Introduction

When submitting invoices from SCView to USAS (Uniform School Accounting System), it is essential to understand which information is actually transmitted during the process. Not all fields visible on your invoice screen in SCView are included in the submission to USAS. Knowing which data is used ensures that invoice amounts are correct and helps prevent data discrepancies between SCView and USAS. This article clarifies which fields are submitted to USAS, explains differences in displayed versus submitted amounts, and offers best practices for accurate submissions.

B. Solution

1. Understanding Submitted Fields

When you send invoices from SCView to USAS, only specific fields—those indicated in the process screenshot—will be included in the transmission. Any data entered into other fields will not be sent to USAS for processing. Be sure to review the highlighted fields in your SCView interface to confirm what information is being submitted.

2. Invoice Amounts: "Upper" vs. "Lower" Line Items

If you notice discrepancies between the invoice total you see and what is reflected in USAS, it is likely due to differences between the "upper" amount and the "lower" line amount in SCView:

The upper amount displays a summary or header total, but this is not always the figure sent to USAS.

The lower line amount represents the per-line details—the actual amounts transmitted to USAS.

USAS processes invoices based on these individual line-item amounts.

If you need to correct any part of your invoice amount, you must edit the lower line entries, not the summary amount.

C. Best Practices

Double-Check Line Amounts: Always verify that your lower line-item amounts are correct before submitting. This is the data that USAS will receive and process.

Review USAS-Submitted Fields: Use the provided screenshot or field indicators to understand exactly what information is being sent.

Edit, Don't Just View: If changes are needed, make edits to the lower lines directly in SCView—updating the upper total alone will not adjust what is sent to USAS.

Consistent Verification: Develop a habit of reviewing both your SCView invoices and the resulting records in USAS to catch any discrepancies promptly.

Refer to Documentation: If unsure which fields are transmitted, consult your system guides or reach out to your administrator.

Conclusion

Accurate invoice submission from SCView to USAS requires understanding which fields are sent and how invoice amounts are transmitted. Remember, USAS only processes data found in the highlighted (lower line) fields, not summary or header amounts. Always review and edit the lower line amounts for corrections prior to submission. By following these guidelines and double-checking your entry fields, you can ensure a smooth, accurate invoice import process and maintain consistency between your SCView and USAS records.