Completing and Submitting Invoice Templates

    ServiceChannel's invoice templates are designed for easy use and entry of either one or multiple Invoices.

    There are 2 types of invoice templates:

    Complete the template in MS Excel and either upload the file from the Invoices List or email it to invoices@servicechannel.net.

    Completing the Standard Invoice Template

    The Standard Invoice Template is a simple template that allows you to list one invoice per row in the Excel sheet.

    There are two versions: I.12 is for locations in the U.S. and Canada; while I.11 is for locations in International regions.

    You can complete the required information in MS Excel and submit one or multiple invoices at the same time in one step.

    How to Complete the Standard Template

    The Template Version #User ID, and PIN columns are required and will ALWAYS be the same; once you enter the data, it can be copied and pasted into other rows. This information MUST be copied down every row that contains invoice information; there should be one row in the template for each invoice with no blank rows in between.

    • Enter Invoice #. Each contractor can only use an invoice number once.
    • Enter Invoice Date in the format of MM/DD/YYYY.
    • Enter either a Work Order Number or Tracking Number. This is a required field.
    • Enter labor total, trip charge, material, freight, other charge descriptionother charge amount, invoice tax, and invoice total. Note that the invoice total should be the sum of all of all amounts from the other columns within a row.
    • Fill in Invoice Text; this is a detailed description of the work completed.
    • Save your file as Compatible 97-2003 XLS format.

    Completing the Line Item Invoice Template

    When a client requires you to complete a Line Item invoice, labor and material costs are broken down into line items for each work order. Because a line item breaks down labor types and materials by row — essentially causing one invoice number to have several rows of information — we strongly recommend using this option only when a client requires line items. When your client does not require line item invoices, use the Standard Template.

    There are two versions of the Line Item Invoice Template: I.14 and I.15. The template version you should use depends on the location county.

    Explanation of each column

    Template and User Identification

    The information in the following columns is required and should always be the same. Once you enter the data, it can be copied and pasted into other rows.

    Template Version #. The invoice template version, for example, I.14 or I.15. “I” is a letter, not a number.

    User ID. The user ID that you use to sign in to ServiceChannel (Contractor’s login).

    PIN. The PIN number assigned to you by ServiceChannel.

    Invoice Identification

    Each invoice carries along the same information for the following. These are required fields:

    Invoice #. The unique invoice number. Each Contractor can only use an invoice number once.

    Invoice Date. The invoice date in the MM/DD/YYYY format, for example, 03/25/2015.

    Tracking Number. The eight-digit work order tracking number assigned by ServiceChannel. There can only be one invoice per Tracking Number.

    Row Type

    Since the Line Item Templates allow Line Items for Labor and Material charges, you need to identify which record applies to which Line Item and if the record is a Summary. Each invoice needs to have a Summary (S) record.

    Record Type. This field identifies if a spreadsheet row is for Line Items or Summary. Enter the following letter:

    • L for Labor Line Item
    • M for Material Line Item
    • S for Summary

    All the records for a single, multi-item Invoice should be ordered as Labor Line Items (L) first, Material Line Items (M) second, and the Summary (S) at the end.

    Labor Charges

    Labor Charges information can be entered either as a lump sum or can be broken into one or multiple Labor Line Items. The amount for a Labor lump sum entry should be placed in the Summary Record Type (S), while for Line Item entries must be placed in Labor Line Item Record Type (L). When using Line Items, every of the following fields is required.

    Skill Level. Enter Supervisor, Technician, or Helper.

    Labor Type. Enter Regular, Overtime, or Double Time.

    # of Techs. The number of technicians with the same skill level, labor type, hourly rate, and total hours.

    Hourly Rate. The cost per one hour for the specified skill level and labor type.

    Total Hours. The number of hours spent on-site for entered skill level, labor type, and hourly rate.

    Labor Amount. The labor amount. For Labor Line Item Record Type (L), the amount will validate if values in the # of Techs, Hourly Rate, and Total Hours cells are multiplied properly. The Summary Record Type (S) amount will check if all your Line Items are added accordingly.

    Travel Charges

    Travel Charge. The Travel (Trip) charges. Any Travel Charges should be entered in the Summary Record Type (S) row.

    Materials Charges

    The same rules as in Labor apply to Material charges. Information can be entered either as a lump sum, or it can be broken down into one or multiple Material Line Items. The amount for a Material lump sum entry should be placed in the Summary Record Type (S), while for Line Item entries must be placed in Material Line Item Record Type (M).

    Material Description. The textual description. This is a required field when using Material Line Items Record Type (M).

    Part #. The Part (Serial or Manufacturer) Number for Material Line Item.

    Units. The unit of measure should be one of the following values: box, each, feet, sq ft, lbs, gal, or oz. This is not required entry and if left empty, the each value will be populated in the invoice.

    Price per Unit. The Line Item price for quantity of one.

    Qty. The quantity for a Material Line Item.

    Material Amount. The material amount. For Material Line Item Record Type (M), the amount will validate if Price per Unit and Qty are multiplied properly. The Summary Record Type (S) amount will check if all your Line Items are added accordingly.

    Other Charges

    Freight Charge and Other Charges should be entered in the Summary Record Type (S) row.

    Freight Charge. The Freight charge amount.

    Other Charges - Description. The textual description. Enter either one of the following if applicable for your Client: Agreed Price, As Agreed, Credit Memo, Discount, Disposal, Management Fee, Markup, Overhead & Profit, Rental Fee, Shipping & Handling, or Subcontractor Cost. This is a required field if applying other charges, i.e., if there is an amount value for Other Charges.

    Other Charges - Amount. The other charges amount.

    Other Charges in the International Line Item Invoice Templates allow you to enter additional information in the Summary (S) row: Other Charges - Qty, Other Charges - Unit Cost, and Other Charges - UOM.

    Other Charges in the International Template

    Taxes

    Invoice taxes should be entered in the Summary Record Type (S) row.

    Invoice Tax. The invoice tax amount

    Tax 2. The invoice second tax amount, (typically GST for Canada). Multiple taxes are required for some Canadian Location.

    Tax 2 Name. The second tax name for Canada: PST, QST or HST. The tax name is validated based on the location province:

    • Alberta (AB): GST
    • British Columbia (BC): GST or PST
    • Manitoba(MB): GST or PST
    • New-Brunswick (NB): HST
    • Newfoundland and Labrador (NL): HST
    • Northwest Territories (NT): GST
    • Nova Scotia (NS): HST
    • Nunavut (NU): GST
    • Ontario (ON): HST
    • Prince Edward Island (PE): HST
    • Quebec (QC): GST or QST
    • Saskatchewan (SK): GST or PST
    • Yukon (YT): GST

    Tax percentages in the International Line Item Invoice Templates are to be entered for each section separately in the Summary (S) row. They are: Labor Tax %, Trip Tax %, Material Tax %, Freight Tax %, and Other Charges Tax %.

    Taxes in the International Template

    Invoice Total

    Invoice Total and Invoice Description should also be entered in the Summary Record Type (S) row.

    Invoice Total. The invoice total amount. This field is required.

    Invoice Description. The detailed description of the work completed/findings that would be on your own invoice form. This may be required, based on each of your client's configurations.

    Uploading and Submitting the Invoice Template

    After you complete the invoice template, submit the file to ServiceChannel. You can either upload it directly from the Invoices List or send the file by email.

    Important: We strongly recommend uploading invoice templates from the Invoices List. Files in this case are processed almost immediately. The processing time for files sent by email may be from 1 to 4 hours.

    How to Submit the Invoice Template from the Invoices List

    1. On the Invoices List, click Download / Upload and select Upload Invoice Template.
    2. Click Browse a file and select the completed invoice template.
    3. Click Upload.
    4. Wait for the file to be validated.
    • If the file is correct, the Template Uploaded window appears. Click Download to check the report.
    • If the template contains errors, the Validation Failed window appears. Click Download and open the report.

    How to Submit the Invoice Template by Email

    1. Complete the required invoice template.
    2. Email the file to invoices@servicechannel.net.
    3. Review a report from ServiceChannel to check whether the invoices have been successfully generated.

    Note: Only one file can be attached to each email.

    What to expect after you submit the template

    After you upload or email the invoice template, it will be validated for errors, and the report will be automatically generated. Check the Processing result column for the results.

    Standard Invoice Template. When the invoices are valid, the last cell of each invoice row will contain the “OK” status and the record ID, for example, OK (ID=12345678). That means the invoices were successfully generated. When one of the invoices is not valid, the last cell of that invoice row will contain the description of the error. Correct all errors in the file, delete rows of the successfully created invoices that are marked with “OK”, and submit the file again.

    Standard Invoice Template Results

    Line Item Invoice Template. When the data of the invoice is valid, the last cell of the last invoice row will contain the “OK” status and the record ID, for example, OK (ID=87654321). That means the invoice was successfully generated. When the invoice is invalid, the last cells of that invoice rows will contain descriptions of errors. Correct these errors, delete the rows of successfully generated invoices, and submit the file again.

    Line Item Invoice Template Results

    Troubleshooting Upload Errors

    Should you run into errors, here is a list of errors that may help you resolve the issue. Fix the relevant information and then resubmit.

    Error Message

    Description

    No Template Version

    Template Version # column is blank

    Wrong Template Version

    Template Version # column is not blank, but is not I.6 or I.7

    No User ID

    User ID is blank

    No Password

    Password is blank

    Wrong Credentials

    Password doesn't match the User ID

    No Invoice #

    Invoice Number is blank

    Wrong Invoice Date

    Invoice Date is not correct date type

    Wrong Labor Total

    Labor Total is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Trip Charge

    Trip Charge is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Material Total

    Material Total is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Freight Charge

    Freight Charge is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Other Charge

    Other Charge is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Tax

    Tax is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    No Total

    Total column is blank

    Wrong Total

    Total column is not number or is number but not formatted correctly, or Total is not equal to (Labor Total + Trip Charge + Material Total + Freight Charge + Other Charge + Tax)

    Total > NTE

    WO's total > WO's NTE. Eg: 12a3, 0123, 123.3.5

    No Tr#/WO#

    Tracking number is blank

    Wrong TR#

    Tracking number is not number or is number but not formatted correctly. Eg: 12a3, 0123, 123.3.5

    Wrong Status

    It is not right Current status/extended status for invoicing eg: Wrong Status (COMPLETED/PENDING CONFIRMATION)

    Invoice Exists

    The WO already has an Invoice that status is not valid or rejected

    Error: Duplicated Invoice #

    The WO has not been invoiced yet, but when updating invoice to SC, SC already has the same invoice (the same Invoice #, same Provider) that might link to other WO or nowhere

    Error: DB error

    Database problem that cause record not updated

    Error: Competed Date is blank

    WO in database has no completed date

    Error: Invoice Date < Completed Date

    Invoice Date in template is prior to WO's completed date in database

    Check Template File Format (No header/Wrong Header or Wrong file Type)

    This error information will show in Email's subject rather than attachment excel file. It means the template file has no header, wrong header or even wrong file type

    Wrong Labor Total

    Labor Total column is not number or is number but not formatted correctly, or Labor Total is not equal to ('Number of Technicians' x 'Hourly Rate' x 'Total Hours')

    Wrong Material Total

    Material Total column is not number or is number but not formatted correctly, or Material Total is not equal to ('Number of Technicians' x 'Hourly Rate' x 'Total Hours')

    Resolution text required in Invoice Text field

    The Resolution on the invoice is blank. You must add a resolution description before submitting.

     

    Below are a few important notes to remember when submitting the invoice template:

    • Work orders must have status COMPLETED and the extended status should be either CONFIRMED or No Extended Status.

    • None of the column names can be changed. If they are changed, you will receive errors when submitting your invoice.

    • No blank rows are allowed between invoices on the template.

    • The template versions begin with the letter I (uppercase for i).

    • Money values in a template shouldn't have more than 2 digits after a point.

    • Tax values will be rounded to 2 digits after a point.

    • Empty money values in a template are treated as 0 [zero].

    • If an invoice has an incorrect tax, the invoice will still be created, but it will be in a disputed state.

    • Be sure to save your file as Compatible 97-2003 XLS format.

    • Do NOT reply to the ServiceChannel Invoices email address.

     

    Complete List of Invoice Templates and Error Codes