Claim Entry

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See the NOVUS Walkthrough Guide for general information about the system.


It is recommended that the limits are set up in all possible currencies before claimed amounts are entered in the claim entry section of the CLMMEN program.

It should be noted that the limits cannot be changed once transactions have been carried out, and if limits are changed prior to the transaction then calculations must be recommitted. On completion of a claim entry, the amount payable is computed and any previously settled amounts deducted.

Claim Entry Screen Types

There are different factors which drive the type of claim entry screen the user is presented with.

Division Codes
Divisions can be set to operate on either Incremental (A) or FGU (F) claims processing methods. This will be discussed with the client by Morning Data during any new implementation to ensure the correct approach is taken. NB. It is not possible to change the claims processing method once claims have been created.

With limit aggregation
This version is returned when the policy has aggregate policy limits set in addition to limits at section level.

With standard limits
This version is returned when the policy limits have been set at section level with no aggregate policy limits or, for policies with risk items, where the section type to which the claim attaches is in section group 'A'.

Using risk details
This version is returned when the policy has risk items, and the section type to which the claim attaches is not in section group 'A'.

Where a claim is being processed on a policy that has a Policy Type (GID 1) that is mapped to a Processing Group (GID 14) where the transaction route is set as ‘T’ for Treaty, the loss date can be prior to the certified period start date, and no check will be done against market version.

NOVUS/HELIX

When entering a new claim record in the CLMMEN program, the next available claim number and claim reference are displayed automatically. Certain details such as original insured and policy period are automatically displayed.


Field name Description
Claim Ref The default format for the claim reference is PPPPPP-YYYY-NNN where the ‘P’s denote the policy number, the ‘Y’s denote the policy (underwriting) year and the ‘N’s is the next sequential number for that policy number and year, left padded with leading zeroes.
Claim No Next available claim number (see the ECOUNTERS page on this wiki for further information).
Policy/Year Policy number/year to which the claim attaches (display only)
Type Policy type (display only)
Section Section to which the claim attaches (display only)
MVN Market version number to which the claim attaches (display only)
Orig File Ref Free text field to record a secondary reference
Cat Code A list of values (LOV) is available for the catastrophe type of the claim. This field must be entered to aggregate claims in the course of posting to the IBA ledger. If the catastrophe code has been configured (see CODES ) with location code, dates and loss details, these details will be brought automatically to the screen.
Loc Code Location code. This can be generated automatically from the catastrophe code or a code selected from the list of values. CODES.
Cert Select system generated certificate number (where the CERT program has been used)
Split Split claim - Y/N
Loss Details This can be automatically generated from the catastrophe code or entered as free format text.
Postal code Postal or zip code free text
UCR Unique claim reference (system generated)
Contact Tel/Ext Contact telephone number and extension.
LYD/IUA/ILU Bureau signing numbers and dates (display only)
Adjuster Adjuster’s name.
Ref Adjuster’s reference.
Loss Date ID A list of values available for loss date ID – describes meaning of the loss date * (see CODES) loss date qualifiers.
Dates Loss date (range).
Where a claim is being processed on a policy that has a Policy Type (GID 1) that is mapped to a Processing Group (GID 14) where the transaction route is set as ‘T’ for Treaty, the loss date can be prior to the certified period start date, and no check will be done against market version.
Jurisdiction of Claim The court where a judgement is heard. List of values extracted from the State/Territory code (GID 57).
Refer to Underwriter Can be completed with either 'Y' or 'N' as appropriate
Ex Gratia Payment Can be completed with either 'Y' or 'N' as appropriate
Claim Within Excess Can be completed with either 'Y' or 'N' as appropriate
Claim status The default is ‘O’ for open. Alternatively, the status of this claim can be set to ‘D’enied, ‘C’losed or ‘R’eopened. If a claim status is set to C'losed or D'enied, the 'Add Claimants/View Claimants' button can be accessed in read-only mode. Where a claim status is set to C'losed or D'enied, claim entry screen 2 is not accessible. Any data changes in claim entry screen 1, and/or any changes required to movements and calculations should be processed and saved before changing the status code.
Code A list of values is available for loss status code *.
Priority A list of values is available for priority code *.
Outcome Date the outcome of the claim status is decided.
Item Key Risk item to which the claim attaches (if risk details being completed) - select from a list of values
Risk Element The risk elements of the selected risk item (Display only)
Orig Insured The account code and name of the original insured on the policy record (display only)
Client Code: The account code and name of the client on the policy record (display only)
Peril Code (or Nature of Loss) The peril code for this loss should be entered however limits for this peril code should have already been set up. If peril codes do not apply then this field should be left blank, however, a set of limits with a blank peril code (for section limit) must exist.
Cert. Period If the risk is subject to a certified period, such as might apply with a voyage, then the certified period may be entered here. The certified period must fully lie within the insurance period of the policy.
Risks Covered This is a free format field that may be used to describe the nature of the cover.
Insured NOVUS/SUNRISE only Free text field for the insured details.
Risk Elements HELIX only These two fields may be used to identify the elements of the risk as set up in the risk details area. This will vary depending on the nature of the insurance. For example, with Motor, the risk elements may be the class of vehicle in conjunction with the licence plate. A LOV is provided to identify the available risk elements.
Pers.Resp’ble HELIX only Use this field for recording the name of the person involved in the loss such as the driver of a vehicle.
Claimants (payees) All claimants (payees) apart from the client on the policy need to be entered here before a payment can be recorded (see below). A claimant (payee) must exist in the PARTNER program before it can be selected. If multiple claimants are involved then the screen will display ‘VARIOUS’ and the first claimant.
Incurred Period The incurred period of the claim for earned to incurred reporting, in monthly (01M19) or quarterly (01Q19) format.
  • See CODES to set up contents of list of values.

Action Log

CLMMEN Action Log.PNG

All dates are to be entered in DD-MMM-YYYY format.

The system automatically updates:-

Field name Description
Entered The date when this claim record is committed to the system
Entered By The logon name of the user entering the record
Ack' sent The date when the claim acknowledgement is sent to the first claimant (payee). Only auto-populated where the system generated process is used, otherwise to be manually populated by user
Panel Instruction The date that the panel receives the information of the loss
SRF due Standard report form due date
SRF Rec'd Standard report form received date
Discharge sent The date when the discharge sheet is sent to the first claimant (payee)
Closed/Denied The date the status is changed to 'C' closed or 'D' denied in the system
Re-opened The date the status is changed to 'R' re-opened in the system


The user manually populates:

Field name Description
Next Review Date Date for next review of the claim
First Advice Date claims first advised
Peer Review Date of peer review
Cover confirmed Date cover confirmed
Clm Amount Agreed Date claim amount agreed
Clm withdrawn Date claim was withdrawn
Subrogation Date of subrogation
Ack' sent The date when the claim acknowledgement is sent to the first claimant (payee).
Docs Rec'd Date to record receipt of documents
Discharge Rec'd Date of receipt of discharge sheet


Click the save/proceed button to proceed to page 2 of the program.


Claim entry screen 2

Field name Description
Claim Ref Claim reference (display only)
Claim Claim number (display only)
Policy No/Year Policy number and year to which the claim attaches (display only)
Section Section to which the claim attaches (display only)
Client Client code and name from policy record (display only)
Orig Ins Original insured code and name from policy record (display only)
Peril code Peril code applicable to the claim (display only)
Status Status of the claim (display only)
Order Order percentage for the policy section (display only)
Fees Inc Fees included in the limit? Y or N
Limits currency, the sum insured and excess/deductible Limits applicable to this claim (display only)
Type Enter ‘INC’ /’RES’for an incurred/reserved loss (maximum expected loss) The system uses the terms INC and RES interchangeably but both are the total incurred figure of the known outstanding and the settled claim (not outstanding reserves which are calculated automatically and displayed in the system as 'outstanding'.

Enter 'FER' for a fee reserve This is an information only figure for reporting and is not included in the calculations. The 'INC/RES' amount should include known outstanding fees. Enter ‘CLM’ for a claim payable to the client, 'TPL' for a payment to a third party with reference to the limits, ‘REC’ for a recovery (payment to insurers), ‘FEE’ for a fee (payment by insurers), ‘VAT’ for VAT payment, ‘PAY’ as a potential settlement to a claimant (Payee), 'DED' to return the deductible (excess) to a third party (e.g. vehicle repairer). Note that CLM and TPL are mutually exclusive and cannot both be used on the same claim. However, TPL movements for different accounts can be created on the same claim.

The claimant must have previously been set up on page 1. The limits are only taken into account in the calculation of the ‘CLM’ amount due to the market client. i.e. ‘PAY’ records are outside of the scope of the limits and excess.

Account This will be left blank for ‘CLM’, ‘RES’ and ‘INC’ entries, otherwise the partner code concerned must be entered. ‘PAY’ entries must have been specified under ‘claimants’, other entries will require a partner Code previously set up in the PARTNER program.
Code List of values for analysis code (for reportage and cheque payment purposes).
Cur Currency of the claim movement. This currency must have been specified in the LIMITS program.
Incurred Incurred period (display only)
Amount FGU

or the amount

Amount of Loss, Claim, Fee, etc

FGU – INC/RES/CLM/TPL records enter the FGU amount.

Agg – INC/RES/CLM/TPL records, enter the latest additional amount.

FEE, PAY, VAT, REC - enter the latest amount whichever processing type is being used.


Note that where the market is less than 100% order, TPL and CLM entries should be input as 100% amounts and are then automatically scaled for the appropriate order per cent. For other movement types such as FEE, PAY, REC, DED are not scaled so the appropriate amount for the order should be entered.

Exch.Rate Rate of exchange with respect to the limit base currency (display only)
FGU Base Curr The system will compute the claim in base currency (display only)
Supp: Enter ‘Y’ to suppress this line from the calculation.

Press [COMMIT] to commit entries, then click the save buttons to make the calculations and write the results to the database. Note: For FGU processing, reviewing the entry only displays the last known values for INC, RES and CLM.

If the claim is reopened it will retain a closed/denied date. In the event of multiple instances of a closed/denied/re-opened status, the latest date occurrence of that status change will be displayed in the Action Log.

These screen dumps are shown with the system in FGU processing mode.

Page 1:

CLMMEN claim entry P1.PNG

Page 2:

CLMMEN claim entry P2.PNG

To add a new Claim

  1. Type CLMMEN from NOVUS Menu or select claims|claims processing
  2. Type in the policy number, year, section and MVN (market version number) for the relevant claim. Leave claim number and claim reference blank for a new claim.
  3. Tab into menu options
  4. Select policy limits before entering a claim
  5. Enter in all relevant information – double click for the list of values
  6. [COMMIT] to enter the second page (see above screen)
  7. Enter values of the claim components INC (incurred), RES(reserved), CLM (claimed), REC (recovery), FEE (Fee), VAT (VAT), PAY (claimant)
  8. Press [COMMIT] to enter commit box
  9. Press[COMMIT]

The system will compute the amounts payable in the respective currencies.


Amending a Claim

  1. Enter full details of the policy number, year, section, MVN and claim number or claim reference at the top of the claims menu. Alternatively, leave the policy number blank and enter either the claim number or the claim reference.
  2. Select option 2, claim entry
  3. Make required changes and press [COMMIT]


Adding Notes to a Claim

See the risk notes page on this wiki for further information

Version History

v6.4.0 – Updated to latest version
v5.4.0 – Updated to latest version
v5.1.0 – Updated to latest version