Bridge. Billing Guide. Version

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1 Bridge Billing Guide Version

2 Table of Contents Page i Table of Contents Table Of Contents I Introduction 2 Managing Bill To Parties 3 Creating a New Bill to Party 3 Viewing and Navigating Bill to Party Information 3 General Information 6 Billing Settings 11 On Account Balance 15 Account History 17 Outstanding Invoices 19 Online Payment of Invoices 19 Offset Invoices 25 Managing Scheduled Payments 28 Deactivating a Bill To Party 33 Transactions 34 Managing Receipts by Batch 34 Creating a New Batch of Receipts 34 Viewing, Modifying, and Deleting a Batch 38 Importing Receipts to a Batch 39 Manually Adding Receipts to a Batch 42 Managing Invoices for Cash or Refund Receipts 49 Managing Invoices for Account Balance Allocation Receipts 51 Managing On Account Balance Receipts Allocated to a Refund Receipt 52 Editing Receipts 54 Deleting Receipts 55 Posting Batches 56 Receipt Corrections 58 Reversing a Posted Receipt 58 Reallocating a Posted Receipt 61 Invoice Write-Offs 71

3 Table of Contents Page ii Creating a Write-Off Receipt 71 Billing Adjustments 75 Creating a New Adjustment 75 Viewing and Modifying an Adjustment 79 Deleting an Adjustment 80 Posting an Adjustment 81 On Demand Invoicing 82 Manual Invoice Creation 82 Payables 85 Bill to Party Payables 85 Marking Bill to Party Payable Transactions as Paid 86 Distributor Payables 89 Marking Distributor Payable Transactions as Paid 92 Insurer Payables 96 Marking Insurer Payable Transactions as Paid 99 Tax Payables 103 Marking Tax Payable Transactions as Paid 105 Billing Reports 109 Account History Report 109 Invoices Report 111 Charges Report 113 Receipts Report 114 Online Payments Report 115 Aged Receivables Report 117 Summary Report 118 Detailed Report 121 Earnings Report 123 General Ledger Entries Report 125 Report Repository 127 Managing Billing Entities 130 Navigating Billing Entities 130 Default Billing Entity 132 Managing Billing Entities 133 Data Access Management 135

4 Table of Contents Page iii Default Billing Entity 135 Additional Billing Entities 136 General Information 136 General Settings - Billing 137 General Settings - Invoicing 143 General Settings - Payments & Receipts 145 Managing Receipt Correction Reasons 147 General Settings - Write-Offs 149 Managing Write-Off Reasons 151 Managing Automatic Write-Off Rules 153 General Settings - Statements 155 General Settings - Accounting 158 Managing Fiscal Years 159 General Settings - Reporting 163 Managing Reports 164 Managing Payment Plans 168 Creating a New Payment Plan 168 Viewing and Modifying a Payment Plan 175 Deactivating a Payment Plan 176 Managing Adjustment Types 177 Creating a New Adjustment Type 177 Viewing and Modifying an Adjustment Type 179 Deactivating an Adjustment Type 180 Managing Bank Accounts 181 Creating a New Bank Account 181 Viewing and Modifying a Bank Account 184 Deactivating a Bank Account 185 Managing General Ledger Accounts 186 Creating a New General Ledger Account 186 Viewing and Modifying a General Ledger Account 191 Deactivating a General Ledger Account 192 Managing Billing Document Configurations 193 Creating a new Billing Document Configuration 194 Viewing and Modifying a Billing Document Configuration 198 Deactivating a Billing Document Configuration 199

5 Table of Contents Page iv Document Templates 200 Managing Payment Provider Configurations 202 Creating a New Payment Provider Configuration 202 Viewing and Modifying a Payment Provider Configuration 205 Deactivating a Payment Provider Configuration 206 Reviewing Billing Changes In The Audit Trail 208 Common Pages 210 Invoice Detail Window 210 Receipt Detail Window 212 Index I

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7 Introduction Page 2 Introduction Welcome to the Bridge insurance access portal. The system provides a full workflow, from the administration of products and coverage, to the submission and management of individual policies. Access to all features, options, and data are controlled by the settings in your user account. This guide is for users with management rights for the billing module, covering all aspects of configuring payment plans and managing accounts, invoices, and receipts. This guide assumes the user is familiar with the general functions of the system. For instructions on logging in and using common features throughout the system, see the User Guide - Introduction document.

8 Managing Bill to Parties Page 3 Managing Bill to Parties With any business that has paying customers, it becomes necessary to arrange a method of payment. Whether the client pays directly, or the payment is handled through an intermediary such as a broker, distributor, or insurer, the payment configuration begins with designating the bill to party. Creating a New Bill to Party A Bill to Party can be created manually by clicking the Designate as Bill to Party button on a company record screen. A Bill to Party can also be created automatically when required, such as when quoting a transaction with a new client company or individual client, or when new charges are produced by other parts of the system. The Designate as Bill to Party button will create the account and open it for immediate editing. For bill to parties created automatically, you can access them through the Bill to Parties list. See the section on Viewing and Navigating Bill to Party Information for details. Viewing and Navigating Bill to Party Information

9 Managing Bill to Parties Page 4 1. In the main menu, select Billing then Bill to Parties. A list of all available parties is displayed. Tip: By default, only Active parties are displayed. Clear the filter in the Status column to view all parties. 2. Click a link in the Name column to view the bill to party details. If there are a large number of available profiles, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate profile. 3. When viewing a bill to party, the information is divided into multiple pages. The pages are accessed through the Bill to Party Menu widget to the left of the screen. The General Information page opens by default when a bill to party is selected. Click a link to view the page details.

10 Managing Bill to Parties Page 5 General Information Billing Settings On Account Balance Account History Outstanding Invoices Scheduled Payments Contains the general information for the bill to party, such as address and contact details. Contains the settings for billing and managing invoices. Lists the funds held on account for the bill to party. Lists invoices and receipts related to the bill to party. Lists unpaid invoices for the bill to party, and allows payments to be made online. Lists scheduled payments, and allows outstanding payments to be rescheduled.

11 Managing Bill to Parties Page 6 General Information The General Information page lists the Bill to Party details such as address and contact details. If the Same as Policy Information box is checked, the fields are copied from the policy details and cannot be edited. Unchecking the Same as Policy Information box will allow the details to be changed, but will prevent the system from updating the Bill To Party if changes are made to the core company details. The panels and fields are described below. Fields marked with a red asterisk * are required.

12 Managing Bill to Parties Page 7 Same as Policy Information Defines whether the bill to party information is maintained separately from the core company details, or if it should be updated with any changes made within the Policy module. When a company is first designated as a bill to party, this option is checked by default and most of the company information is copied in. All fields are then disabled. While this option is checked, the bill to party details will be updated to match the core company details each time a payment schedule is selected for that party within a policy transaction. Selecting Designate as Bill To Party again on the core company screen will also update the information. If unchecked, all fields can be edited manually and the details will not be changed by the system. Note that changing details for the bill to party does not affect the core company information in the Policy module. Name Code Description Address Fields Phone Fax Account Number Displays the company or individual name. Displays the code assigned to the company or individual. When Same as Policy Information is unchecked, a description can be entered for the bill to party. These fields display the full address, including street Address, City, Country, State/Province, and Zip/Postal Code. Displays the phone number of the company or contact. Displays the fax number of the company or contact. This field defaults to the Code, but can be changed. However, the Account Number must remain unique.

13 Managing Bill to Parties Page 8 First Name Last Name Displays the first name of the contact. Displays the last name of the contact. Displays the address of the contact. The Banking Information panel can be used to collect company banking information. This data is displayed in the Invoices Report, making it available for use in external systems. Banking Info Same As Policy Defines whether the bill to party banking information is maintained separately from the core company details, or if it should be updated with any changes made within the Policy module. When a company is first designated as a bill to party, this option is checked by

14 Managing Bill to Parties Page 9 default and most of the company information is copied in. While this option is checked, the bill to party details will be updated to match the core company details each time a payment schedule is selected for that party within a policy transaction. Selecting Designate as Bill To Party again on the core company screen will also update the information. If unchecked, all fields can be edited manually and the details will not be changed by the system. Note that changing details for the bill To party does not affect the core company information. Enable Electronic Funds Transfer Account Type Account Number ABA Routing Number Check this box to make the banking information available in the Invoices Report. This field is displayed when the Enable Electronic Funds Transfer checkbox is selected, and displays whether the banking account is designated as a checking or savings account. This field is displayed when the Enable Electronic Funds Transfer checkbox is selected, and displays the banking account number. This field is displayed when the Enable Electronic Funds Transfer checkbox is selected, and displays the nine-digit ABA routing transit number. Active Marks the billing profile as active and available for use. If unchecked, the profile remains

15 Managing Bill to Parties Page 10 linked to any existing invoices, but cannot be used for new charges. Created By Last Modified By Identifies the date and time the billing profile was created, and the user who created it. Identifies the last date and time the billing profile was changed, and the user who made the changes. Click Save to save any changes and remain on the page, or click Close to return to the Bill To Parties list without saving any changes.

16 Managing Bill to Parties Page 11 Billing Settings The Billing Settings page includes settings for the frequency and scheduling of billing for the Bill to Party. Use Default Billing Settings By default, all bill to parties use the settings defined in the General Settings - Billing section of the Billing Entity Menu. When this option is checked, the default billing settings are displayed in read-only mode. If this option is unchecked, the settings can be customized for this party. The custom settings will not be affected by changes made to the default settings in the Billing Entity Menu. Enable Automatic Billing When enabled, the system automatically generates invoices based on the defined

17 Managing Bill to Parties Page 12 billing schedule for the bill to party. Note: Once checked, the system will generate invoices for all transactions associated to the bill to party. If applicable, this includes charges produced while the Enable Automatic Billing feature was disabled. Billing Frequency Run Billing On This field is only available when Enable Automatic Billing is checked. Select how often the billing process will run, producing invoices. Depending on the Billing Frequency setting, it may be necessary to select the day of the month when the billing process will run. Day of Month This selection will display the Day of Month field where a specific day can be entered. Last Day of Month This selection causes billing to run on the last day of each month. Day of Month Allow Billing on Weekends Day of Week This field is not available when Billing Frequency is set to Weekly or Daily, or when Run Billing On is set to Last Day of Month. Enter a number from 1 to 30 for the day of the month on which to run billing. To run billing on the 31 st, select Last Day of Month instead. If a certain month ends before the chosen day, billing will run on the last day of that month. This field is read only. This field confirms whether billing on weekends is allowed for the bill to party. This setting is defined within the General Settings - Billing section of the Billing Entity Menu and can not be changed at the bill to party level. This field is available when Billing Frequency is set to Weekly. Select a day of the week on which to run billing.

18 Managing Bill to Parties Page 13 Invoice Due Separate Invoices by Communication Preference Enter the number of days from the invoice issue date before the payment is due. For manually generated invoices, the issue date is selected by the user. For automatically generated invoices, the invoice issue date is set to either the charge date of the earliest charge included in the invoice, or the date the invoice is generated if the earliest charge date has already passed. Select the method by which charges are separated for generated invoices. Select the preferred method of communication for the bill to party. The following options are available. Fax Mail Note: If is selected, the party will be eligible for automatic invoice s. For this to occur, both invoices and s must be configured for automatic generation. Generate Statements If this option is checked, the system will apply the default statement generation settings to the bill to party. These settings are must first be configured in the General Settings - Statements section of the Billing Entity Menu.

19 Managing Bill to Parties Page 14 Click Save to save any changes and remain on the page, or click Close to return to the Bill To Parties list without saving any changes.

20 Managing Bill to Parties Page 15 On Account Balance The On Account Balance page lists the stored funds for the current bill to party. An on account balance can come from pre-payments, payments that have not been matched to invoices yet, or payments that exceeded the invoice totals. If funds exist in more than one currency, a separate entry will exist for each currency. Click a link in the Currency column to view the breakdown of the current balance. The On Account Balance Details window opens. The On Account Balance Details window lists each receipt where all or part of the payment went on account. Click a link in the Receipt Number column to view the Receipt details window.

21 Managing Bill to Parties Page 16 Click Close in the On Account Balance Details window to close the window and return to the On Account Balance page. Click Close on the On Account Balance page to return to the Bill To Parties list.

22 Managing Bill to Parties Page 17 Account History The Account History page provides details on all transactions for the bill to party, with the option to filter by a specific date range. Invoices and receipts can be selected to view the specific details of the transaction. This page is similar to the standalone Account History report, except this report is limited to the selected bill to party. The results can be focused on a specific date range using the Reporting Period fields. Either or both dates can be entered, or selected from the calendar lookup. Click Search to display the transactions. The results appear in the Transactions panel. The Transactions list displays invoices and receipts for the selected bill to party and date range. The Type column identifies the type of each transaction. Click a link in the Number column to view the Transaction Detail window for Invoices or Receipts.

23 Managing Bill to Parties Page 18 Click Close to return to the Bill To Parties list.

24 Managing Bill to Parties Page 19 Outstanding Invoices The Outstanding Invoices page provides details on all invoices for the Bill to Party that have not yet been paid in full. Invoices can be selected to view the specific details. This page is similar to the standalone Invoices report, except this report is limited to the selected bill to party and is filtered by currency. Select a Currency and click Search. The Invoice List panel appears with the results. Some columns have been hidden. Click a link in the Invoice Number column to view the Invoice details window. To make payments for invoices, see the Online Payment of Invoices section. To use credit invoices to pay off debit invoices, see the Offset Invoices section. Click Close to return to the Bill To Parties list. Online Payment of Invoices

25 Managing Bill to Parties Page 20 Invoices can be paid directly from the Outstanding Invoices page in the Bill To Party information. One or more invoices can be paid, with the option to use any funds held on account and paying any remaining balance online. Note that online payments may not be available if additional bill to parties are included in the transaction. 1. Open a bill to party record and navigate to the Outstanding Invoices page. See Viewing and Navigating Bill To Party Information for instructions. 2. Select a Currency and click Search. The Invoice List panel appears with the results. Some columns have been hidden. 3. Check the boxes for all invoices to be paid, then click Pay. The Payment Initiation window opens. Complete the necessary information. Fields marked with a red asterisk * are required.

26 Managing Bill to Parties Page 21 Bill To Party Total Outstanding Amount Total Payment Amount Displays the name of the current bill to party. Displays the total unpaid amount of the invoices selected for payment. Displays the total remaining amount to be paid after any on account amount has been applied. Depending on the configuration of the payment system, this amount may be changed to make a partial payment. Note: In the event that the amount due is a negative value, this field defaults to zero. The Payment Method panel is only displayed if one or more payment methods have been saved for the Policy or for the Bill to Party as part of an earlier transaction. Pay with Displays the masked 16-digit credit card number saved for the policy, if one is available. If a payment method has not been saved for the policy, the system will default to the most recent payment method saved for the Bill to Party. The following options are also available for selection in the drop-down list. Existing Credit Card Any payment method that has been saved for the policy or the Bill to Party as part

27 Managing Bill to Parties Page 22 of an earlier transaction. The masked credit card number, card type, and expiration date are displayed to help the user identify the correct payment method. New Credit Card The drop-down list also contains the option to use a new payment method for the transaction. 4. Click Proceed to Payment to complete the payment, or click Close to close the window without making the payment. If the Total Payment Amount is zero, meaning the full payment amount was covered by the on account funds, clicking Proceed to Payment will complete the payment and return to the Outstanding Invoices list. Note: When using a New Credit Card, clicking Proceed to Payment will close the window and navigate to the Payment Provider Gateway. The instructions will be on-screen. When using an Existing Credit Card that was saved to the system as part of an earlier transaction, the system will automatically complete the transaction and navigate to the Online Payments screen. 5. When the payment is completed, the Online Payments screen opens with a summary of the payment. If a New Credit Card is being used, and the necessary conditions are met, the Online Payments window will also contain options for saving the payment method for future use. For additional information, see the Payment Method Details panel described below.

28 Managing Bill to Parties Page 23 Name Date Amount Currency Status Reference Number Receipt Number Displays the name of the bill to party for the current transaction. Displays the date the transaction was processed. Displays the amount of the transaction. Displays the currency for the transaction. Displays the status of the transaction. Displays the system-generated reference number for the payment. Displays the number of the receipt generated within the system. The Payment Method Details panel contains options for saving the current payment method for future use.

29 Managing Bill to Parties Page 24 This panel is only displayed when a new payment method is being used and the payment has been accepted by the payment provider. Furthermore, Tokenization must be enabled for the Payment Provider Configuration within the system, and a security token must be successfully returned by the payment provider. If any of these conditions are not met, the panel is not displayed. Card Type Card Number Expiration Date Save my Credit Card for Future Payments Use to Automatically Pay Displays the credit card type. Displays the masked 16-digit credit card number. The last four digits are displayed. Displays the expiration date (MM/YYYY). Check this checkbox to save the credit card details for future use. This makes the payment method available for selection the next time the user requests to make an online payment. The credit card details will be tokenized, and a token will be stored in the system for future transactions with the Payment Provider. This option is displayed when the Save my Credit Card for Future Payments option is checked. Select one of the available options. All Policies The system will use this payment method when automatically processing online payments for any policy transaction associated to this Bill to Party. Note: Automatic online payment processing is currently only supported for Quoted Renewal transactions. This feature must be enabled in the Automatic Payments section of the Master Cover. For additional information, see the Automatic Processing section in the User Guide - Master Covers document. None This payment method will only be available for future on-demand payments.

30 Managing Bill to Parties Page Click Back to Previous Page to return to the Outstanding Invoices list without saving the payment method, or click Save and Back to Previous Page to save the payment method before returning to the Outstanding Invoices list. For information on configuring automatic payments, see the Automatic Payments section in the User Guide - Master Covers document. Offset Invoices Invoices with negative amounts (credits) can be used to pay invoices with positive amounts (debits). 1. Open a bill to party record and navigate to the Outstanding Invoices page. See Viewing and Navigating Bill To Party Information for instructions. 2. Select a Currency and click Search. The Invoice List panel appears with the results. Some columns have been hidden.

31 Managing Bill to Parties Page Check the boxes for all invoices to be included in the offset comparison. It is not necessary to select invoices that balance out, although at least one debit invoice and one credit invoice must be selected. 4. Click Offset. The Invoice Offset Preview window opens. 5. Complete the necessary information. Fields marked with a red asterisk * are required. Date Enter the date for the offset batch, or select it from the calendar lookup. An offset cannot be backdated. Reference Enter a reference code or number to be saved in the offset receipt. The Offset Summary panel lists all selected invoices and the calculated allocations. Invoices are allocated by due date, from the oldest to the newest. The credit invoices are deducted from the debit invoices until the credit balance is depleted or all debit invoices are paid. Final balances are displayed in the Remaining Outstanding Amount column.

32 Managing Bill to Parties Page If the allocations are acceptable, click Confirm to complete the transaction, or click Close to close the window without performing the offset. If the transaction is completed, the Invoice List is updated with the new balances on any remaining invoices. The system generates and posts a receipt batch containing one zero-value receipt. The receipt includes all invoice allocations from the offset transaction.

33 Managing Bill to Parties Page 28 Managing Scheduled Payments A payment plan is selected for a quoted transaction, which produces a series of dated charges on binding the transaction. The payment schedule can be adjusted, allowing the redistribution of any remaining payments. 1. Open a bill to party record and navigate to the Scheduled Payments page. See Viewing and Navigating Bill To Party Information for instructions. 2. Enter the Search Criteria. Fields marked with a red asterisk * are required. Policy Policy Term ID Include Invoiced Unpaid Charges Select a policy term to view the charges associated to all transactions within that term. This field displays the term ID for the selected policy term. This field is filled in after clicking Search. By default, the search only displays charges that have not yet been invoiced. Checking this option includes charges that have been invoiced, but no payments have been made for those invoices. 3. Click Search. The Scheduled Payments panel appears with the results.

34 Managing Bill to Parties Page 29 Current Payment Plan Transaction ID Transaction Type Coverage Charge Date Gross Premium Net Premium Tax Amount Currency Displays the payment plan that was chosen for the selected term. Displays the ID of each transaction within the term. Displays the type of each transaction within the term. Displays the premium type associated to each charge. Displays the date that each charge is applied and becomes ready for invoicing. Displays the gross calculated premium, including commissions, but not including taxes or fees. Displays the net calculated premium, not including taxes or fees. The commission amount is included unless the Agency Bill option has been enabled, meaning the charges are intended for the distributor. Displays the calculated taxes and fees associated to the charge. Displays the currency of the charge.

35 Managing Bill to Parties Page 30 Status Displays the current status of the charge. Booked These charges have not yet been invoiced. Invoiced These charges have been invoiced, but no payments have been made on the associated invoices. These charges are only shown when Include Invoiced Unpaid Charges is checked. The Total line displays the total amounts for the Gross Premium, Net Premium, and Tax Amount columns. 4. Click Re-Schedule Payments to change the payment schedule, or click Close to return to the Bill to Parties list. On clicking Re-Schedule Payments, the Payment Scheduler window opens. Note: Re-scheduling payments applies to all charges returned by the search. Any filters applied to the payments list will not omit charges from the new schedule. 5. Complete the necessary information. Fields marked with a red asterisk * are required. Policy Number Displays the policy number for the charges.

36 Managing Bill to Parties Page 31 Effective Period Current Payment Plan Payment Start Date Payment Plan Apply to New Policy Transactions Displays the effective period of the policy. Displays the current payment plan for the charges. Select the new date for the first payment. This date must be within the Effective Period. The date can be entered manually or selected from the calendar lookup. Select a new payment plan. If checked, the new payment plan will be applied to new transactions created within the selected term. If unchecked, the original payment plan will be used. 6. Click Preview to view the new payment schedule, or click Close to close the window. Clicking Preview displays the Payment Schedule list. Some columns have been hidden. Transaction ID Transaction Type Coverage Displays the ID of each transaction within the term. Displays the type of each transaction within the term. Displays the premium type associated to each charge.

37 Managing Bill to Parties Page 32 Charge Date Gross Premium Net Premium Tax Amount Currency Displays the new date that each charge is applied and becomes ready for invoicing. Displays the gross calculated premium, including commissions, but not including taxes or fees. Displays the net calculated premium, not including taxes or fees. The commission amount is included unless the Agency Bill option has been enabled, meaning the charges are intended for the distributor. Displays the new calculated taxes and fees associated to the charge. Displays the currency of the charge. 7. If the new charges are acceptable, click Commit to apply the new payment schedule. To view the charges with different settings, make any changes to the General Information panel and click Preview. Click Close to close the window without applying any changes. If any invoiced charges are re-scheduled, the system will automatically create a credit charge and credit invoice to offset the original invoiced charges.

38 Managing Bill to Parties Page 33 Deactivating a Bill To Party Once created, a bill to party profile cannot be deleted. It can be deactivated, which leaves it linked to any existing companies or individuals, but prevents it from being used for new bills. 1. In the main menu, select Billing then Bill To Parties. A list of all available parties is displayed. Tip: By default, only Active parties are displayed. Clear the filter in the Status column to view all parties. 2. Locate the bill to party profile or profiles to be deactivated. If there are a large number of available profiles, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate profiles. 3. Check the boxes for all profiles to be deactivated. 4. Click Deactivate, then confirm the deactivation when prompted to do so. All selected profiles are deactivated. If the bill to party list is still defaulted to only show active profiles, they disappear from the list. Tip: Individual profiles can also be deactivated or reactivated directly through the bill to party record. See the General Information page for details.

39 Transactions Page 34 Transactions The Transactions section includes features for managing invoices and receipts. Managing Receipts by Batch As payments are received, receipts are generally provided by the bank. These receipts are entered into the system where they can be applied to invoices or kept on account for future allocation. Receipts are entered in batches. Receipts can be input manually or uploaded using Excel files. Once all amounts have been allocated, each batch is posted. This locks the data and makes it available for reports and General Ledger accounts. Creating a New Batch of Receipts 1. In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden.

40 Transactions Page Click Add. The Batch Receipt Management page opens. 3. Complete the necessary information. Fields marked with a red asterisk * are required. Batch Number Status This number is assigned by the system when the batch is saved. This field is hidden until the batch is saved. Displays the current status of the batch. This field is hidden until the batch is saved. Working The batch is open for editing.

41 Transactions Page 36 Posted The batch has been posted and can no longer be edited. Receipts can, however, be corrected through the Receipt Corrections section. For additional information, see Receipt Corrections. Type Account Balance Allocation Select the type of receipts to be entered in this batch. The following options are available. Receipts using on-account balance amounts to pay outstanding invoices. Receipts in this batch can only be allocated to invoices with a positive outstanding balance. Cash Receipt Receipts for payments received from clients. Receipts in this batch can be allocated to positive, negative, or zero-value invoices, as long as the final total for each receipt is positive or zero. Refund Receipts for payments made to clients for negative invoices or refunding an onaccount balance. Receipts in this batch can only be allocated to negative invoices or existing receipts with an on-account balance. Date Enter the batch date, or select the date from the calendar lookup. Bank Account Bank Account Number Currency Available when Cash Receipt or Refund are selected as the batch Type. Select a bank account from those configured in the Managing Bank Accounts section. Displays the account number for the selected Bank Account. This field is hidden until the batch is saved. For Account Balance Allocation batch types, select the currency for the batch. For Cash Receipt and Refund batch types, this field displays the currency for the selected Bank Account, but is hidden until the batch is saved.

42 Transactions Page 37 Batch Reference Confirmation Number Description Select File to Import Enter a reference for the batch. This can be used to identify the batch within the system. Enter the bank's confirmation number. Enter a description for the batch. Available when Cash Receipt or Refund are selected as the batch Type, and the batch has been saved. This field is used for importing receipts. See Importing Receipts to a Batch. If an import file is specified while creating a new batch, the file will be imported on saving the batch. Click Save to save the new batch or click Close to return to the Batch Receipt List without saving the batch. 4. Once the batch is saved, the Receipts and Status panels are added below the General Information panel. Receipts can be added manually for all batch types, or imported for Cash Receipt and Refund batch types. Some columns have been hidden.

43 Transactions Page 38 The Receipts panel lists all receipts in the current batch. If any matching has been done, either automatically or manually, the invoices are listed, as well as any unmatched balance on account. See below for instructions on editing batches, adding, editing, and deleting receipts, and manually matching receipts to invoices. Created By Last Modified By Identifies the date and time the batch was created, and the user who created it. Identifies the last date and time the batch was changed, and the user who made the changes. Viewing, Modifying, and Deleting a Batch 1. In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. See the section on Creating a New Batch of Receipts for a detailed description of the fields.

44 Transactions Page Click Save to save any changes or click Close to return to the Bill To Parties list without saving any changes. Click Delete to delete the batch and any receipts attached to it. Importing Receipts to a Batch 1. In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. Click the Download Template link to download an Excel template for the receipt content. The file can be opened immediately, or saved for future use. Once saved, the template can be re-used multiple times. The Excel template is formatted as follows: All fields marked with the red asterisk * are required.

45 Transactions Page 40 Receipt Date Payment Method Receipt Reference Receipt Amount The date that the payment was received. The method of payment. This field accepts any methods or codes used by your company or bank. The reference code or number for the individual payment. The full amount of the payment. For a cash receipt, the value should be positive, although a zero value can be provided if the associated invoices will balance out to a zero total. For a refund receipt, the value must be negative. Description Bill To Party Name Any description related to the individual payment. For standard receipts, provide the name of the party making the payment. This should match an existing party in the system. If no matching party is found, the receipt amount is transferred to a suspense account until it can be matched. Miscellaneous Account For Miscellaneous receipts, provide the name of the miscellaneous general ledger account to be associated to the receipt. This should match an existing general ledger account in the system. If no matching account is found, the receipt will not be imported and an error will be displayed. The error will not affect the remaining receipts. Insurer Account For Insurer Refund receipts, provide the name of the insurer company providing the refund. This links the receipt to the appropriate general ledger account for the insurer.

46 Transactions Page 41 Invoice Number Policy Number Policy Term ID Policy Transaction ID The number of the invoice being paid. This should match an existing invoice in the system. Providing an invoice number will override automatic matching. If no matching invoice is found, the receipt will need to be matched manually. The number of the policy that produced the invoice. This should match an existing policy in the system. If the identified policy is found, it will be used to filter the invoices available for automatic or manual matching. If the identified policy is not found, the receipt will need to be matched manually. The Term ID of the policy that produced the invoice. This should match an existing Term ID in the system. If the identified Term ID is found, it will be used to filter the invoices available for automatic or manual matching to transactions contained within that Term ID. If the identified Term ID is not found, the receipt will need to be matched manually. The number of the specific policy transaction related to the invoice. This should match an existing transaction in the system. If the identified transaction is found, it will be used to filter the invoices available for automatic or manual matching. If the identified transaction is not found, the receipt will need to be matched manually. All receipts can be entered manually, or pasted in from another source. Receipt entries must start in the second row. Any data placed in the first row will be ignored. In addition, only data in the first sheet will be imported. Any additional sheets will be ignored. The file name can be changed to facilitate tracking. Once the import file is ready, click the Browse button to open a standard file browser window. Locate and select the appropriate file, and the file name and path appear in the field. 4. Click Save to save the batch and import all receipt records or click Close to return to the Batch Receipt List without saving

47 Transactions Page 42 the batch or performing the import. If automatic matching is enabled, the matching will be performed as each receipt is imported. Manually Adding Receipts to a Batch 1. In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. Under the Receipts list, click Add. The Receipt Detailed Allocation page opens.

48 Transactions Page 43 The Batch Information panel provides reference details about the current batch. This panel is collapsed by default, but can be expanded using the arrow icon.

49 Transactions Page 44 Receipt Number Type This number is assigned by the system when the receipt is saved. The field is hidden until the receipt is saved. Select the type of receipt. This field can only be edited for receipts within unposted Cash Receipt or Reallocation batches. For Account Balance Allocation batches, the type is set to Standard and the field is hidden. Standard The receipt is in payment for charges from within the system. The receipt amount will either be matched to invoices within the system, be placed on account, or placed into suspension. Miscellaneous The receipt is related to factors outside of the system. The receipt amount will be logged in the general ledger accounts, but will not be matched to any invoices or bill to party. Insurer Refund The receipt represents an amount refunded from the insurer, commonly related to policy cancellations. Date Reference Payment Method Description Bill To Party The date that the payment was received. The reference code or number for the individual payment. The method of payment. This field accepts any methods or codes used by your company or bank. For Account Balance Allocation batches, this is set to On Account Balance. Enter any description related to the individual payment. This field is only visible for Standard receipts. For receipts within Cash Receipt batches, select the bill to party making the payment. If Unknown is selected, the receipt amount is transferred to a Suspense Account until it can be matched.

50 Transactions Page 45 For receipts within Account Balance Allocation batches, select a bill to party with an on account balance. If receipt allocation has been performed, either automatically or manually, changing the Bill To Party will clear all allocations. Policy Term This field is only visible for Standard receipts within Cash Receipt batch types. A specific policy term can be selected to narrow down the available invoices. If a Bill To Party is selected, only policy terms associated to that bill to party will be listed. This field will be hidden if Unknown is selected for the Bill To Party. If receipt allocation has been performed, either automatically or manually, changing the Policy Number will clear all allocations. Policy Transaction This field is only visible for Standard receipts within Cash Receipt batch types. A specific transaction can be selected to narrow down the available invoices. If a Policy Number is selected, only transactions from that policy will be listed. This field will be hidden if Unknown is selected for the Bill To Party. If receipt allocation has been performed, either automatically or manually, changing the Policy Transaction will clear all allocations. Invoice Number This field is only visible for Standard receipts within Cash Receipt batch types. If the receipt is to be entirely allocated to a single invoice, that invoice can be selected here. The available invoices are filtered according to any selections in the Policy Number or Policy Transaction fields. Note that the outstanding amounts do not reflect any unposted allocations.

51 Transactions Page 46 This field will be hidden if Unknown is selected for the Bill To Party. If receipt allocation has been performed, either automatically or manually, changing the Invoice Number will clear all allocations. Miscellaneous Account Insurer Receipt Amount This field is only visible when Miscellaneous is selected for the Type. Select the miscellaneous general ledger account to be associated to the receipt. This field is only visible when Insurer Refund is selected for the Type. Select the "Accounts Payable Insurer" general ledger account to be associated to the receipt. This field is not visible for Account Balance Allocation batches. Enter the full amount of the payment. For a cash receipt, the value should be positive, although a zero value can be provided if the associated invoices will balance out to a zero total. For a refund receipt, the value must be negative. On Account Balance Applied Amount On Account Amount This field is only visible for Account Balance Allocation batches, and only after the receipt has been saved. This field displays the current balance of funds held on account for the selected Bill to Party. Displays how much of the Receipt Amount or On Account Balance has been allocated to invoices. This field is not displayed until the receipt has been saved, or if the receipt is in Suspense status. This field is not displayed until the receipt has been saved, and is not visible for Account Balance Allocation batches at all. This field displays the remaining balance that has not been allocated. When the receipt is posted, this amount will be placed on-account for the

52 Transactions Page 47 Bill to Party. Remaining On Account Balance This field is only visible for Account Balance Allocation batches, and only after the receipt has been saved. This field displays the adjusted on account balance with the current invoice allocations. This value is updated on saving the receipt. 4. Click Save to save the receipt or click Close to close the window without saving the receipt. If automatic matching is enabled and applicable to the receipt type, the matching will be performed on saving the receipt. On saving, the Invoice Allocations grid becomes available. For a Refund receipt, the On Account Receipt Allocations panel is also added. Some columns have been hidden. The Invoice Allocations grid lists all invoices associated to the current receipt, either through automatic or manual matching. Note: The Outstanding Amount column does not include unposted allocations. However, the Allocation Amount does consider unposted allocations, so it may not equal the full Outstanding Amount.

53 Transactions Page 48 Manual matching may be necessary under certain circumstances, such as If no invoice number is provided with the receipt and automatic matching is either disabled or unable to find matching invoices, or if an invoice number is provided with the receipt but the payment exceeds the invoice amount. For cash or refund receipts, see Managing Invoices for Cash or Refund Receipts, for account balance allocation receipts, see Managing Invoices for Account Balance Allocation Receipts. Click a link in the Invoice Number column to view the Invoice details window. For On Account Balance batch types, click a link in the Receipt Number column to view the Receipt details window. The On Account Receipt Allocations grid is available for refund receipts, and lists all receipts with on-account balances associated to the current refund receipt. On-account receipts can be added manually. See Managing On-account Balance Receipts Allocated to a Refund Receipt. 5. Click Save to save the receipt, click Delete to delete the receipt, or click Close to return to the Batch Receipt Management page without saving the receipt. If the Receipt Allocations panel has been removed due to changes to the receipt information, saving the receipt will run automatic matching if enabled. If the Receipt Allocations panel is visible, then automatic matching will not run, even if there are no allocations listed.

54 Transactions Page 49 Managing Invoices for Cash or Refund Receipts When viewing a receipt for a Cash Receipt or Refund batch, the Invoice Allocations panel displays all invoices allocated to the current receipt, either automatically or manually. New invoices can be added manually, and the allocated amounts of existing invoices can be adjusted. 1. Click Add to select new invoices. The Invoices window opens with a list of all available invoices, filtered by the settings in the receipt details. 2. Check the boxes for all invoices to be added to the current receipt.

55 Transactions Page Click Save & Close to add the selected invoices and close the window, or click Close to close the window without adding the invoices. 4. The Receipt Allocation grid is updated with the new invoices. By default, the full Outstanding Amount is allocated, up to the amount available in the receipt. The allocation amount can be edited for each invoice. 1. Click a link in the Invoice Number column to open the Receipt Allocation window. The Receipt panel displays the details of the receipt. Allocation Amount Enter the amount to be allocated to this invoice, up to the Invoice Outstanding Amount. 2. Click Save & Close to save the allocation and close the window, or click Close to close the window without saving the allocation.

56 Transactions Page 51 Managing Invoices for Account Balance Allocation Receipts When viewing a receipt for an Account Balance Allocation batch, the Invoice Allocations panel displays all invoices allocated to the current receipt. New invoices can be added, and the allocated amounts of existing invoices can be adjusted. 1. Click Add to add new invoices. The Invoice Allocations window opens. Search for and select the invoice to be paid using the on-account balance.

57 Transactions Page 52 The On Account Balance Receipts panel lists the receipts with usable funds belonging to the Bill to Party selected for the current receipt. Check the boxes for all receipts to be used for paying the selected invoice. 2. Click Save & Close to add the invoice and close the window, or click Close to close the window without adding anything. The Invoice Allocations grid is updated with the new invoice. One entry is made for each receipt. 3. By default, the Allocation Amount is set to zero. For each invoice and receipt entry, double-click in the Allocation Amount field to enter how much of the Receipt On Account Balance should be allocated to the invoice. The allocation amount should not exceed the on account balance for the receipt, or a warning will be displayed on saving the receipt. Click a link in the Invoice Number column to view the Invoice details window. Click a link in the Receipt Number column to view the Receipt details window. 4. Click Save to save the receipt, or click Close to close the receipt without saving the allocation. On saving, the Applied Amount and Remaining On Account Balance are updated. To delete invoices, check the boxes and click the Delete button under the grid. Take care not to click the Delete button at the bottom of the page, which will delete the entire receipt from the batch. Managing On Account Balance Receipts Allocated to a Refund Receipt

58 Transactions Page 53 When viewing a receipt, the On Account Receipt Allocations panel displays all receipts with on account balances allocated to the current receipt. New receipts can be added manually, and the allocated amounts of existing receipts can be adjusted. 1. Click Add to select new receipts. The Receipts window opens with a list of all available receipts with on-account balances, filtered by the settings in the receipt details. 2. Check the boxes for all receipts to be added to the current receipt. 3. Click Save & Close to add the selected receipts and close the window, or click Close to close the window without adding the

59 Transactions Page 54 receipts. 4. The On Account Receipt Allocations grid is updated with the new receipts. By default, the full On Account Balance is allocated, up to the amount available in the receipt. The allocation amount can be edited for each receipt. 1. Click a link in the Receipt Number column to open the Receipt Allocation window. The Receipt panel displays the details of the receipt. Allocation Amount Enter the amount to be allocated to this receipt, up to the On Account Balance. 2. Click Save & Close to save the allocation and close the window, or click Close to close the window without saving the allocation. Editing Receipts

60 Transactions Page In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. Click a link in the Receipt Number column of the Receipts grid to view the receipt details. The Receipt Detailed Allocation page opens. 4. Make any changes required. See the section on Manually Adding Receipts to a Batch for a description of the fields. Note that changing the Bill To Party, Policy Number, Policy Transaction, or Invoice Number will clear any existing allocations. 5. Click Save to save the receipt or click Close to return to the Batch Receipt Management page without saving the receipt. If the Receipt Allocations panel has been removed due to changes to the receipt information, saving the receipt will run automatic matching if it is enabled. If the Receipt Allocations panel is visible, then automatic matching will not run, even if there are no allocations listed. Deleting Receipts

61 Transactions Page In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. In the Receipts grid, locate the receipts to be deactivated. 4. Check the boxes for all receipts to be deactivated. 5. Click Delete. All selected receipts are deleted. Posting Batches The entire process of creating a batch, adding receipts, and matching receipts to invoices results in an unofficial plan for allocating payments. During this time, most information can be edited and refined. Posting a batch makes all allocations official and final. Invoices are updated with partial or full payments, and any remaining funds are either placed on account for identified bill to parties, or on suspension when the bill to party is not identified. After posting, no changes can be made to the batch, the receipts, or the invoice allocation. Instead, a Receipt Correction must be created.

62 Transactions Page In the main menu, select Billing, Transactions, then Batch Receipts. A list of all available batches is displayed. Some columns have been hidden. 2. Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate batch. 3. Click Post Batch and click OK for the confirmation message. All receipts are posted, accounts are updated, and the batch Status changes to Posted.

63 Transactions Page 58 Receipt Corrections Receipts entered through the Batch Receipts feature cannot be edited once they have been posted. If an error is discovered after posting, the Receipt Corrections feature can be used to make any necessary changes. Posted receipts can be Reversed, cancelling them out and removing any allocations, or Reallocated, maintaining the receipt details but changing the invoice allocation. Reversing a Posted Receipt 1. In the main menu, select Billing, Transactions, then Receipt Corrections. The Receipt Corrections page opens. 2. Fill in the necessary search filters to locate the required receipts. Reporting Period Bill to Party Select a beginning and/or end date to return results within the selected range. The dates can be entered manually, or selected from the calendar lookup. Select a Bill To Party to filter the results. 3. Click Search to display the results in the Receipts panel.

64 Transactions Page 59 Some columns have been hidden. The Receipts list displays all posted receipts matching the search criteria. The list of receipts can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. Click a link in the Receipt Number column to view the Receipt detail window. 4. Check one or more boxes to select the receipts to be reversed. The same reversal details will be applied to all selected receipts. 5. Click Reverse. The Receipt Reversal window opens. 6. Complete the necessary information. Fields marked with a red asterisk * are required.

65 Transactions Page 60 Reversal Date Enter the date of the reversal, or select the date from the calendar lookup. Correction Reason Select the reason for the reversal. Tip: Receipt Correction Reasons are configured in the Payments & Receipts section of the Billing Entity Menu. Other Reason Description This field can be used to add comments related to the Correction Reason. A description can be entered for the reversal. 7. Click Post and confirm the posting when prompted, or click Close to close the window without completing the reversal.

66 Transactions Page 61 Once posted, a receipt batch is created containing one reversal receipt for each selected receipt. If the selected receipts are from more than one bank account, a new batch is created for each bank account. Once a receipt has been reversed, no further action can be taken on the selected receipt or the new reversal receipt. Click a link in the Correction Details column to view the Reversal Information. Note: A receipt may have associated payments for Distributor Payables, Insurer Payables, or Tax Payables. If those payments have been marked as Paid, the system will automatically create a matching reversal payment in Ready for Payment status and a matching replacement payment in the appropriate default status. Reallocating a Posted Receipt 1. In the main menu, select Billing, Transactions, then Receipt Corrections. The Receipt Corrections page opens. 2. Fill in the necessary search filters to locate the required receipts.

67 Transactions Page 62 Reporting Period Bill to Party Select a beginning and/or end date to return results within the selected range. The dates can be entered manually, or selected from the calendar lookup. Select a Bill To Party to filter the results. 3. Click Search to display the results in the Receipts panel. Some columns have been hidden. The Receipts list displays all posted receipts matching the search criteria. The list of receipts can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. Click a link in the Receipt Number column to view the Receipt detail window.

68 Transactions Page Check the box of the receipt to be reallocated. Note that only one receipt can be reallocated at a time, and write-off receipts cannot be reallocated. 5. Click Reallocate. The Receipt Reallocation window opens. 6. Complete the necessary information. Fields marked with a red asterisk * are required. Reallocation Date Enter the date of the reallocation, or select the date from the calendar lookup. Correction Reason Select the reason for the reallocation. Tip: Receipt Correction Reasons are configured in the Payments & Receipts section of the Billing Entity Menu. Other Reason Description This field can be used to add comments related to the Correction Reason. A description can be entered for the reallocation. 7. Click Save and confirm the reallocation when prompted, or click Close to close the window without completing the reallocation.

69 Transactions Page 64 On saving, a new reallocation receipt batch is created with a single reallocation receipt. The details of this new receipt match the details of the original receipt. The Receipt Detailed Allocation page opens. The Batch Information panel provides reference details about the current batch. This panel is collapsed by default, but can be expanded using the arrow icon.

70 Transactions Page 65 Receipt Number Type The number assigned by the system when the receipt was created. Select the type of receipt. The following options are available.

71 Transactions Page 66 Standard The receipt is in payment for charges from within the system. The receipt amount will either be matched to invoices within the system, be placed on account, or placed into suspension. Miscellaneous The receipt is related to factors outside of the system. The receipt amount will be logged in the general ledger accounts, but will not be matched to any invoices or bill to party. Insurer Refund The receipt represents an amount refunded from the insurer, commonly related to policy cancellations. Date Reference Payment Method Description Bill To Party Policy Term Policy Transaction Select the date the payment was received. Enter the reference code or number for the individual payment. Enter the method of payment, inherited from the corrected receipt. This field is only visible when Standard is selected for the Type. Enter any description related to the individual payment. Select the Bill to Party associated to the receipt. A Bill to Party can be changed, however, this will clear all allocations. This field is only visible for Standard receipts within Cash Receipt batch types. A specific policy term can be selected to filter the available invoices. If a Bill To Party is selected, only policy terms associated to that bill to party will be listed. This field is only visible when Standard is selected for the Type. A specific transaction can be selected to narrow down the available invoices. If a Policy Term is also selected, only transactions from that policy term will be listed. This field will be hidden if Unknown is selected for the Bill To Party.

72 Transactions Page 67 Changing this field will clear all allocations. Invoice Number This field is only visible when Standard is selected for the Type. If the receipt is to be entirely allocated to a single invoice, that invoice can be selected here. The available invoices are filtered according to any selections in the Policy Number or Policy Transaction fields. Note that the outstanding amounts do not reflect any unposted allocations. This field will be hidden if Unknown is selected for the Bill To Party. Changing this field will clear all allocations. Miscellaneous Account Insurer Receipt Amount Applied Amount On Account Amount Remaining On Account Balance This field is only visible when Miscellaneous is selected for the Type. Select the miscellaneous general ledger account to be associated to the receipt. This field is only visible when Insurer Refund is selected for the Type. Select the Accounts Payable - Insurer general ledger account to be associated to the receipt. Enter the full amount of the payment. Displays how much of the receipt amount has been allocated to invoices. This field is not displayed if the receipt is in Suspense status. Displays how much of the receipt was covered by an on account balance. When the receipt is posted, this amount will be placed on-account for the Bill to Party. This field is not displayed if the receipt is in Suspense status. Displays the remaining on account balance that has not been allocated. This field is not displayed if the receipt is in Suspense status.

73 Transactions Page 68 The Invoice Allocations grid lists all invoices associated to the current receipt, either through automatic or manual matching. If the Bill To Party was changed, the receipt will need to be saved for the grid to appear. a. Click Add to select the invoice allocations. The Invoices window opens with a list of all available invoices, filtered by the settings in the receipt details. b. Check the boxes for all invoices to be added to the current receipt. c. Click Save & Close to add the selected invoices to the receipt, save the receipt, and close the window, or click Close to

74 Transactions Page 69 close the window without adding the invoices. d. The Receipt Allocation grid is updated with the new invoices. By default, the full Outstanding Amount is allocated, up to the amount available in the receipt. The allocation amount can be edited for each invoice. a. Click a link in the Invoice Number column to view the Invoice detail window. The Receipt panel displays the details of the receipt. Allocation Amount Enter the amount to be allocated to this receipt, up to the On Account Balance. b. Click Save & Close to save the allocation and close the window, or click Close to close the window without saving the allocation. 8. Click Save to save the changes or click Close to return to the Receipt Corrections page. Note that the reallocation receipt was saved when it was created, and can be access through the Batch Receipts page.

75 Transactions Page 70 If the Receipt Allocations panel has been removed due to changes to the receipt information, saving the receipt will run automatic matching if enabled. If the Receipt Allocations panel is visible, then automatic matching will not run, even if there are no allocations listed. Click Post to post the batch.

76 Transactions Page 71 Invoice Write-Offs There are many reasons why an invoice may not be paid in full, or at all. It may be decided not to pursue payment, often when the cost to collect would exceed the outstanding amount. In these cases, the outstanding amount would be written off. The Write-Off feature can be used to select outstanding invoices and produce receipts that cancel out the remaining balance. Creating a Write-Off Receipt 1. In the main menu, select Billing, Transactions, then Write-Offs. The Write-Offs page opens. 2. Fill in the necessary search filters to locate the required receipts. Fields marked with a red asterisk * are required. Bill to Party Currency Select the bill to party associated to the necessary invoices. Select the currency associated to the necessary invoices. 3. Click Search to display the results in the Outstanding Invoices panel.

77 Transactions Page 72 Some columns have been hidden. The Outstanding Invoices list displays all invoices that have an outstanding balance. The list of invoices can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. Click a link in the Invoice Number column to view the Invoice detail window. 4. Check one or more boxes for invoices to be written off. The same write-off details will be applied to all selected invoices. 5. Click Write-Off. The Write-Off window opens. 6. Complete the necessary information. Fields marked with a red asterisk * are required.

78 Transactions Page 73 The General Information panel collects details that will be displayed in the write-off receipts. Date Enter the date of the write-off, or select it from the calendar lookup. Write-Off Reason Select the reason for the write-off. Tip: Invoice Write-Off Reasons are configured in the Write-Offs section of the Billing Entity Menu. Reference Other Reason Description Enter a reference code for the write-off receipt. Enter any additional information related to the Write-Off Reason. Enter any description related to the write-off.

79 Transactions Page 74 The Write-Off Summary list displays all selected invoices, with totals. The Write-Off Amount is automatically set to the full Outstanding Amount for each invoice. Click a link in the Invoice Number column to view the Invoice detail window. 7. Click Submit to complete the write-off and close the window, or click Close to close the window without completing the writeoff. Once submitted, a write-off receipt batch is created containing one standard receipt for all selected invoices, and the batch is automatically posted. If the window is closed without completing the write-off, the invoice selection is retained and can be edited. Write-off receipts can be reversed if payment is received or it is decided to pursue the collection. See the section on Reversing a Posted Receipt.

80 Transactions Page 75 Billing Adjustments While most billing charges and transactions are generated automatically according the payment plans and other features, there are times when custom entries need to be created manually. The Billing Adjustments feature allows individual, one-time charges and transactions to be created for discounts, additional fees, or any other purpose that requires an adjustment. Bill to Party adjustments are scheduled as charges within the system, and will be available for automatic or manual invoice generation. Insurer adjustments create the appropriate General Ledger entries for accounts related to the selected adjustment type. Creating a New Adjustment 1. In the main menu, select Billing, Transactions, then Billing Adjustments. A list of all available adjustments is displayed. 2. Click Add. The Billing Adjustment page opens. Some columns have been hidden. 3. Complete the necessary information. Fields marked with a red asterisk * are required.

81 Transactions Page 76 Number Status This is a system-generated number that is created on saving the adjustment. Displays the current status of the adjustment. Working When an adjustment is in Working status, it can be edited or deleted. Posted Once an adjustment has been Posted, it can no longer be changed. Date Enter the date for the adjustment, or select it from the calendar lookup. This is when the adjustment charge becomes available for invoicing. Category Select whether the adjustment is related to a Bill To Party or Insurer company. This will

82 Transactions Page 77 define the available options for the adjustment. Adjustment Type Select one of the available Adjustment Types. This can be used to group adjustments in the reports, and may be related to specific General Ledger accounts. Tip: Billing Adjustment Types are configured in the Adjustment Types section of the Billing Entity Menu. Adjusted Party Reference Amount Currency Description Initial Insurer Payable Status This field becomes available when a Category is selected. Select the Bill To Party or Insurer company for the adjustment. Enter a reference number for the adjustment. Enter the amount of the adjustment. Negative values are credits payable to the adjusted party, while positive values are debits receivable from the adjusted party. Select the currency for the adjustment. Enter a description for the adjustment. This field is available when Insurer is selected for the Category field. This determines the starting status for all insurer payable transactions resulting from this adjustment. Pending The premium has been invoiced, but the payment from the client has not yet been received and the receipt has not been posted. Ready For Payment The payment from the client has been received in full and the receipt is posted. 4. Click Save to save any changes and remain on the page, click Save & Close to save and return to the adjustments list, or click Close to return to the adjustments list without saving any changes.

83 Transactions Page Once the adjustment has been saved, the following panels are added to the page. The Taxes and Fees panel becomes available when Bill to Party is selected for the Category field. This allows taxes and fees to be applied to the adjustment. The grid lists all taxes and fees currently assigned to the adjustment, as well as the rate and the calculated total. To delete one or more taxes or fees, check the boxes for all items to be removed and click Delete. a. Click Add to add a new tax or fee. The adjustment is saved and the Taxes / Fees window opens. Tax / Fee Type Rate Select a tax or fee from the available options. Enter the percentage rate for the tax or fee. b. Click Add & New to save the tax or fee and clear the form to add additional entries, click Add & Close to save the tax or

84 Transactions Page 79 fee and close the window, or click Close to close the window without saving the tax or fee. Created By Last Modified By Identifies the date and time the adjustment was created, and the user who created it. Identifies the last date and time the adjustment was changed, and the user who made the changes. 6. On the Billing Adjustment page, click Save to save any changes and remain on the page, click Save & Close to save and return to the adjustments list, or click Close to return to the adjustments list without saving any changes. Viewing and Modifying an Adjustment 1. In the main menu, select Billing, Transactions, then Billing Adjustments. A list of all available adjustments is displayed. Some columns have been hidden.

85 Transactions Page Click a link in the Number column to view the adjustment details. If there are a large number of available adjustments, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate adjustment. 3. See the section on Creating a New Adjustment for a detailed description of the fields. All fields may be edited, if necessary, except for the Adjustment Number and Status fields. 4. Click Save to save any changes and remain on the page, click Save & Close to save and return to the adjustments list, or click Close to return to the adjustments list without saving any changes. Click Delete to delete the adjustment. Click Post to post the adjustment (See Posting an Adjustment for details). Deleting an Adjustment 1. In the main menu, select Billing, Transactions, then Billing Adjustments. A list of all available adjustments is displayed. Some columns have been hidden. 2. Locate the adjustments to be deleted. If there are a large number of available adjustments, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate adjustments. 3. Check the boxes for all adjustments to be deleted. 4. Click Delete, then confirm the deletion when prompted to do so. All selected adjustments are deleted.

86 Transactions Page 81 Tip: Individual adjustments can also be deleted directly through the billing adjustment record. See the section on Viewing and Modifying an Adjustment for details. Posting an Adjustment Until an adjustment is posted, it is not final. Posting adjustments make Bill to Party adjustments available for invoicing as of the chosen Date, and Insurer adjustments become available in the Insurer Payables section. Once an adjustment has been posted, it cannot be edited or deleted. 1. In the main menu, select Billing, Transactions, then Billing Adjustments. A list of all available adjustments is displayed. Some columns have been hidden. 2. Click a link in the Number column to view the adjustment details. If there are a large number of available adjustments, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate adjustment. 3. Click Post, then confirm the posting when prompted to do so. The adjustment is posted and the relevant charges and General Ledger account entries are created.

87 Transactions Page 82 On Demand Invoicing In general, invoicing is performed on a regular basis as configured in the General Settings and Bill to Party settings pages. On Demand Invoicing, detailed here, allows the manual selection of charges, and the immediate generation of invoices for those charges. Manual Invoice Creation Manual invoicing can be used in conjunction with, or in place of, scheduled automatic invoicing. Outstanding charges can be selected, reviewed, and confirmed for invoicing. 1. In the main menu, select Billing, Transactions, then On Demand Invoicing. The On Demand Invoicing page opens. 2. Enter the search criteria to locate billable charges. Cut-off Date Enter the cut-off date or select it from the calendar lookup. The system will retrieve billable charges on or before the date.

88 Transactions Page 83 Bill To Party Currency Select a bill to party to restrict the charges to that party, or leave it as Please Select to include all parties. Separate invoices will still be created for different parties. Select a currency to restrict the charges to that currency, or leave it as Please Select to include all currencies. Separate invoices will still be created for different currencies. 3. Click Search. The Billable Charges panel appears with the results. Some columns have been hidden. Enter the Invoice Issue Date or select it from the calendar lookup selected charges.. This date will apply to all invoices generated from the Check the boxes for all charges to be invoiced. 4. Click Preview. The Invoices Preview page opens with a list of all potential invoices, with selected charges summed up by bill to party, currency, and policy transaction, as well as separate invoices for adjustments.

89 Transactions Page 84 Click New Search to return to the Search Billable Charges page, cleared for a new search, click Back to return to the Search Billable Charges page with the results of the current search. 5. Click Confirm to accept all invoices. Invoice numbers are generated and the Invoice Number column is added to the grid. The invoices are now available in the system for reports and matching to receipts. Click a link in the Invoice Number column to view the Invoice details window. 6. Click Close to return to the Search Billable Charges page, cleared for a new search.

90 Payables Page 85 Payables The Payables section includes features for managing amounts payable to bill to parties, distributors, insurers, and tax agencies. Bill to Party Payables The Bill to Party Payables feature tracks outstanding Credit invoices and on-account balance receipts to be refunded to bill to parties. 1. In the main menu, select Billing, Payables, then Bill to Party Payables. The Bill to Party Payables page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required. Bill to Party Currency Select a Bill to Party to filter the results. Select a Currency to filter the results. 3. Click Search to generate the list of payables. The results appear in the Bill to Party Payables Journal panel.

91 Payables Page 86 The Bill to Party Payables Journal list displays the available transactions matching the selected search criteria, as well as the total amounts. The list of transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. The Credit totals are displayed in the Total line. The Total line is based on all results of the search, and will not be affected by any filters applied to the grid columns. To view the transaction details, click a link in the Number column. The Transaction Detail window opens. This information cannot be edited. Marking Bill to Party Payable Transactions as Paid A Bill to Party payable transaction can be marked as paid and the associated general ledger entries will be created.

92 Payables Page Use the Bill to Party Payables feature detailed above to locate the necessary transactions. 2. Check the boxes for all transactions to be paid. The selected transactions should all be related, as they will all be paid using the same bank account and refund date. 3. Click Refund. The Refund Information window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required. Refund Date Select the date that the payments were made. The date can be entered manually, or selected from the calendar lookup.

93 Payables Page 88 Bank Account Bank Account Number Currency Amount Select the bank account used for the payment. Only accounts for the appropriate currency will be displayed. Displays the account number. This is filled in automatically when the Bank Account is selected. Displays the currency associated to the bank account. This is filled in automatically when the Bank Account is selected. Displays the total amount of the selected transactions. 5. Click Submit. The user will be navigated to the Batch Receipt Management page.

94 Payables Page 89 Distributor Payables The Distributor Payables feature tracks all payment transactions going to the distributor companies. These transactions result from commissions on policies that have been bound and invoiced. Note that the distributor must have a General Ledger Accounts Payable account at the time of invoicing for the transactions to be eligible. 1. In the main menu, select Billing, Payables, then Distributor Payables. The Distributor Payables page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required.

95 Payables Page 90 Reporting Period Distributor Currency Status Select a beginning and/or end date to return results within the selected range. This will compare against the invoice issue date. The dates can be entered manually, or selected from the calendar lookup. Select a distributor company to only show results for that distributor. Select a Currency to filter the results. Select one or more statuses to filter the results. Pending The premium from a bound transaction has been invoiced, in whole or in part, but the payment from the client has not yet been received or the receipts have not been posted. Ready For Payment The payment from the client has been received in full and the receipts have been posted.

96 Payables Page 91 Paid The payment has been made to the distributor. Selecting this option opens additional search criteria to filter on the payment details. Bank Account Payment Date Payment Reference This option is available when Paid is selected for Status. Select a bank account to only show results paid through that account. This option is available when Paid is selected for Status. Select a beginning and/or end date to return results where the payment date is within the selected range. The dates can be entered manually, or selected from the calendar lookup. This option is available when Paid is selected for Status. Enter a reference value to only show results with that reference. 3. Click Search to generate the list of payables. The results appear in the Distributor Payable Journal panel. The Distributor Payable Journal list displays the available transactions matching the selected search criteria, as well as the total amounts.

97 Payables Page 92 The list of transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. The Debit and Credit totals are displayed in the Total line. The Total line is based on all results of the search, and will not be affected by any filters applied to the grid columns. To view the transaction details, click a link in the Number column. The Transaction Detail window opens. This information cannot be edited. Marking Distributor Payable Transactions as Paid When a distributor payable transaction is in Pending or Ready For Payment status, it can be marked as paid and the associated general ledger entries will be created. 1. Use the Distributor Payables feature detailed above to locate the necessary transactions.

98 Payables Page Check the boxes for all transactions to be paid. The selected transactions should all be related, as they will all be paid using the same bank account, payment date, reference, and description. 3. Click Mark as Paid. The Payment window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required. Remit to Party Payment Date Amount Displays the name of the distributor company that received the payments. Select the date that the payments were made. The date can be entered manually, or selected from the calendar lookup. Displays the total amount of the selected transactions. If this value is negative, the payment cannot be completed. Close the window and select additional Credit transactions or remove Debit transactions to produce a positive or zero

99 Payables Page 94 value. Bank Account Bank Account Number Currency Reference Description Select the bank account used for the payment. Only accounts for the appropriate currency will be displayed. Displays the account number. This is filled in automatically when the Bank Account is selected. Displays the currency associated to the bank account. This is filled in automatically when the Bank Account is selected. Enter the reference code of the payment. A description of the payment can be entered. The Payment Allocation panel displays the details and totals of the selected transactions. 5. Click Submit, then click OK on the confirmation message. The transactions are marked as paid, and can no longer be edited.

100 Payables Page 95 The Distributor Payable Journal list is updated. If the Paid status is not checked in the Search Criteria, the selected transactions will no longer be shown. Click a link in the View column for a paid transaction to view the payment details. Note: If a receipt associated to a payment in Paid status is reversed, the system will automatically create a matching reversal payment in Ready for Payment status and a matching replacement payment in Pending status.

101 Payables Page 96 Insurer Payables The Insurer Payables feature tracks all payment transactions going to the insurer companies. These transactions result from invoiced premium on policies (minus commissions) as well as insurer adjustments created manually. 1. In the main menu, select Billing, Payables, then Insurer Payables. The Insurer Payables page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required.

102 Payables Page 97 Reporting Period Insurer Currency Status Select a beginning and/or end date to return results within the selected range. This will compare against the invoice issue date for premium transactions, and the billing adjustment date for adjustment transactions. The dates can be entered manually, or selected from the calendar lookup. Select an insurer company to only show results for that insurer. Select a Currency to filter the results. Select one or more statuses to filter the results. Pending The premium from a bound transaction has been invoiced, in whole or in part, but the payment from the client has not yet been received or the receipts have not been posted. Ready For Payment The payment from the client has been received in full and the receipts have been posted. Paid The payment has been made to the insurer. Selecting this option opens additional search

103 Payables Page 98 criteria to filter on the payment details. Bank Account Payment Date Payment Reference This option is available when Paid is selected for Status. Select a bank account to only show results paid through that account. This option is available when Paid is selected for Status. Select a beginning and/or end date to return results where the payment date is within the selected range. The dates can be entered manually, or selected from the calendar lookup. This option is available when Paid is selected for Status. Enter a reference value to only show results with that reference. 3. Click Search to generate the list of payables. The results appear in the Insurer Payable Journal panel. The Insurer Payable Journal list displays the available transactions matching the selected search criteria. The list of transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document.

104 Payables Page 99 The Debit and Credit totals are displayed in the Total line. The Total line is based on all results of the search, and will not be affected by any filters applied to the grid columns. To view the transaction details, click a link in the Number column. The Transaction Detail window opens. This information cannot be edited. When viewing a Billing Adjustment transaction, the Transaction Detail window opens with the following panel. The Billing Adjustment Information panel displays the details of the transaction. Click Close to close the window. When viewing an Invoice transaction resulting from policy premium, the Transaction Detail window opens with the invoice details. Marking Insurer Payable Transactions as Paid

105 Payables Page 100 When an insurer payable transaction is in Pending or Ready For Payment status, it can be marked as paid and the associated general ledger entries will be created. 1. Use the Insurer Payables feature detailed above to locate the necessary transactions. 2. Check the boxes for all transactions to be paid. The selected transactions should all be related, as they will all be paid using the same bank account, payment date, reference, and description. 3. Click Mark as Paid. The Payment window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required.

106 Payables Page 101 Remit to Party Payment Date Amount Displays the name of the insurer company that received the payments. Select the date that the payments were made. The date can be entered manually, or selected from the calendar lookup. Displays the total amount of the selected transactions. If this value is negative, the payment cannot be completed. Close the window and select additional Credit transactions or remove Debit transactions to produce a positive or zero value. Bank Account Bank Account Number Select the bank account used for the payment. Only accounts for the appropriate currency will be displayed. Displays the account number. This is filled in automatically when the Bank Account is

107 Payables Page 102 selected. Currency Reference Description Displays the currency associated to the bank account. This is filled in automatically when the Bank Account is selected. Enter the reference code of the payment. A description of the payment can be entered. The Payment Allocation panel displays the details and totals of the selected transactions. 5. Click Submit, then click OK on the confirmation message. The transactions are marked as paid, and can no longer be edited. The Insurer Payable Journal list is updated. If the Paid status is not checked in the Search Criteria, the selected transactions will no longer be shown. Click a link in the View column for a paid transaction to view the payment details. Note: If a receipt associated to a payment in Paid status is reversed, the system will automatically create a matching reversal payment in Ready for Payment status and a matching replacement payment in Pending status.

108 Payables Page 103 Tax Payables The Tax Payables feature tracks all tax payments due to one or more government agencies. These taxes are gathered from generated invoices. 1. In the main menu, select Billing, Payables, then Tax Payables. The Tax Payables page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required.

109 Payables Page 104 Reporting Period Remit to Party Currency Status Select a beginning and/or end date to return results within the selected range. This will compare against the invoice issue date for premium transactions. The dates can be entered manually, or selected from the calendar lookup. Select a recipient of the taxes to only show results for that party. The remit to party is defined in the general ledger account for each tax type. Select a Currency to filter the results. Select one or more statuses to filter the results. The default status for new entries is set in the general ledger configuration. Pending The associated premium from a bound transaction has been invoiced, in whole or in part, but the payment from the client has not yet been received or the receipts have not been posted. 3. Click Search to generate the list of payables. The results appear in the Tax Payables Journal panel.

110 Payables Page 105 The Tax Payables Journal list displays the available transactions matching the selected search criteria. The list of transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. The Debit and Credit totals are displayed in the Total line. The Total line is based on all results of the search, and will not be affected by any filters applied to the grid columns. To view the invoice details, click a link in the Number column. The Transaction Detail window opens. This information cannot be edited. Marking Tax Payable Transactions as Paid When a tax payable transaction is in Pending or Ready For Payment status, it can be marked as paid and the associated general ledger entries will be created.

111 Payables Page Use the Tax Payables feature detailed above to locate the necessary transactions. 2. Check the boxes for all transactions to be paid. The selected transactions should all be related, as they will all be paid using the same bank account, payment date, reference, and description. 3. Click Mark as Paid. The Payment window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required.

112 Payables Page 107 Remit to Party Payment Date Amount Displays the name of the party that received the payments. Select the date that the payments were made. The date can be entered manually, or selected from the calendar lookup. Displays the total amount of the selected transactions. If this value is negative, the payment cannot be completed. Close the window and select additional Credit transactions or remove Debit transactions to produce a positive or zero value. Bank Account Bank Account Number Select the bank account used for the payment. Only accounts for the appropriate currency will be displayed. Displays the account number. This is filled in automatically when the Bank Account is

113 Payables Page 108 selected. Currency Reference Description Displays the currency associated to the bank account. This is filled in automatically when the Bank Account is selected. Enter the reference code of the payment. A description of the payment can be entered. The Payment Allocation panel displays the details and totals of the selected transactions. 5. Click Submit, then click OK on the confirmation message. The transactions are marked as paid, and can no longer be edited. The Tax Payables Journal list is updated. If the Paid status is not checked in the Search Criteria, the selected transactions will no longer be shown. Click a link in the View column for a paid transaction to view the payment details. Note: If a receipt associated to a payment in Paid status is reversed, the system will automatically create a matching reversal payment in Ready for Payment status and a matching replacement payment in the appropriate default status.

114 Billing Reports Page 109 Billing Reports The Reports section provides access to various types of billing data. Reports can be sorted, filtered, and exported, and some include links to deeper levels of data. Account History Report The Account History feature provides details on all transactions for a specific Bill To Party, with the option to filter by a specific date range. Invoices and receipts can be selected to view the specific details of the transaction. 1. In the main menu, select Billing, Reports, then Account History. The Account History page opens. 2. Fill in the necessary information. Reporting Period Bill to Party The results can be focused on a specific date range. Either or both dates can be entered, or selected from the calendar lookup. Select the bill to party. 3. Click Search to generate the report. The results appear in the Transactions panel.

115 Billing Reports Page 110 The Transactions list displays invoices and receipts for the selected bill to party and date range. 4. The Type column identifies the type of each transaction. Click a link in the Number column to view the Transaction Detail window for Invoices or Receipts.

116 Billing Reports Page 111 Invoices Report The Invoices report lists all available invoices in the system, with access to detailed invoice and bill to party information. 1. In the main menu, select Billing, Reports, then Invoices. The Invoices page opens. Some columns have been hidden. The list of invoices can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. 2. Additional information is available through the report. Click a link in the Invoice Number column to view the Invoice details window. Click a Bill To Party link to open the Bill To Party detail window.

117 Billing Reports Page 112 The General Information panel displays the details of the Bill To Party, such as the name, address, phone number, fax number, address, and account number. Click Close to close the window.

118 Billing Reports Page 113 Charges Report The Charges report lists all available charges in the system, which can be sorted or filtered. In the main menu, select Billing, Reports, then Charges. The Charges page opens. Some columns have been hidden. Tip: By default, only Booked charges are displayed. Clear the filter in the Status column to view all charges. The list of charges can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. Click a link in the Bill To Party column to move to the details page for that bill to party.

119 Billing Reports Page 114 Receipts Report The Receipts report lists details for posted receipts, with links to associated information. In the main menu, select Billing, Reports, Collections, then Receipts. The Receipts page opens. Some columns have been hidden. The list of receipts can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. Totals are provided for the amount fields, although they will only be shown if a Currency has been selected. Click a link in the Receipt Number column to view the Receipt Detail Window. Click a link in the Batch Number column to open the Receipt Batch details in a new tab or window, depending on your browser settings. Click a link in the Bill to Party column to open the Bill to Party details in a new tab or window.

120 Billing Reports Page 115 Online Payments Report The Online Payments report lists all online payment transactions, with statuses and tracking details. 1. In the main menu, select Billing, Reports, Collections, then Online Payments. The Online Payments page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required. Reporting Period Bill To Party Currency Status Start and end dates can be provided to only include transactions that were initiated within that date range. Select a bill to party to only include transactions for that party. Select a Currency to filter the results. Check one or more statuses to only include transactions with those statuses.

121 Billing Reports Page 116 Pending The payment has been initiated, but not yet completed. A transaction may stay in this status if the user closes the payment window before resolving the payment to one of the other statuses. Accepted The payment has been completed successfully. Declined The payment service provider declined the payment. Cancelled The user cancelled the payment. Failed The payment transaction was not completed due to an error or other problem with the payment service provider. 3. Click Search to generate the report. The results appear in the Online Payment List panel. The list of payment transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document.

122 Billing Reports Page 117 Aged Receivables Report The Aged Receivables report provides information on selected accounts at a certain point in time. It details outstanding invoices and receipts by Bill To Party and Currency, as well as totals for overdue invoices and the bill to party's on-account balance. 1. In the main menu, select Billing, Reports, then Aged Receivables. The Aged Receivables page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required. Bill to Party Currency Reporting As At A Bill To Party can be selected to filter the results. A Currency can be selected to filter the results. Select a date to run the report as if it were that date. All results, including number of days overdue, will be reported based on the selected date. The date can be entered manually, or selected from the calendar lookup.

123 Billing Reports Page 118 While invoices issued after this date will not be included, any posted receipts related to those invoices will be included as part of the on-account balance. Invoices Older Than Report Type Enter a number of days to only include invoices older than a certain age, determined as of their due date. Select the type of report. Summary All values will be summed up by Bill to Party and Currency. A detailed breakdown is available by clicking the View Details link in the Action column. Detailed All values are presented individually. 3. Click Search to generate the report. The results appear in the panel below. Summary Report

124 Billing Reports Page 119 The Summary Report panel lists the results of the search. The Current column lists the total remaining balance on invoices that have been issued but are not yet due, as well as any posted receipts related to invoices issued after the report date. The 1-30 through 120+ columns list the total remaining balance on invoices that are overdue within each age range and receipts with remaining on-account balances posted within that period. Only the relevant versions of receipts are included. Receipts that have been reversed, either directly or as part of a reallocation, are not included, nor is the reversal receipt itself. If a receipt has been reallocated multiple times, only the most recent is included. The Total line is available when a single Currency has been selected. The totals are based on all results of the search, and will not be affected by any filters applied to the grid columns. Click View Details in the Action column to view a detailed breakdown. The Aged Receivables Detail window opens. Bill To Party Reporting as at Invoices Older Than Displays the selected Bill To Party. Displays the report date selected in the Reporting as at filter in the Search Criteria. If a value has been specified in the Invoices Older Than filter in the Search Criteria, it will be displayed here.

125 Billing Reports Page 120 The Aged Transactions grid lists the transactions for the selected Bill to Party and Currency. The Current column lists the invoice values that have been issued but are not yet due, as well as any posted receipts related to invoices issued after the report date. The 1-30 through 120+ columns list the invoice values that are overdue within each age range and receipts with remaining on-account balances posted within that period. Only the relevant versions of receipts are included. Receipts that have been reversed, either directly or as part of a reallocation, are not included, nor is the reversal receipt itself. If a receipt has been reallocated multiple times, only the most recent is included.

126 Billing Reports Page 121 The On Account Balance grid lists unallocated amounts from individual receipts for the selected Bill to Party and Currency. Click Close to close the window. Detailed Report The Detailed Report panel lists the results of the search. The Current column lists the total remaining balance on invoices that have been issued but are not yet due, as well as any posted receipts related to invoices issued after the report date. The 1-30 through 120+ columns list the total remaining balance on invoices that are overdue within each age range and receipts with remaining on-account balances posted within that period. Only the relevant versions of receipts are included. Receipts that have been reversed, either directly or as part of a reallocation, are not included, nor is the reversal receipt itself. If a receipt has been reallocated multiple times, only the most recent is included. The Total line is available when a single Currency has been selected. The totals are based on all results of the search, and will not be affected by any filters applied to the grid columns. 4. The following detail pages are available throughout both reports.

127 Billing Reports Page 122 Click a Bill To Party link to open the Bill To Party detail window. The General Information panel displays the details of the Bill To Party, such as the name, address, phone number, fax number, address, and account number. Click Close to close the window. To view the details of an invoice transaction, identified as Invoice in the Type column, click a link in the Number column of the Detailed Report or Aged Transactions grids. The Aged Transaction window opens with the invoice details. To view the details of a receipt transaction, identified as Cash Receipt, Refund, Reversal, or Reallocation in the Type column, click a link in the Number column of the Detailed Report or Aged Transactions grids, or the Receipt Number column in the On Account Balance grid. The Aged Transaction window opens with the receipt details.

128 Billing Reports Page 123 Earnings Report The Earnings report lists all premium charges, broken down by individual transactions, and the earned amount of each charge. 1. In the main menu, select Billing, Reports, then Earnings. The Earnings page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required. Period Ending Currency Select a date to return results up to that date. The date can be entered manually, or selected from the calendar lookup. Select a Currency to filter the results. 3. Click Search to generate the report. The results appear in the Earnings Journal panel.

129 Billing Reports Page 124 Some columns have been hidden. The Earnings Journal list displays the premium charges for each premium type within each transaction, and provides the total earned premium and unearned premium, calculated by the day, from the oldest unposted value up to the selected Period Ending date. The list of premium charges can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. The Total line is based on all results of the search, and will not be affected by any filters applied to the grid columns. Click Post to post all values up to the selected Period Ending date. This generates the appropriate General Ledger entries for the earned premium.

130 Billing Reports Page 125 General Ledger Entries Report The General Ledger Entries report lists all transactions that have been debited or credited to a general ledger account within the system. In the main menu, select Billing, Reports, then General Ledger Entries. The General Ledger Entries page opens. Some columns have been hidden. The list of transactions can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document. The following columns are available: Entry Date Description G/L Code Displays the effective date of the transaction. Displays a description of the general ledger account composed of the Account Type followed by one of the account-specific fields, if any. Displays the G/L Code of the general ledger account.

131 Billing Reports Page 126 Debit Credit Currency Source Source Reference Created On Displays any debit amount for the transaction. Displays any credit amount for the transaction. Displays the currency for the transaction. Displays the activity that produced the transaction. This includes Invoice, Receipt, Billing Adjustment, Claim Payment, Payable Payment, and Earnings from policies. Identifies the source that produced the entry. For Invoice, Receipt, Billing Adjustment, and Payable Payment sources, this will be a link to view the source details. Displays the date the transaction was created in the system, which may not match the effective date of the transaction.

132 Billing Reports Page 127 Report Repository When reports are generated automatically, they are stored in the Report Repository. Here, they can be located using a search feature and opened for review. 1. In the main menu, select Billing, Reports, then Report Repository. The Report Repository page opens. 2. Filters can be applied to limit the results. Fields marked with a red asterisk * are required. Generation Date Select a beginning and/or end date to return reports generated within the selected range. The dates can be entered manually, or selected from the calendar lookup.

133 Billing Reports Page 128 Frequency of Generation Period End Report Posted Report Report Type Select the frequency of the reports. Check this box to find reports generated according to fiscal periods. Check this box to find fiscal period reports that were posted on generation. The Period End Report box must also be checked or there will be no results. Select one or more report types. At least one report type must be selected or there will be no results. Note: The search is based on the report settings at the time the reports were generated. Any changes to the report schedule configuration will not affect existing reports. 3. Click Search to generate the report. The results appear in the Generated Reports panel. The Generated Reports list displays the available reports matching the selected search criteria. The list of reports can be sorted, filtered, and exported, among other options. For more information on working with grids, see the Using Grids section of the User Guide - Introduction document.

134 Billing Reports Page 129 To view the report, click a link in the Name column. The report opens in an Excel or PDF file, according to the Output Format.

135 Managing Billing Entities Page 130 Managing Billing Entities In some cases, an individual office or collection of offices will have specific billing rules which differ from other offices operating within the same organizational structure. The construct of a Billing Entity supports the need for multiple billing configurations within a single organization. This enables a Licensee Office to appoint an office to act as the Billing Entity for other offices within the organizational hierarchy. This structure also facilitates the appropriate sharing of data between different offices operating within the organization. The settings defined for the Billing Entity establish the default billing settings for the associated bill to parties. Certain settings can be overwritten at the Bill to Party level, providing flexibility for large or complex organizational structures. Note: All data contained within the Billing module are filtered according to the user's associated billing entity. For details, see the Data Access Management section. Navigating Billing Entities Each Billing Entity has multiple screens of information, accessed through the Billing Entity Menu widget to the left of the page. The widget becomes available on opening an existing billing entity or completing and saving information for a new entity.

136 Managing Billing Entities Page 131 General Information General Settings Contains the general information for the billing entity. This section is automatically expanded to expose the billing entity settings. Billing Opens the Billing settings to manage billing configurations. See the Billing section. Invoicing Opens the Invoicing settings to manage invoicing configurations. See the Invoicing section. Payments & Receipts Opens the Payments & Receipts settings to manage payment matching and receipt correction configurations. See the Payments & Receipts section. Write-Offs Opens the Write-Offs settings to manage write-off reasons and automatic write-off con-

137 Managing Billing Entities Page 132 figurations. See the Write-Offs section. Statements Opens the Statements settings to manage statement generation configurations. See the Statements section. Accounting Opens the Accounting settings to manage accounting configurations. See the Accounting section. Reporting Opens the Reporting settings to manage reporting configurations. See the Reporting section. Payment Plans Adjustment Types Bank Accounts General Ledger Accounts Billing Documents Opens the Payment Plan settings to manage payment plan configurations. See the Payment Plans section. Opens the Adjustment Type settings to manage adjustment type configurations. See the Adjustment Types section. Opens the Bank Account settings to manage bank account configurations. See the Bank Accounts section. Opens the General Ledger Account settings to manage general ledger account configurations. See the General Ledger Accounts section. Opens the Billing Document settings to manage billing document configurations. See the Billing Documents section. Default Billing Entity

138 Managing Billing Entities Page 133 If there is only one set of configurations required within the Billing module, the Default Billing Entity should be used exclusively. If additional billing entities are required, each configuration should be set within the individual billing entities and the Default Billing Entity should not be used. Managing Billing Entities 1. In the main menu, select Billing, Configuration, then select Billing Entities. A list of all available billing entities is displayed. If there are a large number of available billing entities, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate billing entities. 2. Click a link in the Name column to view an existing billing entity. 3. On viewing or creating a billing entity, the Billing Entity Management page opens. 4. The panels and fields are described below. Fields marked with a red asterisk * are required.

139 Managing Billing Entities Page 134 Name Code Description Licensee Office Displays the name of the billing entity. Displays the code of the billing entity. Displays the description of the billing entity. Displays the managing Licensee Office. Notes: Once a Licensee Office has been selected, it can not be changed. There is no option to delete or deactivate a billing entity once it has been created. The selection of the Licensee Office has important implications for data access management within the organizational hierarchy. See the Data Access Management section for details. Active Marks the billing entity as active and available for use.

140 Managing Billing Entities Page 135 Created By Last Modified By Identifies the date and time the billing entity was created, and the user who created it. Identifies the last date and time the billing entity was changed, and the user who made the changes. Data Access Management Access to data within the Billing module is governed by the administrative level assigned to the user, as well as the position of their company within the organizational hierarchy. Combined, these factors determine whether a user is able to View and Edit data and configuration settings for a particular billing entity. The following administrative levels are used to govern View and Edit capabilities for Billing Entity configurations. Administrative Level Data Access Organization The user has access to data throughout the system. Regional The user has access to the current company and any subsidiary companies, as well as managed companies and their subsidiaries. Office The user has access to data for the current company, as well as managed companies and their subsidiaries. Data access management operates differently for the Default Billing Entity and any additional billing entities. These behaviors are described below. Default Billing Entity

141 Managing Billing Entities Page 136 The Top Level licensee company is set as the owner of the Default Billing Entity. Only users associated with this licensee company and who have the Organization administrative level can view and edit the Default Billing Entity. Additional Billing Entities When creating an additional billing entity, a Licensee Office must be selected. Once saved, the Licensee Office is assigned ownership of that billing entity. Users from the selected Licensee Office with the Regional or Office administrative level will have view and edit permissions. Furthermore, a user from a Licensee Office that operates at a higher lever within the organizational hierarchy and who has the Regional administrative level also has both view and edit permissions. Finally, any user within the hierarchy who has the Organization administrative level has both view and edit permissions. For details on user administrative levels, see the Managing User Accounts section in the User Guide - Reference and Administration document. General Information The General Information page contains basic details for the Billing Entity. The panels and fields are described below. Fields marked with a red asterisk * are required. Name Displays the name of the billing entity.

142 Managing Billing Entities Page 137 Code Description Displays the code assigned to the billing entity. Displays the description provided for the billing entity. Active Marks the billing entity as active and available for use. Note: Once created, a billing entity cannot be deleted or deactivated. Created By Last Modified By Identifies the date and time the billing entity was created, and the user who created it. Identifies the last date and time the billing entity was changed, and the user who made the changes. General Settings - Billing The General Settings - Billing page includes settings for the frequency and scheduling of billing for the Billing Entity. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Billing. The General Settings - Billing page opens.

143 Managing Billing Entities Page The panels and fields are described below. Fields marked with a red asterisk * are required. Note: The billing settings specified here can be modified for specific bill to parties at the Bill to Party configuration level. Enable Automatic Billing When enabled, the system automatically generates invoices based on the defined billing schedule for all bill to parties. This field is checked by default. The Billing Schedule panel becomes available when the Enable Automatic Billing checkbox is checked.

144 Managing Billing Entities Page 139 The frequency and scheduling of the billing cycle is configured in the Default Bill To Party Settings panel described below, although custom settings can be applied for individual bill to parties. The Billing Schedule panel contains options to adjust when the billing process will run. Days to Bill in Advance Shift Billing Occurrence Bill Before Excluded Billing Date Bill After Excluded Billing Date This setting will run the billing process ahead of the scheduled billing day. The scheduled billing day will still be used as the cut-off point, so any existing charges between the advance date and the scheduled date will still be included. By default, this field is set to zero. If the billing date falls on a day where the billing process should not run, such as a weekend or other excluded date, this setting will shift the billing day. The following options are available. The billing date will shift one day earlier. This is the default setting. The billing date will shift one day later. Note: If the shift lands on another invalid date, the system will continue to shift earlier or later until a valid day is reached. Allow Billing on Weekends By default, the system will not run the billing process on weekends. This is due to common regulations about not generating invoices when mail services are not available. The billing will be scheduled earlier or later, according to the Shift Billing Occurrence setting. If this is not an issue, checking this box will allow the billing process to run on weekends.

145 Managing Billing Entities Page 140 Exclude Dates from Billing Calendar By default, the billing process will run on any day defined in the billing schedule settings, with the possible exception of weekends, depending on the Allow Billing On Weekends setting. If billing should not run on certain days of the year, such as holidays, this setting will cause the billing process to be scheduled earlier or later, according to the Shift Billing Occurrence setting. Checking this box will display a list of all defined dates to be excluded. To add dates to the excluded list, click Add to open the Exclude Dates from Billing Calendar window. Date Enter the date to be excluded, or select it from the calendar lookup. Description Enter a description of the exclusion date. Click Add & New to save the date and clear the form to enter another date, click Add & Close to save and close the window, or click Close to close the window without saving the date.

146 Managing Billing Entities Page 141 The Default Bill to Party Settings panel includes settings that will be applied to all new and existing bill to parties that are set to use the default configuration. Enable Automatic Billing When enabled, the system automatically generates invoices based on the defined billing schedule for new bill to parties upon creation. This field is checked by default. Note: Once checked, the system will generate invoices for all transactions associated to the bill to party. If applicable, this includes charges produced while the Enable Automatic Billing feature was disabled. Billing Frequency This field is only available when Enable Automatic Billing is checked. Select how often the billing process will run, producing invoices.

147 Managing Billing Entities Page 142 Run Billing On Depending on the Billing Frequency setting, it may be necessary to select the day of the week or day of the month when the billing process will run. Day of Month This selection will display the Day of Month field where a specific day can be entered. Last Day of Month Day of Month Day of Week Invoice Due Separate Invoices By Communication Preference This selection causes billing to run on the last day of each month. This field is available when Billing Frequency is set to Annually, Semi-Annually, Quarterly, or Monthly. Enter a number from 1 to 30 for the day of the month on which to run billing. To run billing on the 31 st, select Last Day of Month instead. If a certain month ends before the chosen day, billing will run on the last day of that month. This field is available when Billing Frequency is set to Weekly. Select a day of the week on which to run billing. Enter the numbers of days from the invoice issue date before the payment is due. For manually generated invoices, the issue date is selected by the user. For automatically generated invoices, the invoice issue date is set to either the charge date of the earliest charge included in the invoice, or the date the invoice is generated if the earliest charge date has already passed. Select how generated invoices will be separated. Select the preferred method of communication for bill to parties. The following options are available. Fax

148 Managing Billing Entities Page 143 Mail Note: If is selected, the party will be eligible for automatic invoice s. Note that both invoices and s must configured for automatic generation for this feature. Last Modified By Identifies the last date and time the period was changed, and the user who made the changes. 4. Click Save to save the settings. General Settings - Invoicing The General Settings - Invoicing page provides configuration options for invoices. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Invoicing. The General Settings - Invoicing screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required.

149 Managing Billing Entities Page 144 The Invoice Number Generation settings control the numbering of invoices. Prefix Next Sequence Number Zero Padding Length of Sequence Number Enter any text that should precede the sequence number. Any separator characters should be included here. Enter the number to be assigned to the next invoice generated in the system. The number is incremented with each invoice, and this field is automatically updated to show the next number to be assigned. Adds leading zeroes to the sequence number to bring it to a set length. If unchecked, the entire invoice number will gradually increase in length as more invoices are generated. This field is available when the Zero Padding checkbox is checked. Enter the required length of the sequence number, not including the prefix and suffix. Leading zeroes are added to the sequence number to bring it to this length. The minimum length is 2, and the maximum length is 20. Note: The sequence number does not reset to zero when the selected length reaches its maximum value. The length is extended to continue counting in sequence.

150 Managing Billing Entities Page 145 Suffix Enter any text that should follow the sequence number. Any separator characters should be included here. Examples: With the prefix set as "Pr-" (a sales code), the sequence number set as 2507 (picking up from previous business), the suffix set as "/SA" (a regional code), the next three invoices will have the following numbers. Pr-2507/SA Pr-2508/SA Pr-2509/SA With the prefix set as "Pr", the sequence number set as 1 (starting a new line) with leading zeroes up to seven digits, and no suffix, the next three invoices will have the following numbers. Pr Pr Pr Last Modified By Identifies the last date and time the invoicing settings were changed, and the user who made the changes. 4. Click Save to save the settings. General Settings - Payments & Receipts The General Settings - Payments & Receipts page provides configuration options for managing receipts.

151 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Payments & Receipts. The General Settings - Payments & Receipts screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required. The Receipt Matching settings determine how the system will handle payment amounts that are not assigned to specific invoices. Match Receipt to Exact Amounts The system searches all outstanding invoices for those that match the identified billing party, currency, and policy (if provided), and assigns the balance to one invoice that has an exact match to the total. The system searches from the oldest invoices to the newest. If no match is found, the amount will be kept as a credit unless the Apply Receipts to Oldest Invoices is also enabled. Apply Receipt to Oldest Invoices The system finds all invoices for the identified billing party, currency, and policy (if provided), and applies the payment to invoices sequentially, from oldest to newest. This can result in partial payment of invoices. If all invoices are paid, any remainder is applied as an on-account balance. Note: Receipt matching is only possible if the billing party is identified. Unidentified payments are kept in a suspense account until the billing party can be identified.

152 Managing Billing Entities Page 147 When reversing or reallocating a receipt, the user must select a Correction Reason. The available options are defined in the Receipt Correction Reasons panel. See Managing Receipt Correction Reasons for instructions on adding and editing options. Allow Partial Online Payments With his option checked, a user making an online payment can choose to pay the full amount or enter a partial amount. If unchecked, the user must pay the full amount. Last Modified By Identifies the last date and time the settings were changed, and the user who made the changes. 4. Click Save to save the settings. Managing Receipt Correction Reasons

153 Managing Billing Entities Page In the Receipt Correction Reason panel, click a link in the Name column to view an existing option, or click Add to add a new option. The Receipt Correction Reason window opens. 2. Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Description Sequence Enter the name as it should appear in the Correction Reason field. Enter a unique code as the internal identifier for this option. Enter a description for this option. The description only appears in this window, and is not displayed in the Correction Reason field. Enter a sequence number to control the order of the options in the Correction Reason field. Options without sequence numbers are displayed first, followed by numbered options in ascending order. Tip: It is advisable to leave gaps between the sequence numbers, such as 5, 10, 15. This allows new options to be added to the list at a later date, inserted between existing options. Otherwise, the sequence numbers of existing options must be changed to allow for the new addition. 3. Click Save & New to save the option and clear the form to enter another receipt correction reason, click Save & Close to save

154 Managing Billing Entities Page 149 and close the window, or click Close to close the window without saving the option. The Status panel is displayed once a correction reason has been saved, or when viewing an existing correction reason. Active Created By Last Modified By Marks the option as active and available for use. If unchecked, the option remains as part of any existing corrections, but cannot be selected for new corrections. Identifies the date and time the option was created, and the user who created it. Identifies the last date and time the option was changed, and the user who made the changes. General Settings - Write-Offs The General Settings - Write-Offs page provides configuration options for writing off outstanding invoice amounts, either manually or automatically. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Write-Offs. The General Settings - Write-Offs screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required.

155 Managing Billing Entities Page 150 When an invoice is written off, either manually or automatically, a Write-Off Reason must be selected. The available options are defined in the Write-Off Reasons panel. See Managing Write-Off Reasons for instructions on adding and editing options. Rules can be set to automatically write off outstanding balances on invoices, when certain conditions are met. The Automatic Write-Off Schedule panel is used to enable the feature and schedule when the rules will be evaluated. Enable Automatic Write-Offs Frequency Check this box to enable the feature. This field is displayed when Enable Automatic Write-Offs is checked. This displays how often the rule will be evaluated. Note: The default setting for the automatic write-off frequency is daily and can not be altered. Time of Day This field is displayed when Enable Automatic Write-Offs is checked. Select the time of day when the rules will be evaluated.

156 Managing Billing Entities Page 151 Some columns have been hidden. The Automatic Write-Off Rules list is displayed when Enable Automatic Write-Offs is checked. These rules define the conditions to automatically write off outstanding balances. See Managing Automatic Write-Off Rules for instructions on adding and editing options. Last Modified By Identifies the last date and time the settings were changed, and the user who made the changes. 4. Click Save to save the settings. Managing Write-Off Reasons

157 Managing Billing Entities Page Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Description Sequence Enter the name as it should appear in the Write-Off Reason field. Enter a unique code as the internal identifier for this option. Enter a description for this option. The description only appears in this window, and is not displayed in the Write-Off Reason field. Enter a sequence number to control the order of the options in the Write-Off Reason field. Options without sequence numbers are displayed first, followed by numbered options in ascending order. Tip: It is advisable to leave gaps between the sequence numbers, such as 5, 10, 15. This allows new options to be added to the list at a later date, inserted between existing options. Otherwise, the sequence numbers of existing options must be changed to allow for the new addition. 2. Click Add & New to save the option and clear the form to enter another write-off reason, click Add & Close to save and close the window, or click Close to close the window without saving the option.

158 Managing Billing Entities Page 153 The Status panel is displayed once the option has been saved. Active Created By Last Modified By Marks the option as active and available for use. If unchecked, the option remains as part of any existing write-offs, but cannot be selected for new write-offs. Identifies the date and time the option was created, and the user who created it. Identifies the last date and time the option was changed, and the user who made the changes. Managing Automatic Write-Off Rules 1. In the Automatic Write-Off Rules panel, click a link in the Name column to view an existing rule, or click Add to add a new rule. The Automatic Write-Off Rule window opens. 2. Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Enter the name of the rule. Enter a unique code as the internal identifier for this rule.

159 Managing Billing Entities Page 154 The Write-Off Criteria panel defines the conditions where this rule will be applied. All conditions must be met for the rule to apply. Minimum Invoice Age Maximum Outstanding Amount Currency Enter the minimum number of days before an invoice is eligible to be written off. Enter the maximum amount that can be written off. This value must be greater than zero. Due to exchange rates, the amount can only be applied for a single currency, selected here. Additional rules can be created for adjusted amounts in other currencies. The Write-Off Details will be included in the write-off receipts produced through this rule. Write-Off Reason Select the reason for the write-offs.

160 Managing Billing Entities Page 155 Reference Description Enter a reference code or number for the write-offs. Enter a description for the write-offs. This description will be added to all write-off receipts produced by this rule. 3. Click Add & New to save the option and clear the form to enter another receipt correction reason, click Add & Close to save and close the window, or click Close to close the window without saving the option. The Status panel is displayed once the rule has been saved. Active Created By Last Modified By Marks the rule as active. If unchecked, the rule will not be applied. Identifies the date and time the rule was created, and the user who created it. Identifies the last date and time the rule was changed, and the user who made the changes. 4. Click Add & New to save the option and clear the form to enter another receipt correction reason, click Add & Close to save and close the window, or click Close to close the window without saving the option. General Settings - Statements The General Settings - Statements page provides configuration options for generating and sending scheduled statement of account documents.

161 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Statements. The General Settings - Statements screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required. The Default Bill to Party Settings panel provides settings for the generation and scheduling of statements. Generate Statements Statement Frequency Check this box to enable statement generation. Select how often the statement generation process will run. The following options are available. Quarterly Monthly

162 Managing Billing Entities Page 157 Weekly Generate On This field is available when Statement Frequency is set to Quarterly or Monthly. Select the day of the month when the statement generation process will run. Day of Month This selection will display the Day of Month field where a specific day can be entered. Last Day of Month This selection causes statements to be generated on the last day of each month. Day of Month Day of Week Generate for Balance Less Than Generate for Balance Greater Than Communication Preference This field is available when Statement Frequency is set to Quarterly or Monthly, and when Generate On is set to Day of Month. Enter a number from 1 to 30 for the day of the month on which to generate statements. To generate statements on the 31st, select Last Day of Month instead. If a certain month ends before the chosen day, statements will be generated on the last day of that month. This field is available when Statement Frequency is set to Weekly. Select a day of the week on which to generate statements. A threshold can be set to only generate statements that exceed a certain amount. Enter zero or a negative value to generate statements that are less than the specified amount. If no value is provided, the statements will always generate. A threshold can be set to only generate statements that exceed a certain amount. Enter zero or a positive value to generate statements that are more than the specified amount. If no value is provided, the statements will always generate. Select the preferred method of communicating statement documents with bill to parties. The following options are available.

163 Managing Billing Entities Page 158 Fax Mail Last Modified By Identifies the last date and time the settings were changed, and the user who made the changes. General Settings - Accounting The General Settings - Accounting page provides configuration options for managing fiscal years and additional settings. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Accounting. The General Settings - Accounting screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required.

164 Managing Billing Entities Page 159 Fiscal Years define the Accounting Periods for your organization and the associated targets. Click Add to create a new fiscal year configuration, or click a link in the Fiscal Year column to view an existing configuration. See Managing Fiscal Years for more information. Last Modified By Identifies the last date and time the settings were changed and the user who made the changes. 4. Click Save to save the settings. Managing Fiscal Years Fiscal Years are created to define the Accounting Periods for your organization and some common target amounts for each period. Each period can be configured to automatically generate reports and post earnings.

165 Managing Billing Entities Page Click Add to create a new fiscal year configuration, or click a link in the Fiscal Year column to view an existing configuration. To delete a fiscal year, check the appropriate box, click the Delete button, and confirm the deletion. Only the most recent fiscal year can be deleted, and only if there are no closed periods within that year. 2. Complete the necessary information. Fields marked with a red asterisk * are required. Fiscal Year This field is not displayed until the configuration has been saved. This is set to the year of the selected End Date.

166 Managing Billing Entities Page 161 Status Start Date End Date Period Duration This field is not displayed until the configuration has been saved. A new configuration is set to Open status. Once the fiscal year is completed, the status changes to Closed. For the first fiscal year in the system, the start date can be entered or selected from the calendar lookup. This date will be locked when the first fiscal year is saved. For all following years, the start date is set to one day after the End Date of the previous year. The end date defaults to one year after the Start Date, minus a day. If it is necessary to change the date, enter the new date or select it from the calendar lookup. The period can be shorter than a year, but not longer. Select how the fiscal year will be divided into periods. Calendar Month The year will be divided into months, beginning from the Start Date. Four Weeks The year will be divided into 28-day periods, with the last period containing 29 days (or 30 for a leap-year). Additional Period Assignment Profitability Target Client Retention Target Currency This field is only visible when Four Weeks is selected for Period Duration. Since the Four Weeks option produces 13 periods in a standard year, select if the extra period should be included in the First Quarter or Last Quarter of the year. Enter the profitability target for the year, in percentage. Enter the client retention target for the year, in percentage. Select the currency to be used.

167 Managing Billing Entities Page 162 The Accounting Periods panel becomes available after the fiscal year configuration has been saved. This displays the calculated periods based on the Start Date, End Date, and the Period Duration. Last Modified By Identifies the last date and time the fiscal year configuration was changed and the user who made the changes. 3. To view the period details, click a link in the Period Name column. The Fiscal Period Detail window opens.

168 Managing Billing Entities Page 163 Period Number Period Name Start Date End Date Gross Written Premium (GWP) Target Policy Count Target Displays the period number. The name is defaulted based on the Period Duration selected for the fiscal year, but can be edited. Displays the calculated start date for the period. Displays the calculated end date for the period. Enter the Gross Written Premium target for the period. Enter the policy count target for the period. Last Modified By Identifies the last date and time the period was changed and the user who made the changes. 4. To close accounting periods, check the boxes for the appropriate periods, then click Close Period. Note that a period cannot be closed if there are any earlier periods still open, and periods can no longer be edited once they have been closed. Once all periods are closed, the fiscal year is closed. 5. Click Save to save the period configuration, or click Close to close the window without saving the period. General Settings - Reporting The General Settings - Reporting page is used for managing the automatic generation of reports.

169 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Reporting. The General Settings - Reporting screen opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required. The Reports panel lists all report configurations. Each configuration entry defines a single report, the schedule for generation, output format, and any additional settings depending on the report type. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. Click Add to create a new report configuration, or click a link in the Name column to view an existing configuration. The Report window opens. See Managing Reports for more information. Configurations cannot be deleted, but they can be deactivated. This leaves them in the system, but the associated reports will not be generated. To deactivate configurations, check all boxes for the configurations to be deactivated, then click Deactivate. All selected configurations are deactivated. If the Scheduled Reports list is still defaulted to only show active configurations, they are removed from the list. Managing Reports

170 Managing Billing Entities Page In the General Settings - Reporting panel, click a link in the Name column to view an existing configuration, or click Add to add a new report configuration. The Report window opens. 2. Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Description Report Enter the name of the report configuration. Enter a unique code. Enter a description for the configuration. Select the report to be generated. The following options are available. Aged Receivables (Detailed) Aged Receivables (Summary) Earnings Invoices

171 Managing Billing Entities Page 166 Receipts Currency Select a currency to restrict the results to that currency. This field is required for Earnings reports. If a currency is selected, the report will include a Total line summing up the values. The Schedule panel defines when the report will be generated. Generate at Period End Frequency If the system is configured to use Fiscal Years and Periods, this option will generate the report at the end of each period. If this option is unchecked, the schedule can be configured manually. This field is available when Generate at Period End is unchecked. Select how often the report will be generated. Monthly The report will be generated on a specific day of each month, and will automatically include data for the last month. This displays the Generate Report On field below. Weekly The report will be generated on a specific day of the week, and will automatically include data for the last week. This displays the Day of Week field below.

172 Managing Billing Entities Page 167 Daily The report will be generated each day, including all data for that day up to the time the report is generated. Generate Report On This field is available when Monthly is selected for the Frequency. Select when in the month the report will be generated. Day of Month The report will be generated on a specific day of each month. This displays the Day of Month field below. Last Day of Month The report will be generated on the last day of each month. Day of Month Day of Week This field is available when Monthly is selected for the Frequency and Day of Month is selected for Generate Report On. Enter the day of each month to generate the report. If a certain month ends before the chosen day, the report will generate on the last day of that month. This field is available when Weekly is selected for the Frequency. Select the day of the week to generate the report. The Report Rules panel is available for Earnings reports when set to Generate at Period End. Check the Post at Period End option to post the report when the report is generated. Select the Output Format for the report, either as an Excel file or PDF.

173 Managing Billing Entities Page Select an action. Click Add & New to save the configuration and clear the form for a new entry. Click Add & Close to save the configuration and return to the General Settings - Reporting page. Click Close to delete the current configuration and return to the General Settings - Reporting page. Active Created By Last Modified By Marks the report configuration as active and available for use. If unchecked, the configuration remains in the system, but the associated reports will not be generated. Identifies the date and time the configuration was created and the user who created it. Identifies the last date and time the configuration was changed and the user who made the changes. Managing Payment Plans Payment plans define the available options for payment scheduling. Multiple payment plans can be assigned to individual quote options, allowing the user to select their preferred plan. Creating a New Payment Plan

174 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Payment Plans. The Payment Plans page opens. Tip: By default, only Active plans are displayed. Clear the filter in the Status column to view all plans. 3. Click Add. The Payment Plan Management page opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required.

175 Managing Billing Entities Page 170 Name Code External Code Description Enter the name of the payment plan. This name is displayed in the payment plan list and is used to select the plan in the Payment Plan window when viewing a quote option. Enter a unique code to identify the payment plan within the system. Enter a code to be used for integration with external systems. Enter a description for the payment plan. Set First Payment (%) First Payment (%) The first payment can be larger or smaller than the rest of the payments, to account for registration fees or discounts. Check this box to set the first payment percentage. This field is displayed when the Set First Payment (%) checkbox is checked. Enter a percentage value with up to two decimal places. The remaining amount will be divided evenly across the subsequent payments.

176 Managing Billing Entities Page 171 Subsequent Payments Scheduled from Select the date on which subsequent payments should be scheduled from. The following options are available. Payment Start Date Term Effective Date Scheduling Select the scheduling option. The following options are available. System-defined This allows the scheduling to be selected from a list of system presets. User-defined Allows the configuration of a detailed custom schedule. Payment Frequency This field is displayed when System-defined is selected in the Scheduling field. The following options are available. Annually Creates one payment per year, on the anniversary of the first installment. Semi-Annually Creates one payment every six months, on the same day of the month as the first installment. Quarterly Creates one payment every three months, on the same day of the month as the first installment. Monthly Creates one payment per month, on the same day of the month as the first installment. Number of Payments This field is displayed when User-defined is selected in the Scheduling field. If a total number of payments is provided, the total charges are divided by that number and scheduled according to the Recurrence Pattern and Recur Every values.

177 Managing Billing Entities Page 172 If this field is left blank, the Recurrence Pattern and Recur Every fields determine the number of payments within the term, and the total charges are divided among those payments. Note that any setting for the first payment may be overridden by the First Payment (%) setting. This setting can be used to decrease the payment period to less than the full term, but cannot extend past the end of the term. If any payments extend out of the term, they are ignored and the charges are divided solely among the payments within the term. Recurrence Pattern This field is displayed when User-defined is selected in the Scheduling field. The payments are set to specific intervals. The following options are available. Month(s) Day(s) Recur Every This field is displayed when User-defined is selected in the Scheduling field. In combination with the Recurrence Pattern field, enter the number of days or months between payments. If Number of Payments is not specified, the system determines the number of payments within the term, and divides the total charge equally among the payments. The first payment may be overridden by the First Payment (%) setting.

178 Managing Billing Entities Page 173 The Transaction Scheduling Rules panel is used to define how payments are handled for Endorsements and Adjustments. For both Endorsement and Adjustment transactions, the scheduled payments from the billing plan selected for the term are maintained, with the new charges or credits affecting the invoice amounts. Single Payment Spread Evenly The additional charge or credit will be applied on the Effective Date of the transaction. The additional charge or credit will be divided among the remaining scheduled payments for the term. This includes payments outside of the effective period of the endorsement or declaration. Note: If there are no scheduled payments remaining in the term, binding the endorsement or declaration will create a new charge or credit for immediate billing. 5. Saving the payment plan configuration displays the Taxes / Fees Scheduling Rules panel. Tax / Fee Type Scheduling Rule Indicates the tax or fee type. Indicates the selected scheduling rule. 6. Click Add to add a Tax / Fee Scheduling Rule.

179 Managing Billing Entities Page 174 Tax / Fee Type Scheduling Rule Assign in Full to First Scheduled Payment Distribute Evenly Across Scheduled Payments Exclude from First Scheduled Payment Select the tax or fee type. Select the scheduling rule to apply. The following options are available. Assigns the full Tax / Fee amount to the first scheduled installment. Assigns the Tax / Fee amount to be equally distributed across all installments regardless of the First Payment (%) setting. Assigns the Tax / Fee amount to be equally distributed across all installments subsequent to the first installment. 7. Click Add & New to save the scheduling rule and clear the form, click Add & Close to save the scheduling rule and return to the Payment Plan Management page, or click Close to close the window without saving the scheduling rule.

180 Managing Billing Entities Page 175 Once the payment plan has been saved, the Status panel is displayed at the bottom of the page. Active Created By Last Modified By Marks the plan as active and available for use. Inactive payment plans will still be functional in existing transactions, but cannot be selected for new transactions. Identifies the date and time the payment plan was created and the user who created it. Identifies the last date and time the payment plan was changed and the user who made the changes. Viewing and Modifying a Payment Plan 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Payment Plans. The General Settings - Payment Plans page opens. Tip: By default, only Active plans are displayed. Clear the filter in the Status column to view all plans.

181 Managing Billing Entities Page Click a link in the Name column to view the payment plan details. If there are a large number of available plans, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate plan. 4. See the section on Creating a New Payment Plan for a detailed description of the fields. All fields may be edited, if necessary, except for the Code field. 5. Click Save to save any changes and remain on the page, or click Close to return to the Payment Plans list without saving any changes. Deactivating a Payment Plan Once created, a payment plan cannot be deleted. It can be deactivated, which leaves it linked to any existing companies or individuals, but prevents it from being used for new configurations. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Payment Plans. The General Settings - Payment Plans page opens. Tip: By default, only Active plans are displayed. Clear the filter in the Status column to view all plans.

182 Managing Billing Entities Page Locate the plan or plans to be deactivated. If there are a large number of available plans, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate plans. 4. Check the boxes for all payment plans to be deactivated. 5. Click Deactivate, then confirm the deactivation when prompted to do so. All selected plans are deactivated. If the payment plans list is still defaulted to only show active plans, they are removed from the list. Tip: Individual plans can also be deactivated or reactivated directly through the payment plan record. See the section on Viewing and Modifying a Payment Plan for details. Managing Adjustment Types Adjustment Types are added in the system as reference data. These types are used to categorize adjustments and link them to General Ledger accounts. Creating a New Adjustment Type 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Adjustment Types. The Adjustment Types screen opens.

183 Managing Billing Entities Page 178 Tip: By default, only Active adjustment types are displayed. Clear the filter in the Status column to view all types. 3. Click Add. The Adjustment Type window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Enter the name of the adjustment type. Enter a unique code.

184 Managing Billing Entities Page 179 Description Applicable To Enter a description for the adjustment type. Adjustment types can be restricted to certain company types, controlling which adjustment types are available for selection. They can be assigned to Bill to Parties and Insurers. At least one option must be selected. 5. Click Add & New to save the details and clear the form to enter another adjustment type, click Add & Close to save and return to the Adjustment Types list, or click Close to return to the Adjustment Types list without saving the type. Viewing and Modifying an Adjustment Type 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Adjustment Types. The Adjustment Types screen opens. Tip: By default, only Active adjustment types are displayed. Clear the filter in the Status column to view all types. 3. Click a link in the Name column to view the adjustment type details. If there are a large number of available types, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate type.

185 Managing Billing Entities Page Click Save & New to save the details and clear the form to enter another adjustment type, click Save & Close to save and return to the Adjustment Types list, or click Close to return to the Adjustment Types list without saving the type. Deactivating an Adjustment Type Once created, an adjustment type cannot be deleted. It can be deactivated, which leaves it linked to any existing configurations, but prevents it from being used for new setups. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Adjustment Types. The Adjustment Types screen opens. Tip: By default, only Active adjustment types are displayed. Clear the filter in the Status column to view all types. 3. Locate the adjustment types to be deactivated. If there are a large number of available types, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate types. 4. Check the boxes for all adjustment types to be deactivated.

186 Managing Billing Entities Page Click Deactivate, then confirm the deactivation when prompted to do so. All selected adjustment types are deactivated. If the Adjustment Types list is still defaulted to only show active types, they are removed from the list. Managing Bank Accounts Bank accounts are added in the system as reference data. Bank information is used when managing receipts, and can be associated to General Ledger accounts. Creating a New Bank Account 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Bank Accounts. The Bank Accounts page opens. 3. The panels and fields are described below. Fields marked with a red asterisk * are required. Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 4. Click Add. The Bank Account window opens.

187 Managing Billing Entities Page Complete the necessary information. Fields marked with a red asterisk * are required. Bank Name Bank Account Number Currency Description Use for Online Payments Enter the name of the bank. Enter the account number. This number must be unique. Select the currency for the account. Enter a description for the account. If online payments are enabled, checking this box associates this bank account to any online payments in the selected currency. Only one bank account can be defined for online payments in each currency.

188 Managing Billing Entities Page 183 The Automatic Reversal Fee panel allows an additional fee to be charged when a cash receipt is reversed. The fee is created as an adjustment charge. This is commonly used when a receipt is reversed due to "Overdraft" or "Non-Sufficient Funds", and is only applied when a specific Correction Reason is selected. Enable Automatic Reversal Fee Fee Amount Adjustment Type Correction Reason When enabled, reversal fees will be applied according to the settings below. These settings only apply to the reversal of receipts associated to the current bank configuration. This field is available when Enable Automatic Reversal Fee is enabled. Enter the flat amount of the fee. This field is available when Enable Automatic Reversal Fee is enabled. The fee is added to the system as an adjustment. Select the Adjustment Type to be applied to the adjustment. This field is available when Enable Automatic Reversal Fee is enabled. Select a Correction Reason to trigger the fee. When a reversal is created and posted with this correction reason, the fee adjustment will be created. Note: The fee settings are only applied to manual receipt reversals. Reversals created automatically as part of another action, such as a reallocation, will not trigger this fee. 6. Click Add & New to save the details and clear the form to enter another account, click Add & Close to save and return to the

189 Managing Billing Entities Page 184 Bank Account list, or click Close to return to the Bank Account list without saving the account. The Status panel is displayed once a bank account has been saved, or when viewing an existing bank account. Active Created By Last Modified By Marks the bank account as active and available for use. If unchecked, the bank account remains as part of any existing configurations, but cannot be selected for new configurations. Identifies the date and time the bank account was created and the user who created it. Identifies the last date and time the bank account was changed and the user who made the changes. Viewing and Modifying a Bank Account 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Bank Accounts. The Bank Accounts screen opens.

190 Managing Billing Entities Page 185 Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 3. Click a link in the Bank Name column to view the account details. If there are a large number of available accounts, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate account. 4. See the section on Creating a New Bank Account for a detailed description of the fields. 5. Click Save & New to save any changes and clear the form to enter a new account, click Save & Close to save and return to the Bank Account list, or click Close to return to the Bank Account list without saving any changes. Deactivating a Bank Account Once created, a bank account cannot be deleted. It can be deactivated, which leaves it linked to any existing configurations, but prevents it from being used for new setups. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Bank Accounts. The Bank Accounts screen opens.

191 Managing Billing Entities Page 186 Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 3. Locate the bank accounts to be deactivated. If there are a large number of available accounts, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate accounts. 4. Check the boxes for all accounts to be deactivated. 5. Click Deactivate, then confirm the deactivation when prompted to do so. All selected accounts are deactivated. If the Bank Account list is still defaulted to only show active accounts, they are removed from the list. Tip: Individual bank accounts can also be deactivated or reactivated directly through the bank account management record. See the section on Viewing and Modifying a Bank Account for details. Managing General Ledger Accounts General Ledger (G/L) accounts are configured to track debit and credit transactions associated to various account types. These accounts can be integrated with external accounting systems. Creating a New General Ledger Account

192 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select General Ledger Accounts. The General Ledger Accounts page opens. Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 3. Click Add. The General Ledger Account window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required.

193 Managing Billing Entities Page 188 Account Type Accounts Payable - Distributor Accounts Payable - Insurer Select the account type from the list, or select Miscellaneous to create a custom account. Creates an Accounts Payable account for a specific distributor. On selecting this option, the Distributor field is added to choose the distributor. Creates an Accounts Payable account for a specific insurer. On selecting this option, the Insurer field is added to choose the insurer. Accounts Receivable Creates an Accounts Receivable account. Accounts Receivable - Insurer Creates an Accounts Receivable account for a specific insurer. On selecting this option, the Insurer field is added to choose the insurer. Adjustment Revenue Creates an Accounts Receivable account for Billing Adjustment values. On selecting this option, the Adjustment Type field is added to choose the adjustment type. Bank Account Creates a link to a configured bank account. On selecting this option, the Bank Account field is added to choose the associated account. The Currency field displays the currency type associated with that account. See the section on Managing Bank Accounts for details on preparing bank account configurations. Commission Expense Creates a Commission Expense account for a specific product and premium type. Two additional fields are added on selecting this option. A Product and Premium Type can be selected. Deferred Commission Expense Creates a Deferred Commission Expense account.

194 Managing Billing Entities Page 189 Deferred Commission Revenue Deferred Insurance Direct Cost Deferred Premium Income Creates a Deferred Commission Revenue account. Creates a Deferred Direct Insurance Cost account. Creates a Deferred Premium Income account. Insurance Direct Cost Creates an Insurance Direct account for a specific product and premium type. Two additional fields are added on selecting this option. A Product and Premium Type can be selected. Miscellaneous Creates an account that can be named and configured as required. On selecting this option, the Name field is added. Paid Claims Receivable Creates an account for receivable insurer payments in compensation for claims paid to the assured. Premium Income Creates a Premium Income account for a specific product and premium type. Two additional fields are added on selecting this option. A Product and Premium Type can be selected. Suspense Creates an account for suspense values. Tax Payable Creates an account for a specific tax. Additional fields are added on selecting this option. o Tax Type: Select a tax type defined in the system.

195 Managing Billing Entities Page 190 o o o o Select if the account will be assigned to an Existing party, or select Create New to add a new party to the system. Remit to Party: This field is available if Existing is selected. Choose an existing party for this account. Remit to Party Name: This field is available if Create New is selected. Enter a unique name for the new party. The party will be created on saving the account, and will be available as an Existing party for any additional accounts. Initial Status: Select the initial status for new entries, either Pending or Ready For Payment. Write Offs / Bad Debt Expense Description G/L Code Currency Creates an account for amounts that have been written off or classified as bad debt. Enter a description for the account. Only shown when configuring a standard General Ledger account. Enter a code for this account. This code will be used to identify this account when integrating with external accounting systems. This code does not need to be unique, allowing multiple internal accounts to be mapped to a single external account. Select the currency for the account. For Bank Accounts, this field will be defaulted to the currency defined for the selected account. Note: General Ledger Accounts must be unique. If another active account exists with the same Account Type and Currency, and any fields specific to the account type, the new account cannot be saved. The existing account must be modified or deactivated in order to save the new account.

196 Managing Billing Entities Page Click Add & New to save the details and clear the form to enter another account, click Add & Close to save and return to the accounts list, or click Close to return to the accounts list without saving the account. The Status panel is displayed once the account has been saved. Active Created By Last Modified By Marks the account as active and available for use. If unchecked, the account remains linked to any existing configurations, but cannot be used for new setups. An inactive account cannot be reactivated if there is already an active account with the same settings. Identifies the date and time the account was created, and the user who created it. Identifies the last date and time the account was changed, and the user who made the changes. Viewing and Modifying a General Ledger Account 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select General Ledger Accounts. The General Ledger Accounts page opens.

197 Managing Billing Entities Page 192 Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 3. Click a link in the Account Type column to view the account details. If there are a large number of available accounts, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate account. 4. See the section on Creating a New General Ledger Account for a detailed description of the fields. 5. Click Add & New to save the details and clear the form to enter another account, click Add & Close to save and return to the accounts list, or click Close to return to the accounts list without saving the account. Note: General Ledger Accounts must be unique. If another active account exists with the same Account Type and Currency, and any fields specific to the account type, the changes to the account cannot be saved. Deactivating a General Ledger Account Once created, a general ledger account cannot be deleted. It can be deactivated, which leaves it linked to any existing configurations, but prevents it from being used for new setups.

198 Managing Billing Entities Page Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select General Ledger Accounts. The General Ledger Accounts page opens. Tip: By default, only Active accounts are displayed. Clear the filter in the Status column to view all accounts. 3. Locate the general ledger accounts to be deactivated. If there are a large number of available accounts, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate accounts. 4. Check the boxes for all accounts to be deactivated. 5. Click Deactivate, then confirm the deactivation when prompted to do so. All selected accounts are deactivated. If the General Ledger Account list is still defaulted to only show active accounts, they disappear from the list. Tip: Individual accounts can also be deactivated or reactivated directly through the General Ledger Account window. See the section on Viewing and Modifying a General Ledger Account for details. Managing Billing Document Configurations

199 Managing Billing Entities Page 194 Once a document template has been uploaded, the template can be used in one or more configurations that define the availability of the document throughout the Billing system. See the Managing Document Templates section of the User Guide - Product Design document for instructions on adding templates to the system. Creating a new Billing Document Configuration 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Billing Documents. The Billing Document Management page opens. Some columns have been hidden. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 3. Click Add. The Billing Document Management window opens. 4. Complete the necessary information. Fields marked with a red asterisk * are required.

200 Managing Billing Entities Page 195 Name Code Document Template Enter the name of the document configuration as it will appear in the documents lists. Enter a unique code for the configuration. Select a template to be used when generating the document. See the Managing Document Templates section of the User Guide - Product Design document for instructions on adding templates to the system.

201 Managing Billing Entities Page 196 Description Effective Period Generation Event A description can be entered to provide information about the document. This description is only visible here in the configuration. When attaching time-sensitive documents, a date range can be provided. This document will only be available during the defined period. Enter the dates or select them from the calendar lookups. Select the system event that will generate the document. The following options are available. Invoice Generation Generates the document when an invoice is generated, either manually or automatically. If automatic invoice s are configured, the generated invoices will be attached to the s. Statement Generation Generates the document when a statement is automatically generated. Invoice Document Content This field is available when Invoice Generation is selected for the Generation Event. This setting is used to restrict the current configuration to specific types of invoices. If nothing is selected, all options will apply and the document will always generate if the other conditions are met. All This document will only generate for invoices set to include mixed charges. Mixed charges occur for invoices where the Separate Invoicing by Transaction option is not selected. These invoices are considered to be mixed even if circumstances result in only one type of charge. Billing This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the Billing module.

202 Managing Billing Entities Page 197 Claim This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the Claims module. Policy This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the Policy module. Party Type This field is available when Statement Generation is selected for the Generation Event. This setting is used to restrict the current configuration to statements for a specific party type. If nothing is selected, the document will apply for all party types. The following options are available. Additional Assured Distributor Insurer Security Roles Select the user security roles for which the document should be available. Once a document has been generated, a copy is stored in the system. The selected security roles also determine if the user can view the stored documents. Documents configured for automatic generation will still be generated if the event is triggered by a user without any of the necessary roles, but the user will not be able to see them. 5. Click Save to save the configuration and remain on the page, or click Close to return to the Billing Document list without saving the configuration.

203 Managing Billing Entities Page 198 The Status panel is displayed once the configuration has been saved. Active Created By Last Modified By Marks the configuration as active and available for use. If unchecked, the configuration remains linked to any existing resources, but cannot be used for new resources. Identifies the date and time the configuration was created, and the user who created it. Identifies the last date and time the configuration was changed, and the user who made the changes. Viewing and Modifying a Billing Document Configuration 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Billing Documents. The Billing Documents page opens.

204 Managing Billing Entities Page 199 Some columns have been hidden. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 3. Click a link in the Name column to view the configuration details. If there are a large number of available configurations, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate configuration. 4. See the section on Creating a New Billing Document Configuration for a detailed description of the fields. 5. Click Save to save the configuration and remain on the page, or click Close to return to the Billing Document list without saving the configuration. Deactivating a Billing Document Configuration Once created, a Billing Document Configuration cannot be deleted. It can be deactivated, which leaves it linked to any existing resources, but prevents it from being used for new resources. 1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities. 2. In the Billing Entity Menu, select Billing Documents. The Billing Documents Management page opens.

205 Managing Billing Entities Page 200 Some columns have been hidden. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 3. Locate the configurations to be deactivated. If there are a large number of available configurations, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate configurations. 4. Check the boxes for all configurations to be deactivated. 5. Click Deactivate, then confirm the deactivation when prompted to do so. All selected configurations are deactivated. If the Billing Document list is still defaulted to only show active configurations, they are removed from the list. Tip: Individual configurations can also be deactivated or reactivated directly through the configuration management record. See the section on Viewing and Modifying a Billing Document Configuration for details. Document Templates The Billing system can generate documentation from templates, and substitute system data for placeholders within the content. The Document Templates section is for uploading templates to the system for use in document configurations.

206 Managing Billing Entities Page 201 See the Managing Document Templates section of the User Guide - Product Design document for instructions on adding templates to the system.

207 Managing Billing Entities Page 202 Managing Payment Provider Configurations The online payment feature supports a range of payment providers. The Payment Provider Configuration section is used to define each payment provider with the necessary details for communication with Bridge. Creating a New Payment Provider Configuration Note: Before configuring the payment provider in the system, an account will need to be created with the chosen provider. They will provide you with the necessary information to complete the configuration. 1. In the main menu, select Billing, Configuration, then Payment Provider Configuration. A list of all available configurations is displayed. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 2. Click Add. The Payment Provider Configuration window opens.

208 Managing Billing Entities Page Complete the necessary information. Fields marked with a red asterisk * are required. Name Code Payment Provider Merchant ID Profile ID Enter the name of the configuration. This name is displayed in the payment provider configuration list and is used to select the payment provider in the system. Enter a unique code to identify the payment provider within the system. Select one of the supported payment providers. Enter the ID for the merchant account within the payment provider s system. This is obtained from the payment provider. Enter the ID for the profile within the payment provider s system. This is obtained from the payment provider.

209 Managing Billing Entities Page 204 Access Key Secret Key Web Service URL Hosted Page URL Tokenization Enter the access key to provide secure access to the payment provider website. This is obtained from the payment provider. Enter the secret key for secure communications between the systems. This is obtained from the payment provider. Enter the URL for payments processed through the web service. This is obtained from the payment provider. Enter the URL for payments processed through the hosted page. This is obtained from the payment provider. Check this field to enable tokenization. Note that, for security purposes, tokenization must be enabled to configure a payment provider. 4. Click Add & New to save the configuration and clear the form to enter another payment provider, click Add & Close to save and return to the Payment Provider Configuration List, or click Close to return to the Payment Provider Configuration List without saving the configuration. 5. Once the configuration has been saved, the Status panel is added at the bottom of the window. Active Marks the configuration as active and available for use. If unchecked, the configuration is disabled and cannot be used for payments. Any features using this configuration will need to be updated to use an active configuration.

210 Managing Billing Entities Page 205 Created By Last Modified By Identifies the date and time the configuration was created, and the user who created it. Identifies the last date and time the configuration was changed, and the user who made the changes. Viewing and Modifying a Payment Provider Configuration 1. In the main menu, select Billing, Configuration, then Payment Provider Configuration. A list of all available configurations is displayed. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 2. Click a link in the Name column to view the configuration details. If there are a large number of available configurations, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate configuration. 3. See the section on Creating a New Payment Provider Configuration for a detailed description of the fields. 4. Click Save & New to save the configuration and clear the form to enter another payment provider, click Save & Close to save

211 Managing Billing Entities Page 206 and return to the Payment Provider Configuration List, or click Close to return to the Payment Provider Configuration List without saving the configuration. Click Deactivate to deactivate the configuration. Deactivating a Payment Provider Configuration Once created, a payment provider configuration cannot be deleted. It can be deactivated so that it cannot be used for payments. Any features using this configuration will need to be updated to use an active configuration. 1. In the main menu, select Billing, Configuration, then Payment Provider Configuration. A list of all available configurations is displayed. Tip: By default, only Active configurations are displayed. Clear the filter in the Status column to view all configurations. 2. Locate the configuration or configurations to be deactivated. If there are a large number of available configurations, see the Using Grids section of the User Guide - Introduction document for help on finding the appropriate configurations.

212 Managing Billing Entities Page Check the boxes for all configurations to be deactivated. 4. Click Deactivate, then confirm the deactivation when prompted to do so. All selected configurations are deactivated. If the Payment Provider Configuration List is still defaulted to only show active configurations, they disappear from the list. Tip: Individual configurations can also be deactivated or reactivated directly through the Payment Provider Configuration window. See the section on Viewing and Modifying a Payment Provider Configuration for details.

213 Reviewing Billing Changes in the Audit Trail Page 208 Reviewing Billing Changes in the Audit Trail As changes are made to billing information and settings, they are logged in the system. Note: Receipts, payables, earnings, billing adjustments, general settings, and some areas of the Bill to Party information are not tracked. The old and new values, the date and time of the changes, and the users who made the changes are all tracked. This information can be filtered, sorted, and exported. 1. Click Audit Trail in the Billing menu. The Audit Trail page opens with a list of resources. Resource Reference Resource Type Last Modified By Last Modified On Displays the specific resource, such as a bill to party name, policy number, or invoice number. Displays the type of resource, such as Bill to Party, Policy Term, or Invoice. Displays the user who made the changes. Displays the date and time that the changes were made.

214 Reviewing Billing Changes in the Audit Trail Page 209 Status Displays the current status of the resource. 2. Click a link in the Resource Reference column to view the details. The Audit Trail Details window opens. Resource Reference Resource Type Displays the specific resource, such as a party name, policy number, or invoice number. Displays the type of resource, such as Party, Policy Term, or Invoice. The Change Details panel lists all changes for the selected resource. The changes are grouped by the Modified On date. Field Name Previous Value New Value Identifies the detail or field that changed. Displays the previous value for the field. Displays the new value for the field.

215 Common Pages Page 210 Action Identifies the type of change. Add A new resource was added or a blank field was filled in. Update An existing resource or field entry was changed. Delete An existing resource was deleted or a field was cleared. Modified By Modified On Displays the name of the user who made the change. Displays the date and time that the changes were made. This is the system date and time, with no adjustments for region. 3. Click Close to close the window. Common Pages Throughout the system, there are detail pages that can be accessed from multiple areas. These are detailed here. Invoice Detail Window The invoice detail window is commonly used to display details about an invoice, and will generally be accessible from reports and features that list invoices. The title of the window and the available fields may be different, depending on where the window opens.

216 Common Pages Page 211 The Invoice Information panel lists the details of the invoice. The Commissions panel identifies any commissions related to the invoice. The Invoice Line Items grid lists all distinct charges included in the invoice.

217 Common Pages Page 212 The Receipt History grid lists all receipts associated to the selected invoice. Click a link in the Receipt Number column to view the Receipt details window. If any documents are attached to the invoice, the Documents grid will be displayed containing all available documents. Click a link in the File Name column to view the document in PDF format. Click Generate Documents to generate new copies of all documents for the current invoice. This will produce the documents configured for invoice generation. Click Close to close the window. Receipt Detail Window

218 Common Pages Page 213 The receipt detail window is commonly used to display details about a receipt, and will generally be accessible from reports and features that list receipts. The title of the window and the available fields may be different, depending on where the window opens. The Receipt Information panel lists the details of the receipt. Clicking the Batch Number link opens the receipt batch details in a new tab or window, depending on your browser settings.

219 Common Pages Page 214 The Receipt Allocation grid lists all invoices associated to the current receipt. If the current receipt produced an on-account balance, some or all of that balance may have been refunded. The Refunds grid lists all such refund receipts related to the current receipt. The Correction Details panel is displayed for any receipts that have been corrected, or for the correction receipts themselves. Date Correction Reason Displays the date of the correction. Displays the reason for the correction.