How to manually finalise batches

Use this process when a batch has been submitted to a fund manually outside HealthTrack and you have received a Remittance Advice Report confirming payment. Because HealthTrack does not receive reports for manually submitted batches, you must record the payment and finalise the batch yourself using the Advanced Finalise Batch Billing window.


  • Navigate to Accounts > Batch Billing to open the Batch Billing History window.
  • Locate the batch with a status of Sent to Fund, then follow the steps for your scenario below.

Have your Remittance Advice Report ready before starting. You will need the date of payment and the amount paid per item to complete this process.

If the batch contains numerous items, two scroll bars appear on the right-hand side of the screen. Use the inner (left) scroll bar to scroll through items within the batch.

Finalise a batch paid in full

Use this process when the fund has paid the full claimed amount.

  1. In the Batch Billing History window, click the Finalise button at the bottom of the screen. The Advanced Finalise Batch Billing window opens.
  2. Confirm the correct Health Fund, Location, and MO are selected. To change the health fund, click the … button and search for the company.
  3. Click Receive New Payment to enter the payment details.
  4. In the Receive Payment window, set the Date of Payment and Location if needed.
    • The Date of Payment should match the date on the Remittance Advice Report.
    • The Location defaults to where you are currently logged in, which may differ from the location where services were provided.
  1. Select the payment method, enter the amount received and click Save.
    • Cheque - enter the cheque total. Optionally record the cheque number.
    • EFTPOS -  enter the EFTPOS amount.
    • Direct Deposit - enter the deposited amount.
  1. Optionally enter a Payment Memo for any relevant notes about the payment.
  2. Click Receive Payment. The window returns to the Advanced Finalise Batch Billing window, with the payment now visible in the top half of the screen.
  3. In the bottom half of the window, locate the batch row. Click the + button on the right-hand side of the batch row to allocate the full payment to the batch.
    • To allocate at the item level, double-click the batch row or click the + on the left-hand side to expand it. Then click the + on the right-hand side of each item row.
  1. Repeat step 8 for any additional batches or items covered by this payment.
  2. Click Save Allocations & Close.

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