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Please contact your ServiceChannel representative to enable this feature. |
When a payment is made toward an invoiceusing other methods besides ServiceChannel's payment automation tools, you can mark it as paid, thereby changing the status of the invoice to paid the invoice as paid to change the invoice status in Service Automation. This makes it easier to filter paid invoices and manage pending paymentsis beneficial when you need to find invoice payment details when not using accounting systems.
Multiple invoices at onceYou can mark one or many approved invoices as paid:
, either in the Invoices module or by using the Invoice Payment Template.
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To enable this feature, contact your SC Account Manager. Also note that invoices can be marked as paid only by users with SC Admin, Master Admin or Invoice Admin roles assigned to them.Users with the Invoice Admin secondary role can mark invoices as paid. |
Marking a Single Invoice as Paid
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Using the Payment Template to Mark Invoices as Paid
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See Correcting Payment Invoice Template Errors below for more information on error codes and how to correct them. |
Correcting Payment Invoice Template Errors
The Error Description column in the Results file indicates the description of the error. These are usually self-explanatory. Once you fix these errors in the template, you will need to upload the file again. While uploading again, make sure to remove the invoices that have been successfully marked as paid.
Below is a list of common errors you may encounter when uploading a template and their descriptions.
Error Codes | Description |
Missing subscriber id | No subscriber ID provided |
Invalid subscriber id | Subscriber ID is incorrect |
Invalid Payment Date | Payment Date is incorrect |
Invalid Payment Amount | Payment Amount is 0 |
Invalid Invoice Number | Invoice Number is wrong |
Invalid invoice status | Invoice status is not either Paid or Approved |
Invoice for work order not found | Invoice number does not match the work order |
Payment Date precedes Invoice Date | Payment date is earlier than the Invoice date |
Payment Date precedes Post Date | Payment date is earlier than the invoice posted date |
Payment Date precedes Approval Date | Payment date is earlier than the date the invoice was approved |
Possible Duplicate Payment (Balance <= 0.00) | There is no payment balance for the invoice |
Possible Duplicate Payment (Payment already exists) | Similar entry with the same Payment Number, Amount, and Payment Date already exists |
Invoice is already paid | Invoice balance is 0 |
Payment Amounts exceeds the actual amount | Payment amount or the total of partial payments is greater than the invoice amount |
Can't run this process for easypay clients | Invoice payment is through the easy pay process |
Ambiguous payment records found | Unable to update payment date/ number because there is more than one payment for the same amount for that invoice |
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