Introduction

Welcome to the comprehensive guide designed to assist you in managing and customizing settings within the ARI module on the SCView platform. This document covers detailed procedures from adding new site settings under the Invoices tab to managing customer details and payment terms efficiently.

A. Problem Statement

Users often encounter challenges in navigating and configuring various settings due to the complexity of options available within the SCView platform. This includes difficulties in setting up ARI site settings, managing payment terms, and handling customer data which can lead to operational inefficiencies.

B. Solution

To effectively manage these settings and optimize the workflow, it is crucial to follow a structured approach to access, create, modify, and manage these configurations. This guide provides step-by-step instructions to ensure users can handle these processes with ease and precision.

Step 1: Select Admin > Site Settings > ARI.

Step 1: Fill out the below fields, if and when it is required under the Invoices tab. 

• Force Uppercase: When enabled it allows for all entries to be capital letters for readability purposes. 
  
• Auto Invoice No: Check this box if the user wants to generate a unique invoice number automatically to each invoice that has been issued. 
  
• Show Prefix: Check this box if the user wants to show the prefix on the invoice. 
• Require Prefix: Check this box if it is required to have a prefix on the invoice. 
• Require Account No: Check this box if it is required to enter the account number. 
• Custom Due Date: Check this box if it is required to have a due date that can be customized. 
• Auto-fill Recipient from Vendor: Check this box if the user wants to fill out the recipient details after selecting the appropriate vendor. 
• Default Vendor Address: Click on the dropdown list and choose the appropriate mail ID that would be set as the default customer mail ID. 
• Recipient Required: Check this box if it is required to have a recipient. 
• Enable Aging Report Filtering: Check this box if it is required to filter the aging reports. Note: Enable Aging Report Filtering downloads a report that shows all invoices with their due dates labeling which invoices are past due.
• Keep Account Between Lines: Check this box if it is required to keep accounts between lines. Note: If the user has added multiple lines, then they don't need to keep adding the account code if it’s the same as the previous line. 
• Last Invoice Number: Enter the last used invoice number into the textbox. 
• Line Item Info: Enter any information you will want to see on all invoices. 
• Prefix List: Enter the prefix/es that the users would like to add in front of the invoice. 

Payment Terms

Create a new Payment Term

Step 1: Click on the New hyperlink to create a new Payment Term.

Step 2: Fill out the below fields, if and when it is required. 

• Days Until Due: Enter the number of days when the payment term is due in the textbox. 
• Terms: Enter the payment term name in the textbox. 
• Default: Click on the checkbox if you want to set this particular payment term as default. 

Step 3: Click on the Save icon to save the new payment term. 

OR

Click on the reverse icon to cancel. 

Step 1: Enter the keywords within the search bar of the payment term that needs to be edited, and it will automatically display the results based on the entered keywords. 

Step 2: Select the row and click on the Edit hyperlink. 

Step 3: Make the necessary changes and click on the Save icon to keep the new changes made to the existing payment term. Click on the reverse icon to cancel the changes.

Step 1: Enter the keywords within the search bar of the payment term that needs to be deleted, and it will automatically display the results based on the entered keywords. 

    Step 2: Select the row and click on the Delete (x) button.  

    Step 1: Click on the Manage Customers button. 

    Step 1: Click on the New hyperlink to create a new customer. 

    Step 2: Fill out the below fields, if and when it is required. 

• Vendor No: Enter the unique customer ID. 
• Name: Enter the customer’s name. 
• Name 2: If the customer name needs another line, use this field. 
• Order Email: Enter the Order Email ID. Note: The Order Email usually populates based on what is set in USAS.
• Payment Email: Enter the Payment Email ID. Note: The Payment Email usually populates based on what is set in USAS.
• AR Group Email: Enter the AR Group Email ID in the textbox. Note: If the email is required to be sent out to more than one user, then the AR Group Email aids in configuring multiple Emails IDs. 
• Notes: Enter any notes needed for the customer. 
• Type: Enter the type. 
• Address: Enter the customer’s address (for instance: building number and street/road name). 
• City: Enter the customer’s city.
• State: Enter the customer’s state. 
• Zipcode: Enter the customer’s zip code. 
• Phone: Enter the customer’s phone number. 

    Step 3: Click on the Update button once all necessary fields have been completed. 

OR

Click on the Cancel button to cancel the new customer from being added to the system.  

Step 1: Enter the keywords within the search bar of the customer who is to be edited, and it will automatically display the results based on the entered keywords. 

Step 2: Select the row and click on the Edit hyperlink. 

Step 3: Make the necessary changes and click on the Update hyperlink; Otherwise, click on the Cancel hyperlink to cancel the changes.

Step 1: Enter the keywords within the search bar of the customer who needs to be deleted, and it will automatically display the results based on the entered keywords. 

Step 2: Select the row and click on the Delete hyperlink.  

    Step 1: Click on the Import button. 

Step 2: Click on the Select CSV or XLSX file button and select the appropriate excel sheet with all customers OR drop a file from the desktop. 

Step 3: Click OK. 

    Step 1: Click on the Manage Remit Addresses button. 

Step 1: Click on the Add (+) icon to create a new Remit Address. 

Step 2: Fill out the below fields, if and when it is required. 

• Name 1*: Enter the address name. Note: This field is required.
• Name 2: Enter the second address name, if applicable. 
• Address 1*: Enter the address. Note: This field is required. 
• Address 2: Enter a second address line, if needed.
• Address 3: Enter a third address line, if needed. 
• City*: Enter the city. Note: This field is required. 
• State*: Enter the state. Note: This field is required. 
• Zipcode*: Enter the zip code. Note: This field is required. 
• Phone: Enter the phone number. 
• Fax: Enter the fax number. 
• Email: Enter the email address.

Step 3: Once all necessary fields have been filled, click Save. 

OR

Click on the Cancel button to cancel the new remit address from being added to the system.  

Edit an Existing Remit Address

Step 1: Enter the keywords within the search bar Remit Address that needs edited, and it will automatically display the results based on the entered keywords. 

Step 2: Select the row and click on the Edit hyperlink. 

Step 3: Make the necessary changes and click on the Save button to add the changes made to the existing Remit Address; Otherwise, click on the Cancel button to cancel the changes.

Step 1: Enter the keywords within the search bar of the Remit Address that needs deleted, and it will automatically     display the results based on the entered keywords. 

Step 2: Select the row and click on the Delete hyperlink.   

Step 3: Click on the Apply Button. 

C. Best Practices

• Consistent Checking of Permissions: Always ensure you have the necessary permissions before attempting to make changes to the ARI settings or manage customers and payment terms.
• Data Validation: Regularly validate entered data, especially when importing or creating bulk entries to avoid errors.

D. Troubleshooting

• Issues with Importing Data: Check the format and content of your CSV or XLSX files if there are errors during the import. Ensure that all required fields are accurately filled.
• Configuration Errors in ARI Settings: If changes in ARI settings do not reflect as expected, verify if the settings are saved correctly and refresh your session to see updates.
• Permission Problems: If you're unable to access certain settings or functions, consult with your system admin to ensure you have appropriate access rights.

E. Related Articles

ARI: Invoice Guide 

AR Invoices: Add Manage Customers Button

AR Invoice: Batch Print - Display of Paid or Partially Paid  

Conclusion

Adhering to the detailed steps and guidelines in this document will assist users in navigating the complexities of the SCView platform, particularly within the ARI module, payment terms management, and customer data handling. By implementing best practices and utilizing the troubleshooting tips provided, users can enhance the efficiency and accuracy of their operations in SCView. Always ensure you have necessary backups and validations in place to maintain data integrity and system functionality.