Batch Processing of Billing Policies

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Overview

Process Billing Policies allows operators to process multiple policies in a batch efficiently.

Prerequisites

  • Access to the Admin tab in the system menu.

Steps

Location

  • Click on the Menu button.
  • Select the Admin tab.
  • Choose Process Billing Policies.

Panel

  • When billing policies are searched, the panel columns will populate with relevant data.

Columns

  • Policy #: Displays the Policy # of the billing policy within the Billing Policy configuration.
  • Client Ref#: For Recur Pay policies, displays the Client Ref # entered in the policy. This acts as the payment label when processed. If blank, enter Client Ref# before processing batch payment policies.
  • Policy Type: Displays the type of policy.
  • Settlement Type: For Recur Pay policies, shows the payment type assigned to the policy.
  • Client Name: Displays the client name associated with the billing policy.
  • Status: Shows the transaction status after the batch is selected to process, e.g., Created Inv 123456 or Failed.
  • Last Post: Displays the last date the policy was processed.
  • Next Post: Shows the next billing date of the policy.
  • Statement: For Recur Pay policies, displays the payment amount.
  • Discount %: For Recur Pay policies, shows the discount percentage/amount.
  • Unit #: For Policy Destination - Reservation, displays the unit number assigned to the policy.
  • Charges: Displays the charge amount that will be processed to the policy destination.
  • Payments: For Recur Pay policies, shows the payment amount that will be processed to the policy destination.

Batch Summary

  • Count: Number of policies selected for processing.
  • Batch #: Automatically assigned batch number for future reference.
  • Total Charges: Displays the total amount of charges for billing policies.
  • Total Payments: For Recur Pay policies, displays the total payment amount. This option highlights a breakdown of each payment type total.

Batch Invoice

  • Batch Invoice Label: Automatically displays the Policy Type Invoice label; adjust if required. If blank, enter a Batch Invoice Label.
  • Batch Invoice Comments: Enter any additional invoice comments.

Panel Timer

  • Displays on the bottom right. Click the Refresh Session button to restart the timer if more time is needed when reviewing invoice charges.

Processing a Policy Batch

  • Click the Select Policy Type dropdown to choose the Policy Type.
  • Create Time On or Before: Displays all policies up to the selected end date.
  • Create Time Between: Displays all policies between the selected dates.
  • Adjust the calendar date(s) and click Search.
  • All policies due to be processed (with a Next Billing Date within the date range) will display.
  • Select all or the required policies.
  • Batch Invoice Label: Adjust if required. If blank, enter a Batch Invoice Label.
  • Batch Invoice Comments: Enter any additional invoice comments.
  • Click Process.
  • If the Policy Type requires review before confirmation, expand the Batch Review panel to confirm the batch.
  • If the Policy Type is set to automatically confirm, changes are posted with the policy Destination account type.

Troubleshooting

  • Ensure all required fields are filled before processing.
  • Verify the Policy Type settings for automatic confirmation or manual review requirements.