This article walks through a Business Office Manager on what needs to be accomplished during the Preview Phase.
Preview Stage SOP: Review, Approve, and Lock Charges Before AutoPay
Objective
This SOP explains how to complete the Preview stage before AutoPay runs. The goal is to review all pending tasks in PrivatePay, resolve them appropriately, and approve/lock charges so Sunbound can proceed with AutoPay.
Key Steps
1. Confirm you are in the Preview stage 0:00
- Verify that the account is in the Preview stage, which occurs approximately 12 to 10 days before AutoPay runs.
- Use this timing as your cue to begin reviewing pending tasks and charges.
2. Open the PrivatePay section and review remaining tasks 0:14
- Navigate to the PrivatePay section.
- Check the task count shown in the section to see how many tasks remain to be sorted and approved.
- Use this count to plan your review workload.
3. Sort through each task and take the appropriate action 0:27
- Review each task one by one.
- For each item, determine whether it should be:
- Completed, or
- Removed if it is not appropriate.
- Make sure each task is handled correctly before moving on.
4. Approve and lock the charges 0:33
- After all tasks have been reviewed and resolved, select the option to approve and lock the charges.
- This action signals to Sunbound that the charges are ready for AutoPay processing.
- Confirm the charges are locked before ending the workflow.
5. Escalate questions or issues as needed 0:43
- If anything is unclear, use the link on the left-hand side for additional guidance.
- If you still need help, contact your support team for assistance.
- Do not proceed with uncertainty if a task or charge requires clarification.
Cautionary Notes
- Do not approve and lock charges until all tasks have been reviewed.
- Ensure any removed tasks are truly inappropriate before deleting or excluding them.
- The Preview stage happens only within the 12 to 10 day window before AutoPay; missing this window may delay processing.
- If you are unsure about a task or charge, seek support before finalizing.
Tips for Efficiency
- Start by checking the task count in PrivatePay so you can estimate the amount of work remaining.
- Work through tasks in a consistent order to avoid missing items.
- Resolve all obvious completed/removed items first, then do a final review before locking charges.
- Keep the support link handy in case questions come up during the review process.