Viewing and Processing an Invoice

    Once a contractor submits an invoice, permissioned users may view or process it so the accounting team can pay for services rendered.

    Invoice Statuses

    Much like the work order statuses, invoices have statuses.

    • Open: The invoice has been submitted by a contractor and is awaiting review by client approver.
    • On Hold: The invoice has be reviewed by client but requires further review before being approved or rejected.
    • Rejected: The invoice was reviewed by the client and rejected. Requires further action by the contractor for resubmission.
    • Approved: The invoice has been reviewed and accepted by a client approver.
    • Paid: The invoice has been paid by the client. (Note: Not all clients send payment data back to the ServiceChannel system and therefore some invoices may never move to this status.)
    • Reviewed: When a client has multiple levels of invoice approvers an invoice will remain in this status from the time the first person approves the invoice until the final person approves or rejects the invoice.
    • Disputed: This invoice status is only used for invoices where a client uses ServiceChannel Tax Validation software and the entered tax does not match system validation.

    Viewing an Invoice

    There are two ways to view an invoice:

    • Invoice reports provides a complete listing of applicable invoices.
    • Work Order Report provides invoice status and link to invoice.

    How to View an Invoice:

    1. On the top navigation bar, click Invoices. The Invoices page appears.
    2. Click Process Invoices. The Invoices search criteria page appears.
    3. Enter and select the appropriate invoice search criteria.
      • Note: Ensure the Date Range is far enough in the past to capture all invoices, so you do not miss any that may be in the system.
    4. In bottom-left, select radio button of report type viewable.
    5. Click Retrieve Report. The number of invoices count on the top of the page, and the list of invoices appear.
    6. On the desired invoice, click the invoice number link under the Invoice # column. The selected invoice appears for review.

    Processing an Invoice

    When processing an invoice a permissioned user can approve, reject or place an invoice on hold.

    How to Process an Invoice:

    1. On the top navigation bar, click Invoices. The Invoices page appears.
    2. Click Process Invoices. The Invoices search criteria page appears.
    3. Enter and select the appropriate invoice search criteria.
      • Note: Ensure the Date Range is far enough in the past to capture all invoices, so you do not miss any that may be in the system.
    4. In bottom-left, select radio button of report type viewable.
    5. Click Retrieve Report. The number of invoices count on the top of the page, and the list of invoices appear.
    6. On the desired invoice, click the invoice number link under the Invoice # column. The selected invoice appears for review.
    7. View the invoice details.
    8. In the upper-right, click close. You return to the invoice summary page.
    9. On the desired invoice, select the appropriate Action.
    10. Click the >> button. The Invoice Action page will appear in a popup window.
    11. (Optional) Modify Category and enter Approval Code and Comments.
    12. (Optional for Approved or On Hold actions) Enter Batch # for accounting purposes.
    13. Click Submit. The Invoice has been updated page appears, confirming the action that you had taken.
    14. Click Close to return to the Invoices page. (Note: You may have to refresh the Invoices page to see the Action applied to the selected invoice.)