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Overview
Account Monitor is a commonly used tool that allows users to search for accounts and display detailed account information. Accounts track assets, and when the balances are summed, they inform users of the total assets under management for the requested monitoring scope. End users are producers who wish to view the accounts they manage, as well as Back Office users in compliance and administration who need to see the accounts managed by the financial organization. Account information, including the account owners, representatives covering the account, positions within the account, and other descriptive details, can be maintained in the account detail window.
Each account has a set of properties that are defined when creating a new account and stored in the database. You can view this type of information by opening the Account Monitor. This monitor has three tabs. Reviewing the sections below, you can learn more about using each of those tabstab. To access the Account Monitor, click Reporting (1) > Account Monitor (2).
Account Monitor has three tabs described below.
Account Search
The Account Search tab allows you to search client accounts. The Account Search screen is divided into two parts.
Filter Parameters (1)
Results (2)
Filter Parameters
The Filter Parameters section has predefined parameters on the left side and 10 action buttons on the right side.
Name
Description
FILTER
Displays the results based on your filter parameters.
Note:
TheFilter button is the same as the OK button.CLEAR
Clears everything that you have selected in the filter.
SHOW FILTERS
It shows all of the preset filters that you've created.
UPDATE FILTER
Updates the filter you just modified.
SAVE FILTER
Saves the filter you just created.
MAIL MERGE
Welcome letters or notifications about changes, like address updates, are created.
ADD NOTES
Adds notes to the account.
ANALYZE
Analyzes the account.
DETAIL
Opens the window with details of the account.
Note: Double-click does the same.
DELETE
Deletes the selected account.
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Warning: The account can be deleted from the system only if there are not records that are tied to this account. Those records must be deleted first. |
Note: If there is a continuous import coming from the other sources, then even if the account is deleted, this data continues to enter the system.
Results
The Results section shows the filtered results formatted as the table.
Specify the number of records to display on every page and click Enter.
Click the Next and Previous arrows to navigate between the results pages.
Click the TOTAL COUNT to get the total number of the records.
Click COLUMN SELECTOR to select or deselect columns to be displayed. (The selection is user ID based. Each user has to select or deselect the columns to be displayed.)
Double-click on the record to display the account details of the selected record.
Common Tasks
Account Monitor:
Allows users to search for accounts and view their details
Allows users to manage (create, modify, delete) accounts
Shows account balances
Monitors the total assets under management
Add New Account Properties
Use the steps below to add properties for a new account:
Go to REPORTING (1) > Account Monitor (2).
From the upper toolbar, select the Setup tab (1). From the lower toolbar, select the Account Properties tab (2). Select each item on the left side (3) one by one and record each Flag Value for later reference.
Note: Each Flag Value must end with an even number.
To add a new item, click ADD (1) in the upper right side of the window. In the empty fields, enter values (2) for each of:
Property Name
Description
Flag Value
Note: Ensure the Flag Value entered complies with the requirements described in Step 2.
Click SAVE (3) in the upper right side of the window.
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Note: New Account Properties will default to |
Update Existing Account Properties
Use the steps below to change properties for an existing account:
Go to REPORTING (1) > Account Monitor (2).
In the Account Search tab, enter the Account Number (1) andclick the Filter button (2).
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Tip: The program searches the account, which starts with the entered number by default. To change search parameters, click the icon right after the label (1a) and select the appropriate parameter (1b) from the drop-down. |
In the Results table, double-click on an account to open it.
Select the Properties tab (1):
In the Properties list (2), set properties (For example, on the right, Penny Stock Disclosure On File has the default value No, and Product Risk Disclosure On File - No. Double-click on the relevant disclosure(s) to change the value to Yes (3).
Click SAVE (4) in the upper right side of the window.
Extract Account Balances
Use the steps below to extract balances for Account, House, and Undefined Rep accounts.
Note: House accounts are tied to the Brokerage firm.
Go to REPORTING (1) > Account Monitor (2).
In the Account Search tab, click the Column Selector button.
In the Column Selector window, select the following fields:
Prior Month Average Balance
Current Month Average Balance.
In the Balance From dropdown menu, use an empty value or select the operator (1) and enter the value, if required. Click FILTER (2) in the upper right side of the window.
Right-click on the Summary table and select Export All from the dropdown menu (1).
Choose output format (.csv or .xlsx option), and click OK (2).
When the envelope icon in the upper left corner of the window displays a red arrow pointing up and plays the sound, it indicates that a message has been received. When the envelope icon displays a red arrow and plays the sound the second time, it indicates that a report has been prepared. To open the messages, click on the envelope.
Double-click on the newest row with the “Report” in the message column.
Double-click Open to launch the report in MS Excel.
Add Owner Name to Existing Account
Follow these steps to add an Owner name to an existing Account record:
Go to REPORTING (1) > Account Monitor (2).
Enter the Rep. Company search parameter (Carrier Code = HARTT (1) in the example).
Use a query (Contains (2) in the example) and click the Filter icon (3).
Once the Owner is obtained from the source system, double-click on the row with the required Account Number.
In the Contract Detail window, fill out the fields (Owner Type, First and Last Name, SSN, etc.) and click on the DETAIL button in the Owner Information section.
In the Contact Detail window, enter the Owner's information and click SAVE.
Setup
The Setup tab allows you to set various account parameters. Each subtab on this screen relates to a specific parameter type and has an ADD and a SAVE button. Clicking ADD opens an empty form, which allows you to add a new parameter in that tab. Enter the name, description, and code for the new one. Clicking SAVE saves the new parameter and adds it to the list.| Info |
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Information: Code values can be entered in two ways. If the data import contains the code, it can be used here, but if not, you can assign it yourself. Each code can be used multiple times, but not in the same category. |
The following subtabs also have DELETE and CANCEL buttons. Selecting a record from the list and clicking DELETE allows you to delete it. Double-clicking on the record from the list opens it and allows editing. Clicking CANCEL resets any recent editing of the opened record.
Account Subtype
Account Properties
Account Agency Type
Attributes
Account Data Type
Certain data could apply to the particular account. A list represents all possible data types with the parameters associated with the different accounts.
Account Value Type
The account value type list represents all the possible values that can be used on an account.
Account Event Type
The account event type list represents all the possible event types that can be used on an account.
Payment Frequency
The payment frequency list shows possible payment intervals.
Guarantee Rate Type
Guarantee rate types are used for insurance needs. For example, if you buy life insurance, you can pay monthly, quarterly, or annually.
Employee Role
The employee role list shows the Rep's roles within the account.
Account Subtype
The Account Subtype list displays the account's subdivisions (brokerage, annuity, insurance, trust account).
Account Properties
The Account Properties are the status flags that can be flipped on an account (yes/no parameter). The client can set these up and create as many as they want.
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Example: If the client want to know which accounts are manage money accounts, we can set the flag for the manage money accounts to “Yes”, and then the client can filter by manage money accounts to see just these accounts. |
Status
The relevant account statuses for the Reps are the Account properties and Attributes.
Account Agency Type
The order key is used to prioritize the types with the highest priorities (or most commonly used) first in the list to avoid searching through a long list of types.
The reference code is necessary to identify the file which is coming in. It has a reference code. Based on this reference code, the system displays the value in jCore.
Attributes
You can specify the data type (boolean, integer, text, date, etc.) of the attribute from the Display Component dropdown.
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Warning: Be careful with selecting the correct data type. The wrong type can lead to unpredictable results. |
Merger Tool
The Merger Tool tab provides access to the merging functionality. It can be used in the following cases:
If two Accounts are found in the system, they are essentially the same (duplicated), only with one or more different parameters.
If for some reason it is necessary to merge two or more Accounts
Therefore, three tabs are available:
Duplicate Merger
Account Merger
Account Merger by Reporting Company
Duplicate Merger
There can be duplicates in the system. Duplicates can be different. For example, two people might have the same account name and type but still be valid entries because they have different details. Common cases include a father and son or different people with the same name, like John Smith (1955-2003) and John Smith (1958-2020). The Duplicate Merger is a tool that manages these duplicates. You may want to see how many duplicate counts are in the system. The Merger will display all the duplicate accounts on the left-hand side.
Tell the system how to search:
If you check the Ignore Account Type (1) box, the system will look for duplicates but not have to match the account type in some titles.
If there are accounts created in the system that have not been funded yet, and you want to include them, check the Include Shell Accounts (2) box.
Click SEARCH (1). The system will search for all the potential duplicated accounts.
[Optional] Select (highlight) the account (2) and click the DETAIL (3). The system displays the details of this account. Open another account. Now you can compare details of each account.
To merge these two accounts, click the check box (1) of whichever one you want to keep. This will stay in the system as the base account. Click MERGE (2). After you merge, some information not populated in the base account will be added.
[Optional] Click BATCH MERGE (3) if you want to merge multiple accounts at a time using the same procedure as described above (select a base, go to the next record, and select the base, etc.).
Account Merger
Open the Account Merger tab (1) to search for the specific account and click SEARCH (2).
Specify search parameters and click FILTER (1). Select an account from the list (2) and click SELECT (3). Add other accounts the same way.
In the Account Merger window, click the check box (1) for the base account and MERGE (2).
Account Merger by Company
Different files contain specific carriers, which may lead to the occurrence of duplicate accounts. To identify these duplicates, utilize the Merger tool, which functions similarly to the Account Merger by detecting duplicates based on the carrier.
Open the Account Merger by Company tab to search for the specific account:
To initiate the merging process, please enter the first search criterion (1) for the Reporting Company name you wish to merge from, and the second search criterion (2) for the Reporting Company name you intend to merge to. Once you have entered both criteria, click SEARCH (3) to proceed.
Select the ones (1)on the left side, whichever accounts you want to merge with the accounts (2) on the right side. It will show how many accounts match between these two lists. Click MERGE (3).
You can select multiple Reporting Companies and merge them together.
Audience: Managers, Producers, End users, Back Office
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Functionality: Account Monitor displays detailed information about accounts (owners, assets, balances). |
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Audience: Compliance Teams, Admins, Producers
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Functionality: The Account Monitor allows users to search for accounts and display detailed account information. |
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