Description: In this topic you will learn how to use Authorization Remaining Balance Adjustments, which are a way for DCI to allow a user to change the remaining balance available on an existing authorization. This update applies to both dollar and unit based authorizations. Enabling this feature requires an instance level setting change.

Role Required: Superuser/Billing Role

Permission Required: Import admin

Search, View, Edit and Export Authorization Balance Adjustment Reasons

  1. Log in to your profile

  2. Select Settings from the main menu 

  3. Click Custom Drop Down in the submenu  

  4. Click Select Item Type dropdown and then select Authorization Balance Adjustment Reasons

  5. Click Search

  6. The view now displays on Authorization Balance Adjustment Reasons

    1. To Export the Authorization Balance Adjustment Reasons table to a CSV file, click the Export button

    2. The table will display 30 up to reasons and will show 30 of XX

    3. To load additional entries, scroll down and the additional reasons will load

  7. To Edit an Authorization Balance Adjustment Reason click anywhere in the row of the reason you would like to edit to open the Custom Drop Down Details screen

  8. Click Actions

  9. Click Edit Custom Drop Down Item

  10. Complete edits

    1. Editable fields are Item Name and Item Status

  11. Click Save 

  12. Click Yes in the confirmation alert window  


Create Authorization Balance Adjustment Reasons

  1. Log in to your profile

  2. Select Settings from the main menu 

  3. Click Custom Drop Down in the submenu  

  4. Select Actions button

  5. Select Add New Custom Drop Down Item from the action dropdown

  6. Fill out the Add New Custom Drop Down Item form wizard

    1. Select Authorization Balance Adjustment Reasons from the Item Type dropdown

    2. Specify the Item Name 

    3. Select a status of Active or Inactive  

  7. Click Save 

  8. Click Yes in the confirmation alert window  


Filter/export Authorization Balance Adjustment Reason Events

  1. Log in to your profile

  2. Select Settings from the main menu 

  3. Click Custom Drop Down in the submenu  

  4. Click Select Item Type dropdown and then select Authorization Balance Adjustment Reasons

  5. Click Search

  6. Edit an Authorization Balance Adjustment Reason click anywhere in the row of the reason you would like to edit to open the Custom Drop Down Details screen

  7. Edit an Authorization Balance Adjustment Reason click anywhere in the row of the reason you would like to edit to open the Custom Drop Down Details screen

    1. Underneath the Authorization Balance Adjustment Reason details you will view all Events associated with that Authorization Balance Adjustment Reason

    2. You have the ability to filter the Events by start and end dates, subject, and who is associated with the event

    3. Simply enter the search criteria into the relevant fields then click Search. I

      1. f you wish to reset the search filters, click Reset

  8. There are two options to export:

    1. Export all Authorization Balance Adjustment Reasons events by clicking the Export button located beneath the search filters 

    2. Use the search criteria referenced in the instructions above to show a group of filtered Authorization Balance Adjustment Reasons, then click the Export button located beneath the search filters

  9. The file will automatically download and save to the ‘Download’ folder on your PC as a CSV file

    1. This file is compatible with Microsoft Excel


Add Adjustment to Remaining Balance to an Authorization

  1. Log in to DCI with your personal profile.

  2. Click the Authorization from the main menu.

  3. Click the Authorization tab the sub menu.

  4. Fill in the Client Name and Service Code filters on the Authorizations screen and click Search.

  5. Click anywhere on the authorization to open the Authorization Details screen.

  6. Click Actions.

  7. Click Adjust Remaining Balance to open the Adjust Remaining Balance form wizard

  8. Enter the Date, Amount, Reason and Description (description has to be at least 5 characters). You will notice the Entry Type field is locked.

    1. Restrictions to Adjustments 

      1. The remaining balance adjustment cannot result in new balance exceeding the initial balance

      2. Remaining balance cannot be negative

        1. Consider all pre authorization holds and add those to the remaining balance in addition to the adjustment amount 

  9. Click Save 

  10. Click Yes in the confirmation alert window  

Once the Authorization Balance Adjustment is saved, it is now moved to the Pending Fees and Adjustments tab. Here, the adjustment must be approved to complete the process.


Authorization Remaining Balance Details Screen

  1. Log in to DCI with your personal profile

  2. Click the Authorization from the main menu

  3. Click Pending Fees and Adjustments on the sub menu

  4. Click anywhere in the row of the adjustment you would like to open the Adjustment Remaining Balance Details screen

    1. Here you can view/filter reference entries, notes and attachments. You can also add a new note or attachment and either approve, edit or reject the adjustment. 

      1. To add a new Adjustment Remaining Balance Note:

        1. Click Actions then click New Note

        2. Choose the Note Type from the dropdown menu then enter the Subject and Body text

          1. To associate an attachment with the note, click Add Attachment on the New Note screen and browse your PC to find the associated file then click Open

          2. Once the file has been loaded, verify it is the correct file. 

            1. If you notice an error in the file upload, hover over the black circle icon until it turns red then click on it. This will remove the attachment from the Note and allow you to re-upload a new attachment 

        3. Click Save then select Yes on the confirmation window 

      2. To add a new Adjustment Remaining Balance Attachment:

        1. Click Actions then click New Attachment

        2. Enter the Attachment Name

        3. To associate an attachment, click Add Attachment and browse your PC to find the associated file then click open

        4. Once the file has been loaded, verify it is the correct file. 

          1. If you notice an error in the file upload, hover over the black circle icon until it turns red then click on it. This will remove the attachment and allow you to re-upload a new attachment 

        5. Click Save then select Yes on the confirmation window 

      3. To view/filter Adjustment Remaining Balance Reference Entries/Notes/Attachments:

        1. Enter any of the following criteria in the search fields then click Search

          1. Reference Entries – Start and End Dates, Account Type, Reference Entry Type, Client Name, Employee Name, Service Code, Entry Unit, Status

          2. Notes – Start and End Dates, Note Type, Subject, Added By

          3. Attachments – Start and End Dates, File Name, Attachment Type, Added By

        2. The view below will populate with relevant data associated with your search criteria. Click anywhere in the row to select a particular data line item

        3. To reset the search and show all associated data, click Reset

      4. To Edit a Pending Authorization Balance Adjustment:

        1. Click Actions

        2. Click Edit Edit Authorization remaining balance

        3. Complete edits

          1. Editable fields are Date, Amount, Reason and Description (description has to be at least 5 characters). You will notice the Entry Type field is locked.

        4. Click Save 

        5. Click Yes in the confirmation alert window  

      5. To manually approve/reject Adjustment Remaining Balance:

        1. Click Actions

        2. Click Approve or Reject

        3. Select Yes on the confirmation window


Approve/Reject Pending Authorization Balance Adjustment from the Pending Fees and Adjustments Tab

  1. Log in to DCI with your personal profile

  2. Click the Authorization from the main menu

  3. Click Pending Fees and Adjustments on the sub menu

  4. Click A in the authorization balance adjustment row that you would like to approve

    1. Click R in the authorization balance adjustment row that you would like to reject

* The auto approval process will not affect pending Authorization Remaining Balance Adjustments 


Import

Authorizations can be mass imported, including initial balance, updates to remaining balance, and authorization approvals. To learn how to import authorizations, see the Admin Guide - Import Module in the Help Center.