Getting to know the Policy ledger

Every policy has its own ledger: a running record of every premium, payment, refund, and adjustment linked to it. This guide walks through how to read it and how to work with it.

Select a policy, then choose Policy ledger from the left-hand menu on the policy's page to open it.

Reading the ledger balance

At the top of the page you'll see the Ledger balance, with a coloured status dot next to it. Hover over the info icon beside the balance for a reminder of what it represents.

A negative balance(with an orange dot) means the policyholder owes money on the policy; a positive balance (with a green dot) means they're in credit.

Pending transactions

The Pending transactions panel lists anything that hasn't been posted to the ledger yet, such as a premium collection that's still being processed. It's collapsible — select the arrow to expand or collapse it — and shows a count badge so you can see at a glance how many transactions are still outstanding.

Each row shows when it was created, the transaction date, a description, its status (for example, Pending), and the amount. 

Select the ⋯ menu on a row to act on it directly:

• Mark as successful — post the transaction to the ledger as completed
• Mark as failed — record that the transaction didn't go through
• Cancel payment — withdraw the transaction before it's processed

Ledger entries

Below pending transactions sits the Ledger entries table — the full, posted history for the policy. Each entry shows the date it was created, the transaction date, a description, its status (for example, Pending or Cancelled), any debit or credit amount, and the running balance after that entry. Use the pagination controls and the Result per page selector at the bottom to work through longer histories.

Adding a transaction

Select Add transaction in the top-right corner to record something new against the policy. You can choose from:

• Allocate EFT payment — record a manual payment the policyholder made outside of the platform's usual collection process
• Request refund — refund the policyholder for a specified amount
• Schedule payment holiday — pause a future premium collection
• Submit collection request — add a pending payment for the next billing run

Selecting Allocate EFT payment, opens a form for the amount, payment date, a description, and an optional proof of payment upload. If the policy has other pending or processing payments, you'll see a reminder to be mindful of that before you allocate a new one.

Have feedback on the Policy ledger? Let us know through the Help widget — we'd love to hear from you.