Processing Carrier Downloads: Direct Bill Statements

Processing Direct Bill Commission Statements
In Momentum AMS, processing Direct Bill Commission Statements from carrier downloads ensures that commission and premium data for direct-billed policies is accurately recorded and reconciled. Unlike policy change downloads, which update policy data for endorsements, cancellations, or renewals without payment information, direct bill statements include payment and commission details from the carrier.

Merging and reconciling these statements keeps your commission records accurate, reduces manual entry, and helps identify discrepancies early. This article explains how to locate, merge, and reconcile direct bill commission downloads, as well as best practices for resolving unmatched transactions.

Steps

Step 1: Access Carrier Downloads

Go to Downloads → List of Sessions.
Locate sessions labeled as Direct Bill.
Click Actions → View and Merge next to the session.

Step 2: Select Transactions

Review the list of transactions within the Direct Bill statement.
Select the checkboxes on the left for each transaction you want to process.
From the Action column, choose Merge and Create DB Statement.
This links the commissions to the correct policies and generates the Direct Bill commission statement.

Step 3: Understanding Matches

The system will attempt to match transactions based on the insured name and any previous aliases stored in Momentum AMS.
If there is no match, the system will display Add to the left of the transaction. This means the insured and/or policy was not located based on the spelling submitted by the carrier.
If you know the insured is already in the system and there was not a previous download linked to it, use the Match to Insured dropdown to manually match the transaction to the correct insured.
If you proceed without matching, you may still process the commission, but the download data will be incomplete and will not provide the full insured and policy details.
Recommendation: Always ensure the insured and the corresponding policy for that term are entered into the system before processing any Direct Bill commission download.

Step 4: Reconcile the Statement

Once you create the DB Statement, the agency commission is automatically reconciled.
You can view all reconciled statements by going to Miscellaneous → Accounting Items → Agency Statements.
These statements are identified using the format:
DB_NAME OF CARRIER_DATE AND TIME.

Best Practices

Merge and reconcile daily or weekly to avoid backlog.
Verify that policies are set to the correct billing type before reconciliation.
Standardize carrier policy number formats in Momentum AMS to improve matching accuracy.
Keep a log of reconciled statements for audit and compliance purposes.