Submit a manual payment

In the Provider Administrator portal, you can submit manual payments on the Daily Cash Receipt screen. You can access the Daily Cash Receipt screen in two ways:

  • From anywhere in BriteCore, navigate to Policies > Payments > Daily Cash Receipt.
  • From the Accounts Receivable screen of a policy:
    1. Select the Make Payment button. The Make Payment dialog box will open.
    2. Select Manual Payment radio button.
    3. Select the Make payment button.

On the Daily Cash Receipt screen, you can enter a payment by check, money order, or cash.

Check payments

Navigate to the Check section of the Daily Cash Receipt screen, and then:

  1. In the Amount box, type the amount of the check payment.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the payment amount indicated on the Accounts Receivable screen will automatically populate the Amount box. If the amount is incorrect, you can type a new amount.

  2. In the Check # box, type the check number.
  3. In the Policies box, type the policy number(s) the payment should be applied to. If you type more than one policy, separate each policy number with a comma and a space. The Named Insured field will automatically populate based on the first policy number you type, which is a way to verify you entered the correct policy number.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the Policies box will automatically populate with the number of the policy you accessed the Daily Cash Receipt screen from. If the policy is part of a policy group and you select the Pay Policy Group checkbox in the Make Payment dialog box, the policy number of each policy in the policy group will populate the Policies box.

  4. The Payor box will automatically populate based on the Bill Whom listed on the first policy you type in the Policies box. If the name in the Payor box is incorrect, remove the name and type the correct name of the payor.
  5. Select Add.

When you select Add, the payment you entered will either populate the Daily Cash Receipt deposit list, or you will be directed to the Payment Distribution dialog box. If the payment is added to the Daily Cash Receipt deposit list, see Manage the Daily Cash Receipt deposit list.

Money order payments

Navigate to the Money Order section of the Daily Cash Receipt screen, and then:

  1. In the Amount box, type the amount of the money order.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the payment amount indicated on the Accounts Receivable screen will automatically populate the Amount box. If the amount is incorrect, you can type a new amount.

  2. In the Order # box, type the money order number.
  3. In the Policies box, type the policy number the payment should be applied to. If the payment is applied to more than one policy, type each policy number and separate each policy number with a comma and space. The Named Insured field will automatically populate based on the first policy number you type, which is a way to verify you entered the correct policy number.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the Policies box will automatically populate with the number of the policy you accessed the Daily Cash Receipt screen from. If the policy is part of a policy group and you select the Pay Policy Group checkbox in the Make Payment dialog box, the policy number of each policy in the policy group will populate the Policies box.

  4.  The Payor box will automatically populate based on the Bill Whom listed on the first policy you type in the Policies box. If the name in the Payor box is incorrect, remove the name and type the correct name of the payor.
  5. Select Add.

When you select Add, the payment you entered will either populate the Daily Cash Receipt deposit list, or you will be directed to the Payment Distribution dialog box. If the payment is added to the Daily Cash Receipt deposit list, see Manage the Daily Cash Receipt deposit list.

Cash payments

Navigate to the Cash section of the Daily Cash Receipt screen, and then:

  1. In the Amount box, type the amount of cash.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the payment amount indicated on the Accounts Receivable screen will automatically populate the Amount box. If the amount is incorrect, you can type a new amount.

  2. In the Policies box, type the policy number the payment should be applied to. If the payment should be applied to more than one policy, type each policy number and separate each policy number with a comma and space. The Named Insured field will automatically populate based on the first policy number you type, which is a way to verify that you have entered the correct policy number.

    Note: When you access the Daily Cash Receipt screen from a policy’s Accounts Receivable screen, the Policies box will automatically populate with the policy number of the policy you accessed the Daily Cash Receipt screen from. If the policy is part of a policy group and you select the Pay Policy Group checkbox in the Make Payment dialog box, then the policy number of each policy in the policy group will populate the Policies box.

  3. The Payor box will automatically populate based on the Bill Whom listed on the first policy you type in the Policies box. If the name in the Payor box is incorrect, remove the name and type the correct name of the payor.
  4. Select Add.

When you select Add, the payment you entered will either populate the Daily Cash Receipt deposit list, or you will be directed to the Payment Distribution dialog box. If the payment is added to the Daily Cash Receipt deposit list, see Manage the Daily Cash Receipt deposit list.

Payment Distribution

The Payment Distribution dialog box will open if additional instructions are needed on how to apply the payment. For example, if the entered payment underpays a policy, overpays a policy, is made on a canceled policy, or is made for multiple policies, you must indicate the appropriate action to take.

The Payment Distribution dialog box displays the following information:

  • Policy #: The policy number associated with the policy that payment was issued on.
  • Status: The status of the policy.
  • Due: The amount currently due for the policy.
  • Remaining Unpaid: The remaining unpaid amount for the policy.
  • Overpaid: The amount overpaid on the policy.
  • Applied: The amount of payment that will be applied in the way you designate. You can edit this field.
  • Action: The option you select for how to handle the underpayment, overpayment, or payment made on a canceled policy. You must select an option from this field.

After you’ve reviewed the information and determined the action you want to take with underpayment, overpayment, or payment made on a canceled policy, select Done. The payment will populate in the deposit list of the Daily Cash Receipt screen.

Underpaid

If the payment you enter underpays the policy, you must choose one of the following options for ways to handle underpayment:

  • Allow Underpayment
  • Equity Invoice
  • Change Billing Schedule Point Forward (preserve existing)
  • Change Billing Schedule for Term (regenerate)

Overpaid

If the payment you enter overpays the policy, you must choose one of the following options for ways to handle the overpayment:

  • Keep Credit and Apply to Future Balances
  • Move Difference to Return Premium
  • Change Billing Schedule Point Forward (preserve existing)
  • Change Billing Schedule for Term (regenerate)

Canceled

If the payment you enter is made on a policy that is canceled, you will be prompted to select the following:

  • Make Payment but Do Not Reinstate Policy

Multiple policies

If one payment is issued for multiple policies, Payment Distribution will open. Each policy included in the payment will appear.

  1. In the Applied box for each policy, type the amount that should be applied. For example, you receive and enter a payment for $500.00 and this payment is issued for policies, P-2020-1 and P-2020-2. If $350.00 is due for policy P-2020-1 and $150.00 is due for P-2020-2, then:
    1. In the Applied box for P-2020-1 type $350.00.
    2. In the Applied box for P-2020-2 type $150.00.
  2. If any amount applied is an underpayment, overpayment, or a payment made on a canceled policy, the Action dropdown list will appear. Select the appropriate option.

Usage considerations

When you enter a payment on a policy that isn’t active, a flag will appear near the top of the section you are working on.

When you add a payment to the deposit list or apply a payment distribution, a note will be generated in the Notes screen of the policy payment was issued on. The note will include your username, the amount of payment, date of payment, description of payment, and confirmation number.