Finance CC Bill Cancellation Approval

Credit Company Bill Cancellation and Approval

Introduction

Cancelling a credit bill — one billed to an insurance or corporate client — requires supervisory approval because it affects a receivable that may already have been submitted to the credit company as a claim. The cancellation and approval workflow ensures that cancellations are reviewed before the receivable is removed.

Navigation

Main Menu → Financial Transaction Manager → Credit Company tab → Cancellation Requests OR Admin Menu → Finance → CC Bill Cancellation Approval

Requesting a Cancellation (Billing Staff)

1. Locate the credit bill via the CC outstanding bills list or bill search.
2. Click Request Cancellation.
3. Enter the mandatory reason for cancellation.
4. Click Submit. The request is queued for supervisor approval.

The bill remains active (and is still shown as outstanding) until a supervisor approves the cancellation.

Approving a Cancellation (Supervisor)

Privilege required: Supervisor or CC bill cancellation approval role.

1. Navigate to the Cancellation Requests list.
2. Review the pending request:
   • Requesting user
   • Bill date, amount, patient name
   • Reason given
3. Click Approve. The credit bill is cancelled and removed from the outstanding list.
4. Or click Reject with a reason. The bill remains active.

Cancellation Audit Trail

All cancellation requests and decisions are logged with:

• Requesting user and timestamp
• Reason for cancellation
• Approver and approval/rejection timestamp
• Before/after status of the bill

Impact of Cancellation on CC Account

When a credit bill is cancelled:

• The receivable balance for that CC is reduced by the bill amount.
• If the bill was already submitted as a claim, the CC must be notified separately.
• Any co-payment collected from the patient at billing is NOT automatically refunded — a separate patient refund must be processed if applicable.

Bulk Cancellation

For cancelling multiple bills (e.g., a batch entered in error):

1. Navigate to the cancellation request page.
2. Select multiple bills.
3. Enter a single reason that covers all.
4. Submit as a batch request.
5. Supervisor approves or rejects the batch.

Technical Reference

Item	Detail
Privilege	CC bill cancellation approval role
Entity	CancelledBill created on approved cancellation
Receivable impact	CC outstanding balance reduced by cancelled amount
Related	Credit Company Payment Management, Credit Company Bill Settlement