EOLIS – Quick Reference Guide

EOLIS is an on-line system designed to help Euler Hermes customers manage and administer their credit insurance policies easily and efficiently. This guide is designed to help you to become familiar with EOLIS and contains information about:

logging in for the first time
navigation and general usage

This is not intended to be a complete guide and is not the only assistance available to you. The On-line Services team are happy to provide training sessions by telephone and to answer ad hoc queries.

The service has been optimised to work with a screen resolution of 1024x768 pixels. Other resolutions may result in buttons at the bottom of the page being hidden. If this happens, please maximise the screen.

If you have any queries that are not covered by this document, please contact one of the team at On-Line Services by telephoning +44 (0)20 7860 2644 or emailing onlineservices@allianz-trade.com

2. Logging in

2.1 EOLIS home page

In order to access EOLIS, you need to go to the following web site address:

https://eolis.allianz-trade.com/uk

You should see our home page (as below), which invites you to enter a user ID and password. If you cannot see this page, it may be that your IT security is preventing this screen from being displayed. Our home page has certain properties in common with an unwanted ‘pop up’ window, so if you have a ‘pop up blocker’, you need to alter the settings to accept our website. Your own IT support will be able to assist.

When you access this page for the first time, we recommend that you use the link which reads ‘Click here to add this page to your favourites’. The system will be book marked on your PC for easy access in the future.

2.2 User ID and password

You will need a user ID and password to access EOLIS. The user ID is permanent and does not change. If your access needs change, we can easily alter the properties of your ID to accommodate any additional policies, for example. The password we issue when you first log on is temporary and you will be forced to change this immediately to something of your own choosing as a security measure. The password must be 8 characters in length and can comprise letters and numbers.

If you are ready to go on-line and do not yet have an ID and password please contact On-line Services.

3. Noticeboard

When you successfully log in, you will see the noticeboard. If we have message which need your urgent attention, it will appear in red at the top of the list. If there is more than one urgent message they will appear in date sequence, latest first. We may also send a message displayed in a pop-up, overlaid on the noticeboard. Multiple pop-ups will be cascaded.

4. System defaults

4.1 General

EOLIS uses defaults in certain circumstances to set the system to the most likely value required by the user, saving a little time. This applies to:

the process selected after clicking on the top level navigation bar
the policy number to be used
the First Source account number to be used
the buyer number to be used

4.2 Process default

EOLIS has a number of different functions. You choose the process you wish to use by clicking on one of the options in the top (blue) navigation bar. When you select one, the system selects the most likely process available as the default. For instance, if you click on Credit Management in the top bar, it will default to Credit Limits and Request.

If First Source is selected, it will display the same page from within the First Source opinion request process. For Overdues Management, the default is ‘View an Account’ for policies with inclusive collections and ‘View History’ for policies that have opted out of inclusive collections.

4.3 Policy Default

Most processes in EOLIS require the identification of a policy. If you only have one policy that is accessible, then EOLIS will automatically default to this policy without any need for intervention by the user.

For users who have access to more than one policy, we will set up your user ID record such that the most likely policy is the one used by the system as a default at log in. If you wish to change the default to another policy, please contact one of the team at On-Line Services Administration (+44(0)20 7860 2644 or email onlineservices@allianz-trade.com.

If you wish to change the policy you are working on, just click on the 'Select a policy' link at the top right of the page and choose one from the list displayed.

4.4 First Source default

If you are a First Source customer, you will need to identify your First Source account number. If you only have one account that is accessible, then EOLIS will automatically default to this account without any need for intervention by the user.

For users who have access to more than one account, each First Source process has a drop down list of the accessible accounts. Click on the drop down list and select the relevant account. If you wish to change the default to another account, please contact one of the team at On-Line Services (+44(0)20 7860 2644 or email onlineservices@allianz-trade.com.

4.5 Buyer number default

On starting a session, if you are trying to make a new application for either a credit limit or a First Source credit opinion, the system will assume you need to identify the buyer and will therefore display the company search screen when you choose the process. Once a buyer has been selected in the session, it becomes the default buyer and the system will display that buyer. If you wish to change the buyer, click on the hypertext link in the process. In this way, when you select your buyer in the search process, the system will return you to the same point.

If no link is present, you will need to click on the 'Company Search' link at the top right of the page. However, after selection of the buyer, you will then have to go back through the navigation bars to get back to the process you want.

5. Company Identification

Through EOLIS, you have instant access to over 40 million buyers throughout the world. There is a need to be able to uniquely identify any company within the system. This is done by use of the global Euler ID.

The system also holds a variety of other codes associated with the company. For example, national registration numbers such as the Companies House registration number in the UK and the Siren number in France are also stored in the system.

The same Company Identification screen is used in a number of different EOLIS processes (see screen sample under Section 4.2 Process Defaults). This screen allows you to search for a company by identifier OR company/business name OR by telephone number (do not enter more than one of these search criteria, the system can only search on one). If you do not have a Euler ID or national identifier and search by name, you will get the widest selection of matches on a company name if you do not enter address details. If, for example, you enter a trading address but we store the registered address, you may not find the company.

6. Lists

6.1 General Format

As a general rule, the EOLIS service displays lists in paginated form i.e. a list comprises a number of pages, with several items on each page.

6.2 Filtering lists

Since lists can be very long e.g. for a full list of current limits, the number of pages generated for such requests can be very large. EOLIS provides facilities to filter the information displayed, so that only the data you wish to view is selected (see screen sample).

6.3 Sorting lists

When selecting the data to be listed, you can define the order in which you wish to view the list. On the Latest Decisions list, this is done by clicking on the appropriate radio button in the sort criteria of the selection criteria screen. On all other lists, the data can be sorted by clicking on the desired column heading.

7. Credit limits

7.1 General

Under the Credit Limits heading, EOLIS has the following functionality:

Request a credit limit
Cancel a credit limit request
View a limit
Summary of limits (now known list latest decisions)
Buyer risk schedule (for those customers with more than 1 policy).

7.2 Request

You must identify the buyer on which you would like a credit limit. If you cannot find the company on our system, it is possible to confirm the buyer is ‘Not Found’ and make the application whilst providing the full address, telephone number etc.
You are asked to indicate the terms of payment if they are different from the standard terms contained in the policy schedule and displayed on screen.
There is an optional ‘Add a comment’ link, allowing you the opportunity of sharing any salient information with our underwriters
If you enter non-standard terms or enter a comment, this will prevent auto-approval as the request has to be referred to an Underwriter
You can enter a cross-reference of your choice (e.g. your own company’s identification code for the buyer)
If at all possible, we will give you an immediate response to your request. However, we may need to identify the buyer or research the company further before making a decision. You can monitor the progress through View Limit or List of Latest Decisions.

7.3 View Limit

If you can identify the buyer (see section 5 Company Identification), you can go directly to the details of any limit and/or pending limit request. This gives a quick overall picture of the credit limit information on the buyer, including:

The type of the decision (e.g. agreement, refusal, withdrawal etc.)
For restrictive decisions, there may be a link to a page giving more information about the nature of and the reason for the decision
A Link to any special conditions that apply to the decision
There are also links to ‘Cancel’ the limit and also make a ‘New request’

7.4 Deletion

Once you have identified the appropriate buyer, you may cancel a pending credit limit request and/or an existing credit limit as long as the decision is not a ‘Nil’ (rejected) or a restrictive decision below the Discretionary Limit on your policy (referred to an Underwriter for a decision).

7.5 List latest decisions

This process allows you to generate a flexible summary of your credit limits, with the option of a number of filters on the data to be displayed and the ability to sort the list into the order of your choice (see section 6.3 Sorting Lists). It is also possible to leave the search unfiltered, giving you a full list of all current credit limits or pending requests. You can view the list on screen or ‘download’, which creates a .csv file containing all the relevant information. The file can be viewed, edited and printed in Excel.

The details of any credit limit or pending request in the list can be viewed by clicking on the buyer (see section 7.3 View a limit).

7.6 Buyer Risk Schedule

Once you have identified the relevant buyer, this process shows you the limits for the specified buyer on all policies that are accessible to you. This facility is only relevant for users who manage more than one policy.

8. Buyer Reviews

You will periodically receive a ‘buyer review’ letter from EHUK and you can enter your response to the review in EOLIS. You need to identify the buyer (the Euler ID for the company will be on your letter) and tell us about your recent and pending business with this buyer. The only mandatory information required in this process is your confirmation that you do or do not still require your limit on the buyer in question, but entering as much information as possible is beneficial.

9. First Source

9.1 General

Under the First Source heading, EOLIS has the following functionality:

Opinion request
Cancel (opinion) request
List opinions
View opinion
Renew opinions

9.2 Opinion Request

You may apply for an opinion on a buyer in the UK or Ireland of a value up to £50000 or your discretionary limit whichever is lower. It is also possible to ask for further information e.g. any CCJs, balance sheets etc.
You must identify the buyer on which you would like a credit opinion/report. If you cannot find the company on our system, it is possible to confirm the buyer is ‘Not Found’ and make the application whilst providing the full address, telephone number etc.
You must enter a cross-reference of your choice (e.g. your own company’s identification code for the buyer), and must also provide a telephone number for the buyer.
If you have requested an executive summary or full risk assessment report, you may only obtain this when we have made our decision on the opinion request. You can find the report through View Opinion or List Opinions.
You may ‘trade up’ to a higher level report if a new opinion is also given at the same time. You can take advantage of a reduced cost (simply the difference between the cost of the previous level and the new one) if you re-apply within 7 days.

9.3 Cancel Request

This process shows you a list of all pending opinion requests i.e. those which you may cancel. Once you have selected the appropriate buyer from the list, you may cancel the credit opinion request.

9.4 List Opinions

This process gives you a list of either approved or referred opinions.
The default filter is to display only those opinions requested/answered in the last 7 days. Therefore, you need to enter a longer date range if you need more information. If you would like a complete list of all your ‘live’ opinions, you need to enter a date criteria of one year.
You can view the list on screen or ‘download’, which creates a .csv file containing all the relevant information. The file can be viewed, edited and printed in Excel.

9.5 View Opinion

If you can identify the buyer (see section 5 Company Identification), you can go directly to the details of any opinion and/or pending opinion request. This gives a quick overall picture of the credit opinion information on the buyer, including:

The amount and type of the decision (e.g. agreement, refusal etc.)
A link to view your summary or full risk assessment report (if requested).

9.6 Renew Opinions

Credit opinions expire after a year. When opinions are 11 months old, they will appear on the Renew Opinions list and you can elect to renew for a further year by setting a ‘Renew’ action against the buyer in question.
There is a ‘decline’ function on the screen to enable you to actively reject the renewal of an opinion, rather than wait for the opinion to expire.
In order to keep waiting time to a minimum and to avoid having to repeat the instructions if you lose your connection before update, we suggest you process large renewal lists in two or more batches. The maximum recommended size of each batch is 50 items.

10.Overdue account reporting & Collections

10.1 General

In EOLIS, the overdue reporting menu can be found by clicking on Overdues Management in the top (blue) menu bar and will only contain those processes that are relevant to your policy type.

You must identify the buyer which you need to report. If you cannot find the company on our system, you may confirm the buyer is ‘Not Found’ and make the report whilst providing the address, telephone number etc.
You need to provide a number of details including the overdue & total amounts, the oldest due date, any known reasons for the debt etc.
If you wish to propose a repayment scheme, you will be asked to provide the details of the original and new settlements.

10.2 Collections

If you have inclusive collections on your policy, you will see the menu above.

If the reason for the report makes the debt collectable, you are then asked for further details about the debtor and a breakdown of invoices by month. If you report, for example, a dispute, you will not be asked to provide this additional information.

10.3 Overdues Reporting

The Full Return process allows you to update all previously reported buyers and also add any new overdue debts to the report. We recommend you complete a Full Return on a monthly basis and make any midmonth changes/additions using the Amend Return option.
You can either amend the details or, if nothing has changed, you may ‘carry the details…forward unchanged’.
If a debt has been paid, you have submitted a claim or have written off the debt, you must choose to ‘amend the account details’ & change the ‘Overdue Type’ to ‘Paid’, ‘Claim Submitted’ or ‘Written Off’.
When entering a Full Return, the accounts are presented in alphabetic order within country code rather than in strict alphabetic order.
EOLIS does not accept zero amounts in the ‘amount overdue beyond MEP’ field (if, for example, the buyer has gone become insolvent). If you try to enter zero, it will cause a validation error and suggest you re-enter the amount as 1. EHUK staff is aware of this situation and take it into account when viewing the details.

11. Claims Enquiry

If you submit a claim, you can monitor its progress through this process. You can search for data using the relevant claim number or simply look for all claims on your policy.

12. Information Services

12.1 Policy Documents

In the future, we will commence storing .pdf copies of the latest version of each policy schedule as it is renewed or amended. You will be able to view, print or download any such schedules for all the policies to which you have access.

12.2 First Source Reports

This area of Information Services holds a cross-reference for every current credit opinion you have purchased on any of the First Source accounts linked to your user ID. By clicking on one of the items in the cross-reference list, EOLIS will check to see if there is an associated executive summary or full risk assessment report. You will be able to view, print or download these reports.

12.3 Useful Information

This area is intended to contain information and data of general interest to finance directors and credit managers. Initially, we will populate it with all current country reports and recent copies of our Economic Outlook. From time to time, we will add other relevant material and we will keep you informed of any additions via the noticeboard.

12.4 Reference Material

This section contains documents which provide information on how to manage your insurance policy effectively, plus all the key forms in .pdf format for you to print or download (including samples of a Claim form, an Overdue Account Return form and a First Source registration form).

From time to time, we will add other relevant material and we will keep you informed of any additions via the noticeboard.

13. Logging out

13.1 Normal Session Closure

When you have completed all the tasks you wish to perform in EOLIS, click on the ‘disconnection’ button at the bottom right of the screen.

13.2 Security Time-outs

For security reasons, if you do not carry out any action on EOLIS for a period of 9 minutes, a pop-up message will appear warning you that further inactivity will lead to you being disconnected from the system. If you wish to stay connected, you must click ‘Continue’ within 1 minute of this warning.