Description: In this topic, the user will learn how to change the remaining balance available on an existing authorization. This applies to both dollar and unit-based authorizations. Enabling this feature requires an instance-level setting.
Role Required: Super User, Billing
Permission Required: Authorization Admin, Import Admin
Adjust Authorization Remaining Balance
Log in to DCI
Click Authorization on the main menu
Click Authorizations on the submenu
Use the filters to search by client name and service code and click Search
Click anywhere on the authorization row to open the Authorization Details page
Click Actions
Select Adjust Remaining Balance from the drop-down menu
Complete the form wizard
Entry Type: Defaults to Adjustment
Date (required): Enter date of adjustment
Amount (required): Enter + or - with the number of units (e.g., -5, +10, etc.)
The adjustment cannot result in the new balance exceeding the initial balance
The balance cannot be negative
Consider all preauthorization holds and add those to the remaining balance in addition to the adjustment amount
Reason (required): Select from the drop-down
Description (optional): Must be at least five characters
Click Save and Yes to confirm
The Authorization Balance Adjustment has now moved to the Pending Fees and Adjustments tab on the submenu where it must be approved
Use the filters to locate the pending adjustment and click Search
Click A to approve or the red R to reject the adjustment
Click anywhere on the adjustment row to view the Adjustment Remaining Balance Details page
Alternatively, from the details page, click Actions and select Approve or Reject from the drop-down menu.
Authorization Remaining Balance Details
Log in to DCI
Click Authorization on the main menu
Click Pending Fees and Adjustments on the submenu
Click anywhere on the adjustment row to open the Adjustment Remaining Balance Details page
View/filter reference entries, notes, and attachments. Add a new note or attachment and either approve, edit, or reject the adjustment.
To Add a new Adjustment Remaining Balance Note:
Click Actions then select New Note from the drop-down menu
Choose the Note Type from the drop-down then enter the Subject and Body text
To associate an attachment with the note, click the Choose File button in the Attachment field. Select the file then click Open to upload.
To remove the attachment, hover over the circle icon until it turns red then click it.
Click Save then Yes to confirm
To Add a new Adjustment Remaining Balance Attachment:
Click Actions then select New Attachment from the drop-down menu
Enter the Attachment Name
Click the Choose File button in the Attachment field. Select the file then click Open to upload.
Click Choose File in the Attachment field. Select the file then click Open to upload.
To remove the attachment, hover over the circle icon until it turns red then click it.
Click Save then Yes to confirm
To Edit a Pending Authorization Balance Adjustment:
Click Actions then select Edit Adjustment Remaining Balance from the drop-down menu
Complete edits as needed
Editable fields are Date, Amount, Reason Type, and Description (description must be at least five characters).
Entry Type field is locked to reflect Adjustment
Click Update and Yes to confirm
Import Authorizations
Authorizations, including initial balance, updates to the remaining balance, and authorization approvals, can be mass imported. To learn how to import authorizations, see the Admin Guide - Import Module article in the Help Center.