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CHAPTER 2 - FROM VIRTUAL CALCULATION TO BILLING
A. Add Billing information:
A.1 Event parameters
A.2 Contract Setting
The settings
B. Processing
B.1 Self-Administration Billing and Contribution
B.1.a List – Invoice
B.1.b List – Payroll deductions
A. Add Billing information:
The Event parameters management is needed only IF you intend to use the SELF INVOICING modules.
A.1.a Billing
Properly managing the “Event parameters” will insure that both the billing and employer/employees contribution will be computed properly. The setting will drive these processes for ALL the sponsor’s contracts. Hereby, billing dates and payroll deduction will be standardized no matter the effective date of the contracts. The user should therefore insure proper contracts issuance.
It is therefore paramount that you configure these fields to fit the specific needs of your sponsor.
The Start and End date will determine the PROCESSING PERIOD for both the billing and the Payroll deductions. These dates will be used as default date for each division unless specifically inputted otherwise. The date of first invoice will determine the billing starting date of the “New sequence” process. The period will be defined by the “Invoice type”.
Once these dates are set, you must access the “Invoice period” tab to request a “New sequence” in order to get the list of the scheduled billing process dates. These set dates will be used by the billing module to calculate the next invoice. If you change the Start and End dates and need to set a New sequence, you will need to press on the Initialization option to insure proper sequencing.
You can check the Completed boxes if you do not wish these billed to be issued.
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Important notice:
At the end of this period the system will request an end of year process. This end of year process will insure balancing of the amount billed as well as employer/employee contribution for each member. It will then set the Start and End date to a new 12 months period and reset the # of payroll deduction to 0. The end of year process will also update the equivalent information that is contained in the division sections.
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2 options will be made available for the “Billing engine”.
- The recommended Option 1 will generate the billing using the individual “bank calculation” engine. This option will drastically speed up the billing and employers’ contribution processes as the system will make and store individual calculation after each member changes. This stored information will be used to generate both the billing and the employers’ calculation. This option will require calling the “Group Calculation” option once the contracts as well as the list of members are implemented. The “Group Calculation” option will also be needed when changes are made to contracts or employers contributions that will affect multiple members. The active electronic supervisor will automatically prompt the user for this process when ever needed. This “Group Calculation” option should be reviewed as an utility tool to reverse or control global calculation following erroneous inputs or changes that should not need a full group recalculation.
- Option 2 is the original standard “Calculate while invoice process”. Will generate an Ad hoc billing when requested and will make individual calculation for each member. This option should be avoided and used only when first converting Allegroupe files to C-surance.ca. Once the file is converted, the user will be invited to follow the conversion procedure to insure that latter billing will be done using the “As per bank calculation”.
Note: The option will appear on the Management list only once you quit the sponsor file and return.
You can select Monthly or 28 days Invoice type.
For the Account receivable engine you should select the Company account model unless you need to individually bill each member such as with a Group association plan.
The invoice creation mode will control the individual bank calculation information that you can access on each member. Setting this to your specification will allow viewing in the member file, billing information for:
- The current invoice only,
- Until next renewal or
- Until the end of the Process period as set up in Start and End date of this module.
Billing day is used for automatic billing processes. Using the integrated wizard tools the user can use this date to define when the month automatic billing activities can be processed unattended.
Enable billing Calculation period must be selected to ensure billing processing.
Enable pay Calculation period must be selected to ensure employer/employee contribution processing.
Enable pre-authorized payment (optional) should be activated only with Group Association management to allow direct pre-authorized payments.
Enable change validation rules must be selected so that the business rules that are created in the contract setting are active.
A.1.b Payroll deduction TAB
Setting the payroll deduction will define the default values for the entire organisation. The division configuration will override these selections for the division.
The date of first payroll deduction will impact the generation of the first EMPLOYEES payroll deduction report.
The number of deduction per year will assist in the calculation of the expiry period of the first report as well as activate the warning signal should the date period not be logically in step with this number.
A.2 Contract Setting
To complete your contract, the operator will click on the option “Lists” located on the bottom left of your screen. This will give access the needed modules.
The “Setting” TAB will enable you to define the terms and conditions of Enrolment, the change process as well as many other specific contract conditions.
The enrolment option allows for either automatic enrolment based on each benefit conditions while the manual activation will require human intervention to set eligibility. The automatic enrolment can be overwritten by forcing member eligibility in the member’s file.
The process changes will define when and how the changes are to be processed. Various options are available to respond to the carrier contract conditions or sponsors desire.
To allow self administration you must check the “Enable self administration” option.
Various Enable check boxes as well as the commission follow-up, Invoice setting or Change Rules are available as optional features based on the selected level of C-surance.ca access. Explore the more advanced features to learn more about these options.
Your management file is now complete. You are thus ready to start your generating the various Billing and Contribution activities and reports.
Self Administration service will require the processing of monthly billing and employer/employee contributions based on the number of payroll period. This service will insure pro-rated calculation and proper cumulative report for each member, allowing for fiscal year en report to be incorporated into the tax reporting. Using this service, the system will generate all the needed reports to be sent to the carriers.
If each of the preceding activities where processed properly, the next step should be simple and automatic.
By accessing the “List – Invoice” option you will need to request the New Invoice button to request your first invoice.
Once this is requested you will be requested to confirm Billing activities for the selected period. Should these dates not be in accordance to your needs move back to “A.4 Event parameters” to set the proper date of process.
Since this is your first invoice, should you have forgotten to call a “Group Calculation” after you completed each of the A.1 to A.7 step, the system should prompt you a reminder. By selecting “Yes” the system will automatically call the “Group Calculation” process for you. This process will take some time, should you wish to prevent this recalculation you will be invited to select “No” and then make the proper maintenance in the “Group Calculation” option.
Please click on the before proceeding and select the first option and click on Process to insure a Group Calculation or select any other option based on your needs.
Once you have completed the previous process asking for the New Invoice button should now generate your first billing.
Should you need to make correction and request the recalculation of the billing you will need to open the invoice and use the delete button on the control bar located on the top section of your control panel.
You will need to “Validate” each Billing before you can generate the next one by clicking on the button.
Please explore freely the printing options.
Should you not get your expected billing follow this check list:
- A.4 Event parameters
o Check Start and End dates
o Have you generated your invoice sequence?
- A.2 Division
o Check Start and End dates
o Insure No termination date
- A.6 Contract condition
o Insure No termination date
o Check Enrolment and Change process setting
o Have you Enable the self administration check box?
o Check contract and Benefits effective dates
- A.7 Members information
o Check Hiring date and Effective date set up
If each of the preceding activities where processed properly, the next step should be simple and automatic. You will need to have an bill activated before you can generate a payroll deduction list, as the billing information is going to be used for the calculation.
By accessing the “List – Payroll deductions” option you will need to request the New contribution button to request your first employer/employee contribution.
Once this is requested you will be requested to confirm contribution activities for the selected period. Should these dates not be in accordance to your needs move back to “A.4 Event parameters” to set the proper date of process.
Once the calculations are done, you can access your first payroll deduction report.
Should you need to make correction and request the recalculation of the payroll report you will need to open the report and use the delete button on the control bar located on the top section of your control panel.
You will need to “Validate” each Contribution before you can generate the next one by clicking on the button.
You can drill down for specific member information by double clicking on any members.
And then again by double clicking on the line of information that would need further exploration.
