Centralized Receivables

Student Accounts Receivable provides a Centralized Receivables (CR) system for departments to use for billing of department supplies and services, as well as debt collection. Our office provides training on and assistance with the CR system for departmental users. 

Centralized Receivables System Training

We hold Centralized Receivables system training regularly through UTLearn. Please sign up for training via UTLearn, or, if training is needed more urgently, please reach out to our office at SAR@austin.utexas.edu to schedule a training session. Our Centralized Receivables Training slides are available for general reference for new and advanced users of the system.

Centralized Receivables FAQs

Where is the Centralized Receivables system?

The Centralized Receivables (CR) system is used by departments to bill for supplies and services, as well as for debt collection. The CR system utilizes the university Mainframe system, specifically the *DEFINE RPM commands.

How do I get access to the receivables (RPM) commands?

To access the RPM commands, your *DEFINE electronic office manager must give you authorization for the receivables commands and any billing codes assigned to your department.

How do I create a bill?

The RP4 command is used to create receivable bills. To add a bill on the RP4 command, enter the billing code, ID type, ID of the entity to be billed, sub code, amount, reference number, and due date in the appropriate fields. Do not fill in object code or account, those auto-fill when posting. Enter the date on which you want the entity to be barred in the Due Date field. Enter an effective date if you want the bill to become currently due on a future date. Press PF2 to post. The bill will be immediately included in the total amount owed.

Do email reminders automatically go out when I create a bill?

No. Departments are responsible for notifying their customers of charges. Departments can run the BRJGCOL mail merge job in DEFINE to send out collection emails. 

How do I reverse a bill?

Open DEFINE command RP3 and input the EID. Type an ‘R’ on the bill transaction and press enter. A screen confirming the reversal will appear. Press enter to confirm the reversal. 

*If you can’t see the transaction types in RP3 (‘B’ bills, ‘P’ payments, and ‘T’ transfers) please change your view to 4 of 4. Please note that ‘P’ payments and ‘T’ transfers should never be reversed, and will result in an error. If you feel a payment needs to be reversed please reach out to SAR for assistance. 

Who do I contact with questions?

Please contact SAR Centralized Receivables at SAR@austin.utexas.edu for questions. For other questions about *DEFINE, please contact askus@austin.utexas.edu