Correcting an already-settled sending

Once a sending is settled, it is history: you never edit it. Two instruments exist to correct it afterwards, and picking the right one matters — the insurer reads them differently.

Instrument

Use it when

Direction

Credit note

The insurer accepted and paid something that should not have been billed.

Takes money back

Remainder

The insurer refused a line, and you have fixed the cause.

Re-bills what was refused

Credit note — taking back what was over-billed

Typical cases: a resident died or left mid-month and the allowance was billed to the end; a category was billed higher than the one finally agreed.

From a settled or closed batch, click Create credit note. An assistant lists every service in the sending, all ticked by default.

  • Leave everything ticked to credit the whole invoice.

  • Untick the correct services to credit only the incorrect one.

Confirm: Resthome creates a dedicated correction sending, a first-class batch of its own, visible in the eFact list with its own message. It carries the regulatory markers of a credit note and back-references the original invoice, so the insurer can match it to what it paid.

Never a negative line in next month’s file

A credit note is not a negative line slipped into the next monthly sending. That form carries no reference to the original invoice and does not comply with the INAMI instructions — the insurer cannot tell what is being taken back. Always go through Create credit note from the batch concerned.

Only from a settled sending

The button is offered only on settled or closed batches. Before that there is nothing to credit: a sending still awaiting its settlement is corrected by fixing the period and regenerating.

Remainder — re-billing a line the insurer refused

When a settlement refuses part of a sending, the rest is paid and only the refused lines need attention. On a rejected line, Correct & re-bill opens an assistant showing:

  • the amount originally billed;

  • the insurer’s rejection — code and reason, as returned;

  • the corrected amount to re-bill, pre-filled with the original.

Enter the right amount, add a short note on what you corrected, and confirm.

Resthome then:

  • leaves the original line rejected — that is the insurer’s own follow-up status and it must not be rewritten;

  • adds the corrected amount to a remainder sending, which re-introduces the line with a back-reference to the original invoice.

The remainder is an ordinary batch: generate its message, run the pre-send checks and send it like any other.

Correct the cause first, the amount second

Re-billing the same line with a different amount does not fix a rejection whose cause was insurability, dates or category. Read the reject reason: if it points at the resident’s file, fix that first — otherwise the remainder comes back refused too.

Further reading