
Position the cursor on the line above where you want to insert the blank line and press ESC E.
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Inserting A Hard Space
When a paragraph is formatted, some normal spaces entered by pressing the SPACEBAR are
regarded by the system as superfluous and are removed. For example, spaces at the beginning or
end of a line. If you want these spaces to remain, you must insert them as ‘hard spaces’.
Press ESC followed by the SPACEBAR to insert a hard space.
Additional Features
Additional Features
In this section we explain the following more advanced features of Word Processing.
Using ‘If’ Commands
This is sometimes known as ‘Conditional Processing’. Text is printed only if certain conditions are
met. ‘If’ commands always relate to keywords. The basic format of an ‘if’ command is:
If the content of <KEYWORD> is <specify content>, then print <specify
text>.
For example, ‘If the client is male, print ‘Dear Sir’. This translates into the following ‘if’ command:
If the content of <Keyword BCM.SEX> is equal to <Male>, print “Dear
Sir”.
If commands can be used to include or exclude paragraphs selected from a range of ‘standard
paragraphs’. For example, ‘If the client is over 55, print the paragraph re “checking pension details”.’
You can include the text of more than one standard paragraph within a document, providing each
one is linked to an ‘if’ command.
‘If’ Command Operators
An operator is the code which determines the relationship between the keyword and its content. For
example, we used ‘Sex equal to Male’ in the above example. The operators are as follows:

EQ - Equal to

NE - Not equal to

GT - Greater than

LT - Less than

GE - Greater or equal to

LE - Less or equal to

BC - Begins with (case sensitive)

NBC - Not beginning with (case sensitive)

BE - Begins with (not case sensitive)
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
NB - Not beginning with (not case sensitive)

EX - Excludes

CO - Contains
Inserting A Simple ‘If’ Command
The process of inserting an ‘if’ command is easily explained using an example.
For example, if you want to only include the following sentence for clients who have chosen to pay by
direct debit.
This premium will be collected by Direct Debit.
The corresponding ‘If’ command is:
If the content of Keyword BPY.Direct is equal to “yes”, print “This
premium will be collected by Direct Debit”.
To insert this ‘If’ command:
1. Position the cursor at the point you want the text to print and press $.
2. At the $ sign, enter “IF” and press RETURN.
3. Select the ‘Print if’ option. A window is displayed containing three lines of input.
4. Enter the Keyword after the word ‘IF’, for example, BPY.DIRECT and press the DOWN
ARROW key.
5. Enter the operator in the second line, for example “EQ” and press the DOWN ARROW key.
6. Enter the value of the field to which the operator relates in the third line, for example “Y”.
7. Press RETURN when you have completed all three lines. You are returned to your document.
8. Enter the text to be printed ‘conditionally’, for example “This premium will be collected by
Direct Debit”.
9. Press }.
When viewed in ‘Reveal’ mode, your document should contain the following:
[IF <BPY.Direct> EQ Y]This premium will be collected by Direct
Debit.[}]
This format is identical for all ‘if’ commands. Each ‘if’ command must be terminated by a }.
This symbol is used to indicate where the end of the conditional text occurs.
When the letter is printed for a client, the text is included only if the condition is met, otherwise
it is omitted.
Incorporating The ‘Else’ Command
This is also known as the ‘Print if not’ command, and defines the text to be printed if the condition is
not met.
Continuing with the example given above, you can use the ‘else’ command to enter the following text
for all other clients i.e. those who are not paying by direct debit.
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Please forward your remittance within 14 days.
Use the same procedure as above until the end of step 8 and then press $.
1. At the $ sign, press !. This is the ‘Else’ command.
2. Enter the alternative text and press } to terminate the ‘If’ command.
When viewed in ‘Reveal’ mode, your document should contain the following:
[IF <BPY.Direct> EQ Y]This premium will be collected by Direct
Debit.[$!]Please forward your remittance within 14 days.[}]
You can use the ‘else’ command when it is the only alternative to the text in the main ‘if’
command. See the Using If Commands With Standard Paragraphs section for information on
more than one alternative.
Using The ‘Print If Not Empty’ Command
This variation on the ‘if’ command will print the conditional text whenever there is text in the Keyword
field. It does not matter what text is in the field, only that the field has not been left blank.
For example, you may want to include the following text in a standard letter for all clients who have a
Voluntary Excess in a policy:
The policy excludes £99.99 for each and every claim, in addition to
the standard policy excess.
The corresponding ‘if’ command is:
‘If there is any entry in the Keyword field PC.Excess, print “The
policy excludes ............. etc”.’
To insert this ‘Print If Not Empty’ Command:
1. Press $ at the cursor position, enter “IF” and press RETURN.
2. Select the ‘Print if not empty’ option and press RETURN. You are returned to your document.
3. Now type the text, including the keyword in the appropriate position and press } to terminate
the command.
Your document, in ‘Reveal’ mode, should contain the following:
[${]The policy excludes £<PC.Excess> for each and every claim, in
addition to ............... etc[}]
This text is included in the letter for all clients for whom there is a value in the Voluntary
Excess field. If the field is empty, the text does not appear.
Combining ‘If’ Commands
You can use two or more ‘if’ commands together logically, in order to specify composite conditions
for the conditional text.
For example: ‘Print the following text if the client is male and is over 55.’
The corresponding command is:
‘If the content of Keyword LCM.Sex is equal to “Male” and the content
of Keyword LCM.DOB is less than “01/01/39”, print ............’
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The format for entering this example is identical to that for entering just one condition, with two points
to note:

You enter the second command immediately following the first. Do not leave a space between
the two.

You terminate the commands at the end of the second command by pressing }. You must enter
the same number of } characters as there are commands. For example, if you have entered two
commands, you must close them by entering }}.
Using ‘If’ Commands With Standard Paragraphs
All the previous examples dealt with just single sentences being affected by ‘If’ commands. Standard
Paragraphs are complete paragraphs that are controlled by an ‘If’ command, and are printed only if
the associated conditions are met.
1. Type the standard paragraphs in the place in the document where you want them to appear.
You can include as many standard paragraphs as you want.
2. Place the appropriate ‘If’ command in front of the text of each paragraph.
3.
Place the } symbol at the end of the paragraph to mark the end of the text controlled by the
‘If’.
You must enter the ‘If’ commands and the associated text one after the other and you must
terminate each paragraph with a }.
For example:
[IF <LCM.Sex> EQ M]print this text[}][IF <LCM.Mar> EQ M]print this
text[}]
Comparing One Keyword To Another
In this variation of using the ‘If’ command, you can compare the contents of one keyword with the
contents of another.
For example: “If the client has paid something on account but there is still a balance outstanding,
print ‘Please send the balance immediately’.”
The corresponding ‘If’ command is:
‘If the content of Keyword BLT.Paid.on.acc is less than the content
of Keyword BLT.Original.Debt, print...............’
To insert this condition:
1. Press $, enter “IF” and press RETURN.
2. Select the ‘Print if’ option. The window containing the three lines of prompts is displayed.
3. Enter the first keyword as normal, for example “BLT.Paid.on.acc” in the first line following IF.
4. Enter the operator, for example “LT”, in the second line.
5. Enter the keyword to which you want to compare the first keyword in the third line, in which
you normally enter the value.
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When you enter a keyword on the Value line, you must enter the opening and closing
brackets. For example:
[BLT.Original.Debt].
6.
Press RETURN when you have completed the three lines.
7. Enter the text as normal and press } at the end, to terminate the command.
When the letter is printed, the text is included if the client’s ‘paid on account’ balance is less
than the ‘original balance’.
You can only compare ‘like’ keywords, i.e. both keywords in the ‘if’ command must be of the
same type as follows:

A numeric keyword with a numeric keyword.

A text keyword with a text keyword.

A date keyword with a date keyword.

A coded keyword with a coded keyword.
Any other permutation will not work, and could produce unexpected results.
Using an IF command to print Advanced Prospect Management, Core Back-Office or
LIBRA data in a document
Depending on whether a letter or memo is requested from Advanced Prospect Management, LIBRA
or Core Back-Office, you can determine what information is to be printed. This can be done by using
BLT.Source in a letter or BMM.Source in Memos.
Use of these in an IF statement followed by the appropriate keywords means that the same
document can be used in more than one product.
The example below will print the client name when a letter is requested for printing from Advanced
Prospect Management (when the source equals D) and LIBRA (when the source equals L), but will
print the client reference if requested for printing from Core Back-Office (when the source equals B).
[IF <BLT.Source> EQ D!]name [p.CM.Name][}]
[IF <BLT.Source> EQ L!]name
[LBD.Refno][}]
[IF <BLT.Source> EQ B!]name [BCM.Refno][}]
Editing An ‘If’ Command
You can amend the contents of an ‘if’ command at any time providing your document is in ‘Reveal’
mode.
Position the cursor on the command and press F9.
The Edit If menu is displayed at the top of your screen with the following options available:
Edit
Select this option to amend the details of the command.
The Keyword, Operator and Value fields are displayed.
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All
Select this option to display, within your document, the text
which will print for both true and false occurrences of the
condition. See True and False below.
True
which will print if the condition is true. For example, if the
condition is ‘if the client is male, print “Dear Sir’’,’ then ‘Dear
Sir’ is displayed.
False
which will print if the condition is false. For example, if the
condition is ‘if the client is male, print “Dear Sir”, else print
“Dear Madam’’’, then ‘Dear Madam’ is displayed.
If no alternative text has been specified for a false
occurrence, then nothing is displayed.
Select this option to mark or highlight the extent of the ‘if’
command on your screen. To remove the highlight, press
ESC U.
Mark
Including Paragraphs For Specific Policy Types
These are known as ‘Policy Type Paragraphs’ and print only if the printed letter relates to the specific
policy type. You would not, for example, want to print a paragraph pertaining to a life policy if you
were sending a letter enclosing New Business Papers for a motor policy.
The ‘New Business Papers’ standard letter can, therefore, be used for all policy types, printing the
appropriate paragraph for each individual client.
When you type the paragraphs, each one contains text appropriate to the policy type and, therefore,
to the command which dictates when to include it.
For information on Policy Type codes, see the Policy Type Amendment section.
Inserting The Command And Text
1. Press { at the cursor position. The Include field is displayed at the top of your screen.
2. Enter the Policy Type code for which this paragraph is to be printed, for example “PC” and
press RETURN.
3. Enter the text of the paragraph in the normal way.
4. At the end of the text, you must close the command by entering both the command and the
Policy Type code again. For example:
{PC
In ‘Reveal’ mode, your document should contain the following:
[{PC}]We also include your Motor Certificate ............ etc.[{PC}]
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Using The Exclude Command
You can specify paragraphs that you want to exclude for specific Policy Types.
1. Press { and the Include field is displayed.
2. Press the UP ARROW key. The cursor moves to the start of the word Include.
3. Press E and the DOWN ARROW key. The Include field is changed to Exclude. You can now
enter the Policy Type codes and the paragraph text as explained above. The text is included
for all Policy Types except those listed after the Exclude prompt.
Including Several Policy Type Codes For One Paragraph
You can arrange for any paragraph to be printed for up to 20 Policy Types. For example, you may
want the paragraph to be included for Private Car policies (PC) and Caravan policies (CV).
1. When the Include field is displayed, enter up to 20 Policy Type codes, pressing DOWN
ARROW between each code. For example,
PC CV
2. Press RETURN when you have entered all the codes.
3.
Enter the text in the normal way close the command by entering both the command and all of
the Policy Type codes again. For example:
{PC CV
In ‘Reveal’ mode, your document should contain something like this:
[{PC CV}]We also include your Motor Certificate .......etc.[{PC CV}]
Editing A Policy Type Paragraph Command
Ensure your document is in ‘Reveal’ mode to make a Policy Type paragraph.
Position the cursor on the command and press F9. The Include field is displayed, along with the
existing codes.

To amend a code, press DOWN ARROW to display the code and make the change.

To remove a code, move the cursor to the code and press the SPACEBAR to leave the position
blank. When you press RETURN, the remaining codes are ‘closed up’ automatically.
If you change an opening command, you may also need to change the corresponding closing
command.
Test Printing Policy Type Paragraphs
If you include Policy Type paragraphs in your document, it is recommended that you print documents
with Policy Type paragraphs to check the text is printed correctly.
1. Press F7 while the document is displayed.
2.
Select the ‘Test Print’ option. You are prompted:
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Policy Type Paragraphs

To print just the paragraph for one Policy Type, enter the Policy Type code and press
RETURN.

To print the text of all Policy Type paragraphs, press RETURN to leave this field blank.
Boxing And Shading
You can enhance your documents by enclosing selected text in a box and by shading the box. You
can:

Print boxes of any size, anywhere on the page.

Overlay one box on top of another.

Determine the style of the border.

Determine the intensity of the shading.

Make a box ‘transparent’, so that text underneath the box shows through the shading.

Use fonts and formatting in a box which are different to those of the main document.
The boxing and shading facility is extremely flexible. You can produce documents which range from
relatively simple to very complex, for example, professionally designed and printed forms. This
section concentrates on the relatively simple.
There are four different methods of printing boxes, each of which has variable shading.
Redlining
This is the simplest form of boxing text. Redlining boxes
and shades the text as you go along, from when you switch
on until you switch off. Redlining can stop, therefore, in the
middle of a line.
Standard Boxing
This method places a box on the page using the position
size you dictate. For example, use standard boxing to
produce a ‘cover’ for a document, where the cover consists
of a shaded box the size of the page, with the title
prominently displayed, perhaps in another box.
Paragraph Boxing
This method boxes and shades all text from when you
switch on until you switch off. The boxing extends on the
left from where the text begins to
the right margin on all lines of text, i.e. the whole of the
paragraph or paragraphs is boxed.
Text Boxing
Use text boxing when you want to create a box, of any size
and in any position, and fill the box with text.
The following should be noted when using boxing and shading:
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
The normal terminal screen does not have the capability of displaying boxes and shading. You
can, however, see the codes which control boxes and shading when the document is in ‘Reveal’
mode.

Check the position of the cursor when using these facilities. The cursor may appear to be
positioned in the wrong place following the insertion of a box - but this is not necessarily the
case. It is recommended that you display the cursor position at the top of your screen by pressing
Ctrl W.

Standard and Text boxes can be positioned relative to the top and left edges of the paper or from
the cursor position. If you measure from the paper’s edge, a ruler is useful to determine the exact
position for the box.

You can print a test print to check that your boxing is correct. Press F7 while your document is
displayed and select the ‘Test-Print’ option.
Redlining Text
Introduction
Redlining is the highlighting of text using boxing and/or shading. Legal redlining is a vertical bar
drawn against the text just beyond the right margin. Text may also have a line drawn through it to
strike it out.
There are 5 redline styles available at any time. These are preset to default settings but are
amendable within the document.
The Five Preset Defaults
The 5 preset default redline styles available are:
Num - 1, Shade - 0, Shade height - 1, Strike out - Light,
Box style - None, Legal - Yes.
Num - 2, Shade - 1, Shade height - 1, Strike out - None,
Box style - Light, Legal - No.
Box style - None, Legal - No.
Box style - Medium, Legal - No.
Num - 5, Shade - 3, Shade height - 9.9, Strike out - None,
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Num - 5, Shade - 3, Shade height - 9.9, Strike out - None,
To Redefine Styles
1. To redefine one of the default styles, press $ (Shift+4).
2. Enter “RED” at the $ sign and press RETURN.
3. Select the ‘$D!Reddef Redline Style (Shading, Boxing)’ option and press RETURN. The Style
window is displayed:
Number
Enter the number of the default style that you want to
change, 1 to 5.
Shade
Enter the intensity of the shading, 0 to 9, where 0 =
Transparent, 1 = White, 9 = Black.
Use 0 when the redlining is to be positioned on top of
existing text and you want the existing text to show
through. It is unlikely you will want to use this facility in
redlining.
Use 1 when the redlining is to be positioned on top of a
shaded box.
Shade height
This is the extent up and down of the redline area on each
line. The vertical space allocated to a character is actually
greater than the height of the character, and you can
change this by changing the line spacing. See the
Changing Line And Paragraph Spacing section for more
information.
If line spacing is 1, then you should set this field to 1 to
486
avoid gaps between the shaded areas of multi-lined
redlining.
Strike Out
Box style
Legal
This prints a line through the redlined text. Press “N”, “L”,
“M”, “H” or “D” for the appropriate style of line:

"N" - None

"L" - Light

"M" - Medium

"H" - Heavy

"D" - Double
This is the style of the border surrounding the redlined
text. Press “N”, “L”, “H” or “D” for the appropriate style of
border:

"N" - None

"L" - Light

"M" - Medium

"H" - Heavy

"D" - Double
This prints a vertical line, in the margin, at the right of
redlined text. Press “Yes” to activate this or “No” to ignore
this option.
4. Press RETURN when you have completed the screen. The defaults for this style number are
changed for this document. When you exit this document, the settings for this style number
revert to the default.
5. Next you need to Start and End the redlining for the required text, as detailed below.
Implementing Redlining
This will begin the redlining of text in one of the five defined or redefined styles. Redlining is the
highlighting of text.
To start redlining:
1. Position the cursor where you want it to start and press $ (Shift+4).
3. Select the ‘$D!Redstart! Redline (Shading, Boxing)’ option. The Redline Style field is
displayed at the top of your screen.
4. Enter the style number you want to use, 1 to 5, and press RETURN. Any text you enter from
this position onwards is boxed and shaded according to the selected style until you end the
redlining.
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To end redlining:
1. Position the cursor where you want redlining to end and press $ (Shift+4).
3. Select the ‘$D!RedEnd! Redline End (Shading, Boxing)’ option.
4. Press RETURN.
Redlining Examples
The following are examples of redlining in a printed document.
Standard Boxing
You should use this facility if you want to place a rectangular box of specified dimensions in a given
position on the page. For example, you could use a standard box around a title to decorate the title
page of a long document.
Although you can place text inside the box, this facility is not designed to cope with boxing a large
piece of text. The box and the text are not actually linked together, so you need to move the box and
the text separately.
It is recommended that you create the box first and then insert the text on top.
The position and size of the box is defined by entering the distance of the top left and bottom right
corner of the box from one of the following:

the top left and bottom right corners of the paper respectively;

the cursor position and the bottom right corner of the paper respectively.
To create a box:
1. Press $ while your document is displayed.
2. Enter “BOX” and press RETURN.
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3. Select the ‘Box’ option. The system displays the Box Definition window.
Complete the following fields:
Units
Enter the unit in which you want to work when defining the
position of the box. Enter “I”, “C” or “F”.
Type
Indicate whether you are measuring from the cursor
position (Relative) or the top of the paper (from page Top).
Press “R” or “T”.
Top Vertical
Enter the distance down the page from the top of the page
to the top of the box.
Top Horizontal
Enter the distance across the page from the left of the
page to the left of the box.
Bottom Vertical
Enter the distance down the page from the top of the page
to the bottom of the box.
Bottom Horizontal
Enter the distance across the page from the left of the
page to the right of the box.
Shade
Enter the intensity of the shading that you require, from 0
to 9. This is identical to the shading of redlining.
Transparent
Enter “Yes” if you want the box to be transparent.
Otherwise, enter “No”.
4. Press RETURN when you have completed the screen. The system returns directly to your
document with the box inserted in the stated position.
The following is an example of two standard boxes, one placed on top of the other, with the
text ‘Word Processing’ inserted in the top box.
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Text Boxing
This facility allows you to print a box around a piece of text. You can position the box anywhere on
the page and you can format the text in the box as required.
You can move the box and text together because they are considered a single item.
To create a text box.
1. Press $ to create a text box,
2. Enter “BOX” and press RETURN.
3. Select the ‘Text Box’ option. The system displays the Box Definition window.
4. Complete the fields in this screen as explained for the standard box.
5. Press RETURN when you have completed the screen.
6. A separate blank screen for the text box, completely separate from the main document.
7. Now type the text to be included in the text box. When a line of text reaches the right hand
edge of the box, it is wrapped on to the next line. When you reach the bottom edge of the box,
the following message is displayed:
Object Bottom Margin
This indicates that there is no space left for any more text. With text boxes, therefore, you
need not worry about fitting text into the box - the system does this automatically.
8. Press ESC ESC when you have entered the text. You are prompted:
Exit Object, Type Y to confirm:
490

Press “No” if you want to carry out further editing on the text in the box.

Press “Yes” to save the box and its text. The system returns you to your document.
The text of a text box is not displayed when your main document is on screen. To see the text
of a text box, you must edit the box.
See the Editing A Box section.
An example of a text box with the text right justified is shown below:
Paragraph Boxing
Paragraph boxes are used to surround a normal piece of text. They always extend from the left
margin to the right margin, and start on the line where you switch the facility on and stop where you
switch the facility off.
You only need to define the style once in the document. You can then switch on and off as often as
you require, as long as you do not want to change the style.
To define a style:
1. Press $.
2. Enter “BOX” at the $ sign and press RETURN.
3. Select the ‘Box Paragraph Style’ option
4. Complete the following prompts:
Shade
Enter the intensity of the shading, 0 to 9.
Transparent
Enter “Yes” if the shading is to be transparent.
Box style
Enter the style of the border, “L”, “M”, “H”, “D”, or “N”.
5. Press RETURN when you have completed all three fields. You can now switch on paragraph
boxing.
6. Position the cursor where you want boxing to start and press $.
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8. Select the ‘Box Paragraphs’ option. The system returns to your document.
9. Now enter the text as normal, until you want the box to finish.
10. Press “$” when you want to end the boxing.
12. Select the ‘Box Paragraphs End’ option. The following is an example of paragraph boxing.
Editing A Box
You can amend the details of an existing box at any time providing you are in ‘Reveal’ mode.
1. Position the cursor on the ‘start’ command and press F9. The appropriate definition window is
displayed and you can make whatever changes you want.
2. Press RETURN to edit the text of a text box when the definition window is displayed.
3. Press ESC ESC to save changes to the text.
Overlaying Boxes
You can overlay one box on top of another, with one box offset against the other if required.
When the system prints overlaid boxes, it prints them in the sequence in which they were created on
your screen. Ensure that the commands for ‘top’ boxes appear after those for ‘lower’ boxes, to print
the boxes in the correct sequence.
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Using Tables
Using Tables
The word processor includes a facility to create tables within documents. The figure below gives an
example of a table. This section will describe how to create this table.
When designing tables, you can:

Define the width of each column.

Define the space between the entries in each column.

Box and/or shade the whole table.

Shade just the columns, i.e. the space allocated to text.

Define the style of the horizontal and vertical lines.

Shade the ‘heading’ row to a different intensity.
The table does not appear on your screen in the form that it will print. You are prompted, on screen,
for the text that is to appear in each row and column. You will only see the final layout of the table
when you print it.
Defining The Table Style
1. Position the cursor in the text where you want the table to appear and press $ (dollar
command).
2. Enter “TABLE” at the $ sign and press RETURN.
3. Select the ‘Table Definition’ option. The Table Definition screen is displayed.
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Units
The unit of measurement used in determining positions
in the table. Enter “I”, “C” or “F2”.
Box Style
The style of border to surround the whole table. Enter
“L”, “M”, “H”, “D”, or “N”.
Row Line Style
The style of the horizontal lines. Enter “L”, “M”, “H”, “D”
or “N”.
Column Line Style
The style of the vertical lines. Enter “L”, “M”, “H”, “D”, or
“N”.
Shading
The intensity of the shading within the table border,
from 0 (no shading) to 9 (heavy shading).
Shade Columns Only
Do you want to shade the whole of the table within the
border or just the column widths? i.e. the width of the
space allocated to text. Enter “Yes” or “No”.
Heading Row Boxed
Do you want to box the first row in the same style as the
table border? The effect of this is equal to drawing a line
under the first row. Enter “Yes” or “No”.
Heading Row Shade
Enter the intensity of the shading of the top row, which
you can make different from the rest of the shading.
Enter 0 to 9.
Indent
The distance from the left margin to the table’s left
border.
Left Border
Enter the distance from the table’s left border, defined
above, to the start of the first column, i.e. the start of the
space allocated to text.
The cursor moves to the Column 1 field. It is here that
you define the width of, and the space between, the
columns. You can have a maximum of 21 columns.
If you define columns that extend beyond the right edge of the paper, they do not appear when
the document is printed.
5. Complete the fields for each subsequent column appropriately.
6. Press RETURN when you have completed the screen. The system returns to your document
with the cursor at the R1C1 field.
Entering The Text
You can now enter the text in each ‘box’. The R1C1 field indicates that you are being asked to insert
text for Row 1, Column 1. Row 1 is usually the table heading.
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1. Enter the text for Row 1, Column 1 and press RETURN. Your screen then displays R1C2 and
you can enter text for Row 1, Column 2. The system keeps prompting for new rows until you
tell it you have finished the table.
If text is longer than the width of a column, it is formatted as for a normal paragraph i.e. it
moves to the next line. The height of the ‘boxes’ on a particular row is determined by the
column with the most lines of text. You can see this in Rows 1, 2 and 7 in our example.
You can use the normal formatting commands in a table, for example, Bold, Underlining,
Centring etc. The system treats each ‘box’ as a separate paragraph, so you must format the
text in each ‘box’ separately. In our example, each individual column in Row 1 has Bold
switched on.
2. Press $ (dollar command).
3. Enter “TABLE” at the $ sign and press RETURN.
4. Select the ‘Table Mode End’ option. Ensure this command is on a separate line on its own.
Editing A Table
You can edit a table, providing the document is in ‘Reveal’ mode.
1. Position the cursor on the Table Definition command and press F9.
2. Move the cursor to the specific Row/Column number in your document and edit the text as
normal.
Adding And Deleting Rows And Columns
To add a new column to a table, use the following procedure:
1. Edit the Table Definition and add an extra column.
2. Return to your document, and position the cursor between the Row 1 text of the two columns
where you want the new column to be inserted - for example, if you want to open a new
column between the columns currently numbered 2 and 3, place the cursor after the text for
R1C2 but before the text for R1C3.
3. Press RETURN. This opens up a new paragraph in which you can insert the text for Row 1 of
the new column. The text of the remaining columns in this row is ‘shuffled’ along one position,
with the text of the last column moving into the new column that you defined at step 1 above.
4. Repeat steps 2 and 3 for each of the rows in the table. The figure below shows how the table
should appear:
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`
Deleting Rows And Columns
You should be aware of the following when deleting rows and columns:

You cannot delete a column directly from the middle of the table - you must delete the text (which
shuffles the text in the remaining columns on to the left) and then delete the empty final column.

You must delete the row from each column individually to delete a row.

As text following a deletion is moved on to subsequent rows and columns, you may find it more
suitable to work from the bottom up.
To remove a row:
1. Display the main document on your screen so that you can edit the row and column entries.
2. Place the cursor at the end of the row and column entries.
3. Work backwards up the entries, removing each occurrence of the row by pressing ESC R on
each line, for example, remove R6C7, R6C6, R6C5, etc if you want to delete Row 6.
4. Check that the remaining data is in the correct position.
To remove a column:
1. Display the main document on your screen so that you can edit the row and column entries.
2. Position the cursor at the end of the row and column entries.
3. Work backwards up the entries, removing each occurrence of the column by pressing ESC R
on each line, for example, R6C2, R5C2, R4C2, etc. if you want to delete column 2.
4. Edit the Table Definition and position the cursor on the last column entry. Remove the entry
by pressing 0 (zero) in both the Width and Space fields.
5. If the columns have different widths, then the widths of some of the columns that have
‘moved’ may be wrong. Edit the Table Definition for these columns.
6.
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Press RETURN to save the new definition.
7. Check that the remaining data is in the correct position.
Performing Calculations
Performing Calculations
You can perform calculations on Keyword fields and include the result of the calculations in your
document. You can use the calculation facility to perform ‘manipulations’ on text, date and coded
fields.
The potential of this facility is so extensive that we cannot cover all the possibilities in this manual.
The examples that follow demonstrate the basic principles only. You are encouraged to experiment
with this feature and discover the techniques for yourself.
You can also perform calculations in user-designed frames. See the Performing Calculations In
Frames section. The facilities available are similar in both parts of the system and are, in the main,
interchangeable between both parts.
Work Fields
Work fields are special, temporary fields that are used to store the data and results of any
calculation. They are analogous to the ‘variables’ used in programming languages. The values held
by work fields can be used in further calculations or can be printed in your document in the same
manner as standard keywords.
The contents of each work field are only stored until the document is printed, after which they are
lost. When you print the document again, all calculations are performed afresh; therefore the
calculations reflect the information held on the database only at the time of printing.
All work fields have the prefix YCT and must be enclosed in brackets, exactly like ordinary keywords.
Numeric Work Fields
The following numeric work fields are available:
[YCT.Var1.0] to [YCT.Var20.0]
Twenty fields in which you can store and calculate on
whole numbers.
[YCT.Var1.1]
One field in which you can store and calculate on a
number to one decimal place.
[YCT.Var1.2]
to [YCT.Var20.2]
Twenty fields in which you can store and calculate on
numbers to two decimal places.
[YCT.Var1.3]
number to three decimal places.
[YCT.Var1.4]
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number to four decimal places.
[YCT.Var1.5]
number to five decimal places.
[YCT.Var1.6]
number to six decimal places.
Numeric Calculations
The format of all numeric calculations is as follows:
<numeric work field> <operator> <operand>
An ‘operand’ is the amount that the operator applies to the value in the work field. For example, in the
calculation ‘numeric field multiplied by 7’, the operand is ‘7’ and the operator is ‘multiply’.
The numeric operators ‘TERMYEAR’ and ‘TERMMONTHS’ only apply to dates and are described in
the Calculating Between Two Dates section.
The following is a list of all the available operators:
IS
ADD
This operator is used to set a given work field to a given
value. For example:

YCT.Var1.2] IS 1000. This sets the value of Var1.2 to
1000.

[YCT.Var1.2] IS [BLT.Original.Debt]. This sets the
value of Var1.2 to whatever is contained in the Original
Debt field
This operator adds the operand to the current contents of
the work field, and stores the result back to that work field.
For example:

SUB
This operator subtracts the operand from the current
contents of the work field, and stores the result back to that
work field. For example:

MUL
[YCT.Var1.2] SUB 50. This subtracts 50 from the
value held in the work field Var1.2.
This operator multiplies the current contents of the work
field by the operand, and stores the result back to that work
field. For example:

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[YCT.Var1.2] ADD 100. This adds 100 to the value
held in the work field Var1.2.
[YCT.Var1.2] MUL 3. This multiplies the value held in
the work field by 3.
DIV
This operator divides the current contents of the work field
by the operand, and stores the result back to the work field,
ignoring the remainder (if any). For example:

[YCT.Var1.2] DIV 3. This divides the value held in the
work field by 3.
DIVRND
This operator acts in the same way as DIV, except that the
result is either rounded up or down to the nearest integer
value, depending on the value of the remainder.
PERC
This operator calculates the percentage of the ratio
between the value in the work field and the operand. For
example:

PERCHANGE
RND, RNDDO and RNDUP
This operator applies to the percentage of the operand of
the contents of the work field. For example:

[YCT.Var1.2] PERCHANGE 25. This increases the
value held in the work field by 25%.

[YCT.Var1.2] PERCHANGE -50. This decreases the
value held in the work field by 50%.
These operators each round the values in a work field to
the nearest, previous or next operand value. RNDDO
always rounds down and RNDUP always rounds up. For
example, if the work field value is 100.26:

REM
[YCT.Var1.2] PERC 2500. What percentage is the
value held in the work field of 2500?
[YCT.Var1.2] RND 0.10 results in 100.30 because the
final 6 is automatically rounded up.

[YCT.Var1.2] RNDDO 0.10 results in 100.20.

[YCT.Var1.2] RNDUP 0.10 results in 100.30
This operator divides the contents of the work field by the
operand, and then places the remainder in the work field.
For example, if the content of the work field is 123:

[YCT.Var1.0] REM 100. The final value in the work field
is 23, as 123/100 leaves a remainder of 23.
Including A Simple Numeric Calculation
This section provides an example of carrying out a numeric calculation and inserting the result in a
document. This example calculates the details of paying an annual premium by monthly instalments,
and then inserts those details into a standard letter advising a client that his policy is due for renewal
shortly.
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The calculations are based on an annual premium of £200 plus interest of 10%. The commands that
perform the calculation can be placed anywhere in your document as long as they appear before the
point in the text where the results of the calculation are to be printed.
1. Place the cursor at the beginning of a blank line and press $ (dollar command).
2. Enter “CALC” at the $ sign.
3. Select the ‘Calculations’ option. The system displays a separate Edit Calculations screen in
which you enter the commands.
4. Start the calculation by creating the work field which will store the start value. Press [ to open
the command.
5. Enter the name of the work field, for example, “YCT.VAR1.2” in the Field Name field, and
press RETURN. The system returns directly to the Edit screen.
6. Press the SPACBAR, enter “IS” and then press the SPACEBAR again to insert the operator.
7. Press [ to open the Keyword.
8. Enter the field name, “BPY.AnPrem” and press RETURN to specify the value to be stored in
the work field. The system returns to the Edit screen.
9. Enter the same work field as you did for the initialisation command to start the new command
that adds 10% to the figure held in the work field.
10. Enter “PERCHANGE 10” as the operator and the operand. When the calculation is
performed, this command will increase the value of the work field by 10%.
11. Enter (space) DIVRND (space) 12. When the calculation is performed, the contents of the
work field will be divided by twelve to obtain the amount required for twelve monthly
instalments. Because the operator DIVRND is being used the system automatically rounds
the result to the nearest penny.
When you have completed all the above steps, your screen should contain the following:
[YCT.Var1.2] IS [BPY.AnPrem]
[YCT.Var1.2] PERCHANGE 10
[YCT.Var1.2] DIVRND 12
12. Press ESC ESC to save the commands.
13. Press “No” to go back to the editing function and make further changes.
14. Press “Yes” to save the calculation commands and return to the main document.
You can now enter the associated text and the work field Keyword in the main document. For
example:
‘If you want to pay in twelve monthly instalments, the cost is
£[YCT.Var1.2] per month.’
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Using More Than One Numeric Work Field
You can use as many different work fields as required.
For example, if you wanted the client to pay a deposit in addition to the monthly instalments, you
would need two work fields - one for the deposit and one for the monthly instalment.
1.
Complete the Edit Calculation screen exactly as before for the first two entries, i.e. until your
screen contains the following:
[YCT.Var1.2] IS [BLT.AnPrem]
2. Because you want to carry out two separate calculations on this work field (one to calculate
the deposit and one to calculate the monthly instalments) you must copy the value currently
current held by the work field Var1.2 into a second work field. Enter as the next line:
[YCT.VAR2.2] IS [YCT.VAR1.2]
3.
To calculate the deposit of 20%, enter:
[YCT.VAR1.2] DIVRND 5
This work field now contains the deposit figure.
4. To calculate the monthly figure, you must first deduct the deposit from the total payable (as
contained in the second work field), as follows:
[YCT.VAR2.2] SUB [YCT.VAR1.2]
5. The final step is to calculate the monthly instalments based on the value left in the second
work field.
[YCT.VAR2.2] DIVRND 12
This work field now contains the monthly payment figure.
The Edit screen should contain the following:
[YCT.Var1.2] IS [BPY.AnPrem]
[YCT.Var2.2] IS [YCT.Var1.2]
[YCT.Var2.2] SUB [YCT.Var1.2]
Having completed the entries for the calculations, you can enter the text in the main
document as follows:
‘If you want to pay by instalments, we require an initial deposit of
£[YCT.Var1.2] followed by twelve monthly payments of £[YCT.Var2.2].’
Calculating On Date Fields
There are four work fields you can use when calculating on dates:
[YCT.Date1] to [YCT.Date4]
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There are four operators you can use:
IS
This operator initialises a work field with a given date. For
example:

ADDDAY
[YCT.Date1] IS 01/03/02

[YCT.Date1] IS TODAY

[YCT.Date1] IS [BCM.Dob]
This operator adds the specified number of days to the date
in the work field. For example:

[YCT.Date1] ADDDAY 7
This adds seven days to the date held in the work field.
ADDMONTH & YEAR
These operators are similar to ADDDAY, but add months
and years respectively to the date held in the work field.
(Core Back-Office Guide - Part 1) Open GI
Calculating Between Two Dates
To calculate the number of months or years between two dates, you use a combination of date and
numeric work fields and two special operators:

TERMYEAR - calculates the number of years between the two dates

TERMMONTH - calculates the number of months between two dates and treats a part month as
a whole month.
The following example finds the number of years between the client’s date of birth and today’s date,
to find the client’s age:
[YCT.Date1] IS [BCM.Dob]
[YCT.Date2] IS Today
[YCT.Var1.0] TERMYEAR [YCT.Date1] [YCT.Date2]
Printing Different Date Formats
The calculation facility can be used to ‘customise’ the format used to print dates. The normal format
for a date is 21/09/2001, but you can change this, for example:

21st September 2001.

21 Sept 2001.

21 Sept 01.
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To store a date format you should use a character work field. The following character fields are
available:
[YCT.Char1] and [YCT.Char2]
These two fields can each hold up to 80 characters of text.
[YCT.Char3] to [YCT.Char6]
Four fields, each 30 characters in length.
The operator used to convert a date into a character string is ISDATE.
The first step in the operation is to initialise a date work field with the date that you want to
manipulate. For example:
[YCT.Date1] IS Today or IS 21/09/2001 or IS [BCM.Dob]
This is followed by a command using the ISDATE operator. The structure of this command consists
of the following elements in the given order.

Character field.

ISDATE.

Date operand (either a date keyword or initialised date work field).

The character used as the separator between the parts of the date, for example / - . or a space.
The character is enclosed in double quotes.

SHORT or LONG. This determines how the year is printed: SHORT is 01, LONG is 2001.

A number 1, 2 or 3 to indicate the format to use as follows:

1 - A totally numeric output, e.g. 21/09/01.

2 - The month is displayed in abbreviated form e.g. 21 Sept 01.

3 - The day being followed by ‘st’ ‘nd’ ‘rd’ or ‘th’ and the month printed in full, e.g. 21st
September 2001.
The following examples demonstrate the commands used to create specific date formats, assuming
that the work field [YCT.Date1] contains the date 21/09/01.

To print 21st September 2001
[YCT.Char3] ISDATE [YCT.Date1] “ ” LONG 3

To print 21 Sept 01:
[YCT.Char3] ISDATE [YCT.Date1] “ ” SHORT 2

To print 21-09-01:
[YCT.Char3] ISDATE [YCT.Date1] “-” SHORT 1
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Calculating On ‘Yes/No’ Fields
A ‘Yes/No’ work field is used to store the entries in coded fields. Coded fields are those that require
you to select from two or more pre-defined responses. For example, the ‘sex’ field is a coded field your response is either ‘M’ or ‘F’.
There are eight ‘Yes/No’ work fields which you can use in a document:
[YCT.Yesno1] to [YCT.Yesno8]
Performing calculations on coded fields in isolation is not useful and should be combined with ‘IF’
commands, in which the coded field provides the condition to determine which of two possible paths
through a calculation are to be followed. An example of this is given in the next section.
Using ‘IF’ Commands In Calculations
The result of calculated Ifs is not printed, although they may determine the contents of a work field
which is printed.
In the previous example of ‘payment by instalments’, we can modify the calculation to print
appropriate text to only offer the instalment terms under certain circumstances.
The circumstances are as follows:

If the original premium is £500 or more, you offer payment by four instalments.

If the original premium is less than £500, you offer payment by three instalments.
The ‘Yes/No’ field within the calculation is set to ‘Yes’ if the first condition is true, or ‘No’ if the second
condition is true. The setting in this field determines how the remainder of the calculation is carried
out.
Inserting The ‘IF’ Calculations
1. Press $ (dollar command).
2. Enter “CALC” at the $ sign and press RETURN.
3. Select the ‘Calculated Print If’ option. A separate screen is displayed in which you enter the
calculations.
4. Enter the first of these so that your screen is exactly as follows:
IF [BPY.AnPrem] GE 500
THEN [YCT.Yesno1] IS “Y”
ENDIF
This tells the system that ‘if the original debt is greater than or equal to £500, then the state of
the “Yes/No” field is “yes”.’
You must type the words IF, THEN and ENDIF. It is recommended that these commands are
typed on a different line to make the structure of the statement clearer.
5. Enter this part of the calculation so that your screen is exactly as follows:
IF [BPY.AnPrem] LT 500
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THEN [YCT.Yesno1] IS “N”
ENDIF
This tells the system that ‘if the original debt is less than £500, then the state of the ‘Yes/No’
field is ‘no’.
If you want to combine two or more criteria in one ‘IF’ command, you must include the word
AND. For example, if you wanted to say ‘less than £500 but more than £100’, the command
would be as follows:
IF [BLT.AnPrem] LT 500 AND [BLT.AnPrem] GT 100
6. When you have specified the conditions for the ‘Yes/No’ field, you can now enter the main
part of the calculation, starting by initialising the numeric work field used to store the original
debt. Enter this part so that your screen is exactly as follows:
[YCT.Var1.2] IS [BLT.AnPrem]
7. Enter this command as follows to indicate the circumstances under which you will offer four
instalments:
IF [YCT.Yesno1] EQ “Y”
THEN [YCT.Var1.2] DIV 4
ENDIF
The logic of this statement translates as ‘If the state of the ‘Yes/No’ field is ‘yes’, i.e. the debt
is over £500, then divide it by four in order to offer payment in four instalments.’
8. Enter this command as follows to indicate the circumstances under which you will offer three
instalments:
IF [YCT.Yesno1] EQ “N”
THEN [YCT.Var1.2] DIV 3
ENDIF
This tells the system that ‘if the state of the ‘Yes/No’ field is ‘no’, then divide it by three in
order to offer payment by three instalments.’
9. Press ESC ESC to save these instructions and press “Yes” to confirm. The system returns to
your document and you can enter the text and work fields that will insert the result of the
calculation into the document.
Entering Calculated IF’s In Your Document
As there are two different conditions to be met in this example (one where the debt is more than
£500 and the other where the debt is less than £500), it is also necessary to enter a different piece of
text for each one. An appropriate ‘IF’ command must be used to select which piece of text is to be
printed. The ‘IF’ command uses the ‘Yes/No’ work field in exactly the same way as any other
keyword.
See the Using IF commands section and the Using Keywords section for more information.
The text in your document, when in ‘Reveal mode, therefore, should be similar to the following:
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[Calculated IF]
[IF <YCT.Yesno1> EQ yes!] Please note that this is payable in four
monthly instalments of £[YCT.Var1.2].
[IF <YCT.Yesno1> EQ no!] Please note that this is payable in three
monthly instalments of £[YCT.Var1.2].
Editing Calculations And Calculated IFs
Ensure your document is in ‘Reveal’ mode.

Position the cursor on the Calculation command and press F9. The Edit Calculation screen is
displayed and you can make any changes required.

Position the cursor on the Calculated IF command and press F9. The sub-menu explained in the
Editing An If Command section is displayed.
Validating Calculations
When you have entered a set of calculations and calculated IFs into a document, you should use the
‘Validate’ facility to check the syntax of the commands.
1. Press ESC Q while the appropriate Edit screen is still displayed.
2. Select the ‘Validate’ option.
The checking process begins. If the system finds an error, an appropriate message is
displayed. You can then go back to the offending command and rectify the error.
3. Select the ‘Validate’ option repeatedly until all the calculations have been checked and the
following message is displayed:
Calculations validated OK.
Checking Spelling
Checking Spelling
This section provides information on using the spell checker and updating the ‘dictionaries’ with new
words. Information is also provided on finding words in a document and replacing them if required.
These options are available from the ESC Q menu.
The Word Processing Dictionaries
The Word Processor can help you correct spellings and typing errors. Spelling is checked against a
large dictionary which is installed with the system, known as the ‘System Dictionary’.
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When the system finds a word which it believes to be incorrectly spelt, you are given the opportunity
to replace the word with another from the dictionary, or to amend the word.
You cannot update the System Dictionary. It can only be updated by Open GI.
In addition to the System Dictionary, there are three other dictionaries which are included in the spell
check. You can update these dictionaries.
Document Dictionary
This is a temporary dictionary which is created and
exists only for the duration of the current Word
Processing session of the current document. This is
updated automatically with words which you choose to
ignore when checking spelling.
When you end the current Word Processing session of a
document, the contents of the Document Dictionary are
removed.
User Dictionary
This is a permanent dictionary which you compile and is
used as a supplement to the System Dictionary.
Proper Noun Dictionary
This is a permanent dictionary which you compile with
proper nouns unique to your business, for example
employee names.
When you use the spell checker, the system searches all four dictionaries to check for unknown or
incorrectly spelt words.
Updating The Dictionaries
You can update the Document, User and Proper Noun dictionaries with additional words that you
want to include in the spell check.
1. Select the ‘L-Spell’ option from the ESC Q menu.
2. Select either the ‘Doc-Edit’, ‘User-Edit’ or ‘Proper-Edit’ option, depending on which dictionary
you want to update.
The appropriate Edit screen is displayed. You can now enter new words or delete unwanted
words. It is recommended that you enter only one word per line because the system does not
sort the words on-screen alphabetically.
3. Press ESC ESC when you have finished updating the dictionary. You are prompted:
Save Dictionary Y/N?

Press “Yes” to save the changes.

Press “No” to ignore the changes.
The system returns you to your document.
Using The Spell Checker
You can perform a spell check upon a document at any time and from any point in your document.
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1. Select the ‘L-Spell’ option. There are three options relating to spell checking, all of which
operate in the same way.
All
This checks the spelling of the whole document,
irrespective of the cursor position.
Block
This checks the spelling of a marked block of text. You
must mark the block of text first in the normal way.
To-End
This checks the spelling from the cursor position to the
end of the document.
2. Select the option required and a screen is displayed..
The top part of the screen contains the section of your document in which the spell checker
has found the first unknown word. The lower half contains the spell checker options, with the
cursor positioned in the OPTIONS field.
The unknown word is displayed in the Word field and any alternative words from the
dictionaries are displayed below.
You have a number of options for each word as explained below.
Replacing An Unknown Word
This is the default option for each word. Press RETURN to replace a word.
You can replace the word with any of the alternatives or amend the word manually, using the UP and
DOWN ARROW keys to move between them.

To replace the word with one of the alternative words, highlight the alternative and press
RETURN. The word is replaced and the spell checker checks the rest of the document.

To amend the word, position the cursor in the Amend field, retype the word and press RETURN.
If the retyped word is not found in any of the dictionaries, the following message is displayed:
Not in Dictionary, Accept?

To replace the word with the retyped word, press “Yes”. The word is replaced and the spell
checker checks the rest of the document.

To leave the unknown word as it stands, press “No”. The spell checker moves on to the next
word.
Ignoring An Unknown Word
This option ignores the selected word and adds it to the Document Dictionary. Therefore, each
subsequent occurrence of the word is also ignored.
Press “I” and RETURN to ignore the word. The spell checker moves to the next word.
Skipping This Occurrence Of An Unknown Word
This option ignores only this occurrence of the word. If the spell checker finds the same word later in
the document, it displays it again.
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Press “S” and RETURN to ignore just this occurrence of a word.
Abandoning The Spell Check
Press “E” and RETURN if you want to abandon the spell check before the spell checker reaches the
end of the document. All changes made during the current spell check session are saved and you
are returned to your document.
Checking For Single Letters And Double Words
The spell checker checks for the occurrence of single letters and the consecutive occurrence of the
same word, e.g. ‘the the’ automatically.
You can tell the spell checker to ignore such occurrences if required:
1. Press “C” and RETURN to change these two options.
2. The two options are displayed. Press “N” or “Y” to each one as required and press RETURN.
Finding Words
This option locates items of text in a document and positions the cursor at the start of the text. You
can specify text up to 50 characters in length.
If you want to search the whole document, position the cursor at the start of the document.
1. Select the ‘Search’ option followed by the ‘Find’ option from the ESC Q menu. T
Use the window in the upper part of the screen as follows:
Find
Enter the text for which you want to search. This can
be up to 50 characters in length and need not be a
complete word. For example, exa would find ‘example’
in this sentence.
Forward
Press “Yes” to search forward from the cursor position
to the end of the document. Press “No” to search
backwards to the beginning.
Case Sensitive
Press “Yes” to search for the text in the case specified.
Press “No” to ignore the case.
Block Search
Press “Yes” to search for the specified text within a
marked block. You must mark the block of text first in
the normal way. Press “No” to search the whole
document.
2. Press RETURN when you have completed the screen. The system searches for the text.
When it finds the first occurrence, the appropriate section of the document is displayed, with
the cursor positioned at the start of the text.
3. Press Ctrl G to display the next occurrence of the text or press Ctrl F to display the previous
occurrence.
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If no occurrence of the text is found, Search Failed is displayed at the top of your screen.
Finding And Replacing Words
This option finds the specified text in a document and replaces it with alternative text.
Select the ‘Search’ option followed by the ‘Replace’ option from the ESC Q menu. The following
fields are displayed:
Replace
Enter the text which you want to find and replace. This
can be up to 50 characters in length and need not be a
complete word.
With
Enter the text which is to replace the text specified in the
Replace field.
The next three fields are identical to those in the ‘Find’
option.
Query
If you are sure that you want to replace all occurrences
of the text, press “No”. All occurrences are replaced
automatically.
Press “Yes” if you want to check each occurrence of text
before replacing it. Each time an occurrence of the text
is found, the system ‘pauses’ and displays the Replace?
field at the top of your screen. Press “Yes” or “No” as
appropriate.
Checking Spelling
This section provides information on using the spell checker and updating the ‘dictionaries’ with new
words. Information is also provided on finding words in a document and replacing them if required.
These options are available from the ESC Q menu.
The Word Processing Dictionaries
The Word Processor can help you correct spellings and typing errors. Spelling is checked against a
large dictionary which is installed with the system, known as the ‘System Dictionary’.
When the system finds a word which it believes to be incorrectly spelt, you are given the opportunity
to replace the word with another from the dictionary, or to amend the word.
You cannot update the System Dictionary. It can only be updated by Open GI.
In addition to the System Dictionary, there are three other dictionaries which are included in the spell
check. You can update these dictionaries.
Document Dictionary
510
This is a temporary dictionary which is created and
exists only for the duration of the current Word
Processing session of the current document. This is
updated automatically with words which you choose to
ignore when checking spelling.
When you end the current Word Processing session of a
document, the contents of the Document Dictionary are
removed.
User Dictionary
This is a permanent dictionary which you compile and is
used as a supplement to the System Dictionary.
Proper Noun Dictionary
This is a permanent dictionary which you compile with
proper nouns unique to your business, for example
employee names.
When you use the spell checker, the system searches all four dictionaries to check for unknown or
incorrectly spelt words.
Updating The Dictionaries
You can update the Document, User and Proper Noun dictionaries with additional words that you
want to include in the spell check.
1. Select the ‘L-Spell’ option from the ESC Q menu.
2. Select either the ‘Doc-Edit’, ‘User-Edit’ or ‘Proper-Edit’ option, depending on which dictionary
you want to update.
The appropriate Edit screen is displayed. You can now enter new words or delete unwanted
words. It is recommended that you enter only one word per line because the system does not
sort the words on-screen alphabetically.
3. Press ESC ESC when you have finished updating the dictionary. You are prompted:
Save Dictionary Y/N?

Press “Yes” to save the changes.

Press “No” to ignore the changes.
The system returns you to your document.
Using The Spell Checker
You can perform a spell check upon a document at any time and from any point in your document.
1. Select the ‘L-Spell’ option. There are three options relating to spell checking, all of which
operate in the same way.
All
This checks the spelling of the whole document,
irrespective of the cursor position.
Block
This checks the spelling of a marked block of text. You
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must mark the block of text first in the normal way.
To-End
This checks the spelling from the cursor position to the
end of the document.
2. Select the option required and a screen is displayed..
The top part of the screen contains the section of your document in which the spell checker
has found the first unknown word. The lower half contains the spell checker options, with the
cursor positioned in the OPTIONS field.
The unknown word is displayed in the Word field and any alternative words from the
dictionaries are displayed below.
You have a number of options for each word as explained below.
Replacing An Unknown Word
This is the default option for each word. Press RETURN to replace a word.
You can replace the word with any of the alternatives or amend the word manually, using the UP and
DOWN ARROW keys to move between them.

To replace the word with one of the alternative words, highlight the alternative and press
RETURN. The word is replaced and the spell checker checks the rest of the document.

To amend the word, position the cursor in the Amend field, retype the word and press RETURN.
If the retyped word is not found in any of the dictionaries, the following message is displayed:
Not in Dictionary, Accept?

To replace the word with the retyped word, press “Yes”. The word is replaced and the spell
checker checks the rest of the document.

To leave the unknown word as it stands, press “No”. The spell checker moves on to the next
word.
Ignoring An Unknown Word
This option ignores the selected word and adds it to the Document Dictionary. Therefore, each
subsequent occurrence of the word is also ignored.
Press “I” and RETURN to ignore the word. The spell checker moves to the next word.
Skipping This Occurrence Of An Unknown Word
This option ignores only this occurrence of the word. If the spell checker finds the same word later in
the document, it displays it again.
Press “S” and RETURN to ignore just this occurrence of a word.
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Abandoning The Spell Check
Press “E” and RETURN if you want to abandon the spell check before the spell checker reaches the
end of the document. All changes made during the current spell check session are saved and you
are returned to your document.
Checking For Single Letters And Double Words
The spell checker checks for the occurrence of single letters and the consecutive occurrence of the
same word, e.g. ‘the the’ automatically.
You can tell the spell checker to ignore such occurrences if required:
1. Press “C” and RETURN to change these two options.
2. The two options are displayed. Press “N” or “Y” to each one as required and press RETURN.
Finding Words
This option locates items of text in a document and positions the cursor at the start of the text. You
can specify text up to 50 characters in length.
If you want to search the whole document, position the cursor at the start of the document.
1. Select the ‘Search’ option followed by the ‘Find’ option from the ESC Q menu. T
Use the window in the upper part of the screen as follows:
Find
Enter the text for which you want to search. This can
be up to 50 characters in length and need not be a
complete word. For example, exa would find ‘example’
in this sentence.
Forward
Press “Yes” to search forward from the cursor position
to the end of the document. Press “No” to search
backwards to the beginning.
Case Sensitive
Press “Yes” to search for the text in the case specified.
Press “No” to ignore the case.
Block Search
Press “Yes” to search for the specified text within a
marked block. You must mark the block of text first in
the normal way. Press “No” to search the whole
document.
2. Press RETURN when you have completed the screen. The system searches for the text.
When it finds the first occurrence, the appropriate section of the document is displayed, with
the cursor positioned at the start of the text.
3. Press Ctrl G to display the next occurrence of the text or press Ctrl F to display the previous
occurrence.
If no occurrence of the text is found, Search Failed is displayed at the top of your screen.
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Finding And Replacing Words
This option finds the specified text in a document and replaces it with alternative text.
Select the ‘Search’ option followed by the ‘Replace’ option from the ESC Q menu. The following
fields are displayed:
Replace
Enter the text which you want to find and replace. This
can be up to 50 characters in length and need not be a
complete word.
With
Enter the text which is to replace the text specified in the
Replace field.
The next three fields are identical to those in the ‘Find’
option.
Query
If you are sure that you want to replace all occurrences
of the text, press “No”. All occurrences are replaced
automatically.
Press “Yes” if you want to check each occurrence of text
before replacing it. Each time an occurrence of the text
is found, the system ‘pauses’ and displays the Replace?
field at the top of your screen. Press “Yes” or “No” as
appropriate.
Finding Keywords and Dollar Commands
Finding Keywords
You can use the search function to find Keywords in your document.
1. Select the ‘Search’ option followed by the ‘Keyword-Find’ option from the ESC Q menu.
2. Enter the Keyword name in the Field field. You do not have to include the brackets. The
remaining two fields are identical to the normal ‘Find’ option.
3. Press RETURN when you have completed the screen.
When the system finds the first occurrence of the Keyword, the appropriate section of the
document is displayed, with the cursor positioned on the Keyword.

Press Ctrl G to search for the next occurrence

Press Ctrl F to search for the previous
Finding Dollar Commands
You can use the search function to find Dollar Commands in your document.
1. Select the ‘Search’ option followed by the ‘Dollar-Find’ option from the ESC Q menu.
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2. Enter the dollar command in the Find $ field. The remaining two fields are identical to the
normal ‘Find’ option.
3. Press RETURN when you have completed the screen. When the system finds the first
occurrence of the command, the appropriate section of the document is displayed, with the
cursor positioned on the command.


Press Ctrl G to search for the next occurrence.
Press Ctrl F to find the previous occurrence.
If the command you enter is incomplete or ambiguous, the system displays a list of commands
from which you can select. The search then continues as normal.
Key Depressions And Functions
Key Depressions And Functions
In this section we detail all key depressions and their functions which you can use in Word
Processing including:

The ESC key sequences

The Ctrl key sequences

The Function keys

The ESC Q menu
The following help screens displayed are available from the General Help facility.
Escape Key Sequences
Esc S - Save file
Esc A - Text top
Esc 7 - Save and Exit
Esc Z - Text bottom
Esc B - Block begin
Esc < - Move to start of text
Esc F - Finish
Esc > - Move to end of text on line
Esc I - Block insert
Esc Home- Move to start of line
Esc D - Block delete
Esc /\ - Move to top of screen
Esc \/ - Move to bottom of screen
Esc T - Delete to end
Esc Esc - Abandon edit
Esc R - Delete line
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Esc W - Delete character
Esc O - Preview/reveal mode
Esc Del - Delete $ command
Esc Y - Redraw screen
Esc Q - Menu display
Esc C - Line copy
Esc J - Join line
Esc X - Line paste
Esc E - Insert line
Esc [/{ - Insert bracket
Esc Tab - Tab without Indent
Esc Space - Insert hard space
Control Key Sequences
CTRL A - Print menu
CTRL P - Insert word/spaces
CTRL B - Page up
CTRL Q - Display last menu
CTRL C - Page down
CTRL R - Move item
CTRL E - Insert /overwrite
CTRL S - Undo last command
CTRL F - Backwards find
CTRL U - Reverse case
CTRL G - Forwards find
CTRL W - Display cursor position
CTRL O - Delete word/spaces
CTRL Z - Reverse hard/soft return
Function Keys
F2 - Move item
F10 - Previous word
F3 - Undo last command
F11 - Next word
F5 - Page up
F13 - Reverse case
F6 - Page down
F15 - Forwards find
F7 - Print menu
F16 - Insert /overwrite
F9 - Edit $ command
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The ESC Q Menu
The ESC Q Menu
Some of the options on the ESC Q menu cannot be found elsewhere. Others are alternative ways of
using dollar commands or the key sequences listed above.
The File Option
Save
Saves your work to date and returns you to the current
document.
Open
Replaces the current document with the version last saved.
Insert
Inserts another existing document into the current
document.
New
Replaces the current document with a new blank document.
Mode
Switches the current document into Raw Codes mode.
Example
Inserts an example document into the current document.
Temp-File
You can delete, insert or save a document to a temporary
file. You can also save a marked block to a temporary file.
The Edit Option
Conditionals
Displays the text of hidden If commands and policy type
paragraphs.
Includes
Displays the text of an included document for viewing.
Position
Moves the cursor to a specified position.
Settings
Displays the current print settings of the document.
Locate Bookmark
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The Character and Paragraph Options
The Character Option
Normal
Switches the print style back to normal.
Bold
Switches bold on and off.
Underline
Switches underlining on and off.
Enlarged
Switches enlarged text on and off.
Italics
Switches italics on and off.
Position
Centres and right flushes text. Skips lines and columns.
Sets tab stops.
Fonts
Changes font and size.
The Paragraph Option
Numbering
Defines paragraph numbering style, starts and ends the
numbering sequence.
Justify
Switches justification on and off for selected paragraphs.
Other Options
The Document Option
Margins
Sets all document margins.
Paper
Switches printing orientation between portrait and
landscape. Selects paper bin on dual bin printers.
Table
Starts and ends table format in a document.
Widow-Orphan
Switches widow-orphan protection on and off.
Header
Defines the document header.
Footer
Defines the document footer.
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The Search Option
Find
Finds specified text in a document.
Replace
Finds specified text and replaces it.
Dollar-Find
Finds dollar commands.
Keyword-Find
Finds Keywords.
The Spell Option
All
Spell checks the whole document, irrespective of cursor
position.
Block
Spell checks a previously marked block of text.
To-End
Spell checks from cursor position to the end of document.
Doc-Edit, User-Edit & Proper-Edit
Edits the relevant dictionary.
The Cursor Option
Free
Cursor free to move beyond line end
In-Text
Cursor restricted to within text
Wrap-Text
Display Text wrapped within screen limits
The Others Option
Setup
Allows the use of certain facilities when processing a
document.
Format
Switches document formatting between manual and
automatic.
Reformat
Automatically reformats a whole document.
Config-save
Save Current Setup
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Amend Document Settings (Document Maintenance)
Using this option, you can set up either default document settings or individual settings as detailed in
the two sections below:
Default Document Settings
To set up default document settings, follow the procedure below:
1. Select the 'Document Maintenance' option from the Maintenance menu. The following
disclaimer is displayed:
2. Press the Continue button.
3. Select the 'Amend Document Settings' option.
4. Leave the Document Code field blank for default document settings.
5. Press the OK button (RETURN) and the following fields are displayed:
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Default Open PrintManager
Priority
(0 highest ; 98 lowest ; 99 trigger
queue)
Enter a number in the format 99. This identifies a
documents ‘Print Queue Priority’. Enter a value
between 0 and 99. A document with a priority of ‘99’
triggers printing of all documents for a particular client.
Send Open Word Documents to
ODC
This option is only displayed if you have Open
Document Centre installed.
Please refer to the Document Maintenance (Open
Word) page in the Integration products guide.
Allow override of ODC Queue
This option is only displayed if you have Open
Document Centre installed.
Add Open PrintManager Banner
by Default
(BROOMS/APM Documents only)
This option is only displayed if you have Open Print
Manager installed.
Enter Yes" or "No" to indicate whether the PCL
‘Banner’ should be included in the PCL code. This will
default to ‘Yes'.
6. Press the OK button (RETURN) once complete.
Individual Document Settings
To set up individual document settings, follow the procedure below:
1. Select the ‘Document Maintenance’ option from the Maintenance menu.
2. Select the ‘Amend Document Settings’ option.
3. Enter the code of the document to edit in the Document Code field or click on the drop-down
list.
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4. Press the OK button (RETURN) and the following fields are displayed:
Document Type
Select 'Core Back-Office\Advanced Prospect
Management' or 'OpenWord' in the Document Type
field. This will trigger whether the OpenWord Print
Monitor dialog or the Core Back-Office printer prompt is
displayed.
Prevent Requests
Enter a Document Code and the current value of
"Prevent Requests" will be displayed, before it is
amended.
Enter “Yes” to prevent documents being requested
from Core Back-Office Client/Policy Details and
Advanced Prospect Management Prospect Records.
This applies to all branches.
Category
Enter up to 30 characters for the category.
Open PrintManager Priority
Enter a number in the format 99. This identifies a
documents print queue priority. Enter a value between
0 and 99. A document with a priority of ‘99’ triggers
printing of all documents for a particular client.
(0 highest ; 98 lowest ; 99 trigger
queue)
Archive Document
Add Open PrintManager Banner
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If you have entered BROOMS/APM in the Document
Type field, press F1 and select from:

Archived

Not Archived
If you have entered BROOMS/APM in the Document
Type field, this options allows you to (optionally) add a
‘banner’ to PCL data (including information about the
client, document type, document priority etc.)
Override Open Document Centre
Automation Settings
Type field, enter "Yes" or "No" to whether you want to
override the Open Document Centre Automation
Settings.
Enter "Yes" and you can set "Yes" or "No" against the
following fields:

Print

Email

Save to OpenAttach

Delete

Export

Process Immediately

Send to Portal
Send to Portal
Online Document Portal enhances the access to
documents produced for clients and prospective
clients.
A Licence is needed to use this functionality – please
contact your Account Manager for details.
This functionality allows you to:

Upload any type of document to the Online Portal
from Open Print Manager or Open Document
Centre.

Once documents have been successfully
uploaded, an email is generated and sent to the
client advising where they can retrieve their
document.

Any document can be uploaded to the portal as
long as they are in PDF format.
This option is only enabled if a valid Open Document
Portal Licence is present.
OpenWord Template
Type field, specify an Open Word document template
associated with the document type.
Sendable by Email
Type field, enter "Yes" to have the document emailed
instead of printed.
5. Press the OK button (RETURN) once complete.
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6: The Diary System
6: The Diary System
Core Back-Office provides a complete diary system which you can use to monitor the progress of
documents.
Each Client Level and Policy Level has its own individual diary page attached. Before using the diary
facility, you should be familiar with the basics of Client Policy Details.
Use the diary system to request standard letters, one-off letters and memos, to monitor the receipt of
replies and record events such as telephone calls, fax messages and letters both to and from the
client, their insurer and/ or other interested parties.
You must create at least one event module before recording events for a client / policy.
See the Modules (Risk Details) And Registers chapter for details on creating event modules.
You can request client letters from either Client Level and Policy Level depending upon the content
of the letter:

From the Client Level diary you can send letters to the client quoting personal details, i.e. client
level details only not policy details. You can also send memos to all of the client’s insurers e.g. a
change of address memo.

From the Policy Level diary you can send letters to the client containing personal and policy
details. You can also request memos containing personal and policy details.
Cover note entries are made on the Policy Level diary.
See the Word Processing And Document Maintenance chapter, for further information on setting up
standard documents.
A Diary Action List can be produced split into 3 sections:

Letters to clients

Memos to insurance companies

Internal diary notes
You can also produce this list in executive sequence. The executive code on Client Level or Policy
Level details is used so that each member of staff or department can have their own Diary Action
List.
Locate Bookmark
524
Displaying The Diary Menus
Displaying The Diary Menus
The procedure for accessing the diary is the same whether you want to display a diary page from
Client Level or Policy Level. The example screens given in this section are for Client Level details,
but the same sequence of operations applies to Policy Level.
1. Display the clients Client or Policy Level details.
2. Press the
button (F10) or to display the client or policy individual diary page.
Alternatively, click either the Client Diary (ESC J) or Policy Diary (ESC J) button.
If accessed from the policy level, certain fields can be viewed/amended on the Policy Diary
using the Update button (F2). Refer to the section below, "Accessing From The Policy Level Viewing/Amending Policy Dairy Fields" for further information.
3. Press the Diary button (ESC Q) or ESC W to display the first diary window menu within this
screen.
4. Select the option required and press RETURN or click using the mouse to display a second
window of options. The screenshot below assumes you have selected the 'Request' option.
5. The second diary window menu is displayed for you to select a diary note, or document on
which to carry out the task.
If you accessed the diary facility from Policy Level and used the 'Request' option, the second
window contains an extra option, ‘Cover Note’.
6. Select the required option from this second window.
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Core Back-Office 1
When you have completed your chosen option the screen displays the original diary page.
The entries are shown in chronological order, i.e. the latest entry is given as item number one.
The Client Level diary shows all diary entries made from Client Level. It also shows any
outstanding entries from the Policy Level diary, i.e. cases where the reply status is still
outstanding. However, this does not include outstanding cover notes. It is possible to check
only the client Level diary to see if anything is outstanding.
Accessing From The Policy Level - Viewing/Amending Policy Diary Fields
1. Display the clients Policy Level details.
2. Press the
button (F10) or the Policy Diary button (ESC J) to display the policy individual
diary page. The following fields can be viewed/amended using the Update button (F2) on the
Policy Dairy:
Insurance Company
The name of the insurance company (amendment not
allowed).
Policy No
The policy number.
APM Reference
This displays the source of the re-quote details if the
insurer for the Advanced Prospect Management quote
matches the requote insurer on the policy diary screen
and the Advanced Prospect Management quote was
created within 2 months of the re-quote data on the
policy dairy screen.
This field cannot be amended using F2.
Refer to the page Using Advanced Prospect
Management Renewal Re-Quote Details in Core BackOffice letters for further details.
Requote Details - Company
526
Displays the name of any re-quote insurance company.
Premium
Displays any re-quote premium.
Date
Displays any renewal date.
Shortcut Keys
These shortcut keys are available when a valid client policy reference has been entered providing the
user is not in update or create mode.
Displaying The Diary Screen
Pressing ESC J displays the relevant Diary screen. The table below indicates when you can the
ESC J shortcut key and which diary will be displayed:
Client/Policy Detail Screen
Diary Screen
Client Master (Client Level)
Client Diary
Client Extension Screen
Client Diary
Client Ledger Enquiry
Client Diary
Policy Header (Policy Level) screen
Policy Diary
Policy Details (Risk Level) screen
Policy Diary
Claims Header (Client Level)
Claims Diary
Claims Detail (Policy Level)
Claims Diary
Displaying ClaimsWriter
Pressing ESC L from a policy related screen displays the ClaimsWriter Claims Summary screen.
You can press the ESC L shortcut key from the following screens to access the ClaimsWriter Claims
Summary screen:

Policy Header (Policy Level) screen

Policy Details (Risk Level) screen

Policy Diary screen

Claims Details

Claims Diary
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Core Back-Office 1
List Of Shortcut Keys
Pressing ESC F1 from Client/Policy Details displays a list of shortcut keys and function keys that are
valid from your current position. If there is more than one page displayed, use the F8 and F9 keys to
scroll backwards and forwards. When you have found the relevant shortcut key press RETURN to
activate it.
Only the shortcut keys for the products you have on your system will appear.
The table below indicates when you can use the ESC F1 shortcut key:
Initial Input Screen
Client Master Screen
Client Level
Client Extension Screen
Client Level
Client Ledger Enquiry
Client Level
Client Diary Screen
Client Level
Policy Header Screen
Policy Level
Policy Diary Screen
Policy Level
Policy Details Screen
Risk Level
Claims Client Level Browse
Client Level
Claims Summary Screen
Policy Level
Claims Details
Risk Level
Locate Bookmark
528
Request - Letter
Request A Client Letter
1. Select the ‘Request’ option followed by the ‘Letter’ option from the diary window menus and
the layout of your screen changes:
2. Complete the following fields on the Diary Letter (Create) screen
Letter Type
Enter a valid letter code. Remember, do not use Letter
Request from Diary for accounting letters, as the keywords
will not be populated.
Reply Due
Enter the number of days for the response. The item
displays on the Diary Action List the following day.
Leave this field blank for the item not to show on the Diary
Action List.
No of Copies
The default number is one. Amend as required. The
maximum value is nine.
Reference
Enter up to six characters which can be quoted on the
correspondence.
Note
Enter up to 40 characters. The contents of this field is
displayed as the second line on the diary summary.
Remarks
Enter four lines of free text of up to 50 characters. These
can be shown as a P.S. on the correspondence.
When using Open-i, it is now possible to type through from
the end of certain text fields to the start of the next text field,
when the text fields are part of a meaningful group of fields,
and the next field is empty. When type-though occurs, if the
last word does not fit at the end of the first field, it is moved
to the next field.
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Core Back-Office 1
Executive
The executive from the Client Level or Policy Level screen
is automatically displayed. This can be amended.
Press the SPACEBAR to leave this field blank if the Diary
Action List is not split by executive and the executive’s
name is not shown on the letter.
Reply Status
Enter the reply status of the entry. The system
automatically fills in the Reply Status date and Operator
code on the Letter screen.
Operator
In the ‘Client Letter Print’ option, the Process Selected
Letters field controls the sequence of letter processing.
You can sequence by operator.
Enter a two character operator code if you want to process
by operator. Leave this field blank if you do not want to
process by operator.
If Client/Policy Details is password protected, the first two characters of the password are
displayed. This can be amended.
Date to be Sent
Today’s date is displayed. Amend this if the letter is not yet
due. The letter is then stored in the Client Letter Print file
until the date it is due to be sent.
Immediate Print?
This field defaults to ‘No’. If you enter “Yes” and press
RETURN, the immediate letter print routine is activated as
described below in the section Immediate Letter Print.
Press ESC ESC if a problem occurs upon completion of the
routine. You are returned to the appropriate menu,
depending on whether ESC Q or ESC W was pressed on
entry. The letter is considered unprinted.
Attention Of
Press F1 in this field to enable selection of active contact
details when sending a letter. The field will display the
default contact details, if there are any entered. The
Contact Information is held at client level, not at policy level.
The default contact, if any, is shown in the Attention Of
field. If a contact is required for this letter and the default
contact is missing or not the required contact for this letter,
press F1 in the Attention Of field to obtain the Contact
Details Summary List screen. Contact details can be
selected, maintained or created if there aren't any present
for immediate use in your letter.
If the name in the Attention Of field is overtyped with a
name that exactly matches a known active contact for this
client, those contact details will be selected automatically
for use in this letter. On exit from the Contact Name field, if
the contact doesn't exist then a message will be displayed:
Not an active contact.
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If there are multiple contacts with that name, a warning will
be given and then the Contact Details Summary List screen
will be shown.
3. Press the OK button (RETURN) when you have completed entering the details and the
screen re-displays the original diary page.
See the Client Letter Print section for information on printing and confirming letters.
Where To Request Letters From
You can request letters from the following areas:
LETTER
TYPE
Additional
Drivers Form
CODE
Non Accounts
(Policy
Diary)
AD

Accounts
(Accounts
Menu)
All Purpose
Chaser
ACH

Bonus
Disallowed
BD

Credit Note
CN

Endorsement
Chaser
ECH

Endorsement
Credit
ECR

Endorsement
Due
ED

Green Card
GC

Imposed
Cancellations
ICA

IR

Information
Required
Letter Generation
(Correspondence/Diary/Insurer
Accounts menu)
Invoice Generation
(Correspondence/Diary/Insurer
Accounts menu)



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Core Back-Office 1
ICH

Instalment
Confirmations
IC

Instalment
Due
ID

Invoice
IV

NCBNP

ND


NCH


New
Business
Confirmation
NC

New
Business
Papers
NP

Papers
Enclosed
PE

Proof of
Bonus Client
PBC

Renewal
Chaser
RCH


Renewals
Due
RD


Renewals
with Requote
Opt
RR


Return
RC
Instalment
Chaser
NCD Not
Proven
New
Business
Balance Due
New
Business
Chaser
532




Certificate
Road Traffic
Act
Statement
Letter
RTA

SL

Immediate Letter Print
You have the option to print immediately when you request a letter from the diary or from Client
Letter print and the ‘Process Selected Letters’ option.
Enter “Yes” to the Immediate print? field and the Immediate Letter Print screen is displayed.
The margin settings can be set in the Broker Amendment Document Control 1 screen, to be used as
default settings but they can still be amended here if required.
Override Bin
This option is to override both bin commands in letter and
nd
the broker amendment setting for the option ‘Use 2 bin for
continuation pages.’
Other Copies Bin
Use this option when you have requested more than one
copy of a letter and want it to print from a separate bin to
the original copy. For example – all on plain paper.
Pages
Use this option to select which pages you want to print from
a multi page document. For example, if the document has
10 pages and you only require the first 5, you would enter
1-5 in this field. If you wanted pages 1, 2 & 5, you would
enter 1, 2 ,5 in this field.
Request
Request Diary Note
To request a diary note, follow the process below:
1. Select the ‘Request’ option followed by the ‘Diary Note’ option from the diary window menus
and the layout of your screen changes.
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Core Back-Office 1
Note
Enter up to 40 characters for your diary note.
Entry Date
Enter the date of the diary entry.
Response Due
Enter the number of days for the response. The item is
shown on the Diary Action List the following day. For
example:
Entry Date
10/09/01
Response Due 20
This displays on the Diary Action List on 30/09/01.
For a diary entry to appear on a specific day, enter the
diary date as the date the item is due and -1 (minus one)
as the response due. For example:
Entry Date
21/09/01
Response Due -1
This displays on the Diary Action List on 21/09/01.
Leave Response Due blank for the item not to be shown
on the Diary Action List. For example:
Entry Date
21/09/01
Response Due
This is not shown on the Diary Action List.
Executive
This automatically displays the executive from the Client
Level or Policy Level screens as appropriate. Press the
SPACEBAR to remove the executive if the Diary Action
List is not to be split by executive.
If you require an alternative executive to the one already
entered, amend as required. The Diary Action List can
then be split by executive.
Reply Status
534
Press F1 for a list of Reply statuses. Use the F8 and F9
keys to scroll up and down the list and press RETURN to
confirm the selection. If a reply status is entered and not
left blank, the system will automatically update the reply
status date and enter the operator code.
If you leave the Response Due and Reply Status fields
blank then the system will automatically set the Reply
Status to “Not Required”. The automatic update of the
Reply Status field is optional and can be set in the Broker
Amendment Other 1 screen.
2. Press the OK button (RETURN) when you have completed entering the dairy note details and
the screen re-displays the original diary page with the diary note entry shown.
See the Diary Action List section, for information on printing a report of all items that are
overdue on the diary system.
Request – Memo to All Insurers from Client Level
Select the ‘Request’ option followed by the ‘Memo to all Insurers’ option from the diary window
menus and the layout of your screen changes:
Memo Type
Enter a valid memo code, for example, ‘Memo Ca’ for a
If the memo type code does not start with ‘Memo’, you have
requested a letter and the system is unable to print it.
Delete the request and restart the document.
Reply Due
Action List.
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Core Back-Office 1
Copies
Executive
name is not quoted on the memo.
Operator
Effective Date
Enter a valid date if applicable.
This is dependent upon Broker Amendment settings which
determine whether this field is mandatory and what the
defaults are.
Our Reference
Enter up to 40 characters which can be printed on the
memo.
Insurer Ref
memo.
Note
Enter up to 34 characters. The content of this field is
Date to be Sent
Today’s date is automatically displayed. Amend this if the
memo is not yet due. The memo is then stored in the
Insurer Memo Print file until the date it is due to be sent.
Enclosed
Enter up to 64 characters of free text to describe any
enclosures.
Required
Enter up to 64 characters of free text.
Remarks
Use up to six lines of 64 characters each of free text.
to the next field.
Reply Status
536
automatically updates the Reply Status date and enters the
Operator code on the Memo screen.
Further Remarks Screen
Press F11 to from the Memo to all Insurers screen to access another screen which enables you to
enter further remarks.
This screen contains 20 lines with 64 characters per line. Press F11 to return to the first memo page
or press F10 to cycle around the screens in reverse.
Press RETURN when you have completed entering the details and the screen re-displays the
original diary page.
See the Insurer Memo Print section, for information on printing and confirming memos.
If a Memo has been requested at Client Level, a memo on each Policy Level diary is generated
unless:

The policy is marked for deletion.

The policy is terminated.

The insurance company has not been entered at Policy Level.
If the policy is co-insured the memo is normally sent to the lead insurer, unless the field on the CS
frame and the Memo to all insurer field is set to ‘Yes’.
Press RETURN or click the OK button.
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Core Back-Office 1
Request a Memo from the Policy Level
If you access this window from Policy Level the option is called ‘Memo’.
Memo to Insurer
If you have accessed this screen from the Client Level
diary, this field displays ‘All the client insurers’. It cannot be
amended.
If accessed from the Policy Level diary, this field defaults to
the insurance company for the selected policy. This can be
amended to a third party insurer. The memo is then sent to
this insurer.
at Office
This field is only displayed if a memo is requested from the
Policy Level diary. Leave blank for the main office or press
F1 for a list of the offices relating to that particular insurer.
Memo Type
Enter a valid memo code, for example, ‘Memo Ca’ for a
If the memo type code does not start with ‘Memo’, you have
requested a letter and the system is unable to print it.
Delete the request and restart the document.
Reply Due
Action List.
Copies
Executive
538
name is not quoted on the memo.
Operator
Effective Date
Enter a valid date if applicable.
This is dependent upon Broker Amendment settings which
determine whether this field is mandatory and what the
defaults are.
Our Reference
memo.
Insurer Ref
memo.
Note
Enter up to 34 characters. The content of this field is
Date to be Sent
Today’s date is automatically displayed. Amend this if the
memo is not yet due. The memo is then stored in the
Insurer Memo Print file until the date it is due to be sent.
Enclosed
Enter up to 64 characters of free text to describe any
enclosures.
Required
Enter up to 64 characters of free text.
Remarks
Use up to six lines of 64 characters each of free text.
to the next field.
Reply Status
Operator code on the Memo screen.
Immediate Print
RETURN, the print routine is activated.
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Core Back-Office 1
entry. The memo is considered unprinted
Further Remarks Screen
Press F11 from the memo screen to access another screen which enables you to enter further
remarks.
This screen contains 20 lines with 64 characters per line. Press F11 to return to the first memo page
or press F10 to cycle around the screens in reverse.
Press RETURN when you have completed entering the details and the screen re-displays the
original diary page.
See the Insurer Memo Print section, for information on printing and confirming memos.
If required, enter “Yes” in the Immediate Print? field and the print routine will be activated. Press
RETURN or click the OK button.
Locate Bookmark
540
Request A Cover Note
1. Select the ‘Request’ option followed by the ‘Cover Notes’ option from the diary window menus
and the layout of your screen changes.
You can only access the ‘Cover Notes’ option from the client’s Policy Level details.
Remarks
These are displayed as part of the diary entry and on the
cover note expiry list. Enter up to 28 characters.
Issue Date
Enter the date from when the cover note is to commence.
Term
Enter the number of days for which the cover note is valid.
Executive
The executive from the Policy Level screen is
automatically displayed. This can be amended.
screen re-displays the original diary page with the cover note entry displayed.
See the Cover Note Expiry List section, for information on printing a report showing which
cover notes have expired.
Request An Event
To request an event:
1.
Select the ‘Request’ option followed by the ‘Event’ option from the diary window menus and
the layout of your screen changes:
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Core Back-Office 1
Event Type
Enter a validated Risk Level event module of detail
type ‘Event’. The system does not accept any other
module types.
From
This allows you to enter who initiated the event, for
example, who telephoned. You can enter this using
free text in the free-format field or enter one of the
following:
To

C – Client.

I – Insurer.

U – Us
This allows you to enter who should respond to the
initiated event. You can enter this using free text in the
free-format field or enter one of the following:



C – Client.
I – Insurer.
U – Us.
Diary Note
Enter a brief summary of the event. The content of this
field is displayed as the second line on the diary
summary.
Date
Enter the diary event date. Leave blank to default to
today’s date.
Executive
Enter the policy’s executive code, if available. The
client’s executive code should not be used.
Reply Due
Enter the number of days before any response is due.
542
Reply Status
automatically fills in the Reply Status date and enters
the Operator code on the Event screen.
Operator
Enter a two character operator code if you want to
process by operator. Leave this field blank if you do not
want to process by operator.
Claim Ref
Enter the claim reference.
Immediate Print
RETURN, the print routine is activated.
Press ESC ESC if a problem occurs upon completion
of the routine. You are returned to the appropriate
menu, depending on whether ESC Q or ESC W was
pressed on entry. The event is considered unprinted.
2. Click the OK button (RETURN) when you have completed entering the details to display the
requested event frame.
3. Complete the event frame as required.
4. Click the OK button (RETURN) when you have completed entering the details and the screen
re-displays the original diary page.
Request - SMS Message
Please refer to the SMS Text Messaging guide.
Request - Email Message
Request Email Message From the Diary
Use of this option is subject to authorisation checks configured in Broker Amendment.
1.
Select the ‘Request’ option followed by the ‘Email Message’ option from the diary window
menus and the layout of your screen changes:
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Core Back-Office 1
To
Enter or select an existing email recipient.
Subject
Enter the subject of your email message up to 60
characters.
If you have the Open Products 4.0.0 or above, you can select an appropriate email body
template or specify the email body text using the Open Products client software. The email
will be generated and will then be presented in Outlook ready to send. Email messages can
be saved in Open Attach.
Select an appropriate email body template or specify the email body text:
Refer to the Email Documents page in the Integration products guide for further information of
the template formats.
If you do not have the Open Products 4.0.0 or above or click the Cancel button, the
Diary Note
The subject line you have entered. Can be amended if
required.
Entry Date
The Entry date of the email message. Can be
amended if required.
Response Due
Enter any response due date.
544
Executive
Reply Status
Click on the
the list.
button and select an executive from
Enter a reply status from the drop-down list.
3. Click the OK button (RETURN) to send the email.
Request Email Message From A Frame Calculation
The CREATE-DIARY (WRITE-DIARY) functionality is part of Scheme Toolkit and needs to be
purchased separately.
Email messages can also be requested using an interactive frame calculation command, as shown in
the following example:
INIT-EMAIL
[yct.d.em.subject] is “Test email initiated from calculation”
[yct.d.em.email] is [bcm.email]
WRITE-DIARY
Request – One-Off Letter
Request – One-Off Letter
To request a one-off letter, follow the process below:
1. Select the ‘Request’ option followed by the ‘One-off Letter’ option from the diary window
menus.
Depending on how your system is set in the Other 1 screen, you may be prompted to select
"BROOMS" or "Open Word". This process details the BROOMS process.
For Open Word refer to the Creating One-off Letters using Open Word page in the Integration
Products guide.
2. The layout of your screen changes:
Make letter permanent
The Other 1 screen of Broker Amendment sets a default for
this field. It can be either ‘Yes’ or ‘No’. Enter “Yes” if you
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Core Back-Office 1
want to make the one-off letter permanent. If the contents of
the letter are kept, you can offer confirmation from within
the ‘Client Letter Print’ option.
Copy existing one-off letter
You can copy an existing permanent one-off letter from the
diary as the basis for the new letter. This is displayed for
you to amend as required.
3. Press the OK button (RETURN). The Word Processing screen is displayed.
If you had copied an existing letter to create a new one, the existing document appears on the
Word Processing screen for you to amend as required.
You can insert a another document or substitute keywords with data by pressing ESC Q and
from the File menu, selecting the 'Keyword' option. See the Example for further details.
4.
Save the letter and press ESC ESC to return to the Diary screen.
5. Complete the following fields as required:
Reply Due
Action List.
No of Copies
Reference
Enter up to six characters which can be quoted on the
correspondence.
Note
Enter up to 40 characters. The contents of this field are
If the Note field is left blank, one-off letters are prefixed as
546
detailed below:

For BROOMS the prefix is "OOL" and for permanet
"POOL:"

For Word one-off letters the prefix is "OOL:" and for
permanent "WOOL:"
This field can be made mandatory using the Mandatory
Diary Note for One Off Letters field in the Other 1 screen.
Remarks
Enter four lines of free text of up to 50 characters. These
can be shown as a P.S. on the correspondence.
to the next field.
Executive
The executive from the Client or Policy screen is
automatically displayed. This can be amended.
name is not shown on the letter.
Reply Status
Operator code on the One-Off Letter screen.
Operator
Date to be Sent
Today’s date is displayed. Amend this if the letter is not yet
due. The letter is then stored in the Client Letter Print file
until the date it is due to be sent.
Immediate Print?
This field defaults to ‘No’. If you enter “Yes" and press
RETURN, the letter print routine is activated.
entry. The letter is considered unprinted.
Attention of
Press F1 in this field to enable selection of active contact
details when sending a letter. The field will display the
default contact details, if there are any entered. The
Contact Information is held at client level, not at policy level.
The default contact, if any, is shown in the Attention Of
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Core Back-Office 1
press F1 in the Attention Of field to obtain the Contacts
Details Summary List screen. Contact details can be
selected, maintained or created if there aren't any present
for immediate use in your letter.
be given and then the Contacts Details Summary List
screen will be shown.
screen re-displays the original diary page.
You can also re-request one-off letters - refer to the Re-Requesting One-Off Letters page.
Re-Requesting One-Off Letters
If you mark a one off letter as Permanent it appears in the diary prefixed with "POOL:" for a
BROOMS permanent on-off letter or "WOOL" for an Open Word permanent on-off letter.
If these have been confirmed using the Client Letter Print 'Confirm All Printed Letters' option, it is
possible to re-request it using the process below:
1. On the Diary entry, select the 'Enquire/Amend' option as shown below:
The following is displayed:
548
2. Click the OK button (RETURN). The Diary Letter (Amend) screen is displayed with an
additional Re-request field:
3. Press the Amend button (F2) and set the Re-request field to "Yes".
4. Click the OK button (RETURN) and you are taken back into the one-off letter and can then
edit as required.
5. Press ESC 7 to save it.
6. You then have to use the 'Enquire/Amend' option again, click the Amend button (RETURN)
and then the OK button to re-print the letter which is now re-instated (or use Client Letter
Print).
There is a password protection field - Amend Confirmed One-Off Letters in the Regulation Module
Control. This field allows a one character authorisation code to be entered. If a value is entered then
the user must have the appropriate authorisation to amend a Confirmed One-Off Letter. The user will
still be able to view contents of the letter.
Example
An example is given below to illustrate how you can produce a one-off letter.
A one-off letter is to be created containing:

The clients name and address.

Standard claims paragraph.

Yours sincerely etc.
All three elements have already been created as standard documents.
See the Word Processing & Document Maintenance chapter for information on creating standard
documents.
The clients name and address and the ‘Yours sincerely’ do not need amending, but more detail
needs to be added to the standard claims paragraph.
1. Enter “$I BH1” (Client Name and Address).
2. Press ESC 1. Along the top of the screen you are prompted:
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Code of document to read in:
3. Enter “CP” (standard claims paragraph) Press RETURN and the CP document is displayed
on your screen. Amend it as required.
4. Enter “$I BT1” (Yours Sincerely).
Continue creating as many other free text lines as you require. When you have completed
your one-off letter, press ESC S to save the document and then press ESC ESC to go back to
the diary.
The first Letter Request screen is displayed. You may amend or add information to any of the
fields, but Letter Type cannot be changed.
5. Press RETURN to confirm the request and the ‘Diary Note’ changes to:

Display ‘OOL’ as a diary note indicating a one off letter.

Display ‘POOL’ as diary note indicating a permanent one off letter.

Display any entry made to the Note field first time through the request screen.
6. Press ESC 1 within a one-off letter to ‘read in’ any documents from Document Maintenance
and amend them as you require to suit the one-off letter. This saves typing in paragraphs or
documents that are used regularly in letters to clients.
See the Client Letter Print section for information on printing, confirming and purging one-off
letters.
Multi one-off letters can be created on each diary page.
Using Contact Details in a One-Off letter
With one-off letters, if you use ESC 1 to insert a document that refers to the contact details and
populate the keywords, the document prints the default contact details rather than the intended
contact details for the one-off letter.
This happens because the intended contact is selected as part of the diary dialogue (the Attention Of
field) and this dialogue isn't shown until after the word processor closes, at which point the keywords
have already been populated.
To Use The Intended Contact Details
To use the intended contact details, request a Letter (rather than a One-Off Letter) and the diary
dialogue shows immediately for entry. If you don't specify a document (leave it blank), a one-off letter
can be created. A one-off letter created in this way can populate keywords using the information
entered on the diary dialogue, such as the intended contact for the one-off letter.
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The Enquire/Amend Option
The Enquire/Amend Option
To enquire on or amend a diary note, or any of the diary documents, the basic procedure is the
same:
1. From the Diary Summary screen, press the Diary button (ESC Q)
2. Select the ‘Enquire/Amend’ option from the first diary window.
You can restrict operators from amending diary details using the Broker Amendment options
on the Other 1 screen and the Password Control – Authorisation Codes screens.
3. You are prompted to select a diary note from the list:
4. Select the diary note or diary document you require from those listed under the Diary Note
column on your screen.
5. The selected diary note or diary document selected is then displayed. Make the amendments
you require by pressing the Amend button (F2) and press the OK button (RETURN) when
these are complete.
You cancel at any time by pressing F3.
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Enquire/Amend - Diary Note
2. Select the diary note you want to view or amend from the list under the Diary Note column.
The screen displays the selected diary note:
3. Press the Amend button (F2) to make the amendments you require to the fields.
When using the ‘Enquire/Amend’ option the Operator and by fields are displayed. The
Operator field displays the Operator code of the user who last viewed the diary note. If any of
the diary note fields are amended then the by field displays the date and Operator code of the
user who made the amendment.
See the Request – Diary Note section, for detailed descriptions of these fields.
4. Press the OK button (RETURN) when you have completed the amendments. The screen
displays the original diary page showing any amendments you have made.
Enquire/Amend - Memo
2. Select the memo you want to view or amend from the list under the Diary Note column. The
screen displays the selected memo.
Where The Memo Has Not Been Printed
If the memo you select has not yet been printed, you can make any amendments required using the
above screen. Press RETURN when these are complete.
See the Request – Memo section for detailed descriptions of these fields.
Where The Memo Has Been Printed
If the memo has already been printed, you are prompted:
Memo has been printed
Press RETURN to display the Request - Memo screen. Make any amendments required and press
RETURN when these are complete.
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Where The Memo Has Been Printed And Confirmed
If the memo has already been printed and confirmed, you are prompted:
Memo has been confirmed
Press RETURN to display the Request - Memo screen.
Once a memo has been confirmed it is not possible to view or update the text. You can only amend
the Reply Due and Reply Status fields.
Make any amendments required to these fields and press RETURN when these are complete.
Enquire/Amend - Event
2. Select the event you want to view or amend from the list under the Diary Note column. The
screen displays the selected event:
3. Press the Amend button (F2) to make the amendments you require to the fields.
See the Request – Event section, for detailed descriptions of these fields.
Enquire/Amend - Letter
2.
Select the standard letter you want to view or amend from the list under the Diary Note
column. The screen displays the selected letter.
Where The Letter Has Not Been Printed
If the standard letter you select has not yet been printed, you can make any amendments required
using the above screen. Press RETURN when these are complete.
See the Request – Letter section for detailed descriptions of these fields.
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Where The Letter Has Been Printed
If the standard letter has already been printed, you are prompted:
Letter has been printed
Press RETURN to display the Request - Letter screen. Amend the Note, Reply Due and Reply
Status fields as required. Press RETURN when these are complete.
Where The Letter Has Been Printed And Confirmed
If the standard letter has already been printed and confirmed, you are prompted:
Letter has been confirmed
Press RETURN to display the Request - Letter screen.
Once a letter has been confirmed it is not possible to view or update the text. You can only amend
the Note, Reply Due, Reply Status and Operator fields.
Enquire/Amend – One-off Letter
1.
Select the ‘Enquire/Amend’ option from the first diary window.
2. Select the one-off letter you want to view or amend from the list under the Diary Note column.
The screen displays the selected letter.
Where The Letter Has Not Been Printed
If the one-off letter you select has not yet been printed, you can make any amendments required
using the above screen.
See the Request – One-Off Letter section or detailed descriptions of these fields.
Press RETURN when these are complete. The screen shows the text of the one-off letter. Amend as
required
Press ESC S to save the document, then press ESC ESC to return to diary page.
Where The Letter Has Been Printed
If the one-off letter has already been printed, you are prompted:
Letter has been printed
Press RETURN to display the Request - Letter screen. Amend the Reply Status field as required.
Press RETURN when these are complete.
The screen shows the text of the one-off letter. Amend as required
Press ESC S to save the document, then press ESC ESC to return to diary page.
Where The Letter Has Been Printed And Confirmed
If the standard letter has already been printed and confirmed, you are prompted:
Letter has been confirmed
Press RETURN to display the Request - Letter screen.
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Once a letter has been confirmed it is not possible to view or update the text. You can only amend
the Note, Reply Due and Reply Status fields providing you made the one-off letter permanent when
it was created.
Enquire/Amend - Cover Note
2. Select the cover note you want to view or amend from the list under the Diary Note column.
The screen displays the selected covernote:
3. Press the Amend button (F2) to make the amendments you require to the fields in the upper
part of your screen.
See the Request – Cover Note section for detailed descriptions of these fields.
The Delete Diary Option
To delete a diary note, or any of the diary documents:
You can only delete letters and memos either before being printed or after confirmation.
1. Select the ‘Delete Item’ option from the first diary window.
2. The Delete a Diary Note window is displayed for you to select a diary note:
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3. Select the diary note or diary document you want to delete from the list.
4. Press RETURN or click to select it. You are prompted:
You can cancel at any time by pressing F3.
5. Click the Yes button to remove the diary note or document.
You cancel the deletion and retain the diary note or document by clicking No. You can select
another diary item or press F3 to cancel.
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The Diary Filter Option
This option enables the user to specify which Executive and/or Diary Type should be displayed on
the current diary view.
1. Select the ‘Filter’ option from the first diary window. The following fields are available:
Executive
Click the
Diary Type
Click on the drop down list and select from “Cover Note’”,
“Diary Note”, “Event”, “Letter”, “Memo” or “One-off Letter”.
Press RETURN to select the required Diary Type.
button for a list of executives
2. Press RETURN or click the OK button to confirm your selection and activate the filter. The
selections entered here will determine the items displayed on the Client, Policy or Client
diary screens.
If both fields are left blank, no filter will apply.
For example, if you select ‘Diary Notes’, only diary notes will be displayed.
Reply Status Codes
The diary screens contain the Reply Status field which indicates the stage reached for a particular
diary note or document. To view the codes you can enter at this field, press F1. The codes available
are:
R
Received
NL
No Longer Required
CS
Chaser Sent
PY
Payment Received
NR
Not Required
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CN
Cover note Sent
PP
Papers Received
CO
Carried Out
A
Acknowledgement
RM
Reminder
C
Chased
CM
Completed
(Core Back-Office Guide - Part 1) Open GI
Insurer Memo Print
Memos are requested from the clients Client Level or Policy Level diary page. Client Level memos
can be sent to all of the client’s insurers. This is useful for communications which a number of
insurers need to receive, for example, change of address memos.
See the Request – Memo section for further details.
These memos are not printed immediately, but are stored on the system and printed together at a
convenient time, using the ‘Insurer Memo Print’ option.
The number of copies requested for each memo are printed in client reference order within memo
type.
There are six options available from the Insurers Memo Print menu.
Select the ‘Insurers Memo Print’ option from the Correspondence/Diary/Insurer Account menu. The
sub-menu displayed is shown below:

Print all unprinted memos - see below

Confirm all printed memos

Reprint all printed memos

Process selected memos

Count memos by Group
Print All Unprinted Memos
Use this option to print all memos that have been requested via the client or policy diary pages.
See the Process Selected Memos section for information on printing memos to individual companies.
Memos can only be printed once. If more than one copy has been requested, all copies are printed.
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Use the ‘Re-print all Printed Memos’ option if you need to carry out a re-print, for example, if incorrect
stationery is loaded.
If a memo is invalid, for example due to missing data or if the record cannot be found, the memo
must be corrected and printed again using ‘Print All Unprinted Memos’ or ‘Process Selected Memos’.
1. Ensure the printer is switched on, is on-line, loaded and lined up with the correct stationery.
2. Select the ‘Print All Unprinted Memos’ option from the Insurers Memo Print sub-menu.
3. The screen shows three fields. Use these to determine the order in which the memos are
printed.
4. Change the order you require by entering sequence codes in each field. Press F1 to display
the ones available. They are:

I – Insurer

E – Executive

O – Operator

P - Policy Type

M - Memo Type

C – Client

Of – Office
5. Press RETURN and the screen displays the:

Current Insurance Co.

Current Memo Type

Current Account Key
The first memo is displayed on screen and then printed. You are prompted:
stationery aligned?
6. Check the first memo print and alignment. Enter “Yes” if it is correct for the remainder of the
memos to be printed. Enter “No” for the first memo to re-print if it is not aligned.
7. Continue to realign and re-print until the first memo is properly aligned, then enter “Yes” to
print the remaining memos.
Confirm All Printed Memos
Use this option to confirm and remove the present batch of memos from the system. You should be
aware that:

You can only confirm printed memos.

You cannot reprint a confirmed memo because the print file has been cleared.

You cannot confirm individual memos, see the Process Selected Memos section for further
details.

You cannot confirmed memos that have not been completed, for example due to missing data
until a valid print is completed.
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To confirm memos:
Select the ‘Confirm All Printed Memos’ option from the Insurers Memo Print sub-menu.
After the process has run the screen automatically returns to the Correspondence/ Diary/Insurers
Accounts menu.
Re-Print All Printed Memos
Use this option to re-print all memos which have already had a valid print. You cannot re-print
individual memos using this option, see the Process Selected Memos section for further details.
2. Select the ‘Re-Print All Printed Memos’ option from the Insurers Memo Print sub-menu.
3. Continue from step 3 in the Print All Unprinted Memos section.
Process Selected Memos
Use this option to print, re-print and confirm individual memos or groups of memos, for a specified
insurer.
1. Ensure the printer is switched on, is on-line and lined up with the correct stationery.
2. Select the ‘Process Selected Memos’ option from the Insurers Memo Print sub-menu.
3. The screen displays three fields. Use these to determine the order in which the memos are
printed.
4. Change the order you require by entering sequence codes in each field. Press F1 to display
the ones available. They are:

I – Insurer

E – Executive

O – Operator

P - Policy Type

M - Memo Type

C – Client.

Of – Office
5. A new Insurer field is displayed below the three existing fields.
6. Enter the insurer company code to indicate for which insurer you want to print all the memos.
7. Press RETURN and a new screen is displayed. The upper part of the screen gives a range of
options whilst the lower part lists memos produced for the selected insurer.
The first 15 memo requests are displayed. If there are more memos the Page for more
message is displayed. Press F9 to display the next 15 memos.
8. Select a memo from the list or a range of memos if required by highlighting the start point of
the range.
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9. Use the options available in the upper part of the screen to specify the task. You can ‘Print’,
‘Reprint’ or ‘Confirm’ a single memo or group of memos.
10. Highlight the ‘Print’ option in the left column and press RETURN.
11. Highlight the ‘To end of Company’ option in the right column and press RETURN. Provided
you had selected the first memo, all memos for this insurer are printed.
Current Insurance Co.
Current Memo Type
Current Account Key
The first memo is displayed on screen and then printed.
stationery aligned?
14. Check the first memo print and alignment. Enter “Yes” if it is correct for the remainder of the
memos to be printed. Enter “No” for the first memo to re-print if it is not aligned.
15. Continue to realign and re-print until the first memo is properly aligned, then enter “Yes” to
print the remaining memos.
16. Press RETURN to display the menu when the screen displays the number of memos printed.
Count Memos By Group
Use this option to count and display the total of all memos requested.
1. Select the ‘Count Memos By Group’ option from the Insurers Memo Print sub-menu. You are
prompted:
What grouping do you want to use?
2. Select the required grouping. Press F1 to display the alternatives available.
There may be more than one page of memos if the group is a large one. Press F9 to view the
next screen if the Page for more message is displayed.
3. Press ESC ESC to step back through the menus.
Client Letter Print
Letters can be:

Individually requested from the clients diary page.

Individually requested from the Policy Accounts menu.

Generated using ‘Letter Generation/Invoice Generation’ option.
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The letters are not printed immediately, but are stored on the system and printed together at a
convenient time using the ‘Client Letter Print’ option.
There are six options available from the Client Letter Print menu.
Select the ‘Client Letter Print’ option from the Correspondence/Diary/Insurer Account menu. The
following options are displayed:

Print all unprinted letters

Confirm all printed letters

Reprint all printed letters

Process selected letters

Count letters by group

Create/Amend Select Lists
Print All Unprinted Letters
Use this option to print all letters that have been requested from the clients Client Level and Policy
diary page, the ‘Letter Generation’ option, the ‘Invoice Generation’ option and the ‘Create a Letter’
option.
See the Process Selected Letters section for details on requesting individual letters.
Letters can only be printed once. If more than one copy has been requested, all copies are printed.
Use the ‘Re-print all Printed Letters’ option if you need to carry out a re-print.
If a letter is invalid, for example due to missing data or if the record cannot be found, the letter must
be corrected then printed again using ‘Print All Unprinted Letters’ or ‘Process Selected Letters’.
To run Print All Unprinted:
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2. Select the ‘Print All Unprinted Letters’ option from the Client Letter Print sub-menu.
3. Use the first three fields on this screen to determine the order in which the letters are printed:
Sequence by:
Click on the drop-down list and the following options
and their shortcut codes are displayed:

C - ‘Client’

E - ‘Executive’

L - ‘Letter Type’

O - ‘Operator’

OT -‘Other docs’

P - ‘Policy Type’.
Then:
Click on the drop-down list and the same options are
available as shown above for Sequence by:
Then:
Click on the drop-down list and the same options are
available as shown above for Sequence by:
Reprint
Enter “Yes” or “No” to a reprint.
Using Bin
Enter a bin number from 1 – 9.
Other copies bin
Enter a bin number from 1 – 9.
Time Between Run
Enter the number of minutes in the format 999.
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Start …. mins
This sets a time delay between automatic print run
starts.
Select lists
Enter a number from 1 – 9. You can enter 4 select lists.
Exclude lists
Enter a number from 1 – 9. You can enter 4 exclude
lists.
The default sequences are those set up in Broker Amendment.
4. Change the order you require by entering sequence codes in each of the three fields. Leave
the last field Bin blank for normal bins.
5. Press the OK button (RETURN) and the screen displays:
Current Letter Type
Current Account Key
The first letter type is displayed on screen and then printed. You are prompted:
stationery aligned?
6. Check the first letter print and alignment. Enter “Yes” if it is correct for the remainder of the
letters to be printed. Enter “No” for the first letter to re-print if it is not aligned.
7. Continue to realign and re-print until the first letter is properly aligned, then enter “Yes” to print
the remaining letters.
Confirm All Printed Letters
There is an option in the Broker Amendment to restrict access to the ‘Confirm all printed letters’
option.
Use this option to confirm and remove the present batch of letters from the system. You should be
aware that:

You can only confirm printed letters.

You cannot re-print a letter once it has been confirmed because the print file has been cleared.

You cannot confirm individual letters using this option. See the Process Selected Letters section
for further details on how to do this.

You cannot confirm letters that have not been completed, for example due to missing data, until
a valid print is completed.
To confirm letters:
1. Select the ‘Confirm All Printed Letters’ option from the Client Letters Print sub-menu. You are
prompted:
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2. Enter “Yes” to confirm one-off letters in the batch. If you want to include only standard letters,
enter “No”.
3. If you enter “Yes”, you are prompted:
Confirm one-off letters up to?
4. Enter a date up to, but not including, when one-off letters are deleted from the print file. For
example, you may enter a date seven days previous to today. Leave this field blank if one-off
letters are still to be checked and may need re-printing.
5. Press the OK button (RETURN) to continue. The screen automatically returns to the
Correspondence/ Diary/Insurers Accounts menu when the process is complete.
Re-Print All Printed Letters
Use this option to re-print all letters which have already had a valid print. You cannot re-print
individual letters using this option, see the Process Selected Letters section for further details.
2. Select the ‘Re-Print All Printed Letters’ option from the Client Letters Print sub-menu.
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3. Continue from step 3 in the Print All Unprinted Letters section.
Process Selected Letters
Use this option to print, re-print and confirm individual letters or groups of letters.
2. Select the ‘Process Selected Letters’ option from the Client Letter Print sub-menu.
3. The screen displays three fields. Use these to determine the order in which the letters are
printed:
The default sequences are those set up in Broker Amendment.
4. Change the order you require by entering sequence codes in each of the three fields. Click on
the drop-down list to display the ones available. They are:
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
L - Letter Type

C – Client

P - Policy Type

E – Executive

O – Operator
5. Depending on your entry in the Sequence by field, you are prompted to complete a further
field. The options are:
Letter type
Enter a valid letter type code or leave blank for one-off
letters.
Client
Enter a valid client reference.
Policy Type
Enter a valid policy type code.
Executive
Enter the relevant executive code.
Operator
Enter the relevant operator code.
6. Press the OK button (RETURN) when you have completed this extra field and the screen
display changes and lists letters produced depending on your entries selected.
7. Select a letter from the list by clicking on the mouse or pressing RETURN. The following
options are displayed:
8. Select an option and you can go on to ‘Print’, ‘Reprint’, ‘Confirm’ or 'Delete':

A single letter

To the end of the letter type or client, policy type, executive or operator, depending on
your entry in the first Sequence by field.

A selected letter - select a range of letters if required by highlighting the start point of the
range
9. Click on the required option. The following options are then displayed:
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If you have selected the 'Delete' or 'Confirm' options the selected letters will be deleted or
confirmed and you will be returned back to the Client Letter Print Sub Menu.
10. If you have selected the 'Print' or 'Reprint' options, the print specifications will be displayed.
The margin settings can be set up as a default in the Broker Amendment if required. An
example screen is shown below:
11. Alter the print specifications as required
12. Press the OK button (RETURN) and the screen displays:
Current Letter Type
Current Account Key
The first letter type is displayed on screen and then printed.
stationery aligned?
14. Check the first letter print and alignment. Enter “Yes” if it is correct for the remainder of the
letters to be printed. Enter “No” for the first letter to re-print if it is not aligned.
15. Continue to realign and re-print until the first letter is properly aligned, then enter “Yes” to print
the remaining letters.
Examples - Process Selected Letters
Four examples are given to demonstrate the use of the ‘Process Selected Letters’ options.
Example 1
A print is required for the ‘Renewal Due’ letters only.
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2. Enter “L” for ‘Letter Type’ in the Sequence by field and then enter whatever sequences you
require for the Then fields.
3. Enter “RD” for ‘Renewal Due’ letters in the Letter Type field.
4. Select the first letter from the list displayed on the Process Letters screen.
5. Select the ‘Print’ option from the first column and the ‘To end of letter type’ option from the
second column. This requests a print of ‘Renewal Due’ letters from the first one to the last.
6. Continue from step 10 in the Process Selected Letters section above.
Example 2
2. Enter “L” for ‘Letter Type’ in the Sequence by field, C for ‘Client’ in the first Then field and
enter whatever sequence you require in the second Then field.
4. Highlight the letter for ‘AAAA01’ from the list displayed on the Process Letters screen.
5. Select the ‘Reprint’ option from the first column and the ‘To selected letter type’ option from
the second column.
6. Highlight the letter for ‘CAGX01’ from the list displayed.
Example 3
A single letter is to be confirmed for the client ‘HABT01’.
2. Enter “C” for ‘Client’ in the Sequence by field and enter whatever sequence you want in the
two Then fields.
3. Enter “CAGX01” in the Client Reference field.
4. Select the required letter from the list displayed on the Process Letters Screen.
5. Select the ‘Confirm’ option from the first column and the ‘Single letter’ option from the second
column. This requests confirmation of the selected letter.
Example 4
‘Renewal Due’ letters BBBB01 to CCCCO3 are to be confirmed.
2. Enter “L” for ‘Letter Type’ in the Sequence by field, enter “C” for Client in the first Then field
and enter whatever sequence you want in the second Then field.
4. Highlight the letter for ‘BBBB01’ from the list displayed on the Process Letters screen.
5. Select the ‘Confirm’ option from the first column and the ‘To selected letter’ option from the
second column.
6.
Highlight the letter for ‘CAGX01’ from the list displayed.
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7.
Continue from step 10 in the Process Selected Letters section above.
Count Letter By Group
Use this option to count and display the numbers of each letter type requested.
This option only displays the number of letters, copies are not included.
1. Select the ‘Count Letters By Group’ option from the Client Letters Print sub-menu. You are
prompted:
What grouping do you want to use?
2. Select the required grouping. Press F1 to display the alternatives available.
There may be more than one page of letters if the group is a large one. Press F9 to view the
next screen if the Page for more message is displayed.
3. Press ESC ESC to step back through the menus.
Create/Amend Select Lists
Select the ‘Create/Amend Select Lists’ option and the following screen is displayed with the following
fields:
Create List
Enter the select list number you want to create. You can set
up a select list to print client letters by Executives, Letter
Types, Operators or Policy Types.
Amend List
Enter the number of the existing select list that you want to
amend. From here you can amend the details for that list.
Delete List
Enter the number of the existing list you want to delete and
press RETURN. The list will then be deleted.
The select lists you enter here are used in other options on the Client Letter Print menu. For
example, the options ‘Print all unprinted letters’ and ‘Reprint all printed letters’ ask you to choose
select lists to include or exclude in you letter print. The ‘Print all unprinted letters’ option allows you to
set a time delay between starting print runs.
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Diary Action List
Diary Action List
Use Diary Action List to produce a report of all items that are overdue on the Diary System. Items are
not displayed on this list until they are overdue. The list is in three sections and you can print it by
Executive, if required.
The sections are listed separately in alphabetical order and are:

Letters to Clients

Memos to Companies

Diary Notes.
The date when an entry displays on this list is calculated from the ‘entry date’ on the letter, memo or
diary note plus the number of days indicated for ‘response due’.
Outstanding letters, memos and diary notes are included on the list until the Reply Status has been
amended on the individual policy diary page.
Linked documents can be included in the Diary Action List even when a full or partial payment has
been accepted, depending on the Broker Amendment Other 1 screen setting. If the Broker
Amendment is set to include linked documents, the diary entry is not given the status “Payment
Received” when a payment is received and is included in the Diary Action List.
You can stop outstanding diary records with 0 reply due days from being printed by using the Broker
Amendment option on the Other 1 screen.
1. Ensure the printer is switched on, on-line and loaded with the correct stationery.
2. Select the ‘Diary Action List’ from the Correspondence/Diary/Insurer Accounts menu. The
Diary Action List screen is displayed:
Period From
Enter a date from which the diary items are due to expire
or select from the calendar
Period To
Enter a date up to which the diary items are due to expire
or select from the calendar.
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Policy actions
Select “Yes” or “No.”
Claims Actions
Select “Yes” or “No”.
Sort by Executive
If you want to produce a diary action list for each
executive, enter “Yes”. Alternatively, you can produce a
diary list for a specified executive by entering an executive
code at the next field.
Executive code
Enter an executive code or press F1 for a list.
Generate Chasers
Select “Yes” if you want any due chasers to be generated
when you print the Diary Action List. Otherwise, select
“No”. See the Client Letter Print section for details of
printing chasers.
3. Press RETURN or click the OK button to generate the report. When it is complete the
Correspondence/Diary/Insurer Accounts menu is displayed.
Viewing The Online Diary Action List
You can view outstanding diary entries on screen as well as printing a Diary Action List.
You can stop outstanding diary records with 0 reply due days from being displayed by using the
Broker Amendment option on the Other 1 screen.
You must have the authority to enquire / amend diary actions to use this functionality.
The online diary uses an index file which points to outstanding Core Back-Office diary records.
To guarantee the integrity of the data in the index file, it is recommended that this file is periodically
rebuilt.
Rebuilding An Index File For The Online Diary
1. Select the ‘System Exit’ option from the System Control menu. You will see the system
prompt.
2. Enter the following:
C onlinediary-init b=nn
where nn is the branch number.
If you are building the index file for the main branch (00), b=nn can be excluded from the
above command.
3. Press RETURN to generate the index.
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Viewing Outstanding Diary Entries
The system can be configured in the Other 1 screen of Broker Amendment to automatically show the
Online Diary initial screen on entering and returning to the Client/Policy Details start screen.
1. Press ESC O to display the Online Diary Selection dialog from the following screens:

Initial Input screen.

Client Master (Client Level) screen.

Policy Header (Policy Level) screen.

Policy Details (Risk Level) screen.

Client Diary screen.

Policy Diary screen.

Client Ledger Enquiry screen.

Claims Header screen.

Claims Detail (Client Level) screen.

Claims Diary screen.
2. One of the following the Online Diary Selection dialogs is displayed:

If the 'Include branch in Consolidated Diary' option in the Other 1 screen is set to "No"
then the following Online Diary Selection dialog is displayed
Executive
Enter the code of the Executive for whom you want to
display outstanding diary entries. Leave blank to
display all outstanding diary entries in Executive
sequence.
Date
Enter the date up to which outstanding diary entries
should be included
Type
Select whether you want to display diary entries only,
covernote entries only or both.

If the 'Include branch in Consolidated Diary' option in the Other 1 screen is set to "Yes"
then the following Online Diary Selection dialog is displayed with additional fields:
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3. Complete the following prompts:
Single Branch
Enter "Yes"
Branch Number
Enter the branch number
Product
Select from:
Executive

All

BROOMS

Prospect
Enter the code of the Executive for whom you want to
display outstanding diary entries. Leave blank to
display all outstanding diary entries in Executive
sequence.
On systems where staff members have a common
executive code on different branches, it is possible to
see all the items allocated to an executive
(consolidated view of their Diary Action Lists for Core
Back-Office and Advanced Prospect Management
across branches). Branches must be configured to
contribute to the Consolidated Executive Diary in
Prospect Control and the Other 1 screen in Broker
Amendment.
Date
Enter the date up to which outstanding diary entries
should be included.
Client/policy Diary Type
Select whether you want to display diary entries only,
covernote entries only or both.
Prospect/policy Diary Operator
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Prospect/policy Diary Source
Select the prospect/policy diary source.
You can stop outstanding diary records with 0 reply due days from being displayed by using
the Broker Amendment option on the Other 1 screen.
There is an option on the Other 1 screen of the Broker Amendment to exclude automatically
chased letters and memos from the Online Diary list. This means any letters or memos that
appear in any chaser sequence unless it is the final letter/memo of a sequence as these are
not chased automatically.
4. Press RETURN or click the OK button to display outstanding diary entries that match the
search criteria.
If you have ClaimsWriter and want Claims to appear on the Online Diary, the Broker
Amendment field Claims Diary View, must be set to either “Claims” or “Claim+Policy”.
See the Claims Diary section in the ClaimsWriter User Guide.
5. Select the required diary entry and press RETURN.
You can scroll backwards and forwards through the list using F8 and F9 keys.
The standard Diary Enquire/Amend screen is displayed with the diary entry selected.
6. You can now process the diary entry in the usual way.
See The Enquire Amend Option section for further details of processing a diary entry.
Re-Allocate Items To A Different Executive
A supervisor can re-allocate items to a different executive without leaving the Online Diary search
results screen. Use is subject to an authorisation check configured in the Password Control screen 5
of Broker Amendment.
To re-allocate items to a different executive, follow the procedure below:
1. Display the list of outstanding diary entries:
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Core Back-Office 1
2. Press the Update Diary Action Lists button on the toolbar (F2). The following is displayed:
3. Enter the new executive to re-allocate this item to and click the OK button (RETURN).
4. The item will then be moved from the displayed list and move to the new executive.
Cover Note Expiry List
Use the Cover Note Expiry List to produce in insurer order, a list of all cover notes which will expire
by a specified date.
Cover notes continue to show on this list until their Reply Status has been amended on the
individual policy diary page.
The report includes any remark that was entered when diary entries for the cover notes was made.
The expiry date is calculated by using the date of the diary entry for the cover note and adding the
cover note ‘term’.
For example, a 30 day cover note issued 21/09/2001 was recorded on the diary system that day, and
the ‘term’ entered as 30 days. The expiry date is calculated as 21/09/2001 plus 30 days. It would
therefore show on the Cover Note Expiry List for cover notes up to the 21/10/2001.
1. Ensure the printer is switched on, on-line and is loaded with the correct stationery.
2. Select the ‘Cover Notes Expiry List’ option from the Correspondence/Diary/Insurer Accounts
menu. The Cover Notes Expiry List screen is displayed.
For Period up to
Enter a date up to when the report is required.
By Executive OR Executive
If you want to produce a cover note list for each executive,
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code
enter “Yes”. Alternatively, you can produce a report for a
specified executive by entering “No” and then an
executive code.
Client Reference Sequence
Enter “Yes“ or “No” to sort and print by client reference
sequence.
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Core Back-Office 1
A Typical Renewal Sequence
The renewal system allows renewals to be monitored, renewal letters and chasers to be printed and
policies lapsed when necessary. A typical sequence of the events involved in renewing a policy is as
follows:
1. The renewal notices are received from the insurance company.
2. Check the client's Client Level, Policy Level and Risk Level details and update where
applicable.
3. Enter the renewal transactions.
4. Print the Period Renewals List, to highlight policies which may require a re-quote.
5. For Private Car, Household, Truck and Bike policies, if you have the Open GI Quote engines,
use the appropriate quote engine to compare the renewal premium against other insurer
schemes to see whether a cheaper quotation is available.
6. For all other policies manually enter the alternative quotation details in the Requote Details
section of the Policy diary page, if required.
7. Print the Overdue Papers List (to check that all the renewal notices have been received).
8. Generate and print Renewal Due letters/invoices.
9. On acceptance of the renewals, accept the payments.
See the Client Accounts chapter.
The system can be setup to use automatic renewal acceptance processing when a user
accepts a payment against a renewal transaction or renewal acceptance can be driven by
Frame Calculations.
10. Generate and print Renewal Chaser letters for clients who have not responded to the
Renewal Due letter or send statements to invoice clients.
11. Lapse any renewals not taken up.
See the Client Accounts chapter.
Entry Of Renewals
This section explains how to:

perform renewal acceptance using Frame Calculations

Load renewal notices received from clients’ existing insurance companies.

Enter alternative quotations (re-quotes), to offer clients a different renewal choice.
Loading Renewal Notices
On receipt of a renewal notice from an insurance company, check the client’s Client Level, Policy
Level and Risk Level details and correct them if necessary. Typical details that need to be updated
are the sum insured for household policies, or the No Claims Bonus details for private car policies (all
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held in the Risk Level screen). See the Client/Policy Details chapter, for information about this
procedure.
When you have completed this, create a transaction to record the receipt of the renewal notice from
the insurance company.
To do this, display the Accounts menu. The procedure for accessing the Accounts menu is explained
in the The Accounts Menu section. The Accounts menu is displayed:
1. Select the ‘Create a Transaction’ option from the Accounts menu. The screen you use to
create the renewal transaction is then displayed.
The procedure for completing this screen depends on whether or not legal expenses are to be
included in the premium, and whether it is for an account or non-account client. The ‘Broker
Amendment’ options on the Legal Expenses Premiums screen are used to specify whether
each policy type should include legal expenses.
If the policy type you are working with includes legal expenses, this screen contains the
following additional fields to record these details:

Offer LE on Letters (non-invoice clients only).

Create Legal Expenses (invoice clients only).

No of Units (both non-invoice and invoice clients).
Transaction Type
Enter “R” (Renewal).
Effective Date
Enter the renewal date. The default date will show here if
you have the Default effective date on renewal
transaction field set to “Yes”. The default date will be
taken from the renewal date on the policy record. See the
Broker Amendment section for further details.
Original Debt
Enter the renewal premium due.
Charge Amount
Enter the broker charge or discount (if applicable).
Code
Use this field to specify a two digit code (0-99) to which
this charge transaction is allocated. This enables you to
carry out financial analysis. For example, a code can be
allocated for the different type of fees, i.e. discount.
The Fees Received Summary, which is part of the month
end routine, provides a breakdown by each of these
codes.
Reference
Enter a reference of up to six characters to represent this
transaction. This will be included in the Cashbook and
Journal.
Papers Received
Defaults to “Yes” to indicate that you have received the
renewal notice documentation from the insurance
company.
Enter “No” if the renewal documents have not yet been
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Core Back-Office 1
received.
Policy Number
Enter the new policy number if the insurers have changed
this. The number you enter automatically overwrites the
policy number entered in the corresponding field on the
Policy Level screen for this client.
Remarks
Enter up to 4 lines with 50 characters for each line with
any remarks you want to be included on correspondence
for this client where the <BLT.Remarks> ,
<BLT.Remarks.2>, <BLT.Remarks.3> and
<BLT.Remarks.4> keywords are used.
The following fields only apply if this policy includes legal expenses.
Offer LE on Letters
(Non-invoice clients only). Enter “Yes” if you want the
legal expenses premium added to the renewal premium
in the renewal letter to the client, or “No” to omit the legal
expenses premium from the letter.
Create Legal
(Invoice clients only). Enter “Yes” to record the legal
expenses by means of a ‘New Business’ transaction.
The premium is then either included in the renewal
amount on the invoice, or a separate invoice is
generated for the legal expenses policy. This depends
on the setting in the Add LE Premiums to Keywords
on Invoices field in Broker Amendment.
Enter “No” if you do not want to create a transaction for
the legal expenses. The invoice will then include details
for the renewal transaction only.
No of Units
The default value in this field is 1. If you offer more than
one unit to a client, change this to the correct value. The
system then automatically calculates the total amount of
legal expenses to be included on the letter/invoice.
Created by
Displays the code of the operator who created the
transaction. This field can be made mandatory in the
Broker Amendment Accounts 4 screen if required. You
can also set the authorisation level required to amend
the Created By field.
2. When you have completed these details, press RETURN. You return to the Policy Level
screen. The bottom area of the screen is updated to show the renewal transaction details
entered. If a legal expense transaction was created for Account Clients, the LE Insurer and
LE policy details fields on the Policy Level screen are also updated.
Locate Bookmark
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Requoting at Renewal Using The Open-i Quote Engines
Requoting at Renewal Using The Open-i Quote Engines
If you wish to search for an alternative insurer scheme from within Core Back-Office to offer as a
requote to a client, follow the procedure below:
1. Ensure the correct Policy record is displayed.
2. Update the Risk Level frames e.g. Claims, Convictions, No Claims Bonus, Index Linking.
Refer to the ‘Updating Risk Details using a Quote Engine Product’ page in the required Open-i
Quote Engine guide. This is achieved by using ESC E.
3. From the Policy page click the Quote button and the system will now load the linked Writer
product specified in the Quote Engine field for the policy type within Policy Type Amendment.
4. Click the Load Risk tab to load the current details into the quote product’s Quote Input
screen
5. Check the details are correct, then:

Click the Quote All button to quote all schemes

Click the Accept or Quote Selected button to quote from your Select Lists 1 - 5 (You will
be prompted with a number)

Press ESC W to select an individual insurer scheme
If details are missing that are mandatory for a valid quote to be given, the system will return to
these fields for input.
When you have selected a list of insurers or all the insurers on the system, the system
performs a quotation generation. Once this is complete, the Quotation Results screen is
displayed showing a summary of the Risk details at the top of the screen and a list of quotes
at the bottom.
6. If there is no alternative insurer scheme available, the top premium is more expensive than
the invited renewal premium or you do not wish to offer the requote, click the Swap to Back
Office tab to return to the client’s Policy Level.
Saving Requote Details to Core Back-Office
If there is an insurer scheme that you wish to offer as a requote, highlight the insurer scheme whose
premium details you wish to save back to Core Back-Office and click the Quote Options button.
1. Examine the workings of the requote by selecting the ‘Workings’ option.
2. View the Policy Summary Information by selecting the ‘View Policy Summary’ option. If you
wish to print the Policy Summary information (the quotation workings will be excluded), click
the Print button.
Click the Close button to return to the Quotation screen.
The alternative insurer’s Policy Summary Wordings, Policy Terms and Excess Analysis details
can be saved as Policy Risk Level frames on Client records by setting the Policy Summary –
Store Details in BROOMS and APM and Save Details on Requote for BROOMS fields on
the Other 1 screen within Regulation Module Control to “Yes”. These pages can then be used
to summarise the alternative’s policy features and benefits within documentation.
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Core Back-Office 1
3. Print the quotation workings of the requote by selecting the ‘Printout/Policy Summary’ option
(Broker Copy required for Guaranteed Quotes).
4. To save the requote details back to Core Back-Office, highlight the insurer scheme, click the
Quote Options button and select the ‘Requote for BROOMS’ option.
The BROOMS REQUOTE window is displayed:
Reference
Client’s policy reference. This is a display only field.
Renewal Date
Current policy’s renewal date. This is a display only
field.
Insurer
Current insurer. This is a display only field.
Policy No.
Current policy number. This is a display only field.
REQUOTE INFORMATION
Section header.
Insurer
Requote insurer, amend if incorrect or blank.
Premium
Requote premium.
Date
Requote effective date, amend if incorrect.
5. Check the information in the above fields then click the OK button to save the requote details
back to Core Back-Office.
6. If you wish to print an incomplete/partial Proposal for the alternative insurer, highlight the
insurer scheme, click the Quote Options button and select the ‘Complete a Proposal’ option.
7. When the Quotation Results screen is redisplayed, click the Swap to Back Office tab.
8. Click the Policy Diary tab to view the Requote Details.
If the Policy Summary - Store Details in BROOMS and APM and the Save Details on
Requote for BROOMS fields on the Other 1 screen within Regulation Module Control have
been set to “Yes”, once a requote quotation has been saved back to Core Back-Office, the
Policy Summary Wordings, Policy Terms and Excess Analysis are stored as Risk Level
frames.
The Policy Summary Wordings details for the alternative insurer are stored on the Ren.
Policy Summary (BGV) module and Ren. Policy Summ Ext (BGW) modules.
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The first alternative insurer Policy Summary module is the Ren. Policy Summary module and
continuation alternative insurer Policy Summary Wordings details are stored on the Ren.
Policy Summ Ext. modules.
The Policy Terms details for the alternative insurer are stored on the Policy Terms Requote
modules.
The first Policy Terms module is the Policy Terms Requote (BGH) module and continuation
Policy Terms are stored on the Policy Terms Requote (BGI)modules.
The Excess Analysis information is saved on the Excess Analysis (QXS) module.
9. Click the Policy Page tab to return to the Policy page.
Premium Quote Printout Generation
When a quote is requoted using the 'Requote for BROOMS' option, upon completion of this a
premium quote printout can be set to be generated, either automatically or via a prompted window.
This depends on the Broker Amendment settings you have set on the Premium Calculation
Document - ReQuote screen.
Refer to the Premium Calculation Document - Quote / ReQuote page in the Core Back-Office Part 1
Guide for further details.
Entering An Alternative Quotation (Manual)
After loading the client’s renewal notice, you may want to offer them an alternative quotation (also
referred to as a re-quote). The way you do this is described below. These instructions relate to
classes of insurance other than Writer product policies re-quoted individually using the Open-i quote
engines.
When you generate Renewal Due letters, the system automatically produces a ‘Renewal with Requote’ letter, in place of the Renewal Due letter, for clients for whom an alternative quotation has
been entered.
To enter an alternative quotation, follow the steps below:
1. Select the ‘Client Policy Details’ option from the Client Records & Accounts menu. You are
prompted:
Client/Policy ref
2. Enter the reference of the first client for whom you want to enter an alternative quotation.
3. The client’s Client Level details are displayed. The first field on the screen shows the client’s
reference. For example:
Client Ref.
HABT01
4. Append the policy type to the reference. For example:
Client Ref.
HABT01PC
5. Press RETURN. The client’s Policy Level details are then displayed.
6. Press F10. The client’s Policy Diary page is displayed.
7. Press the Update button (F2) to update these details.
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Core Back-Office 1
8. Enter the following details into the Requote Details section of the screen:
Insurance Company
Enter the code of the re-quote insurance company or
select one from the drop-down list.
Premium
Enter the re-quote premium.
Date
Enter the renewal date.
9. Press the OK button (RETURN) to update the client’s record with these details and complete
the procedure.
Using Prospect Re-Quote Details in Core Back-Office Letters
Information that has been stored against a record in Advanced Prospect Management can be
included in a renewal re-quote letter that is requested from the Core Back-Office. In order to do this
you must identify the Advanced Prospect Management Prospect or Quote that the details are stored
against within your Core Back-Office or Open Word Document. This is done using the reference that
is shown on the Core Back-Office policy diary screen after the re-quote has been performed in
Advanced Prospect Management, so long as the following criteria is also met:

The insurer for the Advanced Prospect Management quote matches the re-quote insurer on the
Core Back-Office policy diary screen.

The Advanced Prospect Management quote was created within 2 months of the re-quote date on
the policy diary screen, and

The date of the re-quote is close enough to the date of the renewal transaction to be relevant.
If no data has been entered onto the Core Back-Office policy diary, the letter will produce blank data.
To ensure that the Core Back-Office letter can access the details stored in Advanced Prospect
Management, the following commands must be used within the letter:
[IF <P.Py.Polref> EQ !][$!]
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The requote information would be entered here
[}]
If the keywords are being imported into Open Word documents then the check is performed by
including the line:
«IF DPP.POLREF =NULL
THEN»«ELSE»«FOREACH DPP»
The requote information would be entered here
«ENDFOREACH»
«ENDIF»
Generation Of Renewals
Generation Of Renewals
This section explains the standard procedure for generating renewals for clients. This differs for
invoice and non-invoice clients. The actions you should take for both cases are described in this
section.
Invoice Clients
1. Select the ‘Invoice Generation’ option from the Correspondence/Diary/Insurer Accounts
menu. You are prompted:
2. Request renewal invoices up to the date required.
The invoices are then generated. These are printed using the ‘Client Letter Print’ option.
Invoice clients are generally ‘chased’ by sending statements on a monthly basis. Chaser
letters are not normally sent to these clients, and as such are not generated automatically.
However, they may be requested individually on a ‘when required’ basis.
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Core Back-Office 1
Non-Invoice Clients
The renewal generation procedure for non-invoice clients involves sending an initial Renewal Due
letter. If no reply is received, you can then follow this up with one or more Renewal Chaser letters.
For non-invoice clients where the standard procedure cannot be followed for any reason, see the
Non-Standard Renewals (Non-Invoice Clients Only) section for further details.
To generate Renewal Due letters:
1. Select the ‘Letter Generation’ option from the Correspondence/Diary/Insurer Accounts menu.
The Letter Generation screen is displayed.
Operator
Enter your operator code to print the letters in operator
sequence or leave blank.
Use Chaser Sequences
Enter “Yes” to indicate that you want chaser sequences
used when generating a letter. Enter “No” if you do not
require chaser sequences.
Letter Type
Enter “RD” (renewal due). If you have entered any
renewal re-quotes, they are included automatically.
See the Entering An Alternative Quotation section for
details about re-quotes.
Include up to
Enter the date up to which you want to generate
Renewal Due letters.
Reply Due
This field is normally left blank. Only complete it if the
diary entry is required on the Diary Action List, and no
automatic chaser is required.
If a number is entered, renewals are included on the Diary Action List, e.g. if you enter 15, the
renewals are individually diarised 15 days from each renewal date. They appear when due on
the Overdue Transaction List as well as the Diary Action List.
2. Press RETURN or click the OK button to generate the letters when you have completed the
details.
Renewal Chaser letters are generated automatically for clients that do not respond to the
Renewal Due letter. Chaser letters are not generated for clients where:
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
Money has been received

A reply has been received

A chaser has already been sent

The automatic chaser has been ‘stopped’ on the individual client’s accounts page
3. Select the ‘Letter Generation’ option to request automatic Renewal Chaser letters and enter
the following details:
Operator
Enter your operator code to print the chaser letters in
operator sequence, or leave blank.
Letter Type
Enter “RCH” (renewal chaser).
Include up to
Enter the date up to which you want to generate
Renewal Chaser letters.
Reply Due
This field is normally left blank. Only complete it if the
diary entry is required on the Diary Action List.
4. Press RETURN to generate the letters when you have completed the details.
Only one Renewal Chaser letter can be generated automatically and requested using Letter
Generation. If additional chaser letters are required, these must be requested individually using
the ‘Create a Letter’ option from the Accounts menu.
The Renewal Due and Renewal Chaser letters generated can be printed using the ‘Client
Letter Print’ option from the Correspondence/Diary/Insurer Accounts menu. See the The Diary
System chapter for an explanation of the printing procedure.
Non-Standard Renewals (Non-Invoice Clients only)
This section explains the actions to take for non-invoice clients when the standard procedure cannot
be followed for any of the following reasons:

A different renewal letter is required due to special circumstances.

The renewal documents have not been received from the insurance company.

The client has lost their No Claims Bonus.
Special Renewal Letter
If the standard Renewal Due letter is not appropriate for any reason, you have two options:

You can create a ‘one-off’ letter via the Policy Level Diary, quoting information from the Risk
Level.
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Core Back-Office 1
See the The Diary System chapter for details.

You can create additional renewal letters using the Correspondence Accounting System.
See the Correspondence Accounting System chapter for details. This can then be requested on an
individual basis replacing the automatic Renewal Due letter.
Estimated Renewals
When renewal documents are not received from insurance companies, or where an incorrect renewal
notice has been received, it is sometimes necessary to send an ‘estimated renewal’ letter to the
client. Again, you have two options:

Create the renewal transaction in the normal manner and enter a comment informing the client of
the situation in the Remarks field. This is then inserted in the letter in the appropriate place. The
Renewal Due letter must include the <BLT.Remarks> and <BLT.Remarks.2> keywords for the
remarks to be included in the letter. See the The Correspondence Accounting System chapter for
details

Create an Estimated Renewal Due letter using the Correspondence Accounting System. Enter
the estimated renewal amount as a renewal transaction, and then use the ‘Create A Letter’ option
from the Accounts menu to individually request the letter, the date printed should be
approximately two weeks prior to the renewal date. This letter is then printed instead of the
standard Renewal Due letter on the appropriate date.
Loss of No-Claims Bonus (Discount)
If the client has lost their No Claims Bonus, the Renewal Due letter should inform them of this. You
can do this in either of the following ways:

When creating the renewal transaction, enter a comment informing the client of the situation in
Remarks field. This is then inserted in the letter in the appropriate place. The Renewal Due letter
must include the <BLT.Remarks> and <BLT.Remarks.2> keywords for the remarks to be
included in the letter. See The Correspondence Accounting System chapter for details

Create the transaction as normal and then request a special letter.
Overdue Papers List
The Overdue Papers List shows details of renewals where a renewal transaction has not yet been
entered. This could be due to an oversight by the broker, or non-receipt of renewal documents from
the insurance company.
If the Papers Due flag has been set on a Renewal Transaction then these will be included in the
Overdue Papers list.
Details are included for clients if the renewal date shown on the Policy Level screen is different to the
effective date of the renewal transaction.
To print the Overdue Papers List:
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2. Select the ‘Overdue Papers List’ option from the Correspondence/Diary/Insurer Accounts
menu.
Alternatively, the listing can be run as a ‘batch daily report’. See the Account And Credit
Control Reports chapter for details.
The Overdue Papers List screen is displayed for you to select the records you want the
listing to include, and the order in which you want them listed.
Transaction Type
Enter “R” (Renewal) or “O” (Other).
Entering “Other” in the Transaction Type field will search for transactions with an asterix –
papers not received.
Renewal dates up to
Enter the date up to which renewals are required.
By Policy Type
Enter “Yes” if you want to sort the Overdue Papers List by
policy types.
By Executive
Enter “Yes” to include details of overdue papers for all
executives. If you complete this field, the Executive Code
field must be left blank.
Executive Code
Enter a specific executive’s code to list the papers
associated with that executive only. If you complete this
field, the By Executive field must be left blank.
Alternatively, leave both blank to print one list containing all
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Core Back-Office 1
transactions.
Only Include Renewals with no
Transaction
This field is only displayed if you have entered “Renewal” in
the Transaction Type field. Enter “Yes” to exclude renewal
transactions with outstanding papers from the list, otherwise
enter “No”.
Include or Exclude Policy Type
Enter “Include” or “exclude” to include or exclude specific
policy types or leave blank to include all policy types on the
Overdue Papers list. You can then enter up to 10 policy
types to include or exclude. Leave this field blank to include
all policy types in the search.
You cannot enter the same policy type more than once. It this occurs the following error message
will be displayed: Policy type already selected.
4. Press the OK button (RETURN) when you have entered these details. The listing is
generated and you return to the Correspondence/Diary/Insurer Accounts menu.
Renewals Processing
Renewals Processing
When you select the 'Renewals Processing' option from the Client Records & Accounts menu, the
following options are available:


Automatic Renewals Configuration

Batch Automatic Renewals
The Period Renewals List provides details of renewals within a requested date range due for a
specific insurer or all insurers, and specific policy type or all policy types. You can also use the policy
expiry date when selecting policies to include in the report.
It includes the following details:

Last year’s premium (where known).

This year’s premium (if entered).

Alternative quotation (if entered).
In addition, if this year’s premium has risen above a certain percentage or amount from last year, this
is indicated in the re-quote column by ‘*****’, unless an alternative quotation has been entered on the
Policy Level diary.
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The percentage or amount by which the premiums must have increased to be highlighted, are
entered in the Renewal Exception fields in the Accounts 1 screen within Broker Amendment. See
the The Main Files chapter for details.
Renewals with a payment received (part or full), or where an invoice has been generated, are not
included in the listing.
To print the Period Renewals List:
2. Select the 'Renewals Processing option from the Client Records & Accounts menu.
3. Select the 'Period Renewals List' option.
Alternatively, the listing can be run as a ‘batch daily report’. See the Account And Credit
Control Reports chapter for details.
The Period Renewals screen is displayed for you to select the records you want the listing to
include, and the order in which you want them listed.
4. Complete the following fields to select the records you want to include:
Date Type
The default option if nothing is selected is to produce the
report as it was before the Policy Expiry Date/Time
options using the 'Renewal' option below. This ignores
the policy expiry date.
Select from

Expiry - note that this option should only be used if
you are certain that the expiry date will be populated
for all policies that might be due for renewal when the
report runs.

Expiry/Renewal - use the renewal date if there is no
expiry date

Renewal - the default option. This will produce the
report as it was before the Policy Expiry Date/Time
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Core Back-Office 1
options. This ignores the policy expiry date.
The Period Renewals report heading “Renewal Date” will
be shown as:

Renewal Date

Expiry Date

Expiry/Renewal Date
depending on the selection criteria in the Date Type
drop-down list. The data in that column will be the dates
that were used in the selection process.
Period from, Period to
Enter the date range of the renewals you want to include in
the listing.
Policy Type
Enter the codes of up to 10 different policy types, or leave
blank to include all policy types.
Include or Exclude
Enter “Included” or “Excluded” to indicate whether the policy
types should be included or excluded from the Period
Renewals List.
Executive
Enter the code of a specific executive, or leave blank to
include all executives.
Insurer
Enter the code of a specific insurer, or leave blank to include
all insurers.
Agent
Enter the code of a specific agent, or leave blank to include
all agents.
Export Format?
Enter "Yes" to generate an export file via ReportNet,
otherwise enter "No" to produce a normal print.
See the Printing To A File page for exporting to
ReportNet.
The Period Renewals report export file column heading
“Renewal Date” will become:

Renewal Date

Expiry Date

Expiry/Renewal Date
depending on the selection criteria in the Date Type
drop-down list. The data in that column will be the dates
that were used in the selection process.
The agent code will be displayed on the Period Renewal
List when exported via ReportNet. Delimiter settings for
the exports are set in Broker Amendment on the Other 1
592
screen.
5. Complete the following fields to select the order in which the records are to be listed.
Sequence By, then
Enter “A” (Agent), “E” (Executive), “I” (Insurer), “P” (Policy
Type) or “R” (Renewal Date) in these fields, to sequence
the records by these respective criteria.
Print Policy Number
Enter “Yes” or “No” to indicate whether policy numbers
should be printed.
6. Press the OK button (RETURN) when you have entered these details.
7. The printer prompt is displayed:
8. The listing is generated with the grand total for each column printed at the end of the report.
You are then returned to the Client Records & Accounts menu.
Automatic Renewals Configuration
Please Note this processing does not work on Back-Office systems with Multiple Rates.
The 'Automatic Renewals Configuration' option is used to set up the parameters required to get
Alternative Quotes for the policies found in the next batch run for Batch Automatic Renewals.
Follow the process below:
1. Select the 'Renewals Processing' option from the Client Records & Accounts menu.
2. Select the 'Automatic Renewals Configuration' option. The Automatic Renewals
Configuration screen is displayed:
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Core Back-Office 1
3. Press the Update button (F2) to update the information as detailed below:
Branch/Quote Engine
Branch
Displays the branch you are on.
Quote Engine
Displays the quote engine you are configuring. These
can be setup per Quote Engine: Motor, Home, Bike
and Truck. Click on the
buttons to move back
and forwards between the quote engines.
If a particular writer product is not installed then its
configuration page need not be set up.
Schemes
Select List
Enter the select list. This field specifies that a select list
is to be used. The current insurer might not be on this
select list.
This field is mandatory.
Quote Current Scheme?
If this field is set to “Yes”, then the current scheme will
be explicitly included in the quote for each policy. Its
quotation result will be written back to the current
insurer area of the subsequent Risk level frame.
The quote for the Current Scheme will be made even if
594
a Renewal Invitation Premium is available on EDI
policies.
If this field is set to “No”, then the current scheme will
not be explicitly included in the quote for each policy
and the current insurer area of the subsequent Risk
level frame will not be populated.
Number of Top Schemes
Enter the number of top schemes to be used.
This field specifies how many of the top schemes will
be written back to the Policy’s QRR and QR1 Risk
Frames.
The QRR frame supports up to 5 schemes. The QR1
frame will be used if the value of this field is 6 to 20.
Any existing QRR and QR1 frames on the policy are
“historied” at the start of quoting for the policy.
Include pound Schemes?
Enter "Yes" to include pound schemes, otherwise enter
"No" to exclude them.
If "Yes" then £1 schemes will be included in the
number of top schemes specified in the filed above.
Otherwise enter "No" and £1 schemes will be ignored
in the number of top schemes specified in the field
above.
Risk Details
Update Risk Details?
Enter "Yes" to update risk details, otherwise enter "No".
If "Yes", then the Quote Engine’s Risk frames will be
updated as a result of the quote, but only if the current
scheme has quoted (either by Quote Current Scheme
being set to “Yes” or if the scheme quoted in the
specified Number of Top Schemes of the specified
Select List).
In addition, if the Regulation Module has been set up
accordingly, then the Policy Summary and QXS frame
will also be updated/created in the current Policy’s Risk
Details.
If this field is blank or set to "No", the Quote Engine’s
Risk Details will not be updated for the policy,
regardless of whether or not the current scheme
quotes.
History Renewal Dates?
Enter "Yes" to history the renewal dates, otherwise
enter "No".
This field is only used if the Update Risk Details field
is set to “Yes”.
If this field is set to "Yes", then the history date of the
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Core Back-Office 1
Policy’s Risk Details that are “historied” will be set to be
the renewal date of the policy.
If this field is set to "No" or is not specified, then the
history date of the Policy’s Risk Details that are
“historied” will set to be the system date.
Save Quote Workings?
Enter "Yes" to save the quote workings on each policy
processed, otherwise enter "No".
If this field not left blank, then the default of “No” will be
assumed.
4. Click the OK button (RETURN) to save.
Batch Automatic Renewals
The 'Batch Automatic Renewals' option finds policies due for renewal, obtains the renewal invitation
premium (if available) and then gets Alternative Quotes.
The 'Automatic Renewals Configuration' option is used to set up the parameters required to get
Alternative Quotes for the policies found in the next batch run.
1. Select the 'Renewals Processing' option from the Client Records & Accounts menu.
2. Select the 'Batch Automatic Renewals' option. The Batch Automatic Renewals screen is
displayed:
3. Use this form to enter parameters to select policies, as detailed below:
596
Policy Types
Click on the
button and select a policy type. Enter
up to 5 Policy Types.
The Policy Types must be associated in Policy Type
Amendment with one of the Quote Engines Motor,
Home, Bike or Truck. Policy Types may be left blank to
widen the search.
Insurers
From the drop-down list select an insurer. Enter up to 3
Insurers. Insurers may be left blank to widen the
search.
From Date
Enter the From Date (Renewal Date). Date must be
provided.
To Date
Enter the To Date (Renewal Date) Date must be
provided.
Re-invite all?
Enter "Yes" to re-invite all policies which already have
been processed.
Export Format?
Enter "Yes" to export the data.
4. Press the OK button (RETURN). The system begins searching.
The result of getting the renewal invitation and getting Alternative Quotes for each policy
found are stored on a Risk Level Frame Batch Auto Renewal (QR2). At the end of the batch
run each policy’s QR2 frame details are printed in a report (or export format if requested).
QR2 frames can be amended to allow an individual policy to be re-invited on the next run
even if the next batch run is not made with the 'Re-invite all?' option set to “Yes”. This is to
allow policies not to be re-invited by default, in case documents have been sent out with the
existing invite details.
The results of each policy’s Alternative Quotes request is stored by the writer product on a
QRR frame, plus a QR1 frame if the number of Top Schemes set up for that Writer product in
Automatic Renewals Configuration is between 6 and 20.
Example of Batch Automatic Renewals Report
This report example has been printed to the screen:
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Core Back-Office 1
598
8: Correspondence Accounting System
8: Correspondence Accounting System
Letters can be produced from the Core Back-Office system in three ways:

Letter Generation

Request Individual Letters (Quoting Accounts Transactions).

Request Individual Letters and ‘One-Off’ Letters (Not Quoting Accounts Transactions).
Letter Generation
Use this option to request, in batches, letters you require in the day to day operation of your system.
It is only available for non-invoice (cash/personal) clients.
The letters you can request are:

ND - New Business Balance Due.

RD - Renewal Due (includes RR - Renewal with Requote).

ED - Endorsement Due.

ID - Instalment Due.

NCH - New Business Chaser.

RCH - Renewal Chaser.

ECH - Endorsement Chaser.

ICH - Instalment Chaser.
Request Individual Letters (Quoting Accounts Transactions)
Individual letters can be requested using the ‘Create a Letter’ option from the Accounts menu.
Information contained in the accounts can be extracted and included, by means of keywords.
For invoice clients, you can request all letters using this option. For non-invoice clients, letters other
than those listed above can be requested.
Requesting an individual letter for account correspondence from the ‘Create a Letter’ option on the
Accounts menu could also place a stop on any automatic account letters due to be generated for the
transaction concerned
Request Individual Letters And ‘One-Off’ Letters (Not Quoting Accounts
Transactions)
Individual letters can be requested using the ‘Create a Letter’ option from the Diary menu.
Information contained in clients’ diaries, such as policy and personal details, can be extracted and
included, by means of keywords.
For all three methods, the system automatically updates the Policy Diary page to record that the
letters have been generated.
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Core Back-Office 1
Letters requested using Letter Generation are not printed immediately, but stored. They can then be
printed at any time by selecting the ‘Client Letter Print’ option, from the
Correspondence/Diary/Insurer Accounts menu.
Letters requested by the other two methods can either be printed immediately, or stored for future
printing.
All non-account correspondence should be requested from the Diary menu, as requesting the ‘Create
a Letter’ option from the Accounts menu places a stop on the generation of due and chaser letters,
preventing the automatic production of accounts letters.
Using Letter Generation
Using Letter Generation
Use this option to request letters in batches. You can request letters within a date range, or a
predetermined Broker Amendment setting. The system searches through the client records and
automatically generates the letters required. This option is available for non-invoice (cash/personal)
clients only.
The letters you can print using this option are detailed in the Letter Generation section.
Credit letters must be requested individually. Credit notes for an invoice client can be automatically
generated. Accounts information from transactions (including Remarks) can be extracted from the
database and included in letters, providing the letter has been created with the relevant keywords.
Letters requested are not printed immediately, but stored ready for printing at a convenient time
using the ‘Client Letter Print’ option from the Correspondence/Diary/Insurer Accounts menu.
To generate letters:
1. Select the ‘Letter Generation’ option from the Correspondence/Diary/Insurer Accounts menu.
The Letter Generation screen is displayed.
Operator
User Chaser Sequences?
600
Enter your operator code or leave blank. Entering a code
allows you to produce the letters in operator sequence
when printing them using Client Letter Print.
Enter "Yes" to use a defined chaser sequences which
allow automatic chaser letters to be generated when you
use the 'Letter Generation' option, or enter "No" to use
Letter Type
Enter the code of the letter you require. Press F1 for a full
list of valid codes, e.g. RD for Renewal Due.
Include up to
Use this field to enter the date up to which you want to
generate letters.
As an alternative to entering the date in this field, a table may be set up in Broker Amendment,
to which, when the letter type is requested, a default date of today +/- the number of days
specified in the table displays a date up to which letters are generated.
The following indicates the date you should enter for each type of letter:

Renewal Due: The renewal date, normally two weeks ahead.

Renewal Chaser: The renewal date, provided a Renewal Due letter has been sent. This
date could be today’s or before because you are reminding.

Instalment Due: If the Instalment Due letter is to be sent as a reminder letter, the date
should be in the future. If the Instalment Due letter is to be sent for payments overdue,
the date should be today’s date or before.

Instalment Chaser: The instalment due date providing an Instalment Due letter has
been sent. This date could be today’s date or before because you are reminding.

New Business Balance Due: The effective date, provided the asterisk has been
removed. Today’s date could be used.

New Business Chaser: The New Business Due letter date, providing a New Business
Balance Due letter has been sent. This is a reminder letter; if you allow 14 days after the
due letter, enter the date 14 days ago.

Endorsement Due: The effective date, providing the asterisk has been removed.
Today’s date could be used.

Endorsement Chaser: The Endorsement Due letter date, provided a due letter has
been sent. This is a reminder letter; enter the date 14 days ago if you allow 14 days
after the due letter.
Reply Due
Under normal circumstances, this field should be left blank.
Only enter a value if the diary entry is required on the Diary
Action List, and no automatic chaser is required for due
letters.
If a number is entered, renewals are included on the Diary
Action List, e.g. if you enter 15, the renewals are
individually diarised 15 days from each renewal date. They
appear when due on the Overdue Transaction List as well
as the Diary Action List.
2. Press RETURN or click the OK button to generate the letters when you have completed these
details.
The system then searches through the client records selecting the letters required according
to the criteria entered, generating letters and making diary entries where appropriate.
After generation the total number of letters generated is displayed at the bottom of the screen.
3. Press RETURN to return to the Correspondence / Diary / Insurer Accounts menu.
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Core Back-Office 1
Notes Relating To Specific Letter Types:
All Due Letters
If you requested a payment due letter individually, further due letters are not generated. See the
Request Individual Letters section for further details.
All Chaser Letters
You can generate a chaser letter automatically where the original payment due letter was requested
individually.
When a chaser letter is being set, the previous ‘due’ letter diary entry is marked as ‘chaser sent’ in
the reply status. A new diary entry is made for the chaser letter.
All Due And Chaser Letters
Only one due and one chaser letter can be generated per account’s transaction. Request additional
accounts letters individually using the ‘Create a Letter’ option from the Accounts menu.
New Business And Endorsement Letters
Letters are not generated if the papers are outstanding, i.e. the asterisk (*) on the Policy Level
accounts transaction is present.
Instalment Letters
If a credit plan has not been created for a client, the system will not generate an Instalment Due
letter.
You cannot send an Instalment Chaser letter without firstly sending an Instalment Due letter; the due
letter could be a reminder. You may want to send the chaser Recorded Delivery.
Renewal Letters
Renewal letters are not generated if any payment has been received.
The Renewal with Requote (RR) letter automatically generates with the Renewal Due. Therefore
there is no need to enter the letter type.
A detailed explanation of the procedure for producing Renewal Due and Renewal Chaser letters is
provided in the Generation Of Renewals section.
Locate Bookmark
602
Delete Requested Letters
If you have generated letters for an incorrect date and want to delete them, follow the steps below:
1. Select the ‘Client Letter Print’ option from the Correspondence/Diary/Insurer Accounts menu.
The select the ‘Process Selected Letters’ option and make a list of all the policies.
2. Select the ‘Client Policy Details’ from the Client Records & Accounts menu. Enter the client’s
policy reference.
3. Press F10 to access the Diary Page, and then press ESC Q to display the Diary menu.
‘Delete’ the item number.
4. Press F11 to access the Policy Accounts Page, and then press ESC Q to display the
Accounts menu. Select the ‘Stop Automatic Letter’ option and enter the following details:
Stop due letter?
“Yes” (remove if due letter was requested in error.)
Stop chaser letter?
“Yes” (remove if chaser letter was requested in error.)
Request Individual Letters (Quoting Accounts Transactions)
This section explains the procedure for requesting individual letters using the ‘Create a Letter’ option
from the Accounts menu. Information contained in the accounts can be extracted and included, by
means of keywords.
Do not request non-accounts letters using this option, as this places a stop on the generation of due
and chaser letters, preventing the automatic production of accounts letters.
1. Display the Accounts menu. See The Accounts Menu section, for details of how to do this.
The Accounts menu is displayed.
2. Select the ‘Create a Letter’ option. The screen you use to create the renewal transaction is
then displayed.
Transaction Number
Enter the number of the transaction you want to print a letter
for.
Letter Type
Enter a valid letter type.
Date to be Sent
The default entry in this field is the current system date.
Overtype this with a different date, if required.
Reply Due
Only enter a value if the diary entry is required on the Diary
Action List.
If a number is entered, renewals are included on the Diary
Action List, e.g. if you enter 15, the renewals are individually
diarised 15 days from each renewal date. They appear
when due on the Overdue Transaction List as well as the
Diary Action List.
603
Core Back-Office 1
No. of Copies
Enter the number of copies of this letter that you want to
print, up to 9.
Executive
The executive selected in the Policy Level screen for this
client is automatically inserted in this field Overtype this with
spaces if this executive is not required.
Operator
Enter your operator code or leave blank. Entering a code
allows you to produce the letters in operator sequence
when printing them using the ‘Client Letter Print’ option.
If the ‘Client/Policy Details’ option is password protected, the first two characters of the password are
displayed; this can be amended.
Immediate Print
Enter “Yes” if you want to print this letter immediately, or
leave blank to store it for future printing.
Attention of
This allows selection of contact details when sending a
letter. It will display the default contact details, if there are
any entered. The Contact Information is held at client level,
not at policy level.
The default contact, if any, is shown in the Attention Of.
use F1 with the cursor in the Attention Of field to obtain the
Contacts Summary List screen where contact details can
be maintained and the preferred contact details for the
current letter can be specified.
be given and then the Contacts Summary List screen will
be shown.
3. Press RETURN to close this screen when you have completed these details.
A screen is then displayed showing a range of printing details. Check these, and make any
changes to them that you require.
See The Main Files chapter for details on using this screen.
4. Press RETURN to print/store the letter when you have amended the printing details as
necessary.
If you are storing the letter, use the ‘Client Letter Print’ option from the
Correspondence/Diary/Insurer Accounts menu to print it out at any convenient time.
604
If you are printing the letter, you can abandon the print before it commences by pressing ESC
ESC. The following message is displayed:
Printing Abandoned
Delete Diary Entry and Letter Request? Y/N
5. Enter “Yes” to delete all trace of this record from the system, or “No” to record the letter
request in the diary, and store the letter for future printing using the ‘Client Letter Print’ option.
The screen will re-display the original Policy Level. The letter will have been requested and
the diary page updated.
Where a chaser letter is being sent, the diary entry for the previous ‘due’ letter is marked
‘chaser sent’.
605

Core Back-Office Part 1 (BROOMS 15.20A)

Transcription

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