Oceanwide Bridge
User Guide - Billing
Version 2.4.1
Version 2.4.1Bridge User GuideUser Guide - Billing
Table of Contents
Table of Contents
Introduction
Guide
Managing Adjustment Types
Creating a New Adjustment Type
Viewing and Modifying an Adjustment Type
Deactivating an Adjustment Type
Managing Bank Accounts
Creating a New Bank Account
Viewing and Modifying a Bank Account
Deactivating a Bank Account
Managing Bill To Parties
Creating a New Bill To Party
Viewing and Navigating Bill To Party Information
General Information
Billing Settings
On Account Balance
Account History
Deactivating a Bill To Party
General Settings
Managing Billing Configuration
Managing General Ledger Accounts
Creating a New General Ledger Account
Viewing and Modifying a General Ledger Account
Deactivating a General Ledger Account
Managing Payment Plans
Creating a New Payment Plan
Viewing and Modifying a Payment Plan
Deactivating a Payment Plan
Billing Adjustments
Creating a New Adjustment
Viewing and Modifying an Adjustment
Deleting an Adjustment
Posting an Adjustment
On Demand Invoicing
Manual Invoice Creation
Managing Receipts by Batch
Creating a New Batch of Receipts
Viewing, Modifying, and Deleting a Batch
Importing Receipts to a Batch
Manually Adding Receipts to a Batch
Editing Receipts
Deleting Receipts
Posting Batches
Receipt Corrections
Reversing a Posted Receipt
Reallocating a Posted Receipt
Viewing Receipt Details From the Receipt Corrections Page
Reports
Account History Report
Viewing Invoice Details
Viewing Receipt Details
Aged Receivables Report
Viewing Invoice Details
Viewing Receipt Details
Charges Report
Earned Premium Report
Insurers Payable Report
Marking Insurer Payable Transactions as Paid
Viewing Receipt Details
Invoices Report
Viewing Invoice Details
Viewing Receipt Details
Index
Version 2.4.1Bridge User GuideUser Guide - Billing
Version 2.4.1Bridge User GuideUser Guide - Billing
Introduction
Welcome to the Bridge insurance access portal. The system provides a full workflow, from the administration of products and coverage, to the submission and management of individual policies.
Access to all features, options, and data are controlled by the settings in your user account. This guide is for users with billing management rights, covering all aspects of configuring payment plans and managing accounts, invoices, and receipts.
This guide assumes the user is familiar with the general functions of the system. For instructions on logging in and using common features throughout the system, see the User Guide - Introduction document.
Guide
Click a link to jump to the appropriate section.
Managing Bank Accounts / Configuring bank information as reference for use in managing accounts and receipts.Managing Bill To Parties / Viewing bill to party details and managing custom settings.
General Settings / General configuration options for the billing system.
Managing General Ledger Accounts / Configuring accounts for tracking and integration with external accounting systems.
Managing Payment Plans / Configuring payment plans to be selected during the submission process.
On Demand Invoicing / Manual generation of invoices.
Managing Receipts by Batch / Managing Receipts through batch imports and manual creation.
Reports / Options to view and manage billing data.
Version 2.4.1Bridge User GuideUser Guide - Billing
Managing Adjustment Types
Adjustment Types are added in the system as reference data. These are used to categorize adjustments and link them to general ledger accounts.
Creating a New Adjustment Type
- In the main menu, select Billing, Configuration, then Adjustment Types. A list of all available types is displayed.
- Click Add. The Adjustment Type window opens.
- Complete the necessary information. Fields marked with a red asterisk *are required.
Code / Enter a unique code.
Description / Enter a description for the adjustment type.
Applicable To / Adjustment types can be restricted to certain company types, controlling which adjustment types are available for selection. They can be assigned to Bill to Party and Insurers. At least one option must be selected.
- Click Add & New to save the details and clear the form to enter another adjustment type, click Add & Close to save and return to the Adjustment Types list, or click Close to return to the Adjustment Types list without saving the type.
The Status panel is added to the page once the adjustment type has been saved.
Active / Marks the adjustment type as active and available for use. If unchecked, the type remains linked to any existing configurations, but cannot be used for new setups.Created By / Identifies the date and time the adjustment type was created, and the user who created it.
Last Modified By / Identifies the last date and time the adjustment type was changed, and the user who made the changes.
Viewing and Modifying an Adjustment Type
- In the main menu, select Billing, Configuration, then Adjustment Types. A list of all available types is displayed.
- Click a link in the Name column to view the adjustment type details. If there are a large number of available types, see the Using Grids to Filter and Sort Data section of the User Guide - Introduction document for help on finding the appropriate type.
- See the section on Creating a New Adjustment Type for a detailed description of the fields.
- Click Save & New to save the details and clear the form to enter another adjustment type, click Save & Close to save and return to the Adjustment Types list, or click Close to return to the Adjustment Types list without saving the type.
Deactivating an Adjustment Type
Once created, an adjustment type cannot be deleted. It can be deactivated, which leaves it linked to any existing configurations, but prevents it from being used for new setups.
- In the main menu, select Billing, Configuration, then Adjustment Types. A list of all available types is displayed.
- Locate the adjustment types to be deactivated. If there are a large number of available types, see the Using Grids to Filter and Sort Data section of the User Guide - Introduction document for help on finding the appropriate types.
- Check the boxes for all adjustment types to be deactivated.
- Click Deactivate, then confirm the deactivation when prompted to do so. All selected adjustment types are deactivated. If the Adjustment Types list is still defaulted to only show active types, they disappear from the list.
/ Tip: Individual adjustment types can also be deactivated or reactivated directly through the adjustment types management record. See the section on Viewing and Modifying an Adjustment Type for details.
Version 2.4.1Bridge User GuideUser Guide - Billing
Managing Bank Accounts
Bank accounts are added in the system as reference data. Bank information is used when managing receipts, and can be associated to General Ledger Accounts.
Creating a New Bank Account
- In the main menu, select Billing, Configuration, then Bank Accounts. A list of all available accounts is displayed.
- Click Add. The Bank Account window opens.
- Complete the necessary information. Fields marked with a red asterisk *are required.
Bank Account Number / Enter the account number. This number must be unique.
Currency / Select the currency for the account.
Description / Enter a description for the account.
- Click Add & New to save the details and clear the form to enter another account, click Add & Close to save and return to the Bank Account list, or click Close to return to the Bank Account list without saving the account.
The Status panel is added to the page once the account has been saved.
Active / Marks the account as active and available for use. If unchecked, the account remains linked to any existing configurations, but cannot be used for new setups.Created By / Identifies the date and time the account was created, and the user who created it.
Last Modified By / Identifies the last date and time the account was changed, and the user who made the changes.
Viewing and Modifying a Bank Account
- In the main menu, select Billing, Configuration, then Bank Accounts. A list of all available accounts is displayed.
- Click a link in the Bank Name column to view the account details. If there are a large number of available accounts, see the Using Grids to Filter and Sort Data section of the User Guide - Introduction document for help on finding the appropriate account.
- See the section on Creating a New Bank Account for a detailed description of the fields.
- Click Save & New to save any changes and clear the form to enter a new account, click Save & Close to save and return to the Bank Account list, or click Close to return to the Bank Account list without saving any changes.
Deactivating a Bank Account
Once created, a bank account cannot be deleted. It can be deactivated, which leaves it linked to any existing configurations, but prevents it from being used for new setups.
- In the main menu, select Billing, Configuration, then Bank Accounts. A list of all available accounts is displayed.
- Locate the bank accounts to be deactivated. If there are a large number of available accounts, see the Using Grids to Filter and Sort Data section of the User Guide - Introduction document for help on finding the appropriate accounts.
- Check the boxes for all accounts to be deactivated.
- Click Deactivate, then confirm the deactivation when prompted to do so. All selected accounts are deactivated. If the Bank Account list is still defaulted to only show active accounts, they disappear from the list.
/ Tip: Individual bank accounts can also be deactivated or reactivated directly through the bank account management record. See the section on Viewing and Modifying a Bank Account for details.
Version 2.4.1Bridge User GuideUser Guide - Billing
Managing Bill To Parties
With any business that has paying customers, it becomes necessary to arrange a method of payment. Whether the end-client pays directly, or the payment is handled through an intermediary such as a broker or distributor, the payment configuration begins with designating the bill to party.
Creating a New Bill To Party
A Bill To Party is created by clicking the Designate as Bill To Party button on a company record screen, or the bill to party will be created automatically when quoting a transaction with a new client company or individual client.
The Designate as Bill To Party button will create the account and open it for immediate editing. For bill to parties created automatically, you can access them through the Bill To Parties list.
See the section on Viewing and Navigating Bill To Party Information for details.
Viewing and Navigating Bill To Party Information
- In the main menu, select Billing, Configuration, then Bill To Parties. A list of all available parties is displayed.
- Click a link in the Name column to view the bill to party details. If there are a large number of available profiles, see the Using Grids to Filter and Sort Data section of the User Guide - Introduction document for help on finding the appropriate profile.
- When viewing a bill to party, the information is divided into multiple pages. The pages are accessed through the Bill To Party Menu widget to the left of the screen. The General Information page opens by default when a bill to party is selected.
Click a link to view the page details.
General Information / Contains the general information for the bill to party, such as address and contact detailsBilling Settings / Contains the settings for billing and managing invoices.
On Account Balance / Lists the funds held on account for the bill to party.
Account History / Lists invoices and receipts related to the bill to party.
General Information
The General Information page lists the bill to party details such as address and contact details.
If the Same as Policy Information box is checked, only the Account Number field can be edited. Unchecking the Same as Policy Information box will allow the details to be changed, but will prevent the system from updating the Bill To Party if changes are made to the core company details.
Same as Policy Information / Defines whether the Bill To Party information is maintained separately from the core company details, or if it should be updated with any changes.When a client or distributor company is first designated as a bill to party, this option is checked by default and most of the company information is copied in. All fields are then disabled, except for the Account Number field.
While this option is checked, the bill to party details will be updated to match the core company details each time a payment schedule is selected for that party within a policy transaction. Selecting Designate as Bill To Party again on the core company screen will also update the information.
If unchecked, all fields can be edited manually and the details will not be changed by the system. Note that changing details for the Bill To Party does not affect the core company information.
Name / Displays the company or individual name.
Code / Displays the code assigned to the company or individual.
Description / Enter a description for the bill to party.
Address Fields / These fields display the full address, including street Address, City, Country, State/Province, and Zip/Postal Code.
Phone / Displays the phone number of the company or contact.
Fax / Displays the fax number of the company or contact.
Email / Displays the e-mail address of the company or contact.
Account Number / This field defaults to the Code, but can be changed. However, the Account Number must remain unique.
Active / Marks the billing profile as active and available for use. If unchecked, the profile remains linked to any existing invoices, but cannot be used for new charges.
Created By / Identifies the date and time the billing profile was created, and the user who created it.
Last Modified By / Identifies the last date and time the billing profile was changed, and the user who made the changes.
Click Save to save any changes and remain on the page, or click Close to return to the Bill To Parties list without saving any changes.
Billing Settings
The Billing Settings page includes settings for the frequency and scheduling of billing for the Bill to Party.
Use Default Billing Settings / By default, all Bill to Parties use the default settings defined in the General Billing Settings page. The current settings are displayed here, and any changes to the default settings will be applied to this party.If this option is unchecked, the settings can be customized for this party alone. These settings will not be affected by changes to the default settings.
Billing Frequency / Select how often the billing process will run.
Run Billing On / Depending on the Billing Frequency setting, it may be necessary to select the day of the month when the billing process will run.
- Day of Month
- Last Day of Month
Day of Month / This field is not available when Billing Frequency is set toWeekly or Daily, or when Run Billing On is set to Last Day of Month. Enter a number from1to 30 for the day of the month on which to run billing. To run billing on the 31st, select Last Day of Month instead. If a certain month ends before the chosen day, billing will run on the last day of that month.
Day of Week / This field is available when Billing Frequency is set toWeekly. Select a day of the week on which to run billing.
Invoice Due / Enter the numbers of days from the invoice date before the payment is due.
Communication Preference / Select the preferred method of communicating with the Bill to Party.
If Email is selected, the party will be eligible for automatic invoice emails, if the invoices and emails are configured for automatic generation.
Click Save to save any changes and remain on the page, or click Close to return to the Bill To Parties list without saving any changes.