Vertafore – AFW

What is included in the conversion from AFW to Newton by Agency Systems?  If it is not listed it is not converted!

• Clients
  • Name, DBA, Address, City State Zip, Phone Numbers, Producer, CSR
  • Options
    • May exclude prospects.

• Client Contacts
  • Contact Name, Email, Phone (Office, Home, Cell as available)
  • We will create a contact from the client information in addition to normal contacts.  The theory being it is easier to remove a contact than add one.

• Polices
  • Basic policy information is common to all policies including effective/expiration dates, policy number, producer, class, transaction
    • NOTE: Duplicate policy numbers are not allowed in Newton.  Common quote numbers like TBA, Pending, TBD, etc. are changed to add a unique number to the existing number.
    • Policy numbers shared among more than 1 client must be changed prior to conversion.  Recommend adding the client number to the end of the policy number.
  • Premium is populated in the Estimated Annualized Premium field in Newton.
    • NOTE: This premium does not hit the general ledger
    • NOTE: Installment premiums are not included
  • Data will be converted going back 5 years

• Sticky Notes
  • Converted into the Newton Customer Notes
• TFiling/History
  • Converted into the Newton activity tab. (data comes from the AFW_Transaction table)
  • Also convert Policy Notes as part of the transaction history. This data appears in the Activity link on the Basic Tab. (data comes from AFW_LongHistRemark table)

• Suspense
  • Convert into Newton Suspense items by customer and maintain the open/closed status.

• Letters
  • Converted to Newton Attachments as text files.
  • Form letters are not converted.
• Images/Attachments
  • Documents including email attachments are converted to the Newton Attachments.
  • Documents are linked to Policy Activity on the Newton Basic Tab when a policy is involved.
  • IF attachment files or blobs are encrypted they must be decrypted by the vendor or cannot be converted.

• Claims
  • Basic claims information including payment items are converted into Newton Claims.

• Download Risk
  • We import the archived download files which can be viewed under the DL Risk tab in Newton and can be used to create applications. This gives you a good deal of risk information for those companies with which you download.
    • NOTE: Initial loads are recommended for carriers for which you will have download functionality.
• Drivers, Vehicles
  • We convert schedules of these items from all active policies to the Basic Tab in Newton with details like VIN, License, Name, Make, Model, Limits, etc.This data can be used to fill applications.
  • We do not convert any data to the Newton Basic Tab Property section.
• Certificates
  • We do NOT convert each certificate; this is counter productive in the Newton system.
  • We do convert each holder WITH special wording and attach to the policy.  This allows you to create a single certificate and attach all the holders from a specific policy.  Refer to training for more information.

Basic Setup Items

• Companies
  • Name, Address, Phone Numbers.
  •  All companies set to direct bill by default; Can set all companies to agency bill

• Classes / Lines of Business

• Producers / Staff
  • Converted directly using the codes from AFW.
    • Options
      • Missing producers are defaulted to code “HOU” (House)  You may specify a different default code.

     

    • Note: Where a user may be listed as both a user and a producer the user code will be retained and the producer code will be marked inactive in Newton. Newton only uses a single code whether the position is sales or support.

• Transaction Codes
  • Transaction codes do not employ a cross-reference list as they are relatively standard and are converted directly. (New, Renewal, Endt, Cancel, Etc.)