Finalising a fee payer

3 minute read

When a Fee Payer stops funding a resident's booking or when there is a change in the funding arrangement, it is important to properly finalise the Fee Payer. This process ensures that the support they provide to the resident is ended, associated schedules are stopped, and any overpayments are identified and managed.

What is a billable end date?

A Billable End Date is the last date that a Fee Payer is funding a resident’s booking. This date is important for managing the end of the Fee Payer’s contribution and ensuring the resident’s & fee payer’s financial records are accurate.

Steps to finalise a fee payer

To end a Fee Payer’s contribution, you must know the Billable End Date, which represents the last day they will be funding the resident’s booking.

1. Navigate to the Resident Profile
2. Select the Billing Tab
3. Select the Fee Payers Tab
4. Locate the Fee Payer whose contribution you wish to end.
5. Select the three-dot menu next to the relevant Fee Payer and click Manage Contribution.
6. Select ‘End Contribution’
7. Populate the Billable End Date
   1. You can select a date in the past, present, or future. This is the last date the Fee Payer will fund the resident’s booking.
8. Select Finalise Contribution to end the Fee Payer’s support for the resident.

Handling overpayments

In cases where the Fee Payer has overpaid, such as when invoices are issued in advance and the Fee Payer stops funding partway through the month, you will be prompted to generate a Credit Note for the overpayment.

• If applicable, select the Generate Credit Note toggle to automatically create a credit note for any overpayments.
• Confirm the details are correct, and click Finalise Fee Payer to complete the process.

Once finalised, the Credit Note will be generated if selected, reflecting any overpayment on the resident’s account.

After finalising the fee payer's booking:

• The schedule will remain active until the Billable End Date is reached by the care fees.
• Any credit notes will be included in the next processing run.
• The Fee Payer's contribution will be updated to £0 and they will be reflected as "Finalised" within the Fee Payer table. 

Example scenario

A resident who was previously privately funded transitions to local authority funding mid-month. In this case, you have already issued invoices for the following month, which results in an overpayment by the private Fee Payer.

To manage this change in funding, you enter the Billable End Date for the day the private Fee Payer stopped funding. You then select the Generate Credit Note toggle and click Finalise Fee Payer.

As a result, a Credit Note is automatically generated to account for the overpayment, ensuring the resident's financial records reflect the correct balance.