Claims Void / Stop Payment Processing

Note:  You must have the following authorities to do this function: "Stop Payment" and "Void Transaction" (Claim Transaction group)

In Diamond, users can void claim checks when the following conditions exist:

1. A claim check has not been issued and its status is "Queued."

2. A claim check has been issued, its status is "Printed" (not reconciled), and your company is still in possession of the check.

3. A claim check has been issued, its status is "Printed," and your company is not in possession of the check.

This Help File discusses:

• Diamond System Editor Settings

• Void a Claim Check (Status "Queued")

• Void Claim Check (Printed)

• Void Claim Check / Stop Payment

System Settings

To enable the Void / Stop Payment function in Claims, you must have the following system settings turned enabled (Set to "True"):

• Claim Transaction Folder: "Capture Void Reason." This is used to determine if Diamond captures and displays the reason a transaction was voided on the Voided Transactions Detail screen. Set to "True" (Enable) if you are capturing the reason for voiding the check.

• Claim Transaction Folder: "Require Void Reason." This setting determines if the system requires the entry of a reason for a claim transaction's void. Set to "True" (Enable) if you require a reason to be entered for voiding the check.  

• Claim Transaction Folder: "Stop Payment." This setting enables or disables the Stop Pay functionality. In prior versions of Diamond, this was updated to include the Void Payment function. This determines if the system prompts the user if they have the check in their possession when the Void option is selected. If "Yes," the system voids the check using the same authorities as before. If a user does not have the check in their possession, the system prompts the user if they want to order a Stop Pay. If "Yes," the Stop Payment function is called using the same authorities as before. If they do not have the authority, the user is returned to the Transaction screen. Set to "True" (Enable) if you wish to include the Void Payment function with Stop Payment.

Void Claim Check (Status Queued)

To void a claim check that has not been issued whose status is "Queued" (or "Pending"):

1. Access the Claims Transaction screen.

2. Highlight the transaction you wish to void.

3. Click the Administer button, and select Void.

4. Answer Yes to the question: "Void this transaction?"

5. Answer Yes to the next question: "Do you have the check in your possession?"

6. Diamond returns the Select Void Reason screen. Choose the reason the check is being voided from the Void Reason combo box, and click Save.

Diamond:

1. • Marks the original transaction with a status of "Void."

   • Adds a line item which indicates the transaction is "Active."

7. When accessing the transaction itself, the Transaction Activity section on the screen contains the following information:

• Voided: Including the date / reason

• Printed / Exported: A check mark with a corresponding date.

Note: If you are voiding a Split Transaction, the system returns a warning message: "This is a split transaction. All claim payments included in this split transaction will be voided." If you wish to continue, click OK.

Void Claim Check (Printed)

In this section, we address a situation where you have issued and printed a claim check. The claim check is still at your company. Basically it follows the same workflow as a check that has been "Queued."

1. Access the Claims Transaction screen.

2. Highlight the transaction you wish to void.

3. Click the Administer button, and select Void.

4. Answer Yes to the question: "Void this transaction?"

5. Answer Yes to the next question: "Do you have the check in your possession?"

6. When Diamond returns the Select Void Reason screen, choose the reason the check is being voided from the Void Reason combo box, and click Save.

Again, the system marks the original transaction with a status of "Void" and adds a line item showing the transaction is "Active."

Void Claim Check / Stop Payment

Here, we discuss what happens when a check has been printed, issued and mailed.

1. Access the Claims Transaction screen.

2. Highlight the transaction you wish to void.

3. Click the Administer button, and select Void.

4. Answer Yes to the question: "Void this transaction?"

5. Answer No to the next question: "Do you have the check in your possession?"

6. Answer Yes to the question: "Would you like to order a stop pay?"

7. When the Stop Payment screen displays:

• Reason: Choose a reason for the stop payment from the combo box.

• User: If a claim task / diary should be sent to a specific user, select the user from the combo box.

• Queue: If a claim task / diary should be sent to a specific queue, for example "Accounting," select the queue from the combo box.

• Status: Indicate the status of the stop payment: "Pending," "Approved," "Rejected" or "Reversed;" defaults "Pending."

• Remarks: Add any additional narrative necessary.

Click Issue.

8. Answer Yes to the question: "Stop payment on this transaction?" Diamond returns the Claim Detail screen.

Approve Stop Payment

Note: You must have the authority, "Approve / Reject Stop Payment," (Claim Transaction group).

• Once verification from the bank has been done, access the Claim Transaction screen again; highlight the transaction.

• Click the Administer button, and choose: Approve Stop Payment.

• The system prompts: "Approve stop payment for request for this transaction?" Answer Yes.

Note: If you are approving a Split Transaction, the system returns a warning message: "This is a split transaction, if you continue, all claim payments included in this split transaction will be approved. Do you wish to continue?" Click Continue.

When accessing the transaction itself, the Transaction Activity section on the screen contains the following information:

• Stop Payment: Status = "Pending."

• Voided: The date the check was voided is shown.

• Printed / Exported: The date the check was printed / voided is shown.

A task / diary is sent to the user's Task List, highlighted in red, indicating: "Stop payment request approved by <User Name>."

Reject Stop Payment

When a stop payment is "Pending," you also have the option to reject it. If you choose to reject the stop payment:

• Click the Administer button, and choose: Reject Stop Payment.
• Diamond prompts: "Reject stop payment for this transaction?" When choosing OK, Diamond sends a workflow, flagged as urgent, to the user / queue selected on the Stop Payment form that states: “Stop payment request rejected by [rejecting user].”

Note: If you are rejecting a Split Transaction, the system returns a warning message: "This is a split transaction. The stop payment status for all items included in this split transaction will be rejected. Do you wish to continue?" Click Continue.

• The Stop Payment field in the Transaction Activity section is shown with the date it was rejected and the status, "Rejected” displayed next to it. The option to Stop Pay is unavailable for this transaction.

Reverse Stop Payment

Note: You must have the authority, "Approve / Reject Reverse Stop Payment" (Claim Transaction group).

When choosing to reverse a stop payment:

1. Diamond prompts: "Would you like to order a reverse stop pay?" Select OK.

2. When the Stop Payments screen displays:
   

• Reason: Choose a reason from the combo box.

• User: If a claim task / diary should be sent to a specific user, select the user from the combo box.

• Queue: If a claim task / diary should be sent to a specific queue, for example "Accounting," select the queue from the combo box.

• Status: Defaults to: " Reverse Pending."

• Remarks: Add any additional narrative necessary.
  

3. Click Issue. Answer Ok to the warning message.

4. Diamond also sends a workflow flagged as urgent, to the user who requested the Stop Payment that states, “Stop payment request reversed by [reversing user].”
    

The “Stop Payment” field is displayed with the date it was reversed and the status, "Reverse Pending,” shown next to it. The option to Stop Pay remains available for this transaction.

At this point, you can either "Approve" or "Reject" the reverse stop payment.

To approve it:

• Click the Administer option on the toolbar.
• Select: "Approve Reverse Stop Payment."

• Answer Ok to the message: "Approve reverse stop payment request for this transaction?"

• The Stop Payment field is displayed with the date it was approved and the status, "Reverse Approved,” displayed next to it.

Note: If you are reversing a Split Transaction, the system returns a warning message: "This is a split transaction. The stop payment status for all claim payments included in this split transaction will be reverse approved. Do you wish to continue?" Click Continue.

To reject it:

• Click the Administer option on the toolbar.
• Select: "Reject Reverse Stop Payment."

• Answer Ok to the message: "Approve reverse stop payment request for this transaction?"

• The Stop Payment field is displayed with the date it was rejected and the status, "Reverse Rejected,” shown next to it.

Note: If you are reversing a Split Transaction, the system returns a warning message: "This is a split transaction. The stop payment status for all claim payments included in this split transaction will be reverse rejected. Do you wish to continue?" Click Continue.