Updating Claims

---

As you correspond with the carrier, and receive acknowledgements and/or payments, you need to update the claim to indicate that these events have occurred. There may also be times when you need to make corrections to the information in the claim. The process of updating claims is similar to that of creating a new claim, and can be done at any time.

The Claims page is set up so you can sort, organize, and update your claims as quickly as possible. By default, the claims are sorted by the claim number. You can sort the claims just by selecting the item to sort by from the Sorting drop-down list and then clicking the Apply button.

You can also use the page buttons to quickly get to the desired record or use the Goto box and enter the desired page number and click the Go button. The Goto box can also be used to locate the page that the desired claim is on. For example, if you had sorted by the company name and wanted to go to the page that had companies that started with the letter M, you just need to enter M in the Goto box and then click the Go button.

The following is a description of the Claims page.

Click the image above to view full-size

Opening a Claim

1. Click the Claims tab. The Claims page opens to Outstanding Claims.

2. Locate and select the claim to be updated. The Claim Properties page opens.

Searching for a Claim

The search feature is very useful if you have many claims, outstanding or closed, and you don't want to scroll through the list. The search covers all claims, regardless of the claim status.

1. Click the Find Claim shortcut. The Find Criteria window opens. You search for a claim by claim number, bill of lading date, or bill of lading carrier.

Click the image above to view full-size

2. Select one of the options by clicking the circle (called a radio button). The radio button is filled with a black dot to indicate the selected item.

3. In the Criteria box, enter the appropriate information.

4. Click the Apply button.

If a claim with the specified number, date, or carrier exists, the claim will be listed on the page. Otherwise, a message stating "You do not have any Claims that match your criteria." will be shown.

Filtering the Claim List

The filter feature can be used to perform comparison searches for claims. You can search for claims based on any field within a claim.

1. Click the Filter View shortcut. The Filter Criteria window opens.

Click the image above to view full-size

2. From the Field Name list, select the field on which you want to filter.

3. From the Operator list, select the search operator you want to use.

4. Select the sort order desired (Ascending or descending).

5. Select the concatenation desired (And or Or). This allows you to filter for claims that meet several requirements. See examples.

6. Move to the Criteria box and enter the search criteria.

7. Click the Add button to add the item to the search criteria.

8. Click the Run button to return to the Filtered Claims List. All claims matching the search criteria are displayed. The filter search criteria is displayed in the current window banner.

Examples:
To search for all of the claims that have a Claim ID that begins with LD, select Claim Number from the Field Name list, and select like (`?' - single or `*' - multiple) from the Operator list, and then enter LD* in the Criteria box. When you click the Run button, you are returned to the Claims page. Each claim that has a Claim ID that begins with the letters "LD" are displayed in the Claims page.

To search for claims that have been modified or created on 10/8/2003, select Date Created from the Field Name list and select = (value is equal to) from the Operator list, and then enter 10/8/2003 in the Criteria box. When you click the Add button, The search criteria is shown in the Show me all claims where section. Select Last Modified from the Field Name list, then select = (value is equal to) from the Operator list, Select Or for Concatenation and then enter 10/8/2003 in the Criteria box. Click the Add button and then click the Run button. Each claim that has been last modified on or created on 10/8/2003 are displayed in the Claims page.

Updating Loss and Damage Claims

1. Click the claim to be updated. The Claim Properties window opens with the selected claim.

Claim Activities

Acknowledgement

2. If you received an acknowledgement for this claim, click the Activities tab and move to the Acknowledged box to enter the date on which you received the acknowledgement.If the carrier assigned a claim ID, enter this number in the Carrier Claim # box that is located in the Carrier area. The carrier has 30 days to provide a claim ID and to acknowledge a claim.

3. Click the Save button.

Claim Cancelled

4. If the claim has been cancelled, click the Activities tab and move to the Cancelled/Code box to enter the date on which the claim was cancelled.

5. Move to the box to the right of the Cancelled/Code box, and select the reason that best describes why the claim was cancelled.

6. Change the Status of the claim (upper right hand corner) to Closed.

7. Click the Save button.

Claim Rejected

8. If the claim has been rejected, click the Activities tab and move to the Rejected/Code box to enter the date on which the claim was rejected. You can use the calendar button to open the calendar and select the appropriate date.

9. Move to the box to the right of the Rejected/Code box, and select the reason that best describes why the claim was rejected.

10. Change the Status of the claim (upper right hand corner) to Closed.

11. Click the Save button.

Claim Denied

12. If the claim has been denied, click the Activities tab and move to the Denied/Code box to enter the date on which the claim was denied. You can use the calendar button to open the calendar and select the appropriate date.

13. Move to the box to the right of the Denied/Code box, and select the reason that best describes why the claim was denied.

14. Change the Status of the claim (upper right hand corner) to Closed.

15. Click the Save button.

Reprint Claim Form or Letter

16. If you need to re-print a letter, or regenerate a claim form, you can do so by removing the date from the appropriate box on the Activities tab. The Mailed box indicates when the claim form was generated.

17. Once the date has been removed, you must close the Claim Properties window, and regenerate the required document.

Diary

Select the Claim Diary tab to add or modify the claim diary notes. See "Diary Tab" for information on adding claim diary notes to a claim.

Entering Payments Received

1. Select the Payments tab to add information on payments you have received.

2. Click the Add Payment button to add a payment record. The New Payment dialog box opens.

Click the image above to view full-size

3. From the Payment Type list, select the payment type that best describes the payment received.

4. Move to the Payment Amount box and enter the dollar amount that was received for the claim. Do not enter the dollar sign.

5. Move to the Payment Date box and enter the date on which the payment was made.
OR click the Calendar button and select the date from the calendar.

6. Move to the Check Number box and enter the check number for the payment you received.

7. Move to the Check Date box and enter the date of the check.
OR click the Calendar button and select the date from the calendar.

8. Move to the Trans Number box and enter the transaction number from the batch payment.

9. Move to the Trans Date box and enter the transaction date for the batch payment.
OR click the Calendar button and select the date from the calendar.

10. Move to the Trans Type box and enter the transaction type for the payment - P for Payment or R for Reimbursement. If the type is R, the reimbursement amount is shown in the Reimbursement Amt box when the payment is saved. The reimbursement amount does not get applied towards the Outstanding Amt.

11. If the payment has not been verified, remove the check mark from the Verified box.

12. Move to the Comments box and enter any comments associated with the payment.

13. Click Save to return to the Claim Properties window.

You can modify an existing payment by selecting the payment. Make the required changes in the Payment Properties dialog box and click Save to return to the Claim Properties window.

You can delete an existing payment by selecting the payment and clicking the Delete button in the Payment Properties dialog box. A confirmation dialog displays asking if you are sure you want to delete the record. Click OK to delete the record, or Cancel to keep the record. You are returned to the Claim Properties window.

After you've made the required updates, click the Save button to close the Claim Properties window and save the updated information. If you need to cancel the changes you've made, simply click the Cancel button and the window is closed.

NOTE: Any changes made in Shipping Products, Credit/Debit, Documents, Activities, Diary, or Payments are NOT cancelled by clicking the Cancel button. You must manually undo any changes you've made in these sections.

Updating Overcharge Claims

1. Click the claim to be updated. The Claim Properties window opens with the selected claim.

Claim Activities

Acknowledgement

2. If you received an acknowledgement for this claim, click the Activities tab and move to the Acknowledged box to enter the date on which you received the acknowledgement. You can instead use the calendar button to open the calendar and select the appropriate date. If the carrier assigned a claim ID, enter this number in the Carrier Claim # box that is located in the Carrier area. The carrier has 30 days to provide a claim ID and to acknowledge a claim.

Claim Cancelled

3. If the claim has been cancelled, click the Activities tab and move to the Cancelled/Code box to enter the date on which the claim was cancelled. You can instead use the calendar button to open the calendar and select the appropriate date.

4. Move to the box to the right of the Cancelled/Code box, and select the reason that best describes why the claim was cancelled.

Claim Rejected

5. If the claim has been rejected, click the Activities tab and move to the Rejected/Code box to enter the date on which the claim was rejected. You can instead use the calendar button to open the calendar and select the appropriate date.

6. Move to the box to the right of the Rejected/Code box, and select the reason that best describes why the claim was rejected.

Claim Denied

7. If the claim has been denied, click the Activities tab and move to the Denied/Code box to enter the date on which the claim was denied. You can instead use the calendar button to open the calendar and select the appropriate date.

8. Move to the box to the right of the Denied box, and select the reason that best describes why the claim was denied.

Reprint Claim Form or Letter

9. If you need to re-print a letter, or regenerate a claim form, you can do so by removing the date from the appropriate box on the Activities tab. The Mailed box indicates when the claim form was generated.

10. Once the date has been removed, you must close the Claim Properties window, and regenerate the required document.

Diary

Select the Claim Diary tab to add or modify the claim diary notes. See "Diary Tab" for information on adding claim diary notes to a claim.

Entering Payments Received

1. Select the Payments tab to add information on payments you have received.

2. Click the Add button to add a payment record. The New Payment dialog box opens.

Click the image above to view full-size

3. From the Payment Type list, select the payment type that best describes the payment received.

4. Move to the Payment Amount box and enter the dollar amount that was received for the claim. Do not enter the dollar sign.

5. Move to the Payment Date box and enter the date on which the payment was made. You can instead use the calendar button to open the calendar and select the appropriate date.

6. Move to the Check Number box and enter the check number for the payment you received.

7. Move to the Check Date box and enter the date of the check. You can instead use the calendar button to open the calendar and select the appropriate date.

8. Move to the Trans Number box and enter the transaction number from the batch payment.

9. Move to the Trans Date box and enter the transaction date for the batch payment.

10. Move to the Trans Type box and enter the transaction type for the payment - P for Payment or R for Reimbursement. If the type is R, the reimbursement amount is shown in the Reimbursement Amt box when the payment is saved. The reimbursement amount does not get applied towards the Outstanding Amt.

11. If the payment has not been verified, remove the check mark from the Verified box.

12. Move to the Comments box and enter any comments associated with the payment.

13. Click Save to return to the Claim Properties window.

You can modify an existing payment by selecting the payment. Make the required changes in the Payment Properties dialog box and click Save to return to the Claim Properties window.

You can delete an existing payment by selecting the payment and clicking the Delete button in the Payment Properties dialog box. A confirmation dialog displays asking if you are sure you want to delete the record. Click OK to delete the record, or Cancel to keep the record. You are returned to the Claim Properties window.

After you've made the required updates, click the Save button to close the Claim Properties window and save the updated information. If you need to cancel the changes you've made, simply click the Cancel button and the window is closed.

NOTE: Any changes made in the Shipping Products tab, Overcharge Items tab, Documents tab, Activities tab, Diary tab, or Payments tab are NOT cancelled by clicking the Cancel button. You must manually undo any changes you've made in these sections.

Writing-Off Claims

You can automatically write-off claims that are closed with an unpaid balance; you do not need to enter any information in the Write-off box. The write-off amount is calculated when you close an unpaid claim.

1. Verify that the payments received are less than the total of the claim, then change the status of the claim to CLOSED.

2. Click the Save button to close the claim form. The unpaid amount is written off.