Managing Billing Document Configurations

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Once a document template has been uploaded, the template can be used in one or more configurations that define the availability of the document throughout the billing module.

See the Managing Document Templates section for instructions on adding templates to the system.

Creating a new Billing Document Configuration

  1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.

  2. In the Billing Entity Menu, select Billing Documents. The Billing Document Management page opens.

    Some columns have been hidden.

    Tip: By default, only Active configurations are displayed.  Clear the filter in the Status column to view all configurations.

  3. Click Add. The Billing Document Management window opens.

  4. Complete the necessary information. Fields marked with a red asterisk * are required.

    Name

    Enter the name of the document configuration as it will appear in the documents lists.

    Code

    Enter a unique code for the configuration.

    Document Template

    Select a template to be used when generating the document. See the Managing Document Templates section for instructions on adding templates to the system.

    Description

    A description can be entered to provide information about the document. This description is only visible here in the configuration.

    Effective Period

    When attaching time-sensitive documents, a date range can be provided. This document will only be available during the defined period. Enter the dates or select them from the calendar lookups .

    Generation Event

    Select the system event that will generate the document. The following options are available.
    • Invoice Generation

    Generates the document when an invoice is generated, either manually or automatically. If automatic invoice emails are configured, the generated invoices will be attached to the emails.
    • Statement Generation

    Generates the document when a statement is automatically generated.

    Invoice Document Content

    This field is available when Invoice Generation is selected for the Generation Event. This setting is used to restrict the current configuration to specific types of invoices. If nothing is selected, all options will apply and the document will always generate if the other conditions are met.
    • All

    This document will only generate for invoices set to include mixed charges. Mixed charges occur for invoices where the Separate Invoicing by Transaction option is not selected. These invoices are considered to be mixed even if circumstances result in only one type of charge.
    • Billing

    This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the billing module.
    • Claim

    This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the claims module.
    • Policy

    This document will only generate for invoices where the Separate Invoicing by Transaction option is selected and all included charges originate from the policy module.
    • Deductible
    		This document will only generate for deductible charges. Note that a single deductible invoice per claim is generated, regardless of the Separate Invoices by setting configured for the Bill to Party.

    Party Type

    This field is available when Statement Generation is selected for the Generation Event. This setting is used to restrict the current configuration to statements for a specific party type.  If nothing is selected, the document will apply for all party types. The following options are available.
     
    • Additional
     
    • Assured
     
    • Distributor
     
    • Insurer

    Security Roles

    Select the user security roles for which the document should be available. Once a document has been generated, a copy is stored in the system. The selected security roles also determine if the user can view the stored documents. Documents configured for automatic generation will still be generated if the event is triggered by a user without any of the necessary roles, but the user will not be able to see them.

  5. Click Save to save the configuration and remain on the page, or click Close to return to the Billing Document list without saving the configuration.

    The Status panel is displayed once the configuration has been saved.

    Active

    Marks the configuration as active and available for use. If unchecked, the configuration remains linked to any existing resources, but cannot be used for new resources.

    Created By

    Identifies the date and time the configuration was created, and the user who created it.

    Last Modified By

    Identifies the last date and time the configuration was changed, and the user who made the changes.

Viewing and Modifying a Billing Document Configuration

  1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.

  2. In the Billing Entity Menu, select Billing Documents. The Billing Documents page opens.

    Some columns have been hidden.

    Tip: By default, only Active configurations are displayed.  Clear the filter in the Status column to view all configurations.

  3. Click a link in the Name column to view the configuration details. If there are a large number of available configurations, see the Using Grids section for help on finding the appropriate configuration.
  4. See the section on Creating a New Billing Document Configuration for a detailed description of the fields.
  5. Click Save to save the configuration and remain on the page, or click Close to return to the Billing Document list without saving the configuration.

Deactivating a Billing Document Configuration

Once created, a Billing Document Configuration cannot be deleted. It can be deactivated, which leaves it linked to any existing resources, but prevents it from being used for new resources.

  1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.

  2. In the Billing Entity Menu, select Billing Documents. The Billing Documents Management page opens.

    Some columns have been hidden.

    Tip: By default, only Active configurations are displayed.  Clear the filter in the Status column to view all configurations.

  3. Locate the configurations to be deactivated. If there are a large number of available configurations, see the Using Grids section for help on finding the appropriate configurations.
  4. Check the boxes for all configurations to be deactivated.
  5. Click Deactivate, then confirm the deactivation when prompted to do so. All selected configurations are deactivated. If the Billing Document list is still defaulted to only show active configurations, they are removed from the list.

Tip: Individual configurations can also be deactivated or reactivated directly through the configuration management record.  See the section on Viewing and Modifying a Billing Document Configuration for details.