Archiving & restoring a company fee payer

3 minutes read

If a company fee payer is no longer in use or was created in error, you can archive them. Archiving removes the fee payer from the company fee payer table and ensures they are no longer available to associate with new resident bookings.

Top tip: Archiving from the Company Fee Payer Table should only be used when a company fee payer is no longer required across the entire care group. If the fee payer should remain available for specific residents, this should be managed at the individual resident level instead.

To archive a company fee payer:

1. Go to Home > Billing > Company Fee Payers
2. Locate the company fee payer you would like to archive
3. Click the three-dot menu next to their name
4. Select Archive Fee Payer

Alternatively:

• Navigate to the company fee payer profile (Home > Billing > Company Fee Payers > Select Company Fee Payer)
• Click Archive in the top right corner

Once archived, the fee payer will be removed from the active company fee payer table and will no longer be available for selection on new bookings. They will remain linked to any existing bookings they were previously associated with.

You will not be able to archive a company fee payer if:

• There are active billing contracts associated with them.

In this case, first remove the resident from the contract and then stop the contract before attempting to archive.

How to restore a company fee payer

1. Go to Home > Billing > Company Fee Payers
2. Click View Archived next to the Yellow + button
3. Find the company fee payer you want to restore
4. Click the three-dot menu and select Restore Fee Payer

When to restore a company fee payer

A common reason to restore a company fee payer is when one was archived in error.

For example, you might have archived a company fee payer, such as the NHS or a local authority, when they are no longer actively funding any current residents and are not expected to do so in the foreseeable future.

However, if the organisation resumes funding or is unexpectedly needed again, restoring the original company fee payer is more appropriate than creating a new one. This preserves the historical link to existing resident records and avoids duplication.