Role-Based Access Control (RBAC) for AR Remittances

Overview 

This article explains how Role-Based Access Control (RBAC) works for AR Remittances in SmartCustomer. It focuses on:

• Which roles can configure AR Remittances.

• Which roles can view and edit remittance documents.

• Which roles can write payments to the system of record (SoR).

• How Record Access Control (RAC) further scopes access to specific customers and payments.

AR Remittances uses the same SmartCustomer AR role family as AR Collections and AR Helpdesk, with permissions aligned across AR business objects (customers, invoices, payments, disputes).

1. Roles that can access AR Remittances

AR Remittances is part of the SmartCustomer AR console. The following application roles can access and work with AR Remittances:

• SuperAdmin

• AR Collections Manager

• AR Collections Agent

• AR Helpdesk Manager

• AR Helpdesk Analyst

These roles share a common pattern:

• Managers (Collections Manager, AR Helpdesk Manager) have admin‑level access to SmartCustomer AR, including AR Remittances configuration.

• Agents/Analysts have operational access to SmartCustomer AR, including AR Remittances documents, but cannot change AR Remittances SmartFlow settings.

• SuperAdmins have full platform‑level privileges and can manage roles, connections, and all SmartFlows.

2. Capabilities by role (summary table)

The table below shows what each role can do specifically for AR Remittances.

2.1 High‑level permissions

* Limited access: Users can only view audit logs relevant to their assigned tasks or customers.

3. What each role can do in AR Remittances

3.1 SuperAdmin

Who this is for: Platform or IT admins.

Key AR Remittances capabilities:

• Full access to all SmartFlow Skills, including AR Remittances.

• Can start, stop, and configure AR Remittances:

  • Select ERP connection (Workday) and AR mailbox.

  • Turn AR Remittances on or off.

  • Choose Autonomous vs Collaborative mode.

  • Configure secondary destination (SFTP) and write cadence.

  • Enable options such as Zero Payment Records, if available.

• Can:

  • View and edit all remittance documents (Active Data, Written to SoR).

  • Trigger Write to SoR (manual or via Autonomous configuration).

  • View all reports and audit logs.

  • Manage users, roles, and connections.

Use this role for a small number of platform administrators only.

3.2 AR Collections Manager

Who this is for: Managers responsible for AR Collections and AR Remittances operations.

Key AR Remittances capabilities:

• Full access to SmartCustomer AR:

  • Dashboard, Mailbox, Customers, Invoices, Payments, Disputes.

• Full functional access to AR Remittances:

  • View all remittance documents in Active Data and Written to SoR (subject to any record‑level scoping).

  • Open documents, review email/attachments, and:

    • Edit header fields (customer, entity, payment date, payment type, amount, currency).

    • Edit line‑level fields where mappings exist.

  • Trigger Write to SoR for a single document or in bulk.

• Configuration rights:

  • Start, stop, and edit AR Remittances SmartFlow configuration.

  • Choose Collaborative vs Autonomous mode.

  • Configure secondary destination (SFTP) and cadence.

• Reporting / audit:

  • View AR‑related metrics, reports, and audit logs in SmartCustomer.

3.3 AR Collections Agent

Who this is for: AR analysts working on collections and payment‑related operations.

Key AR Remittances capabilities:

• Can access SmartCustomer (Dashboard, Mailbox, in‑scope AR records).

• Can work with AR Remittances documents:

  • View Active Data and Written to SoR for customers they are allowed to see.

  • Open documents, review the original remittance file and extracted data.

  • Edit header fields and mapped line‑level fields.

  • Trigger Write to SoR (manual).

• Cannot:

  • Start, stop, or edit the AR Remittances SmartFlow configuration.

  • Change mailbox or Workday connections.

  • Change secondary destination settings.

  • View admin‑level reports and audit logs.

Collections Agents operate the workflow but do not configure it.

3.4 AR Helpdesk Manager

Who this is for: Managers responsible for AR Helpdesk, often sharing the same mailboxes/customers as AR Remittances.

Key AR Remittances capabilities:

• Full SmartCustomer AR access (similar to AR Collections Manager).

• Full AR Remittances capabilities:

  • View, edit, and write remittance documents to SoR.

• Configuration rights:

  • Start, stop, and edit AR Remittances SmartFlow.

  • Configure Autonomous vs Collaborative mode.

  • Configure secondary destination (SFTP) and write cadence.

• Can view relevant reports and audit activity.

In practice, AR Helpdesk Manager and AR Collections Manager have equivalent access for AR Remittances; the distinction is which AR workflows each primarily owns.

3.5 AR Helpdesk Analyst

Who this is for: AR agents handling AR Helpdesk requests and related payment/remittance work.

Key AR Remittances capabilities:

• Can access SmartCustomer and see:

  • Mailbox, assigned customers, invoices, payments, disputes.

• Can work with AR Remittances documents:

  • View Active Data and Written to SoR within their scope.

  • Open documents, review emails and attachments.

  • Edit header fields and mapped line‑level fields.

  • Trigger Write to SoR (manual).

• Cannot:

  • Configure AR Remittances SmartFlow.

  • Modify mailbox or SoR connections.

  • Configure secondary destination or cadence.

  • View admin‑level reports and audit logs.

Functionally, AR Helpdesk Analyst and Collections Agent have the same AR Remittances permissions; they differ by primary workflow focus (Helpdesk vs Collections).

4. Record scoping and AR Remittances

RBAC controls what actions each role can perform. Your tenant may also use record‑level scoping (for example, by entity, region, or customer segment). When that is enabled:

• Managers/Analysts will only see:

  • Customers they have been granted access to.

  • Invoices, payments, and remittance documents related to those customers/entities.

• SuperAdmins typically see all records, unless explicitly restricted.

For AR Remittances, this means:

• An AR Collections Agent in EMEA sees only EMEA customer remittances.

• An AR Helpdesk Analyst in North America sees only North American remittances.

• Managers may see all regions, depending on configuration.

Check your internal Record Access Control / MAC configuration docs to understand how this applies to your tenant.

5. Quick “who can do what” checklist

• Configure AR Remittances (SmartFlow, Autonomous/Collaborative, SFTP)

  • SuperAdmin

  • AR Collections Manager

  • AR Helpdesk Manager

• Review and edit remittance documents

  • All five roles (SuperAdmin, AR Collections Manager, AR Collections Agent, AR Helpdesk Manager, AR Helpdesk Analyst).

• Trigger Write to SoR

  • All five roles.

• View admin‑level reports and audit logs

  • SuperAdmin

  • AR Collections Manager

  • AR Helpdesk Manager

• Manage users/permissions or connections

  • SuperAdmin only.