Create batch payment

You can group inbound payments together to facilitate more efficient processing. In BriteCore, you can batch manual payments in the Provider Administrator portal. You can enter a batch by referencing the policy or invoice number; the system will pull information from the invoice. Then you can import the batch, which updates each policy’s Accounts Receivable screen with the payment. Creating a batch is optional, and is controlled by the advanced setting enable-batch-payments.

Enable batch payments

To enable batch payments:

  1. Navigate to Settings > Advanced.
  2. In the Search box, type: enable-batch-payments.
  3. Select True to enable the batch payments. If you select False, batch payments will be disabled.

Create new batch payments

To create new batch payments in the Provider Administrator portal:

  1. Navigate to Policies > Payments > Daily Cash Receipt.
  2. Select Process Batch Payment. The Batch Payments screen will open.
  3. Select Start New Batch Payment. The Batch Payment Setup dialog box will open.
  4. In the Title box, type the batch title.
  5. In the Transaction Date box, the current date will automatically populate. To change the transaction date, select the Transaction Date box and use the date picker that appears to select the correct date for the transaction.
  6. To add batch payments by invoice number, select the Use invoice number to enter payments checkbox. If you don’t want to add payments by invoice number, move to step 7.

    Note: By default, batch payments are added by policy number.

  7. To use batch validation, see Complete Batch Validation. When you’re finished adding information to the Batch Payment Setup dialog box, select Start New Batch.

Complete Batch Validation

You can use batch validation to verify that the number and total of batch payments are correct. This is an optional section. To complete the Batch Validation section of the Batch Payment Setup screen:

  1. In the Number of Entries box, type the number of payments included in the batch.
  2. In the Amount box, type the total amount of the payments included in the batch.
  3. When you’re finished with this section, return to step 7 in the Create new batch payments section.

Add entries to batch by policy number

By default, batch payments are configured to use Policy # as the primary field. When Policy # is the primary field, the batch payment table consists of the following columns: Policy #, Amt. Paid, Payment Type, Check #, Named Insured, Payor, Amt. Owed, and Status. See Figure 1. You can edit information included in the Policy #, Amt. Paid, Payment Type, Check #, and Payor columns, but the information included in Named Insured, Amt. Owed, and Status columns can’t be changed. As you add payments to the batch, BriteCore automatically saves the information entered.

Figure 1: View of the batch payment table, displaying Policy # as the primary field.

To add payments to a batch by policy number:

  1. Navigate to and select the batch title you want to open.
  2. In the Policy # column of the batch table, type the policy number you want to add to the batch. The system will automatically pull payment information from the policy. If the policy number doesn’t register with the system or is typed incorrectly, the following message will appear:

    At least one entry couldn’t be saved. Double check the policy numbers you’re trying to enter into the system.

You can add multiple payments to a batch by copying and pasting several policy numbers into the Policy # column. If you choose to do this, make sure that each policy number is on its own line in the document you’re copying from. When you paste policy numbers that are each on their own line, they will each display on their own line in the batch. If the policy numbers aren’t on their own lines, then they will be pasted into the same line in the batch, and the following message will appear:

At least one entry couldn’t be saved. Double check the policy numbers you’re trying to enter into the system.

Add entries to batch by invoice code

You can configure the batch to use invoice codes as the primary field. To use invoice code as the primary field, see the Create new batch payments section above.

Note: After you select Start New Batch in the Batch Payment Setup dialog box, you can’t change the configuration of the primary field. If you didn’t select the Use invoice number to enter payments checkbox when creating a new batch, you will need to create another batch and select that checkbox.

When Invoice Code is the primary field, the batch table consists of the following columns: Invoice Code, Policy #, Amt. Paid or $ Paid, Invoice Date, Payment Type, Check #, Named Insured, Payor, Amt. Owed or $ Owed, and Status. See Figure 2. You can update information in the Invoice CodeAmt. Paid or $ Paid, Payment Type, Check #, and Payor columns. You can’t update information in the Policy #, Invoice Date, Named Insured, Amt. Owed or $ Owed, or Status columns.  When you add a payment to the batch, BriteCore automatically saves the entry.

Figure 2: View of the batch payment table when Invoice Code is the primary field.

To add entries to a batch by invoice code:

  1. Navigate to and select the batch title you want to open.
  2. In the Invoice Code column, type the invoice code associated with the payment you want to add. The system will automatically pull payment and policy information from the invoice. If the invoice code doesn’t register with the system or is typed incorrectly, an error message will appear.

You can add multiple payments to a batch by copying and pasting several invoice codes into the Invoice Code column. If you choose to do this, make sure that each invoice code is on its own line in the document you’re copying from. When you paste invoice codes that are each on their own line, they will each display on their own line in the batch. If the invoice codes aren’t on their own lines, then they will be pasted into the same line in the batch, and an error message will appear.

Upload CSV file

The advanced setting enable-batch-payment must be set to True for you to upload a CSV file. When you upload a CSV file, the batch table populates with relevant information so you don’t have to manually type values. If you need to make corrections to the information uploaded, you can do so in the batch table.

To enable the advanced setting, enable-batch-payment:

  1. In the Provider Administrator portal, navigate to Settings > Advanced.
  2. Search for enable-batch-payments.
  3. Change the setting to True. If you change the setting to False, you won’t be able to upload CSV files.

To upload a CSV file, after the enable-batch-payment advanced setting is enabled:

  1. Navigate to and select the batch title you want to upload a CSV file to.
  2. Above the batch table, select Upload CSV file. The File Upload dialog box will open.
  3. Select Choose File.
  4. From your files, select the CSV file you want to upload and then select Open, or double-click the CSV file you want to upload. The file will display in the File Upload dialog box.
  5. Select Process File.

If errors occur in the batch table, you can address them manually in the batch table. See Troubleshooting batch errors for more information.

Import batch

When you’re finished entering information in the batch table, review the payments entered to ensure there aren’t existing errors. A highlighted row in the batch table signifies an error that needs to be addressed. When you have ensured the information is correct, you can proceed to import the payments.

To import payments:

  1. Above the batch table, select Import Payments.
  2. When the batch is imported successfully, the following message will appear:

    Success, your batch was imported successfully!