1. Go to www.myscview.com to log in.
If you've never logged in before, please contact your admin for your username and initial password.
2. Click on the "Tools" menu and click "AR Invoices"
3. On the AR Invoices screen, you can see the details of all the invoices you have created. We can sort invoices that we see using any of the column headers or drop down options for date ranges, Vendors, Users (if you are an admin), or Status.
We are able to add an Invoice with the button that says Add Inv.
We are also able to copy an Invoice with Copy Inv. button.
A user can click Edit Inv. to make changes if it is not currently in a workflow waiting to be approved.
Any user can use Delete Inv. to delete an Invoice that was saved as a Draft. Only users who have delete permissions can delete an Invoice after it has been submitted. If you have delete permissions, it can't be deleted if it is sitting in the workflow.
Print: There are 3 printing options for invoices:
Batch Print: Prints the Invoice image on all selected Invoices. We can't use this option if we have Invoices selected that
are still drafts.
Aging: Downloads a report that shows all Invoices with their due dates labeling which Invoices are past due.
Statement: Downloads a report that shows a summary of every invoice per Vendor.
Export: Downloads an Excel file grid view of all invoices that are selected displayed just like we see on this page.
Void: This button updates the Status on the Invoice to Void. If we are creating Receipts and try to Add an Invoice Line, it will not be able to pull any voided Invoices as a result. To refer to the AR Receipts guide, please click here.
Right Click Menu:
If unable to complete an action from below, it is due to not having proper permissions to complete the action.
Add: Create new invoice.
Copy: Copy selected invoice.
Delete: Delete selected invoice.
Mark as Paid: Mark selected invoice as paid.
Mark as Partially Paid: Mark selected invoice as partially paid.
Void: Mark selected invoice as void. NOTE: If a receipt is attached, will not allow you to void.
Export: Export basic excel file of selected invoice(s).
Export Line Items: Export line details of all invoices shown in the grid.
Batch Print: Print or download PDF of selected invoices.
Document History: View audit history of selected invoice.
4. Adding Invoices:
First, fill out the Vendor by clicking the drop down arrow to choose from the list or by typing in the vendor number or vendor name and choosing from the specific list that displays. You may also free type a vendor name.
Recipient Email is typically the person creating the Invoice and our default setup will send an email notification to the user letting them know when the Invoice finishes the workflow process. If emails are not sending, please reach out to your Admin to reach out to the Strategic Solutions support team to help set this process up.
Invoice Number: We can have invoices set to be automatically assigned based on a number set within the system or we can allow users to enter the Invoice Number manually. This will depend on your Admin's preference.
Invoice Date: Choose the date of the Invoice.
Terms: Predefined terms chosen by the Database's Admin will be available in the drop down menu and the term combined with the Invoice Date will determine the Due Date.
General Description/Comment: This is the summary of the entire invoice and will appear on the Invoice image that is generated.
Internal Notes: These notes will only appear within MySCView and will display in the History section of the Workflow for the approver to view.
There is an Attach option to include any supporting documentation that will show in the workflow for approvers.
NOTE: If you wish to have multiple Remit Addresses, please reach out to support via chat or email.
5. Invoice Lines: Create Line Items for the Invoice
Add Line: Creates New Line to fill out. Edit Line, Copy Line, and Delete Line do exactly as the button names describe to the line that is highlighted.
Type: There are options for RC or RX which has Account Codes that are pulled directly from USAS.
Quantity: How many items are on this line.
Unit: Optional field to describe a unit of measurement.
Price: Price of the line item. Total Price after the line is saved is calculated by Price multiplied by Quantity.
Receipt Amount: Amount for this particular line item
Description: Description for this particular line item
Account Desc: We can start typing out the name of the account and click the magnifying glass to search results.
Acct Code: We can start typing the account code and click the magnifying glass to search if we didn't search by Acct Desc. We can search accounts by using the Binocular icon as well.
Accounts available for RC are determined by USAS and are Cash and Revenue Accounts.
Void Line: Sets status to Void and will not be available to choose if referencing this Invoice when creating a Receipt.
Mark as Paid: Sets status to Paid.
Upload: Allows an Excel sheet to be uploaded with line items so they don't have to be created through MySCView. The columns in the Excel sheet will need to match up with the columns in MySCView in order to pull correctly.
6. Lastly, we can click Submit to send it into an approval workflow or click Save Draft to finish creating the Invoice at a later time.