BriteCore accepts manual payments (check, cash, money order), and via vendor integrations, electronic payments.

Core Concepts

Who, What, Where

The table summarizes who can make payments, what payments they can make, and where those payments are initiated. AR refers to the Accounts Receivable tab of an individual policy.

Who What Where
Agents One time electronic payments
Sweep payments
Check/Cash/Money Order
Agent Portal > Policy > AR > secureCheckout
Agent Portal > Payments
Mail to carrier
Staff One time electronic payments
Recurring electronic payments
Sweep payments
Check/Cash/Money Order
Policy > AR > secureCheckout
Policy > AR > Payment Method selection
Policy > AR > Sweep Payment
Daily Cash Receipt page
Outside world One time electronic payments
Recurring electronic payments
Sweep payments
Check/Cash/Money Order
securePayment > secureCheckout
Send in authorization form
Provide check/cash/money order to agent
Mail to carrier/provide to agent

Who, When, Where

A policy has a number of different statuses. The status of the policy, the user, and a few settings determine if a payment can be made. If a user is unable to make a payment, feedback will be given in the form of a popup on the screen.

Policy status Agent Portal > sweep payment Outside user > securePayment Inside user > secureCheckout Daily cash receipt page
Unsubmitted No No No No
Submitted No No No No
Rejected No No No No
Active Yes Yes Yes Yes
Cancellation Pending Setting dependent Setting dependent Staff: Yes
Agent: Setting dependent
Yes, flag appears
Canceled Setting dependent Setting dependent Staff: Yes
Agent: Setting dependent
Yes, flag appears
Expired No No Staff: Yes
Agent: Setting dependent
Yes, flag appears

BriteCore Setup

These settings apply whether the payment is manual or electronic.

Settings > System Wide > Administrative Alerts > Policies

Non-Sufficient Funds Occurring

When an Administrative Portal user clicks NSF on a payment, the below email is sent to the identified recipients:

BriteCore Administrative Alert: Non-Sufficient Funds Occurring

The payment of $100.00 has been marked as NSF on policy 10-2017-1. The NSF fee of 25.00 has been set to be due immediately and the policy will cancel normally if it is not paid.

Database Only

Automatically Reinstate Mortgagee-Billed Policies with Payment

When enabled, a mortgagee-billed renewal will be automatically reinstated if a payment is applied that falls within defined thresholds. For example, a client may reinstate mortgagee-billed, non-paid renewals if a payment in full is received within 30 days of the policy's cancellation date. See PR 5239 for more information.

IWS Only
To enable, complete the following steps:

  1. Locate the reinstate_mortgagee_billed_non_paid_renewals_on_payment setting in Settings > Advanced
  2. Set enabled to true
  3. Set daysCanceledThreshold to the desired threshold. This defines the number of days following cancellation a payment is allowed in order to reinstate the policy
  4. Set paymentThreshold to the desired threshold. This defines the accepted underpayment amount to reinstate the policy. For example, a threshold of 5 means a $95 payment would reinstate a policy with $100 due

Halt Payment Processing

When enabled, this setting stops a number of Cron processes. This is a client-specific setting and is therefore not recommended for the broader client community. See PR 3712 for more information. To view the setting, run

SELECT * FROM settings WHERE option = 'halt-payment-processing'

Custom Payment Reactions

A set of definable rules that allows for the automatic distribution of over and under payments. Currently this feature applies to receivable files uploaded to the Daily Cash Receipt page and to the secureCheckout page where electronic payments are completed. Engineers may read PR 4645 for more information. To view the setting, run

SELECT * FROM settings WHERE option = 'custom-payment-reactions'

API

An API endpoint exists that allows external programs to post a batch of transaction records. Engineers may read PR 4208 for more information.

Learn More

Learn more about manual payments.

Learn more about electronic payments.


How-Tos

View Payments
NSF a Payment
Delete a Payment
Retrieve a Missing Receipt
Tie Payments to Receipts

View Payments

Payments can be viewed on each policy's Accounts Receivable tab or in a central queue in Policies > Payments > Payment Log.

Policy's Accounts Receivable Tab

  • View the payment for the policy
  • Delete the payment (a note will be written)
  • NSF the payment

Payment Log

  • View all payments within BriteCore
  • Search payments by date range, payor name, policy number, and amount
  • View general information about the policy associated with the payment
  • Delete a payment (a note will be written)
  • NSF a payment, though it is recommended to perform this action on a policy’s Accounts Receivable screen
  • Transfer a payment to a different policy
  • Retrieve the Electronic Payments Report

NSF a Payment

NSF a payment from the individual policy rather than from the Payment Log. When a payment is NSFed BriteCore will process the policy as if the payment never occurred and will use the Due Date and Cancel Date of outstanding debits to determine a course of action.

Determine What Would Occur if the Payment Was Never Made

  1. Navigate to the Accounts Receivable tab of the policy
  2. Review the Account History table
  3. Identify which invoices would be outstanding if the payment never occurred
  4. Click the gray arrow of the identified invoice(s)
  5. Review the Due Date and Cancel Date of the invoice(s)
    • Based upon the dates, how would that policy have processed if the payment was never made? When a payment is NSFed, BriteCore's default behavior is to process the policy as if the payment was never made

The Due and Cancel Dates Are in the Future

BriteCore's default behavior is to process the policy as if the payment never occurred. In this case, the policy would enter non-pay on the due date of the invoice and in accordance with your system settings. Users can push out the due date during the NSF process:

  1. If the policy is on auto-pay, change the Payment Method to Manual Pay
  2. Locate the payment
  3. Click the gray arrow
  4. Click NSF
  5. In the NSF Payment popup, choose to
    • Assess/Not assess the NSF Fee
    • Allow policy to cancel against the current due and cancel dates of the invoice
    • Postpone due date of all billed invoices to provide the payor additional time to pay before the policy enters Cancellation Pending for Non-Payment of Premium

Either the Due or Cancel Date has Passed or You Would Like to Cancel the Policy on a Specific Date

BriteCore's default behavior is to process the policy as if the payment never occurred. If the due date has passed, BriteCore will immediately put the policy into non-pay upon NSFing the payment and cancel the policy on the established cancel date. If the cancel date has passed, BriteCore will immediately cancel the policy as of the cancellation date. To have BriteCore behave differently, follow the steps below:

  1. If the policy is on auto-pay, change the Payment Method to Manual Pay
  2. Locate the invoice(s) that will be outstanding as a result of the NSF
  3. Click the gray arrow next to the invoice(s)
  4. Click Edit and Reprint
  5. Change the Due Date and Cancel Date to tomorrow, which will keep the policy from immediately entering non-pay or canceling once the NSF is processed
  6. Uncheck the Print Automatically box
  7. Locate the payment
  8. Click the gray arrow
  9. Click NSF
  10. In the NSF Payment popup, choose to
    • Assess/Not assess the NSF Fee
    • Allow policy to cancel
  11. Navigate to the Revisions tab
  12. Using the Cancel button, follow the prompts to cancel the policy on the desired date

Either the Due or Cancel Date Has Passed and You Would Like to Put the Policy into Cancellation Pending Overnight Using an Amended Timeline

BriteCore's default behavior is to process the policy as if the payment never occurred. If the due date has passed, BriteCore will immediately put the policy into non-pay upon NSFing the payment and cancel the policy on the established cancel date. If the cancel date has passed, BriteCore will immediately cancel the policy as of the cancellation date. To have BriteCore behave differently, follow the steps below:

  1. If the policy is on auto-pay, change the Payment Method to Manual Pay
  2. Locate the invoice(s) that will be outstanding as a result of the NSF
  3. Click the gray arrow next to the invoice(s)
  4. Click Edit and Reprint
  5. Change the Due Date to tomorrow and Cancel Date to the desired date of cancellation
  6. Uncheck the Print Automatically box
  7. Locate the payment
  8. Click the gray arrow
  9. Click NSF
  10. In the NSF Payment popup, choose to
    • Assess/Not assess the NSF Fee
    • Allow policy to cancel

Delete a Payment

A payment can be deleted from three locations.

Deleting an applied payment causes BriteCore to process the policy as if the payment never occurred. When you delete a payment, the policy could instantly enter non-pay or cancel depending upon the due and cancel dates of billed invoice(s). Given this, it's best to delete payments from the individual policy, so you can take any necessary action prior to deleting the payment.

Daily Cash Receipt Page

While applying payments, if you enter either the wrong policy number or amount, delete the payment using the X, and then re-enter it.

A note will be written in Policies > Notes and in the Notes tab of the individual policy.

Payment Log

Delete a payment using the X.

A note will be written in Policies > Notes and in the Notes tab of the individual policy.

Individual Policy

When a payment is deleted, BriteCore will process the payment as if the payment never occurred. Therefore, delete payments with care by completing the following steps:

  1. Navigate to Accounts Receivable screen of the policy
  2. Locate the invoice(s) paid by the payment
  3. Click the gray arrow
  4. Determine if the the Due Date or Cancel Date is in the past
    • If yes, the policy will enter non-pay (due date is in the past) or cancel (cancel date is in the past) when the payment is deleted. If non-pay or cancellation is desired, go to the next step; however, if undesired, click Edit and Reprint then move Due Date and Cancel Date into the future
  5. Locate the payment
  6. Click the gray arrow
  7. Click Delete

A note will be written in Policies > Notes and in the Notes tab of the individual policy.

Retrieve a Missing Receipt

  1. Navigate to the dashboard
  2. Click Support Tools
  3. Click Generate Missing Receipts
  4. Complete the prompts

Tie Payments to Receipts

Presently this is restricted to users with database access. Those with access can review PR 4464.


FAQs

When should I delete a payment?
A payment should only be deleted if it was applied to the incorrect policy or was entered for the incorrect amount.

While entering payments, should I delete a payment from the Daily Cash Receipt page if it was entered incorrectly?
Yes, if you applied a payment to the wrong policy or entered the incorrect amount, delete the payment from the Daily Cash Receipt page and re-enter it.

When a payment is deleted, do the funds get transferred to our general ledger?
No. When a payment is deleted, no records are sent to a general ledger like Quickbooks, StoneRiver, or Microsoft Dynamics. You must return the funds outside of BriteCore.


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