Receivables Management Roles & Permissions Setup

Caution

As you prepare for the transition from Desktop to J1 Web Finance, we recommend reviewing these guidelines: Before You Get Started with Jenzabar One (J1) Web Finance.

The Receivables Management Hub lets users work with and manage student accounts, charges, and receipts. The sections below provide details about roles and permissions to work with accounts receivable (AR) functionality and information about the Desktop windows that have been brought into J1 Web.

Note

At this time, the configuration and settings for student accounts, charges, and receipts are still managed in the Desktop application. This functionality is scheduled for future J1 Web releases.

Student Accounts

Roles and Permissions to Work with Student Accounts

Danger

J1 Web does not currently support the Open Items configuration. If your school is configured for open items in the Desktop A/R Configuration window, do not set up users to work in the Receivables Management hub for student accounts.

Access to work with student account information in J1 Web is managed by roles and permissions. To view pages and make updates to information in the system, users must be in the appropriate roles (similar to a Group ID in Desktop) with permissions enabled. The following roles and permissions are needed for users who work with student accounts.

Note

The roles and permissions listed below are the recommended roles for users working with student accounts. Your school may have additional (or fewer) roles and permissions assigned to people who access student account information.

Tip

Jenzabar recommends creating copies of the default role to manage user permissions at your school. Depending on your school's processes, you may have various copies of a role that grants different sets of users certain permissions to work with student accounts.

Receivables Management Role

The default Receivables Management role provides the following permissions to work with student accounts. Administrators and module managers can grant users some or all of these permissions based on their daily responsibilities.

Permission	Users in this role can. . .
Can view student accounts and generate reports	Access the Student Accounts page, calculate balances, and view subsidiary information associated with students.
Can view student account details and generate reports	Access the student account details page and see account activity for the selected subsidiary codes. Important Some aspects of this permission are restricted by GL account access. For more information, see Roles and Permissions to Work with Student Accounts.
Can edit student account transactions	Update transaction details on the student account details page. Important Some aspects of this permission are restricted by GL account access. For more information, see Roles and Permissions to Work with Student Accounts.
Can download to Excel	Download student account information from the Student Accounts list and Student Account Details pages.
Can view student payment plan	See payment plan information in the Student Accounts list and access the Payment Plan tab on the Student Account Details page.
Can add payment plan to student	Select payment plans and add students to them on the Student Account Details page.
Can delete payment plan from student	Select payment plans and remove students from them on the Student Account Details page.
Can adjust student payment plan payments	Update the due date, amount, and number of payments in a payment plan.
Can cancel automatic payment	Stop automatic payments for a selected payment plan.
Can reverse payment	Reverse payments made towards a payment plan.
Can view student electronic payment	Access the Electronic Payment tab on the Student Account Details page.
Can edit student electronic payment	Add bank information for students that want to receive funds via direct deposit.
Can manage student subsidiaries	Add subsidiary codes to students.
Can view FERPA block	See the FERPA contacts on the Student Summary page.
Can generate charges	Access the Generate Charges page and run the billing process for students.
Can view hours	Select criteria to view student billing hours on the Student Billing Hours page.
Can view fees	Select criteria to view fees associated with students on the Fees page.
Can view student billing data	Select criteria to view tables and columns associated with charges or refunds on the Student Billing Data page.
Can transfer student deposit	Transfer funds from student deposits into the designated GL accounts on the Student Deposits page.
Can generate account statements	Access the Account Statements page and generate student account statements.
Can update account balances	Choose to update statement balances when student account statements are generated.
Can publish statements to students	Choose to make updated account statements available to students in their Campus Portal Financial Document Center.
Can create student refund invoices	Access the Create Student Refund Invoices page to create invoices to process student refunds.
Can transfer subsidiary balances	Access the Transfer Subsidiary Balances page and move balances from an AR subsidiary to an offset account.
Can manage payment plan availability and assignment	Select payment plans to make available on the Campus Portal or assign payment plans to students.
Can manage finance charges	Access the Finance Charges page, generate, and clear finance charges.

Permissions for AR Reports

You can also grant permission to generate reports for AR processes.

Permission	Users in this role can. . .
Can create AR Exceptions report	Access the Reports hub and generate the AR exceptions report.
Can generate History Register report	Access the Reports hub and generate the AR History Register report.

Permissions to Work with User-Defined Fields

If you use user-defined fields (UDEFs) for student account information, users will also need permission to view and edit those fields. On the User-Defined Fields tab, grant the appropriate permissions for the following UDEF options:

Student Account Details User-defined fields
Student Account Transaction User-defined fields

General Ledger Accounting Roles

The subsidiary codes used to manage student accounts are associated with GL accounts, and users who work with student accounts need to be in one or more of the following General Ledger Accounting hub roles to view GL accounts.

General Ledger Accounting GL Account Component Access role, with "Can view only GL accounts enabled by associations (restricted)" permission
General Ledger Accounting GL Account Alternate Code Access role, with "Can view only GL accounts enabled by associations (restricted)" permission

Because student account subsidiaries are associated with certain GL accounts, most people who work with student accounts only need access to view the GL accounts associated with student subsidiaries.

General Ledger Accounting GL Account Component Access role with GL Account Security enabled only for the Accounts Receivable accounts.

Common Roles

Many users who work with student accounts need access to view student information such as name and contact information. Additionally, there are often comments, notes, and messages related to student accounts. Module Access determines which communications users can view based on the module codes that are turned on for the role. If at least one of the user's roles has access turned on for the appropriate module, they can view and work with communications and interactions.

Receivables Management role, with Module Access turned on for the ACCOUNTSRECEIVABLE code. The Create New Communication pop-up and Interaction Inventory only show interactions associated with the ACCOUNTSRECEIVABLE code.

Tip

Jenzabar recommends turning on Module Access in the Receivables Management role, not the Communication Management role. This lets you maintain one or two Communication Management roles that grant access to communications features for all finance users. The module specific role determines which communications are visible to users based on the enabled Module Access code.

The following roles and permissions provide access to general information and messages associated with students.

Role	Permissions
Person Management	Can view holds Note Access to specific hold types is managed on the Associations tab. Can view and manage campus information, other details, additional name information, and alternate identifiers Can view and manage addresses, phone numbers, alternate contacts, and historical contact info Can view personal and gender information, pronouns, employment, other, and SSN information Note Most users working with student accounts don't need to see students' full SSN information. To protect sensitive information, it's recommended to associate one of the roles with a data mask. For additional information about data masking, see Data Display. Can view ethnicity/race information Can view military service basics, benefits programs, and selective service information Can view tribal information
Organization Management Note This role is typically for users who work with Third Party payments.	Can create organization Can view and manage organization information, name related information, and alternate identifiers Can view and manage addresses, phone numbers, alternate contacts, and historical contact info
External Person Management	Can view and manage general information Can view and manager contact info
External Organization Management Note This role is typically for users who work with Third Party payments.	Can view and manage general information Can view and manage contact info
Communication Management Base	Can view Notepad Archive (This permission lets users see any notes that were added via the Desktop application in J1 Web.) Can view Message Archive Can view interaction inventory Can add or edit interactions Can view interactions Note The role Module Access tab determines which communications are accessible.

Registration Roles

Access to student information and financial aid status is granted via the Registration hub. The following roles and permissions let users who work with student accounts view student information outside of the Receivables Management hub.

Role	Permissions
Registration - Access to All Students	Can view student summary and financial aid status
Registrars	Can view student General Info Can edit Financial / Billing Can view student Division and Program info Can view student Term Academic and Financial Info

Desktop Window to J1 Web Page Comparison for Student Accounts

The table below lists the Desktop window and the corresponding J1 Web page where that functionality is available. The Student Accounts page is accessed from the Finance, Receivables Management Hub options.

Warning

Desktop Window	J1 Web Page
Subsidiaries	Student Accounts > Select students > Student Account Details, top section of the page
A/R Inquiry	Student Accounts > Select students > Student Account Details page, select Generate AR inquiry report from the Options drop-down
A/R Inquiry Details	Student Accounts > Select students > Student Account Details page, Account Activity tab
Self-Service Payment Plans	Student Accounts > Select students > Student Account Details page, Payment Plan tab
Student Information Impacting Charges	Student Accounts List page > Links to Student Information Details and Person Information Details pages

Customizing System-Generated Emails for Student Accounts

Communications are delivered by email via the Communication Management feature when account statements are published to students, when payment plans are added to a student, and when payment plan payments are made. The messages are defined in interactions, which are managed on the Interactions page.

Automation plans send the interactions when an event happens in J1. There is an equivalent automation plan for each of the interactions provided by default. These plans are managed on the Automation Plans page.

If you want to make changes to the default templates, Jenzabar recommends creating a copy of the default interactions and automation plans and then making the default interactions/automation plans inactive.

Permissions Required

To manage the interaction templates and automation plans, you must be in a Communication Management Base role with the following permissions:

Can add or edit interactions
Can add or edit automation plans

Additionally, you must have Module Access enabled for Accounts Receivable. This is typically enabled in a Receivables Management role.

How To

Note

For more detailed information about working with interactions and automation plans, see Interactions and ???.

Copy and Customize Student Account Interactions

On the Communication Management hub, click Hub options, and select Interactions. The Interactions page opens.
Copy the default interaction and make the default inactive.
1. In the Interaction Filter, select the Keyword checkbox and type one of the following for the interaction you want to customize.
  - Enter "statement" for Statement Delivered.
  - Enter "consent" for Consent to Payment Plan.
  - Enter "payment made" for Payment Plan Payment.
2. Select the Default Interaction checkbox and select Yes from the drop-down.
3. Click Apply. The Interactions list displays the interaction associated with the keyword.
4. In the Status column, click the Active button to change it to Inactive.
5. In the Actions drop-down, select Copy. The Copy Interaction wizard page opens to the Basics step.
6. On the Basics step, most of the information is prepopulated from the original interaction and certain fields can be updated.
  1. The Type is set to "Email" by default and cannot be changed.
  2. Enter the Name / Description from the default interaction (see default values below) or modify it to your liking.
    - Statement Delivered Email
    - Consent to Payment Plan Email
    - Payment Plan Payment Made Email
  3. Enter the same Code as the default it's copied from.
    - Statement Delivered Code: STMTDEL
    - Consent to Plan Code: CPPEML
    - Payment Made Code: PPPMEML
  4. From the Select an Interaction Owner drop-down, select Accounts Receivable.
  5. Review the remaining prepopulated values and click Save and continue.
    Warning
    Don't select Do not allow duplicate interactions for a record. Leave it unselected.
    Tip
    The Show in Communication Feed checkbox is available for schools that have the Communication Management Plus license.
7. On the Data Merge Options step, review the preselected values and click Save and continue.
8. On the Email Basics step, review the preselected values and click Save and continue.
9. On the Template Content step, click the Status button to change it to Active.
  1. Review the Content and edit as necessary.
  2. Click Save and finish. The copied interaction appears in the Interactions list.

Copy and Update Student Account Automation Plans

On the Communication Management hub, click Hub options and select Automation Plans. The Automation Plans page opens.
Make a copy of the default automation plan. Default plans are noted with an asterisk (*) next to the Code.
1. In the filter's System Event field, start typing the event name and select the option from the drop-down. Use the options below for student account system events.
  - Statement Delivered
  - Consent to Payment Plan
  - Payment Plan Payment Made
2. Click Apply. The automation plan appears.
3. In the Status column, click the Active button to change it to Inactive.
4. In the Actions drop-down, select Copy. The Copy pop-up opens to the Basics step.
5. On the Basics step, most of the information is prepopulated from the default automation plan.
  1. Enter the Name / Description from the default plan (see options below for reference) or modify it to your liking.
    - Statement Delivered
    - Consent to Payment Plan
    - Payment Plan Payment Made
  2. Enter the same Code as the default it's copied from.
    - Statement Delivered Code: STMTDEL
    - Consent to Payment Plan Code: CONSENTPP
    - Payment Plan Payment Made Code: PPPMADE
  3. In the Initiated By field, keep the default selection of System Event.
  4. Module, Process, and Event are prepopulated from the default automation plan.
  5. Click Save and continue. The Automation Tasks page opens.
6. On the Automation Tasks step, the Interactions radio button is selected. Change the associated interaction from the default to the corresponding copy:
  1. In Interaction Name / Description, enter the name of the copied interaction that corresponds with this automation plan and select the interaction from the list.
  2. Click Add to plan. The interaction appears in the Tasks list below.
    sidebar. Example
  3. On the row for the default interaction, click the Remove icon . The default interaction is removed from the list.
    sidebar. Example
  4. Click Save and continue. The Recipients page opens.
7. On the Recipients step, click the Inactive button to make it Active.
  1. The Recipients options are preselected. Make sure the radio button for Anyone associated with system event is selected.
  2. Click Save and finish. The copied automation plan appears in the Automation Plans list.

FAQ

Do I need to make copies of the default interactions and automation plans if I don't want to change anything?

If you aren't making any changes to the default emails, you do not need to create copies. You can continue using the Jenzabar-provided interactions and automation plans.

Do email recipients need to be in a Communication Management Base role to receive emails from J1 Web?

To receive emails from J1 Web, users need to have a valid email address associated with their profile. They do not need to be in a Communication Base role.

Charges