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Policy Status

The Policy Status indicates the current standing of a specific policy term. Because status is associated with the Term, each term can have a different status.

💡 Why Use This

Policy Status controls how the system treats a policy in reports and payment processing:

  • Active policies appear in the Accounts Receivable report as expecting payments.
  • Terminated policies use the Termination Date to determine whether outstanding payments are still tracked.
  • Inactive policies allow trailing payments to continue posting without treating the policy as fully open.

🗺️ How to Access

Policy Status is a field in the policy window. Open any policy and locate Status (this term): in the Dates & Billing group.

Status Definitions

  • Active — The current, in-force term.
  • ActiveNew — Optional manual status for a newly written term.
  • ActiveRewrite — Optional manual status for a rewritten or replaced term.
  • Expired — Automatically set by the system the day after the Renewal Date.
  • Inactive — For cancelled policies where trailing payments are still expected.
  • Prospect — For policies not yet sold.
  • Terminated — For cancelled policies where no further payments are expected.

Policy Term Status Example

Termination Logic & Accounts Receivable

Policies marked Terminated use the Termination Date to filter the Accounts Receivable report:

  • Billing month is the termination month, or later — Hidden from A/R (marked as no longer owed). Commission Tracker compares months, not days: a Termination Date of 07/31 hides July.
  • Billing month is before the termination month — Appears in A/R as expected until it is paid.

When coverage ended on the last day of a month, enter the first day of the following month as the Termination Date so the last covered month stays owed (covered through 07/31, Termination Date 08/01).

Setting the Termination Date

There is no Termination Date box to type in. Commission Tracker asks for the date at the moment a policy's status changes to Terminated:

  1. Open the policy and set the Status dropdown to Terminated.
  2. Click Save. Commission Tracker asks you to Select The Termination Date — pick the date and click OK.

Once saved, the Status dropdown is replaced by red text reading Terminated: .

Changing the Termination Date

Because the date is only asked for when the status changes to Terminated, correcting an existing termination date takes two saves:

  1. Open the policy.
  2. Click the red Terminated: text next to Status — the Status dropdown comes back.
  3. Change the Status to Active (any status other than Terminated) and click Save.
  4. Change the Status back to Terminated and click Save. When Commission Tracker asks you to Select The Termination Date, pick the correct date and click OK.

The policy is now Terminated with the new date.

Many policies at once, or a date fix in one pass

Batch Edit sets or corrects a termination date in one pass, for one policy or many, without the two saves above. Select the carrier, agent or client, click Batch Edit on the policy grid, select the policies, set Policy Status to Terminated, pick the date in Termination Date (the box starts at today's date), and click Update. See Update Policies by Carrier or Update Policies by Agent.

🔧 Troubleshooting

I need to change the termination date on a policy but there is no date field. That is expected — see Changing the Termination Date above. Click the red Terminated text to get the Status dropdown back, save the policy as Active, then set it to Terminated again and enter the correct date when prompted. Or use Batch Edit to change the date in one pass (see the tip above).

A policy is showing as Expired when it should still be Active. Check that the Term Renewal Date is set correctly. The system automatically sets the status to Expired the day after the renewal date. If the date is wrong, correct it and re-save to restore the Active status.

I still have trailing payments coming in after a policy was cancelled — which status should I use? Use Inactive rather than Terminated. Inactive keeps the policy visible in A/R for expected trailing payments, while Terminated removes all future payment expectations.

Need help? Contact support@commission-tracker.com