360 Accounts Manual

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Management Guide

January 2013

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Lifecycle Office

Contents Page Number

Introduction 5

Logging Into Accounts 6

Setting Up Your Company Pay Scheme 6

Set Up An Advisor Pay Scheme 7-9

User Details 7

Agency Details 7

Roles 8

Client Access 8

Diary Views 8

Appointment Locations 9

Refer and Transfer Permissions 9

Performance Explorer 10-17

Using Performance Explorer 11

KPI Data 12

Lender Spread 13

Product Spread 14

Opportunities 15-16

Set Sales Targets 16

Best Practice Levels 17

Campaign Manager 18

Accessing Campaign Manager 18

Using Campaign Manager 18

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Introduction

The object of this manual is to provide you with the necessary navigational support to successfully use

and utilise the Accounts module. The Accounts module allows you to set up your company(s) pay

structure rules and exceptions as well as import commission files straight from the Intrinsic Officeweb

System into your Practice Management System.

Logging into Accounts

To log into accounts you will need to have the accounts module installed onto your computer. If you

do not have accounts installed please contact the Support team to obtain installation details.

With accounts installed onto your computer double click on the ‘360 Lifecycle - Accounts’ icon on your

desktop.

Once you have double clicked on the icon the accounts login screen will appear. Enter your username

and password and click on the ‘Login’ button. Your username and password is the same that you log

into your Practice Management System with.

Once you have selected ‘Login’ you will be taken to the accounts landing screen. If you have access to

more than one company(s) accounts you will be asked to select the company you wish to log into from

a drop down menu.

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You can only login to one company(s) accounts per login. To login to more than one company(s)

account you will need double click back to your ‘360 Lifecycle - Accounts’ icon and log in again,

selecting the other company in the drop down. If logged into more than one company(s) accounts you

can track the company you are working on from the Accounts Header at the top of the accounts

screen.

Once logged into the accounts system you are taken to the landing screen.

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Setting up your company Pay Scheme

The first thing you may do when logging into the accounts system for the first time is set up your

company pay scheme(s). You can set up pay schemes in the accounts system for advisors, introducers

and business partners as well as setting up standalone account schemes.

To set up your pay scheme navigate to the ‘Pay Scheme Configuration’ under the Accounts menu.

This will open the Pay Scheme Configuration page:

Setting up an advisor pay scheme:

To set up a pay scheme for an advisor ensure that the ‘Advisors’ tab is selected from the Pay Scheme

Configuration page. Advisor names seen here are pulled from staff member maintenance in your

Practice Management System. If you are logged into a particular company’s account only staff members

who are assigned to this company will be shown in the list.

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1) Select the advisor who you want to set up the pay scheme for and click on the green ‘+’ button.

2) This will bring up Pay Scheme Configuration page:

Give the pay scheme a name that

identifies it to you.

Describe the pay scheme in the

description field.

Select the statement frequency.

Period stands for a monthly

frequency and date range is where

you can specify a date of either a

banking date or a statement date.

If the advisor is employed you can

choose whether to include their

salary and the amount within their

pay scheme.

Select an effective ‘from’ date for

your scheme. This is usually the

beginning/end of the next month.

Select your pay scheme type. For a

detailed description of each type

please see the next page.

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Stepped Rate Pay Scheme:

General:

To set up a stepped pay scheme select ‘Stepped Rate’ from the ‘Pay Scheme Configuration’ page and

click ‘Next’, ensuring all information in the rest of the configuration page is entered before.

A stepped rate pay scheme is based on how much commission in total is received by an advisor. If you

wish to specify certain commission exceptions you can do this at a later stage of the stepped rate pay

scheme set up. Please note that commission splits get taken into account before the stepped rate pay

scheme is applied.

Example:

Once you have clicked ‘Next’ on the Pay Scheme Configuration page you will be taken to the ‘Stepped

Bands’ page.

The following Stepped Rate Scheme example is based on the following criteria:

- For an advisor you want to pay them 50% for all commission up to £4000.

- For all commission from £4000 to £8000 you will pay them 55%.

- For all commission thereafter you will pay them 60%.

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Stepped Bands:

1) To begin your stepped band set up

leave the ‘From’ field at £0.00

2) In the ‘To’ field add £4,000.00

3) As you want to pay your advisor

50% for commission between

these values add 50.00% to the

‘Percentage Rate’ field.

4) Once you are happy with this

criteria click on the ‘Add’ button to

drop the first stepped band into

your scheme builder below.

1) For the next stepped band rate we

have specified that for all

commission between £4000 and

£8000 the advisor will get 55%

2) Because the ‘From’ value cannot

match the ‘To’ value we have

added in the stepped rate shown

above add ‘£4000.01’ in the ‘From’

field. This will ensure that the

second stepped band does not

overlap the previous stepped

band.

3) In the ‘To’ field add the value

‘£8000’

4) In the ‘Percentage Rate’ field add

’55.00%’ as this how much the

advisor will receive for any

commission between this value.

5) Click ‘Add’ to drop the second

stepped band into the scheme.

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1) For the last stepped band rate we have

specified that for anything over £8000

the advisor will receive 60%.

2) Add £8000.01 to the ‘From’ field, again

added the .01 value to prevent any

overlapping of band values.

3) For the scheme to identify that any

commission over £8000 is set at 60%

add a value in the ‘To’ field that will not

likely be reached by the advisor. In this

example £100,000.00 has been added.

4) Add 60% to the ‘Percentage Rate’ field

and select ‘Add’ to complete your

stepped band set up.

Pay At Highest Band Rate

Now that you have set up your stepped band rates you can select if you want to pay the advisor at the

highest band rate or not.

By selecting to ‘Pay at Highest Band Rate’, and based on the above example, you are telling the system

that if the advisor receives £6000 commission, all of this is to be paid at 55%.

If you do not select the ‘Pay at Highest Band Rate’ and the advisor receives £6000 commission (again

based on the above example), the first £4000 will be paid at 50% and the remaining £2000 will be paid

at 55%

Once you have set up your stepped bands and ticked whether or not to pay the advisor at the highest

band rate, click on the ‘Next’ button to proceed with the stepped rate pay scheme.

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Stepped Payment Types:

Here is where you select and choose which payment types to include or not include in the stepped rate

pay scheme. Please note that if a payment type is not selected then the advisor will not be paid for that

payment type. You will not need to always include all payment types, just the ones that an advisor can

receive.

1) Select the Payment Type that

you are going to include in the

advisors stepped rate pay

scheme and select if this

payment type is to be included

in the Stepped Scheme or not.

2) Choose whether you are to

include this payment type in

the stepped scheme or not.

(Please refer to ‘To include in

stepped scheme or not? for an

explanation on what this

means

3) Once happy with your

payment type selection select

‘Add’ to drop it into your

stepped payment types

builder.

4) Once all payment types an

advisor is likely to receive have

been added to the stepped

payment type builder, select

‘Next’ to proceed with the rest

of the pay scheme set up.

To include in stepped scheme or not?

By choosing to include a payment in the stepped scheme (the details you have just set up in the previous

screen) you are telling the system that this selected payment type is to be treated within the stepped

band rates you have specified previously. In this instance you will not select a ‘Percentage Rate’ as you

have already detailed percentage rates in the stepped band settings.

To select that you are going to treat a particular payment type outside of the scheme (it may be that as

an incentive for that month you are going to give a higher percentage rate for all admin fees received)

you are telling the system that if the advisor receives a commission relating to that particular payment

type that it needs to be treated outside of the stepped band rates you have created on the previous

screen.

In this instance you will select a ‘Percentage Rate’ that the advisor will receive for receiving this

particular payment type.

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For example, if you select to exclude Admin Fees outside of the stepped scheme at a percentage rate of

20% and the advisor receives an admin fee, the system will calculate a 20% return for that advisor based

only on the amount of that admin fee.

Bonus (Stepped Rate Pay Scheme)

To add a bonus scheme to your Advisor’s stepped rate pay scheme select to ‘Include Bonus’ and then

select ‘Add Bonus Scheme’.

To demonstrate setting up a bonus scheme the following example is going to be used:

- The bonus scheme is going to be a GI Bonus Scheme. Where an advisor receives over £10,000

of GI commission and/or GI renewals for the year to date, the advisor will be awarded a

percentage rate of 3%.

1) Give the bonus a name that distinguishes

it to you.

2) Select the payment types that you wish to

include in the bonus scheme.

3) Select the time period for the bonus

scheme to cover. Year to Date works from

the first month of the year to the current

date, only included months where

bankings were completed. Current

Financial Year is based on the criteria you

set in the period maintenance. Please click

here to see more on this. Previous Months

– here you can specify an exact number of

months for the bonus scheme to cover.

Please note that previous months will only

include months that were banked. Please

also note that the bonus percentage rate

will only ever be applied if the advisor hits

the target within the period you have

saved.

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Lastly you need to fill in the commission amounts the advisor needs to meet to receive the bonus.

Using the example on the previous page the advisor has to receive £10,000 of GI Commission/GI

Renewal to be awarded a 3% bonus.

1) Add £10,000 to the ‘From’ value.

2) If the advisor only has to reach

£10,000 then in the ‘To’ field add a

value that the advisor is unlikely to

achieve.

3) Add the ‘Percentage Rate’ and

select ‘Add Band’.

Once you are happy with your bonus set up, click on the ‘Next’ button to proceed to the final stages of

the stepped rate pay scheme configuration.

Please note that when adding a bonus scheme the scheme will be applied each time you do a banking.

If you only want to add a one off adjustment to your advisors pay scheme please refer to…

Regular Adjustments (Stepped Rate Pay Scheme)

If there are particular fees that you need to take off each month for an advisor, eg, Network Fees,

Pension or Healthcare Fees, Laptop hire, etc, you can set this up in the Regular Adjustment section of

the stepped rate pay scheme configuration.

1) Give the regular adjustment a

description

2) Select a category for the regular

adjustment. Categories are

populated here from the Category

maintenance. Please click here to be

taken to Category maintenance.

3) Select whether you are going to take

a fixed value each month or if you are

going to take a percentage a

particular payment type received by

the advisor.

4) Select ‘Add’ to drop the adjustment

to the adjustment builder.

5) Once you have added all of your

regular adjustments click ‘Finish’ to

complete your Stepped Rate Pay

Scheme Configuration.

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