Undo Batch Payments

(Topic Last Updated On: 04/19/2018)

Accounting > Third Party Billing > Undo Batch Payments

The Undo Batch Payments screen is launched from the Third Party Billing sub-menu, found on the Account menu. This screen is used to search for and undo batch payment batches that have been applied to claims using the Batch Payment Screen.

Field Descriptions

Payer/Rate Grp

This field contains a dropdown menu of all Payer/Rate Groups configured on the Payer/Rate Groups screen, found in the Accounting menu.

Batch ID

This field contains a dropdown menu of Batch ID's. The Batch ID is a system generated ID that is used as the reference ID for a Batch of Payments.

Batch No.

This field allows the user to search for a specific Batch Number. Batch numbers are associated with Batch Payments on the Batch Payment screen.

Check No.

This field allows the user to search for a specific Check Number. The Check Number is received from a third party payer and associated with Batch Payments on the Batch Payment screen.

Check Amt

This field allows the user to search for a specific Check Amount. The check amount is applied to a Batch Payment on the Batch Payment screen.

Entry From

This calendar date selection menu allows users to limit their search to Batch Payments that were entered on or after the date selected.

Entry To

This calendar date selection menu allows users to limit their search to Batch Payments that were entered on or before the date selected.

Svr From

This calendar date selection menu allows users to limit their search to Batch Payments with a Date of Service (DOS) on or after the date selected.

Svr To

This calendar date selection menu allows users to limit their search to Batch Payments with a Date of Service (DOS) on or before the date selected.

Reason for Undo

This field contains a dropdown menu of Undo Payment Reasons. Reasons can be added and edited from the Code Table, 'Adjustment Reasons - Undo Payments'.

Comment

Descriptive reason comments are entered into this field.

Grid Columns

Batch ID

This column displays the system generated reference ID for the Batch Payment.

Entry Date

This column displays the date and time the Batch Payment was entered using the Batch Payment screen.

Service From

This column displays the start Date of Service (DOS) associated with the Batch Payment.

Service To

This column displays the end Date of Service (DOS) associated with the Batch Payment.

Batch Number

This column displays the Batch Number associated with the Batch Payment.

Check Number

This column displays the Check Number of the check received from a third party payer for the Batch Payment.

Check Amount

This column displays the Check Amount associated with the Batch Payment.

Entered By

This column displays the user who entered in the Batch Payment on the Batch Payments screen.

Command Buttons

Clicking this button applies search criteria selections and displays any matching Batch Payment Batches in the grid.

Clear

Clicking this button will reset all search criteria selections and remove previously populated Batch Payment Batches from the grid.

Undo Selected

Once a Batch Payment has been selected from the grid, an undo reason has been selected, and a comment has been entered. Clicking this button will undo all payments that are associated with the selected batch.

Procedures

How to Undo a Batch Payment
1.) (Optional) Using the search criteria fields, make selections and enter batch specific data to better isolate the Batch Payment that needs to be undone. 2.) Click on the Search button. - To populate all Batch Payment Batches into the grid, simply click the Search button without making any search criteria specifications. 3.) Find and select the Batch Payment to be undone from the grid. 4.) Choose a 'Reason for Undo' from the dropdown menu. 5.) Enter a detailed comment into the 'Comment' field. 6.) Click the Undo Selected button. 7.) A 'Undo Batch Payments' dialog box will appear alerting the user that all payments from the selected batch will be undone. 8.) If you wish to continue, click Yes. If not, click No. - To reset all search criteria fields and clear all Batch Payment Batches from the grid, click on the Clear button. 9.) To close this screen, click on the button at the top right of the tabbed screen.

Considerations

Security Driven Checks and Balances for Undoing Batch Payments

Like most features in Methasoft, the ability to access and preform the Undo Batch Payment function is security driven. In the Accounting Preferences, under the General Setup #3 section, there are specific preferences tied to this screen. Preferences to require a 'Reason for Undo' and a comment to be entered when undoing a batch are found here. There is also an option to require a second user to validate the undoing of a batch payment. The user permission setting for 'Can Validate Undo Batch Payments' is found in the 'Other' section of the Security Administration screen, found in the Administration menu.