Introduction

Organizations often need to process invoices swiftly to maintain their financial workflows. SCScan is a tool that allows for the digital handling of invoicing, which can then be transferred seamlessly to the Universal Software Accounting System (USAS). To ensure accuracy and efficiency, there are specific steps and best practices to follow when uploading invoices from the AP Workflow to USAS. The ability to do this correctly prevents delays and errors, contributing to an optimized accounting process.


A. Problem Statement

Users must submit invoices to USAS for payment, but the process includes multiple steps that are crucial for successful submission. Missteps or incorrect data entry can lead to invoices failing to post in USAS, causing disruptions in the payments lifecycle of a business.


B. Solution

To properly submit invoices to USAS after they have been scanned and indexed in SCScan, follow the series of steps outlined below:


Step 1:

Process invoices as usual until they reach the submission queue, often labeled Ready to Pay/Print. If you're unsure about the queue name, contact SC Support staff for confirmation.


Step 2:

Review the invoices in the submission queue by:

  • Expanding each invoice using the arrows on the left (1) for detailed inspection. Utilize the Expand/Collapse All button (2) for handling multiple items.


  • Assessing and editing the invoice on the confirmation screen just before submission. This screen allows for specific edits to the upper lines (vendor number, invoice number) with an edit button (3) and, after clicking, inputs for editing (4). Lower lines can also be adjusted by expanding (5), editing (6), and saving (7). After confirming details and edits, click OK (8) to submit to USAS.


C. Best Practices

  • Ensure non-monetary lines ($0) do not have a status, as this can cause submission failures.
  • Every line with a monetary value must have an appropriate status; otherwise, the system will reject the invoice.
  • When adjusting monetary values, always modify the Amount field in the lower line for accuracy in USAS.


D. Troubleshooting

  • If an invoice is directed to the Failed queue, reference the audit history to understand the failure reason. Remediate issues according to the failure reasons and their solutions, which can typically be found in the support documentation or by contacting SC Support staff.
  • If the warning "Invoice Amount does not equal the Line Item total." appears in the Confirm Action, this means that the sum of all non-cancel lower lines does not equal the invoice amount. (i.e. The Invoice Amount is $3 and the sum of all non-cancel line amounts is $1. Having $2 on a line with a status of "Partial_Cancel" does not count towards this total.)


E. Related Articles

Invoices: How do I use the Invoice Manager (Invoices Tab) to Approve Invoices?


Conclusion

When moving invoices from SCScan to SCView to USAS, meticulousness is key. Following the outlined steps, adhering to best practices, and understanding how to troubleshoot common issues will lead to successful invoice submissions. This process ensures prompt payments and maintains the financial integrity of the organization, benefitting both the business and its suppliers.