Batch Payments is an optional feature allowing users to efficiently enter a batch of manual payments received for premium payments. They can be entered by referencing the Policy or the Invoice number and will pull in associated information from the invoice. The batch can then be imported, updating each policy accounting page with the payment. To enable:

1. Navigate to Settings > Advanced
2. Search: enable-batch-payments
3. Click True or False

Important Notes

• The value of the Amt. Paid column should equal the value of the Amt. Owed column for each entry
• Users cannot enter a batch payment entry if nothing is owed. If a user attempts to add an entry with no Amt. Owed, a message will notify the user and the entry will be removed.

Create New Batch

1. Navigate to Policy > Payments > Daily Cash Receipt
2. Click Start New Batch Payment
3. Complete Batch Payment Setup
4. Press Start New Batch

By default, batch entries are added by policy number. To add entries by invoice number, check Use invoice number to enter payments in the Batch Payment Setup.

Update an Existing Batch

1. Navigate to Policy > Payments > Daily Cash Receipt
2. Click on a batch to open it
3. Click Edit Batch Settings
4. Make updates or edits
5. Click Save Batch Setup

Remove an Existing Batch

1. Navigate to Policy > Payments > Daily Cash Receipt
2. Click on a batch to open it
3. Click Edit Batch Settings
4. Click Delete Batch

Navigate to a Different Batch

1. Click Go back to Batch Payment list
2. Select a different batch

Add Entries to Batch by Policy Number

Batch payments are configured to use policy number as the primary field by default. To add an entry to batch by policy number, input the policy number into the Policy #column.

Users can add multiple entries to a batch payment by copying and pasting several policy numbers into the Policy # column. When copying the policy numbers, ensure that each policy number is on its own line in the document. When pasted, these policy numbers will each appear on their own row in the batch payment.

Add Entries to Batch by Invoice Code

Batch payments can be configured to use the invoice code as the primary field. If invoice codes are the primary field, batch payments entries can be added using invoice codes. Like policy numbers, invoice codes can also be copied and pasted into the Invoice Code column.

The Payment Type defaults to Check. A different payment type can be inputted by selecting a different payment type from the drop-down list in the Payment Type column.

Update Entries on Batch

Updating the values in the primary field column will update secondary fields. Updates to the primary field column can also be copy and pasted, and the secondary fields will be updated.

Remove Entries from Batch

• To remove one entry, clear the primary field column
• To remove multiple entries, select multiple rows in the primary field column and clear all entries

Combine Adjacent Entries into one Multi-Policy Entry

1. Within a batch, select two or more adjacent rows
2. Click Combine

Select Common Payor for a Combined Multi-Policy Entry

If combined entries have one or more common contacts, the drop-down in the Payors column will present only contacts that the entries have in common.

Separate Multi-Policy Entry into Different Entries

To separate combined entries:

1. Select the combined entry
2. Click Separate

Import Payments or Save Progress for Later

• To save an incomplete batch, click Save Progress for Later
• Once all payment entries have been added, click Import Payments to process payments

Import Batch Payments: Enable the CSV File Upload

The enable-batch-payments setting uploads a CSV file (only comma-separated values, other characters cannot be used as a separator) to populate the batch payments table, rather than requiring the values to be entered manually. If any data corrections have to be made, users can use the hands-on table in the UI to correct data rather than having to edit the file and upload it again.To enable the setting: 

1. Log in as an Admin
2. Navigate to Settings > Advanced
3. Search: enable-batch-payments
4. Set to True

Uploading the CSV and Resolving Issues

Once the setting is enabled, values from a CSV file can be uploaded to a batch payment and changes made directly from the UI. Once all changes have been made the billing staff can finalize payments:

1. Log in as an Admin
2. Navigate to Policies > Payments
3. Select Daily Cash Receipt
4. Click Process Batch Payment
5. Click Start New Batch Payment
6. Provide a title for the batch and click Start New Batch
7. Click Upload CSV File
   
8. Click Choose File and upload the resolve_issue.txt file
   Note:
   This is what the resolve_issue.txt file contains (The order of the columns in the CSV file does not matter as long as fields in all the rows line up with the correct heading):
   policy_number,paid_amount,distribution_action,payor_id,payment_instrument
   POLICY_NUMBER,1.2,Allow Underpayment,INSURED_ID,Cash
   POLICY_NUMBER,1,,AGENT_ID,Cash
9. Click Import Payments
   
   Notice:
   A payment has yet to be imported due to an unresolved issue.
   
   
10. To resolve the issue using the HOT UI, click Unresolved
11. Select Allow Underpayment
    
12. Click Import Payments
13. Verify the status of all rows is OK
    
    
    Note:
    The CSV file can have the following heading:
    "policy_number": str,        # (optional if invoice code is specified)
    "paid_amount": str,          # (optional)
    "distribution_action": str,  # (optional)
    "payor_id": str,             # (optional) UUID
    "payment_instrument": str,   # (optional)
    "invoice_code": str,         # (optional if policy_number is specified)
    "entry_id": str,             # (optional) UUID
    "check_number": str,         # (optional)
    "batch_datetime": str,       # (optional) MM/DD/YYYY (defaults to now)
    "distribution_amount": str,  # (optional) Float parseable
    "billing_schedule_id": str,  # (optional) UUID