Preparation and Setup Requirements for Using Central AR

Setting Up a New Local Billing Unit

Contact Central AR if you determine that you want to process your external customer invoices and payments through the Receivables system. Email the Transaction Type Set Up Request form to ar_setup@harvard.edu. Central AR will then set up the appropriate Transaction Type and Billing Source for your billing unit in the Receivables system. You will be required to provide specific information, such as your default revenue coding, department name, customer service phone number, primary contact, etc. Each local unit must also determine how they intend to create their invoices in the Receivables system: through local on-line data entry, automated feed, or with Central AR Staff performing the on-line data entry (an option available for billing units with ten or fewer invoices per month).

Requesting a New AR User

Local billing units should contact their Tub Authorized Requester to set up a new AR user. The Authorized Requester should submit the User Security Request Form to Application Administration (appadmin@camail2.harvard.edu) to request that the new user be set up with the appropriate Receivables responsibility (including Data Warehouse Reporting and Inquiry access.) Note that all users who request Receivables responsibilities are required to attend the appropriate training.

Requesting an AR User to be set as Collector

Local billing units should contact their Tub Authorized Requester to set up a user as a Collector. The Authorized Requester will submit the User Security Request Form to Application Administration (appadmin@camail2.harvard.edu). The request can either be for setting up a brand new user who needs the Receivables Collection responsibility or to add the Receivables Collection responsibility to an existing Receivables user. Note that all users who request the Receivables Collection responsibility are required to attend the appropriate training.

Setting Up Individuals to Access Oracle AR

Individual Transactional Responsibilities

Users of the Receivables system can have the following type (s) of Application Access:

• Invoice Entry
• Collections

Example: HRVD^AR^CADM^55630^INV

Reporting Responsibilities

Users of the Harvard Data Warehouse can have the following type (s) of reporting Access:

• CREW - Central Accounts Receivable suggests all users be assisgned a responsibility allowing access to all AR reports.
• Common Access - Includes detail listing, no AR reports
• Secured Receivables Access - All AR reports including Collection Reports.

• Ad Hoc User- For more information visit the AD-Hoc area on ABLE.