Send billing invoice outside of a policy term

BriteCore’s default billing behavior is to bill for the current premium due on a policy within the policy’s current policy term. There are cases when you must bill outside the current policy term for the current premium due. For example, you may need to invoice outside of the policy term for policies that have policy terms that are less than one year in length.

The ability to invoice outside of a policy term is controlled by the On renewals, suppress the Confirmation of Cancellation setting. When this setting is enabled, you can edit the invoice dates so you can invoice outside the policy term. When this setting is disabled, you can still edit invoice dates, but the dates must fall within the policy term.

Enable the setting

To enable the setting:

  1. In the Provider Administrator portal, navigate to Settings > Modules > Policies.
  2. Select Edit under Policy Lifecycle. A Confirm dialog box will open with the following message:

    You are about to leave the page. Would you like to save your data before proceeding?

  3. Select Yes to save the data and exit the screen, or select No to exit the screen without saving the data. The Policy Lifecycle screen will display.
  4. From the Choose a State dropdown list, select the state you want to enable the setting for.
  5. Select either:
    1. Lifecycle Parameters Are the Same for All Business.
    2. Lifecycle Parameters Are Defined Per Policy Type.

      Note: If you select this option, you will be prompted to select from the Policy Type dropdown list the policy type you want to enable the setting for.

  6. Navigate to and select the Cancellation tab.
  7. Under Documents, select the On renewals, suppress the Confirmation of Cancellation checkbox.
  8. Select Save or Save and Exit.

Invoice outside of a policy term

To invoice outside of a policy term:

  1. On the Policy Search screen, navigate to and access the policy you’re changing the invoice dates for.
  2. Select Accounts Receivable.
  3. In the Billing Overview tab of the Accounts Receivable screen, navigate to the Account History table.
  4. Select the row of the current invoice you’re updating.
  5. Select Edit and Reprint. The Edit and Reprint dialog box will display.
  6. In the Due On box, use the date picker to select the date the invoice will be due or type the due date. The Cancel On date will update to ensure that the required number of days from the Due On date to the Cancel On date is met before the policy cancels.
  7. If you want to print the new invoice, select the Print Automatically checkbox.
  8. Select Submit.

If the setting On renewals, suppress the Confirmation of Cancellation is disabled, a Message dialog box will display with the below message when you add a Due On date that’s outside the policy term.

Due Date needs to be before the Cancel On date, and all dates must be within the current term: <Policy Term>. Please edit the date(s) in red and try again.

Usage considerations

When enabled, the setting On renewals, suppress the Confirmation of Cancellation won’t only allow you to move the Due On invoice date to a date outside the policy term, but will also restrict the issuing of the Confirmation of Cancellation deliverable when policies cancel at renewal. If a policy cancels due to non-pay of premium, while the On renewals, suppress the Confirmation of Cancellation setting is enabled, BriteCore will generate the Notice of Cancellation for Non-Pay except for the following situations:

  • If a policy cancels prior to the renewal term’s effective date, the system will only generate a Notice of Cancellation for Non-Pay for the current term. When there is an outstanding debit in the current term, the Notice of Cancellation for Non-Pay will refer to the current term and not the renewal. The renewal would not be effective when the prior term is canceled. When the setting is checked, the system will generate two Notices of Cancellation for Non-Pay, one for each term.
  • When a policy cancels for non-pay and the only unpaid balance is for the renewal invoice.