A Step-by-Step Guide to Reading the Client Transaction Screen in Applied Epic
The Client Transaction Screen in Applied Epic features many elements and key data points. But when looking at the screen, you may find yourself wondering, what do all these columns mean? What are these columns trying to tell me?
Each client screen tells its own story. Below we will shed light on how to effectively read that story so you can gain the information and insights you’re looking for. And before we dig in, let’s talk about how to view all of the columns we’ll cover in this blog. Be sure to click “Select Columns” at the top right of the Client Transaction Screen, then click the boxes of the items you want to view.
Interpreting the First Half of the Client Transaction Screen
Bill From Acct Code
This column tells you that this transaction originates from the client you are currently in, SECOFID-01 (the Lookup Code for Second Fiddle).
In the screenshot above, you’ll notice a transaction from LEGENDS-01 that is six lines down. This tells you that the client lookup code in Epic for LEGENDS-01 has an Agency Billed policy in which some of that premium was invoiced to the current client, Second Fiddle. Second Fiddle owes the amount of $2,812.00.
Accounting Month
Accounting Month is the month in which the transaction will take place (May 2025, in the above example).
Item #
Item # is this particular transaction’s identifying number. When running reports, you will see that number next to that transaction. You can click back to the client’s transaction screen to find it.
Inv #
Inv # is the number generated when you create agency bill transactions in the client’s transaction screen. Until you generate an invoice (Actions > Generate Invoice), any agency bill transactions you input will have the same Invoice number.
Trans Eff
Trans Eff date shows the date in which the transaction is effective. You’ll notice there are different dates for different transactions. For example Item # 2180 four rows down has a transaction effective date of 04/28/25. With an associated Trans Code of ENDT, a negative endorsement was effective on 04/28/25.
Trans
Trans code is what this transaction is for. Below is how to interpret this column’s codes. Keep in mind, though, that transaction codes could differ based on your agency’s setup when creating the codes.
- ENDT: Endorsement
- RETP: Return Premium
- PYMT: Payment from client
- NEW: New Business
- CFEE: Company Fee
- SLTX: Surplus Lines Tax
- AUDI: Audit
A/R Due
A/R Due is when this receivable is due, whether a client payment is needed by a certain date or a return premium is due back to client. This is the date that shows up on your Balancing Current Receivables and Aged Outstanding Current Balances reports.
Policy Number
Policy Number is the policy in which this transaction is associated with.
Bill
Bill will tell you if this transaction is Agency Bill (A) or Direct Bill (D).
Description
Description will tell you what the transaction is for.
PPE Pay Status
PPE Pay Status will either be a C or an O and only applies to Agency Bill transactions. The C means that the accounting manager has pulled that transaction into a Premium Payable Statement in the General Ledger, Reconciliation area. An O means that the accounting manager has not pulled it into a statement yet. The C does NOT mean that the payable was paid.
TIP
To find out if the payable was paid, double click that transaction and navigate to the premium payable tab. Be sure to select columns and add GL Type and GL Refer # so you can reference them. If there is no GL Type and no GL Refer #, that means the payable was not paid:
If there is a GL Type and GL Refer #, the payable was paid (see the second screenshot below).
The GL Type and GL Refer # tells you that the accounting manager has paid that statement and entered the receipt or disbursement. For GL Type, D stands for Disbursement and R stands for Receipt (R would come into play for a negative transaction since we would be waiting on a refund/receipt from the carrier). GL Refer # itself tells you what refer number that Disbursement or Receipt belongs to.
Amount
Amount is the amount of the transaction.
TIP
To see the commission amount, double click the transaction and navigate to the Agency or Pr/Br Commission tab.
A/R Balance
A/R Balance first check to ensure all credits to debits are applied correctly in the client transaction screen. If this is a positive amount, the client owes you money. If this is a negative amount, you owe the client money or carrier money (if agency does sweeps). If the amount is $0, we are in balance with the client for that transaction. If it is blank, that means it’s a transaction for Direct Bill.
DB Balance
DB Balance is the balance on a direct bill transaction. When the balance is $0, the transaction has been reconciled in the General Ledger, Direct Bill Reconciliation area. If there is an amount in this field, that means that the direct bill transaction needs to be pulled into a statement for a direct bill reconciliation or it was entered in by mistake and needs to be reversed. If it is blank, it is not a DB (direct bill) item.
TIP
If the amount is $0 and you want to know which General Ledger Direct Bill Reconciliation Statement the transaction belongs to, double click the transaction and navigate to the Agency Commission tab (be sure that in this screen, Statement # is checked in Select Columns). Look at the statement # column. You can use this number to go search in the direct bill reconciliation area for that statement and find this direct bill transaction in that statement.
Interpreting the Second Half of the Client Transaction Screen
Entered By
Entered By is the username of whoever entered that client transaction into the Epic system.
PPE Type
PPE Type is CA for Company or BR for Broker. You’ll notice PYMT (Payment) transactions or RETP (Return Premium) do not have a PPE Type. That is because it’s either a Receipt or Disbursement, and a PPE does not get associated with it.
PPE
PPE is the Premium Payable Entity on that transaction. You’ll notice PYMT (Payment) transactions or RETP (Return Premium) do not have a PPE. That is because it’s either a Receipt or Disbursement, and a PPE does not get associated with it.
Payment ID
Payment ID is the check number or Payment ID number that was collected when entering the receipt. Not all payments will have a payment ID.
Entered
Entered is the date that the transaction was entered into Epic.
Refer #
Refer # is the receipt or disbursement refer number in Applied Epic. If it is a RETP (Return Premium) or ADVC (Advance), it is a disbursement refer number. If it’s a PYMT, it is a receipt refer number.
Disb Check #
Disb Check # shows the check number on the disbursement if the return premium was sent to the client via Check.
Bill #
Bill # is present on each transaction.
TIP
To keep the same bill # when adding transactions for an Agency Bill Invoice, you can click “Add” at the bottom right during the entry of those transactions.
Installment #
Installment # will exist if installments are entered for an Agency Bill transaction. This will tell you which installment the transaction is for.
Line Code
Line Code this tells you what line that transaction is for (ex. Home, Work Comp, Auto). This only applies to direct bill and agency bill transactions, not to payments or return premiums.
Receipt
Receipt tells you the date that the payment was deposited.
Navigating Your Way through the Client Transaction Screen and More in Applied Epic
We hope this walkthrough of the Client Transaction Screen in Applied Epic helps you better navigate around it to uncover the stories that your data is telling you. Should your agency want any backup when it comes to Applied Epic or bookkeeping, feel free to reach out to the KiteTech team! Our Applied Epic Agency Consultants and Agency Bookkeepers are experienced with helping agencies get the most from Applied Epic.
Brooke Perrone
Applied Epic Agency Bookkeeper
Kite Technology Group
Karen Walker
Applied Epic Agency Bookkeeper
Kite Technology Group
Kerstyn Dickerson
Applied Epic Agency Bookkeeper
Kite Technology Group
