# 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](Finance-Credit-Company-Payment-Management.md), [Credit Company Bill Settlement](Finance-Credit-Company-Bill-Settlement.md) |