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:

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

    Completing the Standard Invoice Template (I.12/I.11)

    The Standard Invoice Template is a simple template that allows you to list one work order 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 on 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 in 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 description & other charge amount, invoice tax, and invoice total. (Please note: the invoice total should be the sum of all of the amounts from the other columns within a row.)
    • Fill in Invoice Text; this is a detailed description of the work completed.
    • Be sure to save your file as Compatible 97-2003 XLS format.

    Once you are completed with the invoice template, email the file to invoices@servicechannel.net .

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

    What to expect after you send the template

    You will receive an email confirmation from ServiceChannel. Each row in the confirmation file will contain results of OK with a record ID if the invoice posted successfully. If the invoice did not post, an error will explain what needs to be corrected. Only corrections should be re-submitted. 

    Below are PDFs with possible error codes that you may receive with your results as well as the Invoice Template in Ms Excel.

    Completing the Line Item Invoice Template (I.14/I.15)

    When a client requires you to complete a Line Item invoice, labor costs 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 work order number to have several rows of information - we strongly recommend  using this option only when a client requires line items. If your client does not require line item invoices, please use the Standard Template.

    Use Template I.14 for Invoicing your locations in U.S. and Canada, and I.15 for International locations.

    Sending Line Item Invoice Templates

    The completed invoice list should be saved with the current date (e.g. “Invoice_3-24-16”). This is how you can record the submission date for the Invoices and how ServiceChannel identifies file in the system.

    Upon completion, email the file to invoices@servicechannel.net .

    You will receive an email confirmation from ServiceChannel. Each row in the confirmation file will contain a result of “OK” with a record ID if the Invoice posted successfully. If the invoice did not post, an error will explain what needs to be corrected. Only corrections should be resubmitted.

    Explanation of each column

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

           A.   Template Version # - I.14 (letter, not number) is the one that enables Line Items.

           B.   User ID - The User ID you use to log into ServiceChannel (Contractor’s login)

           C.   PIN - Enter the PIN number assigned to you by ServiceChannel

     2.   Each Invoice will carry along the same information for the following. These are required fields:

           D.    Invoice # - Each Contractor can only use an Invoice Number once.

           E.    Invoice Date - Enter format as mm/dd/yyyy (e.g., 03/20/15)

           F.    Tracking # - Enter the eight digit number assigned by ServiceChannel when WO is created. There can only be one Invoice per Tracking Number

    3.   Since this Template version allows Line Items for Labor and Material we need to identify which record applies to which Line Items, and if the record is a Invoice Summary. Each Invoice needs to have a Summary (S) record.

           G.    Record Type - This field identifies if a spreadsheet row is for Line Items or Invoice Summary. For Labor Line Item record enter L, for Material M, and for Summary enter S in the field. 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.

    4.   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 are required.

            H.   Skill Level - Enter either “Supervisor”, “Technician”, or “Helper”

            I.    Labor Type - Enter either “Regular”, “Overtime”, or “ Double Time”

            J.     # of Techs - Number of Technicians at the same ‘Skill Level’, ‘Labor Type’, ‘Hourly Rate’, and ‘Total Hours’.

            K.    Hourly Rate - Enter the cost per one hour for the ‘Skill Level’ and ‘Labor Type’

            L.    Total Hours - Enter the number of hours spent on-site for entered ‘Skill Level’, ‘Labor Type’, and ‘Hour Rate’.

           M.    Labor Amount - Enter Appropriate Labor Amount. For Labor Line Item ‘Record Type’ (L) where the amount will validate if ‘# of Techs’, ‘Hourly Rate’, and ‘Total Hours’ are multiplied properly. The Summary ‘Record Type’ (S) Amount will check if all your Line Items are added accordingly.

    5.    Any Travel Charges should be entered in the Summary ‘Record Type’ (S) row.

           N.    Travel Charge - Enter Travel (Trip) Charges if applicable.

    6.   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).     

           O.    Material Description - Textual description. This is a required field (when using Material Line Items ‘Record Type’ (M)

           P.    Part # - Enter Part (Serial, or Manufacturer) Number for Material Line Item

           Q.    UOM - 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 populate in the Invoice.

           R.    Price per Unit - Enter Line Item price for quantity of one.

           S.    Qty - Enter total Quantity for a Material Line Item

    7.    Any Freight Charges should be entered in the Summary ‘Record Type’ (S) row.

           U.    Freight Charge - Enter Freight Charges if applicable

    8.    Other Charges could be submitted here as well and should be entered in the Summary ‘Record Type’ (S) row.

           V.    Other Charges - 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 a Amount value for ‘Other Charges.

          W.    Other Charges - Amount - Enter Other Charges Amount if applicable.

    Other Charges in the International Line Item Invoice Template (I.15) allow you to enter additional information in the Summary row: Other Charges - Qty (W), Other Charges - Unit Cost (X), and Other Charges - UOM (Y).


    9.    Invoice Taxes should be entered in the Summary ‘Record Type’ (S) row

           X.    Invoice Tax - Enter Invoice Tax if Applicable

           Y.    Tax 2 - Enter second Tax amount if applicable. (multiple taxes are required for some Canadian Location)

           Z.    Tax Name - Specify what Tax 2 is entered if applicable

    • Validation is applied based on Provinces according to the list below:
      ALBERTA,AB,GST
      BRITISH COLUMBIA,BC,GST
      BRITISH COLUMBIA,BC,PST
      MANITOBA,MB,GST
      MANITOBA,MB,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
      QUEBEC,QC,QST
      SASKATCHEWAN,SK,GST
      SASKATCHEWAN,SK,PST
      Yukon,YT,GST
       
      Specify tax amount under Tax2 for these work orders and specify Tax2 name as HST, PST.

    Tax percentages in the International Line Item Invoice Template (I.15) are to be entered for each section separately in the Summary row at the end. They are: Labor Tax % (Z), Trip Tax % (AA), Material Tax % (AB), Freight Tax % (AC), and Other Charges Tax % (AD).

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

            AA.    Invoice Total - Enter Invoice Total Amount. This field is required.

            AB.    Invoice Description - This is a 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.

    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 your Invoice Template:

    • Work Order must have status COMPLETED and 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- i).

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

    • Tax values will be rounded to 2 digits after point

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

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

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

    • Do NOT reply to to the ServiceChannel Invoices email address.

     

     

    Complete List of Invoice Templates and Error Codes: