I. Overview

Bill Cycle Management allows users to define and manage billing periods for each Card Program. These billing cycles determine how transactions are grouped, reported, and processed within a specific time frame.

Each Card Program maintains its own set of bill cycles, ensuring accurate financial tracking and alignment with provider billing schedules.

How It Works (Simplified)

• User selects a Card Program
• Clicks Manage Bill Cycle action button
• System opens Bill Cycle Management page for that program
• User can -
  • View existing cycles
  • Add new cycles
  • Edit future cycles
• System validates cycles for -
  • Gaps
  • Overlaps
  • Invalid durations

II. High-Level Features

III. Feature Details

A. Bill Cycle List View

The Bill Cycle List View provides a structured overview of all billing periods associated with a specific Card Program.

Key Capabilities

• Program-Specific View
  • Displays bill cycles for the selected card program only
• At-a-Glance Information
  Each row includes -
  • Bill Cycle Period (Start to End Date)
  • Status
    • 🟢 Open - Active billing period
    • 🔵 Scheduled - Future billing period
    • ⚪ Closed - Completed billing period
  • Unlinked Claims
  • Total Number of Claims
  • Created Date
• Smart Default Date Filtering
  • By default, the system displays bill cycles from -
    • Previous 3 months
    • Up to the next 3 months
  • This ensures users can immediately see -
    • Recent activity
    • Current billing cycle
    • Upcoming scheduled cycles
• Status Filtering
  • Filter by -
    • Open
    • Closed
    • Scheduled
• Quick Actions
  • Edit bill cycle (for eligible records)

B. Create and Bulk Create Bill Cycles

Users can create bill cycles for a selected Card Program by clicking the Add New Bill Cycle Button at the top right of the page.

Outcome -

• System will show preview of Bill Cycles
• System creates sequential billing periods
• Future bill cycles can be created in bulk and will be automatically set to “Scheduled” status.

1. Monthly Bill Cycle Creation

• The system generates bill cycles based on monthly date ranges
• Each cycle follows the selected start date pattern
• Example -
  Start Date - 01 Mar 2026
  Number of Bill Cycles - 3
  Generated cycles include -
  • 01 Mar 2026 - 31 Mar 2026
  • 01 Apr 2026 - 30 Apr 2026
  • 01 May 2026 - May 31, 2026
• Handling Months with Fewer Days
  If the selected start date falls on a day that does not exist in a given month (e.g., 29th, 30th, or 31st), the system will -
  • Automatically adjust to the next available valid date
  • Continue generating cycles from the adjusted date onward
  • Example
    Start Date - 31 Jan 2026
    If billing day falls on a weekend - Move to next business day (Monday)
    Number of Bill Cycles - 4
    Generated cycles may include -
    • 31 Jan 2026  - 02 Mar 2026 (adjusted as February has no 31st; 01 March 2026 is a Sunday)
    • 03 Mar 2026 - 30 Mar 2026 (continues from adjusted date)
    • 31 Mar 2026 - 30 April 2026 (adjusted as April has no 31st)
    • 01 May 2026 - 01 Jun 2026 (30th of May is a Saturday, next business day is 01 Jun 2026)

2. Weekly Bill Cycle Creation

• System generates bill cycles in weekly intervals
• Each cycle covers a 7-day period based on the selected start date
• Weekend handling is not supported
• Example -
  Start Date - 01 Mar 2026
  Number of Bill Cycles - 4
  Generated cycles include -
  • 01 Mar 2026 - 07 Mar 2026
  • 08 Mar 2026 - 14 Mar 2026
  • 15 Mar 2026 - 21 Mar 2026
  • 22 Mar 2026 - 28 Mar 2026

3. Weekend handling

• Determines how bill cycle dates are adjusted when they fall on a weekend
• Example -
  Start Date - 01 May 2026
  Number of Bill Cycles - 3
  Generated cycles include -
  • 01 May 2026 - 01 Jun 2026 (31 May 2026 is a Sunday)
  • 02 Jun 2026 - 30 Jun 2026
  • 01 Jul 2026 - 31 Jul 2026

4. Preview Before Creation

• Before bill cycles are created, users can select Preview to review the generated bill cycles.

• This allows users to -
  • Confirm the generated periods
  • Check date continuity
  • Review weekend-adjusted dates before saving
  • Review gaps and errors in validation (Please see Validation & Alerts for more details)
• After Creating the Bill Cycles
  Once the user confirms creation -
  • Newly created bill cycles will -
    • Immediately appear in the Bill Cycles List View
    • Be highlighted in green to indicate newly created records

C. Edit Bill Cycle

Users can update bill cycles directly from the Bill Cycle List View using the edit action

• Only the following bill cycles can be edited -
  • 🟢 Open
  • 🔵 Scheduled
• Validation on Edit
  • When updating a bill cycle, the system validates -
    • No overlapping periods with existing cycles
    • Valid date range (start date must be before end date)
• History Tracking
  • Changes made to a bill cycle are recorded and available for review

D. Validation & Alerts

To help maintain accurate and continuous billing periods, the system automatically validates bill cycle data during creation and update. These checks are designed to help users identify potential issues early, while also providing visibility into any date adjustments made by the system.

Errors

1. Invalid Date Range (Start Date vs End Date)

• The system will block creation or update if -
  • The start date is later than the end date, or
  • The end date is earlier than the start date
    Example -
    • Start Date - 01 Mar 2027
    • End Date - 19 Feb 2027

2. Overlapping Periods

The system prevents creation or update of bill cycles that overlap with any other bill cycle periods. This validation ensures that each date belongs to only one bill cycle, maintaining accurate transaction grouping and reporting.

When users perform bulk creation, the system also validates overlaps within the preview of generated cycles before creating

Warnings

Warning alerts highlight potential issues in bill cycle configuration that do not prevent creation, but should be reviewed by the user.

1. Bill Cycle Exceeds Expected Duration (31 Days)

• The system checks whether a bill cycle exceeds the expected duration for a monthly cycle.
  Trigger Condition -
  • A bill cycle is longer than 31 days
    Example -

2. Gap in Bill Cycle Continuity

• The system checks whether there are gaps between consecutive bill cycles.
• A yellow dashed line is shown between the affected bill cycles
  • Indicates a break in continuity
• Visible in -
  • Preview Modal (Draft cycles)

Bill Cycle List View (Existing cycles)

Information

Info alerts provide visibility into automatic system adjustments as well as manual updates made by the user. These alerts are informational only and do not indicate errors. They help users understand how the final bill cycle dates were determined.

Examples of Info Scenarios

• Start date moved because the selected day does not exist in the month
• End date adjusted due to weekend handling
• User updates start date during edit
• User modifies end date to correct period coverage
• User adjusts generated dates after reviewing preview

Combination of Alerts (Priority Handling)

In some scenarios, multiple validation results may apply to the same bill cycle (e.g., error, warning, and info). To ensure clarity and avoid overwhelming users, alerts are displayed based on priority hierarchy, while still preserving full visibility through tooltips.

Alerts are displayed in the following order of importance -

• Error (Highest Priority)
• Warning
• Info (Lowest Priority)