Description: In this topic you will learn how to process write off batches. This could occur 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 an entry exceeded the authorization remaining balance, daily max, weekly max, or monthly max while these 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
Permission Required: N/A
Create a Write Off Batch
Login with an appropriate profile.
Click Billing on the Main Menu.
Click Unbillable Entries from the Sub Menu.
Use the filters to find the entries you want to include in a write off batch.
Use the checkboxes to select the entries you want to include.
Selecting the top checkbox will select all available entries.
Click Refresh Billable Amount if necessary.
The system will check to see if any entries had a change in billable amount if an authorization has been updated. This process runs automatically every night, but can be run manually by clicking the blue button on this page. You will receive a notification when the process completes.
Click New Write Off Batch to create a new batch, or click Add to Write Off Batch to add to an existing batch.
Give the batch a name and description and review the summary.
Click Save then Yes on the confirmation alert.
Click Process on the Batch Details Page, then Yes on the confirmation alert.
The Batch status will update to InProcess. You will receive a notification when the process has completed.
Once processed, the 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 override:
Click a Billing Entry to open the Entry Details Page.
Click Actions.
Click 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.
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 Attachments to view the Raw Billing Dump File.
After the company has received payment for the billable entries, the batch can be reconciled by clicking Reconcile and uploading an appropriately formatted CSV file. See Admin Guide - Reconcile Billing Batch for full instructions. Write-Off entries are not reconciled.
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