Manage an existing batch

In an existing batch, you can manage the existing batch settings and manage the separate payments entered into a batch.

Manage an existing batch

You can manage an existing batch by updating the batch settings or removing a batch. To access the batch you want to manage:

  1. Navigate to Policies > Payments > Daily Cash Receipt.
  2. Select Process Batch Payment. The Batch Payments screen will appear.
  3. Locate the title of the batch you want to manage and select the batch title.

Navigate to a different batch

To access another batch from a batch you’re currently viewing:

  1. On the screen of the open batch, select < Go back to Batch Payment list. The Batch Payments screen will appear.
  2. From the list of batch titles, select the title of another batch you want to access.

Update an existing batch

  1. Select Edit Batch Settings. The Batch Payment Setup dialog box will appear.
  2. Make updates or edits.
  3. Select Save Batch Setup.

Remove an existing batch

  1. Select Edit Batch Settings. The Batch Payment Setup dialog box will appear.
  2. Select Delete Batch.

Manage payment entries in a batch

You can manage information contained within the batch table by updating and/or removing payment entries.

Update payment entries

When you select a batch title to open, you can update single or multiple payment entries on the batch by updating information in the primary cell. You can also update single payment entries by updating information contained within secondary cells.

Primary column

You can update information by retyping or copying and pasting the policy number(s)/invoice code(s) into the primary column of the batch.

Note: You can copy and paste a single policy number/invoice code, and you can copy and paste multiple policy numbers/invoice codes. If you’re copying and pasting multiple policy numbers/invoice codes, make sure each policy number/invoice code you copy is on its own line.

When you update the policy number(s)/invoice code(s), the secondary columns will repopulate with the information that matches the policy number(s)/invoice code(s) you added.

Secondary columns

You can update the following secondary columns: Amt. Paid, Payment Type, Check #, and Payor.

  • When you update the value in the Amt. Paid column, the Amt. Owed column will remain unchanged. If you add a payment entry on a policy where no amount is owed, an error message will appear notifying you that the payment entry won’t be saved. If the Amt. Paid doesn’t equal Amt. Owed, the status of the payment will display as a link in the Status column. When you select the link, a message will appear:

    You must resolve the amount paid for Policy No./Invoice Code <policy number/invoice code> before it can be applied.

    Beneath the message, the How do you want to distribute this amount? dropdown list will appear. Select the appropriate option. 

    • If the value in the Amt. Paid column is less than the Amt. Owed, the following options will appear: Allow Underpayment, Equity Invoice, Change Billing Schedule Point Forward (preserve existing), and Change Billing Schedule For Term (regenerate)
    • If the value in the Amt. Paid column is more than the Amt. Owed, the following options will appear: Keep Credit and Apply to Future Balances, Move Difference to Return Premium, Change Billing Schedule Point Forward (preserve existing), and Change Billing Schedule For Term (regenerate).
  • The Payment Type column defaults to Check. To update the Payment Type, select the arrow in the Payment Type cell and then select an option from the dropdown list: Cash, Check, Money Order, and Lockbox.
  • The Check # column provides free text cells where you can type the check number, if applicable.
  • The Payor column defaults to the primary named insured. When you double-click the Payor column cell, a dropdown list of names on the policy appears. You can select an option from the list to change the payor.

Remove payment entries

When you select a batch title to open, you can remove a payment entry or payment entries by clearing information from the primary column cell. When you clear information from the primary column cell or cells, the system will automatically clear information from associated secondary column cells.

Select one primary column cell or multiple primary column cells, and clear the information in the cell(s).