PRACTICAL GUIDE
Agency bill reconciliation in Sagitta
To reconcile agency-bill carrier statements in Sagitta, compare the carrier's individual charges and credits with the agency's invoices, insurer payables, and payment history. Confirm the payee, division, billing basis, and dates before matching amounts. Use the report evidence to resolve differences, then review the selected items and proposed settlement through the agency's payment controls.
Confirm the payee before comparing the statement
Sagitta distinguishes a Payee Code from an Insurer Code. Vertafore documents that one payee can be associated with multiple insurers. The payee's payment method also affects the due-date and account-current workflow. Map the statement account to its payee and insurer codes before selecting the accounting population. [1]
Start by recording the carrier account or agency code, payee, relevant insurer codes, division, currency, and statement cutoff. Check the documented arrangement for account current or company statement billing. Keep that settlement arrangement separate from whether the statement displays current activity, all outstanding items, or both.
If a statement combines several insurer codes, map each code to the relevant agency records before totaling. Preserve that mapping with the reconciliation. Review each entity and account separately, then combine the mapped amounts for the statement comparison. Keep the allocation of any payment visible at both levels.
Use the right Sagitta reports for billing and payables
The Invoice Transaction Register covers printed and posted agency-billed or company-billed invoices. Its documented route is Accounting > Production Reports > Miscellaneous > Invoice Transaction Register. For this review, select the relevant agency-billed population and detail output; its date range uses invoice entry dates. [2]
| Report or page | Useful evidence | Review step |
|---|---|---|
| Invoice Transaction Register | Invoice, policy, transaction, premium, and commission detail. | Trace the invoice through its payment history. |
| Accounts Payable on File | Invoiced transactions payable under the selected criteria. | Review the selections and settlement status of each item. |
| Insurance Payable Ledger Report | Insurer and producer payables created in the selected period. | Separate paid and unpaid items using settlement history. |
| Clients Receivable Ledger/Display | Client activity and invoice-level payable investigation. | Keep customer collection separate from carrier settlement. |
Vertafore's insurer-payment procedure starts with an accuracy review of Accounts Payable on File. The Insurance Payable Ledger Report includes both paid and unpaid payable activity. Trace settlement history to identify what remains due, then review the eligible items and selected amounts before preparing the payment. [3, 4]
Export the data and preserve the control totals
Sagitta's documented report Export option produces XML for use in a spreadsheet. CSV output requires the relevant personalization, and export availability varies by report. Select the available format for the report being used and record that choice with the extraction settings. [5]
The export documentation says XML output omits the cover page and grand totals. Keep the rendered report as control evidence and calculate totals in the working sheet. Compare the exported row count and relevant sums with the report before beginning a match. [5]
Preserve identifiers as text, including leading zeros in division, department, policy, and invoice references. The documented CSV workflow can prefix some leading-zero codes with a circumflex. Keep an untouched source column and normalize only in a comparison column so the original value remains recoverable. [5]
Create a field map for each report in the review. Record the invoice reference, payee, division, dates, amount fields, and status columns available in the output. Trace an exported row to its source record and note whether related payment rows or repeated totals need separate treatment.
Treat date selection and payment status as separate checks
The Insurance Payment Process page uses starting and ending payable dates and distinguishes pay date from release date. It also includes choices for held items, binders, and agency versus company items. Those choices can change the visible population. [6]
That selection differs from the Invoice Transaction Register's entry-date range. Compare the invoice entry, effective, payable, and payment dates when a record appears in one output and is absent from another. Preserve both report selections and explain which date puts the item into each population.
Maintain the original cutoff while investigating subsequent activity. For example, if a September 30 statement still lists an item paid October 2, record the October payment as later evidence. Preserve the September balance and connect it to the subsequent settlement so both positions remain clear.
If a known payable is absent from the payment process, investigate whether it is already selected for payment, excluded by the date or status settings, or associated with another vendor or division. Preventing a second settlement matters as much as finding an unpaid item.
Define the amount and sign conventions in your worksheet
Keep original premium, agency commission, net obligation, applied payments, and outstanding balance in separate analytical columns. Link payment detail to its invoice reference, and count each applied payment once when it also appears in an invoice-level total.
Use a known charge, a known return credit, and a known partial payment to establish how the actual export represents each event. Preserve the raw sign. In the worksheet below, positive values represent amounts owed to the carrier and negative values represent credits reducing that amount.
Document the worksheet calculation beside the source field and transaction type. Include reversals and beginning balances in the mapping when present. Check the resulting movement against the underlying record, then apply that treatment consistently across the file. Retain parentheses and debit or credit labels in the raw source.
Check a commission difference against the applicable agreement and transaction evidence. Identify the rate, commissionable base, fee treatment, or adjustment responsible for the variance. Record the supporting document and proposed correction before changing the agency or carrier amount.
Worked example: distinguish activity from the unpaid amount
Start with the net obligations, then deduct the payments applied to each invoice. The amounts below include no separate taxes or fees, and the prior payments are allocated to the references shown.
| Reference | Original net obligation | Applied payment | Remaining amount | Carrier statement amount |
|---|---|---|---|---|
| SG-601 | 6,290 | 2,000 | 4,290 | 4,290 |
| SG-602 | 1,530 | 1,530 | 0 | 1,530 |
| SG-603 credit | -255 | 0 | -255 | -255 |
| Total | 7,565 | 3,530 | 4,035 | 5,565 |
The agency's remaining amount is $4,035: $7,565 of net obligations less $3,530 of applied payments. The carrier statement shows $5,565 because SG-602 still appears for $1,530. Trace the earlier payments before preparing the remittance, with particular attention to that $1,530 difference.
Trace SG-602's $1,530 payment through its reference, payee, bank evidence, carrier allocation, and relevant dates. If the carrier has yet to apply it, record that exception and obtain confirmation of the settlement treatment. Keep the original statement row linked to the payment evidence and follow-up history.
If the agency payment was reversed or sent to the wrong account, the conclusion changes. Keep the statement amount, agency position, and proposed remittance distinct until the evidence supports the authorized action.
Investigate the underlying invoice when a row does not match
The Clients Receivable Ledger/Display provides invoice-level investigation tools, including A/P Bal and Payables, and can show open, closed, or both types of items. Its Excel option exports the displayed ledger. Use it to trace an individual item after the broader comparison identifies the exception. [7]
- Match the policy or bond number with the correct term and transaction.
- Compare entry and effective dates, billing type, payee, and division.
- Separate premium, commission, tax or fee treatment, and the carrier's net amount.
- Trace prior payments, credit applications, reversals, and items already selected for settlement.
- Record the evidence needed, responsible owner, next action, and follow-up date.
When a row maps to several possible invoices, keep it on the exception list until the documents distinguish them. If several rows belong to one transaction, document the grouping and preserve the individual references. Give the reviewer both the original detail and the combined amount used in the comparison.
Keep review, correction, and payment as distinct actions
The documented Insurance Payment Process route is Accounting > Accounts Payable > Payments > Insurance Payment Process. Review its selected items and payment amount before taking an action. Vertafore describes Pay All as posting valid selected items and potentially changing the check amount to their total. [6]
Complete the reconciliation before performing payment actions. Obtain the agency's approval for the selected items, exceptions, amount, and remittance details. Follow the authorized procedure for any invoice or commission correction; retain its explanation instead of overwriting the comparison history.
After settlement, inspect the updated payable position and retain the statement, raw reports, mapping, exception log, approval, and payment evidence together. Carry open items into the next cycle under the same reference, with their prior work attached. Add new evidence and follow-up decisions to that history each month.
Bring a sample export to the review
Running Applied Epic, HawkSoft, or EZLynx? Send us a sample export and we'll tell you what it takes.
Common questions
- How do I use Insurance Payable Ledger when preparing a payment?
- Use it to review the payable activity, then trace the settlement history. The report includes paid and unpaid payables. Identify the remaining amount and current eligible population, resolve exceptions, and obtain approval for the selected items before preparing the payment.
- Why does the exported spreadsheet differ from the printed report?
- The documented XML export omits the cover page and grand totals. Recalculate totals from the appropriate detail and compare the same filters. Also check identifiers, numeric conversion, and whether your agency uses XML or personalized CSV output.
- What should I keep with each unresolved difference?
- Keep the statement row, agency invoice or transaction reference, payee, amount, relevant dates, and evidence already reviewed. Add an owner, next action, and follow-up date. Carry the same reference into the next period so the payment history and correspondence stay connected.