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Policy/Transaction File Layout

The key is Policy ID (policy number). It is possible to have more than one record per policy number. Each record will be imported into the system as is. It is your responsibility to make sure that no duplicates are included in the source file.

Not all fields are necessary; however it is advisable to supply us with as much information to ensure accuracy.

The format can either be a fixed length text (ASCII) or Microsoft Excel. If the extension of the file is “XLS”, the file is assumed to be in Excel format. Otherwise, it will be opened as standard text file.

If the File is sent on tape or diskette, please affix an external label with the following information:

Company Name

Contact Person who Created File

Phone Number of Contact Person

Number of Records

Detail Record
Column	Field Name	Size	Type	From	To	R	Description
A	Policy ID	20	A	1	20	Y	Unique Policy ID.
B	New Policy	1	A	21	21	N	N = New Policy If this record is marked as new policy, and there is an existing policy in the database with the same policy number, a new record will not be created. Instead, all information of the existing policy will be updated according to this new policy information. If this record is not marked as new policy but there is not existing policy in the database under the same policy number, then a new policy record will be created.
C	New Business Period	08	N	22	29	N	New Business Period. If Column B is marked as new policy but Column C is not specified, then this policy will be added to the current APL new business period. YYYYMMDD
D	Policy Status	1	A	30	30	Y	A = Active (In forced) P = Pending L = Lapsed C = Chargeback T = Terminated (Cancelled) O = Other
E	Application Date	08	N	31	38	N	Policy submission date YYYYMMDD
F	Effective Date	08	N	39	46	Y	Policy effective date YYYYMMDD
G	Cancellation Date	08	N	47	54	N	Policy cancellation date YYYYMMDD
H	Product	50	A	55	104	*	Product description and/or plan code. Required if Column B is “N”
I	Collected Premium	10	N	105	114	N	Collected premium, right justified $1,234,567.89 = 1234567.89 ($123,456.78) = -123456.78 (Reversals)
J	Commissionable Premium	10	N	115	124	Y	Commissionable premium, right justified $1,234,567.89 = 1234567.89 ($123,456.78) = -123456.78 (Reversals)
K	Payment Months	02	N	125	126	Y	Number of months included in the premium
L	Writing Agent Bonus	10	N	127	136	N	One time writing agent bonus, right justified $1,234,567.89 = 1234567.89
M	Writing Agent ID	20	A	137	156	Y	If Column B is not “N” and the policy exists, the existing writing agent information will not be changed based on the data feed.
N	Payment Mode	1	A	157	157	Y	M = Monthly Q = Quarterly S = Semi-Annually A = Annually O = Other
O	Advance/As Earned	1	A	158	158	Y	A = Advance E = Earned If Column B is not “N”, this field is not used
P	Renewal Period	08	N	159	166	N	Renewal month of the transaction YYYYMMDD
Q	Paid-To Date	08	N	167	174	Y	Transaction Paid-To Date
R	Policyholder ID	11	A	175	185	*	Social security number of policyholder or other unique ID. Required if Column B is “N”
S	First Name	50	A	186	235	*	Policyholder’s first name. Required if Column B is “N”
T	Middle Init.	01	A	236	236	N	Policyholder’s middle name initial.
U	Last Name	50	A	237	286	*	Policyholder’s last name. Required if Column B is “N”
V	Birth Date	08	N	287	294	N	Policyholder’s birth date. YYYYMMDD
W	Sex	01	A	295	295	N	M = Male F = Female
X	Home Address	50	A	296	345	Y	Home street address
Y	Home ZIP Code	05	N	346	350	Y	Home ZIP Code
Z	Phone	10	N	351	360	N	Phone number
AA	Fax	10	N	361	370	N	Fax number
AB	Cell	10	N	371	380	N	Cell phone number
AC	Email	50	A	381	430	N	Email address
AD	Mailing Address	50	A	431	480	N	Mailing address
AE	Mailing Address ZIP Code	05	N	481	485	N	Mailing address ZIP Code
AF	Group ID	20	A	486	505	N	Policyholder Group ID, if applicable
AG	Billing Type	02	A	506	507	N	CC = Credit Card BD = ACH LB = List Bill/Direct Bill
AH	Bill To	01	A	508	508	N	P = Policy G = Group
AI	Bill Recipient	50	A	509	558	N	Bill Recipient Name
AJ	Billing Address	50	A	559	608	N
AK	Billing Address ZIP Code	05	N	609	613	N
AL	Billing Recipient Phone	10	N	614	623	N
AM	Billing Recipient Email	50	A	624	673	N
AN	Bank Routing No.	09	N	674	682	N	Bank Routing No.
AO	Account No.	50	N	683	732	N	Bank Account No. / Credit Card No.
AP	Bank Account Type	01	A	733	733	N	Bank Account Type C = CHECKING S = SAVINGS
AQ	Expiration Month	02	N	734	735	N	Credit card expiration month
AR	Expiration Year	04	N	736	739	N	Credit card expiration year
AS	CVV	04	N	740	743	N	Credit card CVV
AT	Next Bill Date	08	N	744	751	N	YYYYMMDD
AU	Next Bill Amount	10	N	752	761	N	Next bill amount, right justified $1,234,567.89 = 1234567.89
AV	Next Commissionable Premium	10	N	762	771	N	Commissionable premium, right justified $1,234,567.89 = 1234567.89
AW	Options	250	A	772	1021	N	Other Options

Note

Help

For further assistance, contact APL customer support, or email Help@CommissionAccounting.com