Motor Insurance Database Getting started

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1 Logging on to the website To log onto the Motor Insurance Database (MID), visit Click the Policyholder button to bring up the logon box, shown below. User ID In the first box enter 036 In the second box enter your EN Number, e.g. EN Password Pass Phrase Initially, this is set to QBEMID Enter the required characters from your chosen pass phrase. In the example here, if the pass phrase is vehicle, you would enter e in the first box and c in the second box When you have entered all your logon details, click submit. As we have set up this account, you will be prompted to enter your own new password once you have logged in. Enter QBEMID in the current password box. Create your new password and confirm it, then click submit. The next screen asks for the validation code (see notes below) About your login details The QBE MID Helpdesk will issue you with your logon details. If you have not received these, please contact the team on or User ID This is in two parts (not case-sensitive) The first three digits are the Insurer ID. QBE s ID is 036. So the first part of everyone s ID is 036. The second part is your unique ID number and will begin with EN followed by six digits. Password (not case-sensitive) Your very first password is set to QBEMID. You will be asked to change this as soon as you log in. Passwords expire every 30 days and you must not re-use old passwords. Pass Phrase (not case-sensitive) You choose the pass phrase and it will always stay the same. Page 1 of 7

2 Validation Code (This is case-sensitive) Your validation code will arrive as an attachment to an from MID CONTROL. You only need the validation code the first time you log in. Uploading via the website (Interactive) This is the simplest method of supplying your vehicle data. It is recommended for small fleets of around 30 or less, or if you seldom make changes to the fleet. Once you have logged on (described above), you will be taken to the policy screen. Just click the Add Vehicle button and complete the on-line form. By law, you must supply the following as a minimum requirement: 1) Vehicle on date The first day the vehicle comes on cover in the current policy year 2) Vehicle off date The last day the vehicle is on cover or the renewal date which ever is sooner 3) VRM (Vehicle Registration Mark) Enter the Vehicle Registration Number do not leave spaces Note: There is space to provide additional data such as Make, Model, Derivative (vehicle trim) but these are not mandatory. However it is preferable to include this information in case the legislation calls for it in the future. Providing as much information as possible also eases the process of checking data. Uploading via Standard Template Spreadsheet This method is best if you have a large fleet and / or make a large number of changes. It involves completing a spreadsheet template, saving it as a CSV (Comma Separated Variable) file and uploading it to the MID website. If you want to make minor additions or changes to the schedule at a later date, it is possible to do this via the web site you do not need to send another CSV file. You can download an Excel version of the Standard template from: Select the standard template and save the file to your local drive. Columns with blue backgrounds are mandatory and are formatted as follows: Record type Always set to V for vehicle records Update Type Either N for New record, A for amend, D for Delete or O Delete. The initial upload will require all records to be set to N. Insurer ID For QBE this is always 036 Page 2 of 7

3 Policy Number Do not include the FP/ or FC/ prefix just put in the number and the final letter e.g B. If your policy number has a unique identifier added to it, include that as well e.g B/23. Foreign Registration Indicator Set the indicator to U VRM (Vehicle Registration Mark) Enter the Vehicle Registration Number do not leave spaces. Trade Plate Indicator Set the indicator to U Vehicle on date The first day the vehicle comes on cover in the current policy year** Vehicle off date The last day the vehicle is on cover or the renewal date which ever is sooner** **All dates should be in the format: dd/mm/yyyy e.g. 04/06/2003. The spreadsheet will re-format the dates itself. Users should allow the spreadsheet to do this and not attempt to tamper with the formatting. The upload will fail if the dates fall outside the current policy period. You can check the current policy dates by searching for that policy on the MID. When you have completed all the fields, click the save button in column A of the spreadsheet template. This ensures that the file is saved with a CSV extension the correct format for uploading. If any of the information is missing from the blue mandatory columns, or is entered incorrectly, you will receive an error message. Check and correct the information on the template and try to re-save, using the save button in column A. To upload the file, logon to the MID website and click on the Attended File Transfer button at the bottom of the policy page. From the dialogue box, make sure that the Standard option is checked and then browse to search for your saved CSV file. Shortly after you have loaded the file, you will receive a results file by from MID CONTROL. Open the spreadsheet attachment to view the result of the upload. If there are errors with any of the submissions, compare the code in the final column with the error list here to determine what the problem is. Page 3 of 7

4 Keeping the schedule up to date Once you have populated the MID with the initial schedule, you will need to keep the data up to date. That means that every time a vehicle is taken on or off cover, you need to log in and make that alteration. Changes must be made within 14 calendar days of the change having taken place. Policy Renewals All vehicles on cover at the date of expiry will roll-over automatically to the subsequent cover dates. It will still be possible to view the previous cover schedule, but you will not be permitted to amend the data. Taking a vehicle off cover If a vehicle comes off cover, simply find the record using the Individual Vehicle Search and alter the off date to reflect the change. You do not need to delete the record. Taking a vehicle off cover using the template To take a vehicle off cover, submit an O delete record with the original on and off dates. Then submit a second record with the update type set to N with the revised on and off dates. Deleting a Record The only instance where you need to delete a record is if the details are incorrect. To delete the record, change the off date to match the on date. Confirm the deletion in the pop-up box. Troubleshooting vehicle uploads There are a number of resources available to assist you with any problems you have either connecting to the MID or uploading your vehicle schedule: Frequently Asked Questions You can view answers to commonly asked questions from here. QBE MID Helpdesk See details about calling our free phone Helpdesk or sending us a query by . MID Help file View the Help file from the menu bar on the MID website. MIIC Follow this link to take you to the Motor Insurance Database website. You will find both general and technical information regarding the legislation and your options for complying with it. Page 4 of 7

5 Error Codes Shortly after having loaded the vehicle records via the Attended File Transfer, you will receive an from the MID administrators (MID CONTROL). Attached to this message will be a document detailing any vehicle records that have errors or generated a warning message. All error codes received from MID Control will start with an E. Any vehicle records submitted which result in an error code being returned will not be loaded onto the Database. These vehicles must be investigated using the table on the following page and sent again, once the information has been corrected. Should any assistance be required when dealing with vehicle errors please contact the QBE MID Helpdesk. Warning Codes All warning codes received from MID Control will start with a W. Any vehicle records submitted which result in a warning code being returned will be added to the database. These are minor and generally result from the vehicle registration mark not being available on the Experian s Vehicle Database from the DVLA or being recorded as Scrapped or Exported. A list of the error and warning codes follows. Page 5 of 7

6 Error Messages Code Description Solution E016 Insurer ID Not Known QBE Insurer ID is 036 and should be input on each vehicle record. Check this has not been amended automatically to 36. E019 Invalid Policy Number Your Policy number does not require the line of business prefix of FP or FC to be input. e.g. FC/ J should be input as J E020 Click here for a list of acceptable registration formats. Invalid Vehicle Registration Mark These formats cover all standard registration marks as Format well as private registrations. E067 Expiry Date Earlier than Effective Date Ensure the expiry date is after the effective date. E070 Invalid Trade Plate Indicator Please contact QBE MID Helpdesk E071 Invalid Motor Trade Policy Indicator Please contact QBE MID Helpdesk E072 Invalid Vehicle On Date Date format should be dd/mm/yyyy E073 Invalid Vehicle Off Date Date format should be dd/mm/yyyy E075 Update Type of Vehicle Record not N, A, D or O Input N,A,D or O E077 Update Type on Vehicle Record A vehicle must be added as N for new the first time it is A and Existing Record Not appears on the Database. Found E079 E081 E083 E089 E091 E095 E099 E100 E106 E112 Update Type on Vehicle Record is N and Existing Record Found No matching vehicle record found for D-Delete Invalid Policy Access on Policy Record Vehicle On/Off dates not within Policy Effective/Expiry dates Policyholder does not have access to this policy Policyholder cannot amend or delete this vehicle, it has driver/use data Vehicle Off Date prior to Vehicle On Date Policyholder cannot set Foreign Registration Indicator Policyholder may not supply backdated data No matching vehicle record found for O-Delete A vehicle must be added as A if it has already been supplied to the database. Vehicle with VRM is not available to be deleted. No action to be taken. Either the policy number input is incorrect or your logon has not been authorised access to the policy call QBE MID Helpdesk. Check both the On and Off dates fall within the period of insurance displayed on the MID website. Either the policy number input is incorrect or your logon has not been authorised access to the policy call QBE MID Helpdesk. Driver and Vehicle information can not be amended by the policyholder call QBE MID Helpdesk. Ensure the expiry date is after the effective date. Call QBE MID Helpdesk. Call QBE MID Helpdesk. Vehicle with VRM and On and Off dates supplied is not available to be deleted. Correct On and Off dates to match those displayed on the MID Website and resend. Page 6 of 7

7 Warning Messages Code Description Solution W001 Vehicle Registration Mark Not Found. Check Registration Mark and correct if necessary. W010 Vehicle Registration Mark shown as Exported W011 Update Type Is D And Existing Record Not Found W021 Vehicle Registration Mark not found, delayed check for new vehicle. W022 Vehicle Registration Mark shown as Scrapped W024 W025 W028 W029 Vehicle Registration Mark shown as Scrapped, delayed check for new vehicle Vehicle Registration Mark shown as Exported, delayed check for new vehicle VRM shown as scrapped, delayed check sent by policyholder VRM shown as exported, delayed check sent by policyholder W030 VRM not found, delayed check sent by policyholder Page 7 of 7

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