FAQ

When you finish entering an invoice or credit memo, you must click on a button in the lower left hand corner of the transactions form. The system will check that all the required information has been entered and that the transaction is in balance. The button name will then change to Incomplete and a check will appear in a box in the upper right hand corner of the screen.

If you fail to click on the Complete button, your invoice/credit memo will not be processed nor posted to the GL.

Local Billing units should be checking prior to month end for invoices or credit memos that may be “incomplete” by:

1. Go into Transactions, then choose Transactions Summary
2. Click on flashlight icon in toolbar, this will bring up the Find Transactions form.
3. From the pick list in Transaction Type choose your transaction type( HCL-WIDENER) - ( HCL-WIDENER CR). This will find both incomplete credits and invoices for your transaction type.
4. Click on MORE tab.
5. Click on Complete. A Yes or No will appear-choose NO
6. Click on FIND

Central AR has developed a “recovery” report so that local units can track their recoveries. In the event that a payment is received for an invoice(s) previously written off to bad debt, Central AR creates a debit memo (essentially replacing the original invoice) and then applies the receipt against this debit memo. The debit memo number that is created is the original invoice number followed by the letter “R”. This will appear in your detail listings as the reference number for a recovery.

You can consult the AR section in ABLE or call the helpdesk at 496-2001 for assistance.

You can complete the Transaction Type Setup and Maintenance form and email to AR_setup@harvard.edu.

Yes, you can perform a query on the name of the customer, a portion of their address information, and also by a contact name associated with the customer account. Detailed information on how to query and view customer details may be found in ABLE.

Click here: Central AR training.

Local units should consult with the Records Managment office regarding their financial record keeping policies.

The bad debt write-off policy will affect unpaid invoices once they become 270 days old. In Short, invoices become eligible for bad debt write-off 9 months from the original invoice date. Therefore, to ensure that your invoices are not written off to bad debt expense, local units should be reviewing the status of their accounts on a regular basis. If prior to the write off, a local unit believes that an invoice will be collect in the near future, the local unit may request than an invoice remain open for an additional thirty days. These requests must be submitted to and approved by the Central AR office. Under no circumstances should local billing units re-bill an invoice previously charged to bad debt.