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Description: In In this topic you , the user will learn how to process write-off batches. This could occur when an when an entry violates an authorization; thus the entry would need to be written off in part or entirely. It could also be necessary to write off a batch if batch if an entry exceeded the authorization remaining balance, daily max, weekly max, or monthly max while these business rules were business rules were enabled in Mode 2 (allow punch through). The write-off batch process will create up to two billing entries , - one as a write-off for the unbillable amount and one for the billable amount, if any.
Role Required:Superuser/Billing Super User, Billing Team
Permission Required: N/A
Create a Write Off Batch
Login Log in with an appropriate profile.
Click Billing on the Main Menu.
Select Billing from the main menu
Select Unbillable Entries from the submenuClick Unbillable Entries from the Sub Menu.
Use the filters to find locate the entries you want to include be included in a the write-off batch .and click Search
Use the checkboxes to select the entries you want to include.
Selecting the top checkbox will or select the header row checkbox to select all available entries
Only select entries with the same units. A different batch will be required for each unit type.
Click the blue Refresh Billable Amount button if necessary.
The system will check to see if any entries had a change verify any changes in billable amount if an authorization has been updated. This process runs automatically every night, nightly but can be run manually by clicking the blue button on this page. You will receive a notification . A notification will populate when the process completesis complete.
Click the light blue New Write Off Batch button to create a new batch, or click the white Add to Write Off Batch button to add to an existing batch.
Give Name the batch, add a name and description and review description, and review the summary.
Click Save then Yes on the confirmation alert.
Click Save and Yes to confirm
Click the green Process button on the batch details page
Click Yes to confirmClick Process on the Batch Details Page, then Yes on the confirmation alert.
The Batch status will update to InProcess. You will receive a notification to InProcess. A notification will populate when the process has completedis complete.
Once processed, the Batch batch status will update to Pending. Billing entries will be created for each punch entry. If an entry was partially billable, two billing entries will be created:
Entry in Write-Off status for the unbillable portion
Entry in Pending status for the billable portion
Review the entries and make any manual overrides if necessary. To make a manual manually override:
Click a a Billing Entry to to open the Entry Details Page.page
Click Click Actions.Click
Select Edit Entry.
Add any modifications necessary.
Click Save then Yes on the confirmation alert.
Click Approve on the Batch Details Page, then Yes on the confirmation alert.
from the drop-down menu
Make the desired changes
Click Save and Yes to confirm
Click Approve on the batch details page
Click Yes to confirm
The batch status will update to Transmit InProcess. A notification will populate when the process is complete.
Once processed, the batch status will update to Transmitted
The Batch status will update to Transmit InProcess. You will receive a notification when the process has completed.
Once process, the Batch status will update to Transmitted. The billable billing entry will be updated to a status of Approved.
Click the Attachments tab to view the Raw the Raw Billing Dump File.
After the company organization has received payment for the billable entries, the batch can be reconciled by clicking Reconcile Reconcile and uploading an appropriately formatted CSV file. See Admin Guide - Reconcile Billing Batch for full instructions. Write-Off off entries are not reconciled.
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