Introduction

This guide is designed to assist users of MySCView in effectively managing the payment status of Accounts Receivable (AR) invoices. It outlines the procedures for verifying partial and full payments, along with including receipt details for partial payments.


A. Problem statement

Users can encounter difficulties in correctly marking AR invoices as paid or partially paid, leading to inaccurate financial records and potential discrepancies during audits.


B. Solution

By following a systematic approach to create, mark, and verify payment statuses on AR invoices in MySCView, users can ensure that payment records are accurate and reflect real-time transaction statuses.


Step 1: Verifying Partial Payment Status on an AR Invoice

Create a New AR Invoice:

  • Log into MySCView and navigate to the AR Invoices screen.
  • Click on the Add Inv. button to create a new invoice.
  • Fill out the necessary invoice details and submit it for processing.

Mark the Invoice as Partially Paid:

  • Once the invoice is created, right-click on the invoice entry.
  • Select Mark as Partially Paid from the context menu.

Verify the Partial Payment Indicator:

  • Ensure that the invoice screen updates to reflect the partial payment status.
  • Go to the printing options and select Print to print the invoice image or view the print preview.
  • Confirm that the printed image shows the remaining total balance.

Step 2: Partial Payment Process with Receipt Inclusion

Create a New AR Invoice:

  • Follow the initial steps as in Step 1 to create and submit a new AR Invoice.

Generate and Attach a Receipt with Partial Payment:

  • Navigate to the Receipts section.
  • Create a new receipt and add the recently created invoice lines to it.
  • Enter details to reflect a partial payment.

Check the Invoice Update and Print Details:

  • Confirm that the AR Invoice automatically updates to show the Partially Paid status.
  • Print the invoice or view the printed preview to verify that the remaining total is displayed correctly on the invoice image.


Step 3: Confirming Full Payment Status on an AR Invoice

Create a New AR Invoice:

  • Repeat the steps to create a new AR Invoice as described in Step 1.

Mark the Invoice as Paid:

  • Right-click on the AR Invoice entry.
  • Select Mark as Paid from the contextual menu provided.

Verify the Paid Status on Printed Image:

  • Check if the Paid label is visible on the invoice screen.
  • Use the print function to print the AR Invoice or preview the print image.
  • Ensure the Paid label appears clearly on the printed image of the AR Invoice, indicating no outstanding balance.

C. Best Practices

  • Consistency in Data Entry: Ensure all invoice details are filled out consistently and correctly to avoid complications during the payment process.
  • Regular Verification: Regularly check and verify payment statuses for each invoice to maintain up-to-date records.


D. Troubleshooting

  • Payment Status Not Updating: If an invoice’s payment status does not update, refresh the page, or check if the correct permissions are set for making such changes.
  • Incorrect Printouts: If the payment status is correct on-screen but not on the printed image, ensure the print preview represents the latest view and check for printer settings that might be caching older data.


E. Related articles

AR Invoices: Statement Creation 

ARI: Invoice Guide

ARI: Invoice Site Settings


Conclusion

Effective management of AR invoices in MySCView requires meticulous attention to the steps outlined for creating invoices, marking payment statuses, and including necessary receipts. By adopting best practices and leveraging the built-in functionalities efficiently, users can ensure that their financial records are accurate and up-to-date. Should any discrepancies arise, the troubleshooting steps provided can help resolve them quickly, ensuring that the system maintains its integrity and usefulness in financial management tasks.