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Example: Importing an Excel Carrier Statement

This walkthrough demonstrates how to import a carrier statement where the same policy number is used for multiple coverage types (Health, Life, and Dental). It also covers creating missing policies discovered during the import.

Before You Start

This example uses the Duplicate Policy Numbers feature. Verify it is enabled in Tools → Options Menu before following these steps.

💡 Why Use This

Follow this example when:

  • You are new to ICS — A step-by-step walkthrough helps you understand the full import workflow before running your first real import.
  • Your carrier reuses policy numbers across coverage types — The mapping steps here show how to distinguish duplicates using Policy Type.
  • Policies in the file don't exist in your database yet — This example covers the full Create Policies workflow triggered by import errors.

🗺️ How to Access

  1. Open the Carrier record.
  2. Click Import Carrier Statement.

Step 1: Initialize the Import

  1. Select your carrier from the list.
  2. Click the Import Carrier Statement button.

Import Carrier Statement Interface

  1. Upload your statement by selecting an existing file or clicking Paste to upload from your clipboard.

File Selection Dialog

See Selecting a File for Import for Cloud upload instructions.

Step 2: Mapping the Statement

Once the file loads into the lower grid, map the columns so the system knows how to read them.

  1. Click Add Map.
  2. Map the Policy # and Policy Type columns — this tells the system to use both values to distinguish between duplicate policy numbers.
  3. Map the Billing Date, Premium/Subscribers, and Commission columns.
  4. Click Accept.

Mapping Policy and Financial Columns

Step 3: Validating and Processing

  1. Enter a Receive Date, Check Date, and Check Number.
  2. Click Import.
  3. Review the import summary. In this example, 3 payments will fail because the policies do not yet exist in the database.
  4. Click Write Payments to proceed to the error resolution screen.

Import Summary Breakdown

Step 4: Resolving "Policy Does Not Exist" Errors

On the Import Carrier Statement Errors (ICSE) screen, you will see the failed payments.

  1. Review the error codes — they will show "Policy Does Not Exist."
  2. Click Create All Policies to launch the automated policy creation utility.
  3. Select your current import session and click OK.

Viewing Errors and Starting Create Policies

Step 5: Mapping for Policy Creation

The Create Policies screen opens. Map the columns needed to build a permanent policy record.

  1. Click Add Map.
  2. Map the Client Name, Origination Date, and Term Effective Date.
  3. Click Save. The data populates the upper grid.

Mapping Policy Header Data

Step 6: Refining and Finalizing Policy Records

Before creating the policies, verify the administrative details are correct.

  1. Double-click a row or click Edit Policies to open the policy editor.
  2. Adjust the Term Effective Date to match the current active term.
  3. Set the Primary Agent (if left blank, it defaults to "The House").
  4. Click Save.

Adjusting Policy Effective Date

  1. Once all records look correct, click Create All Policies. The records move from the "Pending" grid into your permanent database.

Step 7: Finalizing Payments

With the policies now in the database, the system can post the payments.

  1. Return to the Import Carrier Statement Errors (ICSE) screen.
  2. Confirm the "Policy Does Not Exist" error is no longer listed.
  3. Click Retry All Payments.

Retrying Payments After Policy Creation

The payments move to the Posted Successfully column. You can verify the new policies and their payment history from the main Policy List.

Final Policy and Payment Verification

🔧 Troubleshooting

Payments are still showing as errors after creating policies. Confirm the policy numbers in the newly created policies exactly match the policy numbers in the carrier file. If there is a mismatch (such as a prefix in the file), configure the Policy Number gear to strip the extra characters, then retry.

The wrong Primary Agent was assigned during policy creation. Open the new policy from the Policy List, update the Primary Agent field, and save. Then delete the posted payment from Payment History and retry from the ICSE screen so the commission is recalculated with the correct agent.

I need to undo this entire import and start over. Use Manage Import or Reconcile Session to reverse the session. Note that policies created during the Create Policies step must be deleted separately.

Need help? Contact support@commission-tracker.com