Accounts Receivable Toolkit
 |
 |
 |
 |
 |
What is Accounts Receivable?
The Accounts Receivable module in the Integrated System is used to create and maintain customer records and to create transactions including Invoices. Invoices are printed, mailed, and collected by the Revenue and Collections division in Central Finance.
The Office of Sponsored Programs (OSP) use the Accounts Receivable module to create and maintain customer records for Grantors; create, print, and mail invoices to Grantors; and collect and apply payments from Grantors.
Access The University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) and Student Information System (SIS) Responsibilities to employees. The Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
Requests for Integrated System responsibilities are made by you or your supervisor and submitted via the Electronic Self-Help Access Request Process (ESHARP). To begin the IS access process, go to ESHARP. In most cases, additional responsibilities are automatically assigned with a responsibility.
Central AR Responsibilities (link)
Departmental Responsibilities
AR Billing Specialist and AR Billing Specialist-Remote are a Departmental responsibilities assigned to staff in areas with business operations where there is a need to bill customers. Billing specialists are authorized to create and maintain customers, create transactions, and input/review accounting distributions. Receipt application and collection tasks will be performed by Accounting Services. Specific functions the AR Billing Specialist has access to within the Integrated System include: View Accounts Receivable information, Run reports, Create and maintain customers (sites, contacts, terms, etc.), Create transactions (invoices, credit memos, etc.), Input/review accounting distributions. Remote applies to responsibility holders at University centers like the FBI academy and Northern Virginia who enter their own receipts. Currently, no one uses this responsibility. (April 2012)
AR Viewers have read only access to all AR data. Specific functions the AR Viewer has access to within the Integrated System include: View Accounts Receivable information, Run reports.
Training| Responsibility | Training Requirement |
|---|---|
| All Responsibilities | Integrated System Navigation and Overview (online; must be taken first.)
Introduction to University Business Administration-AS Internal Controls-AS |
| AR Billing Specialist | AR1: Accounts Receivable |
| AR Billing Specialist-Remote | Currently, no employees are entering their own receipts. Send an email to training@virginia.edu if you need training for this access. |
| AR Viewer | No Training Requirement |
Conflicting Responsibilities: For audit reasons, AR Billing Specialist and AR Billing Specialist Remote responsibilities cannot be assigned to someone with either AR Collections Specialist, AR Receipts Specialist or GM Setup Specialist responsibility.
Additional Responsibilities: AR Billing Specialists and AR Billing Specialist Remote will also automatically be assigned AR Viewer and ODS Specialist (Discoverer) access. AR Viewers are automatically assigned ODS Specialist (Discoverer) access.
Note: For viewer roles, training is not required but is highly recommended.
Six Month Rule: If you have taken a required class for a specific responsibility, but have not completed the training nor have had the responsibility activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a responsibility that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.
Documentation
Other Information and Resources
Financial and Administrative Policies & Procedures
Revenue & Collections Policy V
Revenue and Collections in Central Finance Overview
Getting Started with the Integrated System
IS Finance/HR Glossary
Integrated System home
University Comptroller home - Schedule of Fiscal Administrator Meetings
Integrated System Training Instance - requires training password
ContactsHelp:
Phone: (434) 924-HELP (4-4357), menu option 2
Email: 4help@virginia.edu
Training and Access Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding IS training and access, please contact the IS training team at is-help-staff@virginia.edu. SkillSoft EQ