Introduction

Welcome to the guide on managing Accounts Receivable (AR) Invoices efficiently using SCView. This guide will demonstrate how to leverage the platform’s functionality to duplicate, modify, and import invoices for streamlined financial processing.

A. Problem Statement

Users may need to create multiple invoices based on existing ones but often face challenges in efficiently duplicating and updating these records within SCView. This includes issues with exporting the correct format, editing invoice details, and ensuring successful import and submission of the updated invoices.

B. Solution

To address these challenges, follow a series of straightforward steps to export the desired invoice format, make necessary modifications, and then re-import these invoices back into the system effectively. This process ensures consistency in data handling and optimizes invoice management tasks.

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 dropdown then choose AR Invoices.

3. Select the invoice(s) of which we want to make copies and import into the system with modifications by checking the boxes on the left-hand side. Then click Export > Export Line Items > Extended. Save the file onto your computer.

This will give you the format we need to import. As long as you have a copy of this file on your computer, you don't have to export each time when creating new invoices unrelated to existing invoices in the system.

4. Edit the exported file in Excel or any software that accepts .xlsx files by making sure to update the Invoice Number, Invoice Date, and anything else that should be changed from the invoices we are copying. Save the file once finished.

5. Under Tools > AR Invoices, click the Import button. Choose the file from your computer that was exported and saved.

6. We will have the option to Save all as Draft or Save all, submit validated. Choose the option necessary, and then click Save.

- Save all as draft will not submit invoices to workflow. Once imported into the system, they will need to be edited and then submitted from there.

- Save all, submit validated will submit any valid AR invoices into workflow. If it detects a duplicate invoice number, it will still save the invoice as a draft.

The totals must calculate properly for each invoice and line item, or we will see a warning that they do not add up properly, and it will not allow us to create the AR invoice(s) that are affected.

7. We will then see an Import Complete window, indicating whether the invoices were saved as a draft or submitted for approval. 

8. Click the OK button on the Import Complete window and then click Close on the top right corner of the import screen.

From here, we can handle the AR Invoices just like those that are created directly in the system.

C. Best Practices

• Data Validation: Carefully review and update invoice numbers, dates, and other pertinent details to prevent conflicts such as duplicates within the system.
• Clear Workflow Selection: Understand the implications of saving all as draft versus submit validated options and choose based on your operational requirements.
• Final Checks: Before finalizing the import, verify the totals in the invoice line items to ensure they add up correctly to avoid submission errors.

D. Troubleshooting

• Editing Issues in Excel: Ensure that Excel or any other software used does not auto-format dates or other fields incorrectly. Verify each field manually if required.
• Submission Problems: If Save all, submit validated results in drafts due to duplicate numbers or incorrect totals, revisit the data entry and adjust the invoice details accordingly. Consult the error logs or notifications for specific insights on what needs correction.

E. Related Articles

AR Invoices: Statement Creation 

AR Invoices: Add Manage Customers Button

Conclusion

Manipulating AR invoices in SCView by exporting, editing, and importing can significantly enhance the efficiency of financial operations. By adhering to the outlined steps and best practices, users can ensure accuracy and integrity in their invoices management process. This guide not only simplifies routine tasks but also empowers users to handle bulk invoicing with ease, making the most of SCView’s robust financial management capabilities.