AUKExtranetDocumentation - April 2018

1 1 MS Amlin Motor Insurance Database Extranet User Guide Contents: 1. Entering the System 2. Data Entry Add new vehicle details Amend vehicle details (removing vehicles from cover) Vehicle schedule sort facility Location of Vehicle Exporting vehicle schedule data Vehicle schedules (previous periods of insurance) 3. Frequently Asked Questions Accessing the Extranet site Legal responsibilities Extranet administration 2 Note 1: The phrase 'click on' means to select the object with your computer mouse and click the left-hand button of the mouse. 1. Entering the System The secure extranet site can be accessed by entering the following address: Upon entering this site you will be presented with a logon page where you should complete all 3 login fields with the details you have been supplied with and then click on the Logon button. If you do not have the relevant login information or your password has been compromised, please contact MS Amlin on 01245-396600 during office hours or e-mail The site opens to a disclaimer page.

2 If you agree with the disclaimer then click on the button labelled 'Accept'. 3 2. Data Entry The top left of the page shows summary details of the policy. Ensure these are correct before proceeding. Below this is a list of vehicle details sorted in order of registration. By running the cursor over each record, the colour of a record turns grey. Select a vehicle by clicking on the required record when it turns grey. This will open a new page to amend vehicles. Add New Vehicle Details At the bottom right of the page containing the list of vehicles is a button labelled 'Add New Vehicle'. Click on here to open a new page to add new vehicle details. The top left of the page shows summary details of the policy. Below this are six data entry areas for adding vehicle data. The table below shows the type and size of data for each area. Data Area Type Maximum Length Registration Text or Numeric 12 Make Text or Numeric 15 Model Text or Numeric 15 Trade Plate Tick for Trade Plate (T), blank for Conventional Vehicle (U) - On Date Day(1-31), Month(1-12), Year(1980-) Day=2,Month=2,Year=4 Off Date Day(1-31), Month(1-12), Year(1980-) Day=2,Month=2,Year=4 Note 2: The 'Vehicle On-Date' is the commencement date of cover or the last renewal date.

3 The 'Vehicle Off-Date' is the date that cover ends. The 'Vehicle Off-Date' is automatically set to the policy 'Date of Expiry' as default. Enter details into the data entry areas then click on the button labelled Add New. If there are no conflicting records the vehicle will be added and the screen will move back to the list of vehicles. If the new registration plate conflicts with a record already stored then the details of these conflicting records will be shown below. There is a choice now to cancel adding the new record by pressing the cancel button or continue adding the record by pressing the continue button. Note that if you continue to add the new record any conflicting records will be deleted. To return to the vehicle schedule, click on the return to vehicle list label at the top right of the page. Note 3: Only valid UK vehicle registrations will be accepted ( Eire registrations or chassis number will be rejected).

4 Note 4: Vehicles should be added no more than 21 days after their effective date. Late submissions will be Amend Vehicle Details If you wish to amend an existing record please follow these steps. Note 4: If a vehicle is being disposed of and needs removing from the database then the off-date should be amended to the date of disposal, the off-date for each record is set at the expiry date of the current insurance policy by default. Select a vehicle from the vehicle list by running the cursor over each record, the colour of a record turns grey. Select a vehicle by clicking on the required record when it turns grey. This will open a new page to amend vehicles. Ensure the vehicle details in the data entry fields show the correct record to be amended. Next alter the required data ( for the make and model fields, the data must be deleted first before the new information can be added), or to change the off date of the vehicle, select the date required from the drop down boxes labelled off date then click on the button labelled 'Update Vehicle'.

5 Note 4: Vehicles should be amended no more than 21 days after their effective date. Late submissions will be monitored. Note 5: You are unable to amend the on date of a vehicle. If you have entered the incorrect on date of a vehicle you should amend the off date to be the same as the on date and then add the correct VRM as a new record. If there are no conflicting records the vehicle will be amended and the screen will move back to the list of vehicles. If the vehicle conflicts with a record already stored then the details of these conflicting records will be shown below. There is a choice now to cancel amending the record by pressing the cancel button or continue amending the record by pressing the continue button. Note that if you continue to amend the new record any conflicting records will be deleted. To return to the vehicle schedule, click on the return to vehicle list label at the top right of the page.

6 Vehicle Schedule Sort Facility It is possible to sort the appearance of the vehicle schedule by its vehicle registration, make, model, trade plate and on or off dates which you can have to appear in ascending or descending order. To do this you need to click with your mouse cursor in the grey column header, a black arrow will appear either pointing down to show for example the registrations in descending order or up for ascending. Location of Vehicle If you wish to add a location for an individual vehicle, please follow these steps. In the event of adding a new vehicle, click on the Add New Vehicle field and complete the following fields: registration, make, model, acknowledge if the vehicle is a trade plate, on date and then the location field. By clicking on the dropdown field, this will show if any locations have already been added for this fleet. Should you require a location that has already been entered, then click on the required location.

7 However, should the required location not be included within the drop down field, then click outside of the field and this will then take you back to the add vehicle screen. The blank location field is a free text field where you are able to enter a new location if required. Within the location field, type in the required location and click on the Add New button. This will add the new vehicle to the vehicle schedule, together with its location. This will also save the added location within the location drop down field, should it be required for use again. Should you wish to amend the location on an existing vehicle, find the required vehicle on the vehicle schedule and click anywhere on the vehicle line. This will show the vehicle 5 details in full. The registration number will be greyed out, however the location field will remain accessible. At this stage, the location can be amended by either using the location dropdown field or manually entering the location in the free text field.

8 Once amended, click on the Update Vehicle button. This will then produce a conflicting records message, where you can click continue to complete the amendment, or cancel the adjustment. A vehicle count is now also showing on the front page of the extranet. This count shows the number of vehicles currently on cover at all locations. By using the filter by location field, this will give you a full breakdown of the number of vehicles at each location. The number of vehicles within the brackets shows the number of vehicles on cover during the year. Exporting Vehicle Schedule in Excel or CSV format If you need to obtain a complete vehicle schedule it is possible to do this by exporting the schedule in either an Excel or CSV format. At the bottom of the table there are two buttons labelled Export in excel format or Export in CSV format . Click on either one of these buttons and your vehicle schedule will be loaded into either an excel spreadsheet or a CSV format depending on which button you select.

9 Select and View previous years vehicle schedules There is also a facility to be able to select and view an MID vehicle schedule from a previous year. At the top left of the page there is a drop down box labelled Select policy period effective date , when you click on the dropdown box a list of policy periods is displayed for the number of years the policy has been insured with Summit. Select the year you require to 6 view and the vehicle schedule will then load all the vehicles from the year you have selected. The policy effective and expiry dates will change to show the year you have selected to view. 3. Frequently Asked Questions Accessing the Extranet site What should I do if I cannot access You should contact the MS Amlin IT Support team, tel. 01245-396600 during office hours or e-mail What should I do if I do not know my password details? Contact our Fleet Administration Department during office hours, tel.

10 01245-396600 or e-mail What should I do if I do not have Internet access? Contact our MID Helpdesk during office ours, tel. 01245-396600 or e-mail Legal responsibilities What will the penalties be for non-compliance? Non-compliance with the Regulations is a criminal offence. The maximum possible penalty for not submitting data, or not responding to a request from the information centre, is a fine of 5000. How quickly should I update the Motor Insurance Database? The legislation requires immediate notification. Where can I find out more of my responsibilities as a policyholder regarding the Motor Insurance Database? The Motor Insurers Bureau web-site should prove useful or contact your Insurance Intermediary/Broker. See Extranet administration How do I add a new vehicle to the database? See Section How do I add a vehicle on a temporary basis? It is recommended that all temporary vehicles are added to the MID regardless of the duration of cover but vehicles on cover for more than 14 days continuously must be added to database.