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In the configuration, you decide what invoices should be auto-approved depending on their date range, providers, invoice amount, and other conditions.
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Before you setting up the invoice auto-approval, select the Enable auto-approval checkbox in the top-left corner.
You can disable it at any time without losing your configuration. |
Troubleshooting Checklist
When the wrong invoice has been approved, or the needed invoices have not been approved, use this checklist to ensure the auto-approval configuration works correctly.
Rw expand title Expand the section to open the checklist.
When you have problems with the auto-approval process, please, check:
The invoice age is within the invoice period specified in Step1of the configuration.![Screenshot showing the invoice period field Screenshot showing the invoice period field](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_Troubleshooting1.png?version=1&modificationDate=1685375043365&cacheVersion=1&api=v2&width=600)
The work order age of the invoice is within the period specified in Step 1 of the configuration.
![Screenshot showing the work order age field Screenshot showing the work order age field](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_Troubleshooting2.png?version=1&modificationDate=1685375092378&cacheVersion=1&api=v2&width=600)
The invoice Category/Trade of the invoice coincides with those specified in Step 2.
![Screenshot showing the category and trade columns Screenshot showing the category and trade columns](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-AutoApproval_Troubleshooting3.png?version=1&modificationDate=1685375258826&cacheVersion=1&api=v2&width=600)
Ensure the invoice matches the conditionsyou have configured before:
![Add condition window Add condition window](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_RateValidationConditions.png?version=1&modificationDate=1685375565192&cacheVersion=1&api=v2&width=500)
Ensure that the conditions you have do not contradict each other.
![Screenshot showing the contradicting conditions Screenshot showing the contradicting conditions](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_Troubleshooting5.png?version=1&modificationDate=1685375692508&cacheVersion=1&api=v2&width=600)
If you have multiple rulesets in auto-approval configuration, check that the sets of providers for different rulesets are not intersected and do not contradict each other.
![Screenshot showing the contradicting rulesets Screenshot showing the contradicting rulesets](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_Troubleshooting6.png?version=1&modificationDate=1685375828999&cacheVersion=1&api=v2&width=600)
The invoice auto-approval configuration is divided into 3 steps:
- In the first step, you specify general conditions which will affect specific invoices.
- In the second step, you configure conditions to narrow down the number of affected invoices.
- (Optional) The third step allows you to send the auto-approval configuration reports to emails.
In the configuration, you decide what invoices should be auto-approved depending on their date range, providers, invoice amount, and other conditions.
Note |
---|
Before you setting up the invoice auto-approval, select the Enable auto-approval checkbox in the top-left corner.
You can disable it at any time without losing your configuration. |
Troubleshooting Checklist
When the wrong invoice has been approved, or the needed invoices have not been approved, use this checklist to ensure the auto-approval configuration works correctly.
Rw ui expands macro | ||||
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When you have problems with the auto-approval process, please, check:
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The invoice auto-approval configuration is divided into 3 steps:
- In the first step, you specify general conditions which will affect specific invoices.
- In the second step, you configure conditions to narrow down the number of affected invoices.
- (Optional) The third step allows you to send the auto-approval configuration reports to emails.
Anchor Step1AutoApproval Step1AutoApproval
Configuring the First Step of Invoice Auto-Approval
Step1AutoApproval | |
Step1AutoApproval |
In the first step, you configure the dates and ages of the invoices that the auto-approval process will impact.
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Anchor Step2AutoApproval Step2AutoApproval
Configuring the Second Step of Invoice Auto-Approval
Step2AutoApproval | |
Step2AutoApproval |
In the first step 2, you configure the dates and ages of the invoices that the auto-approval process will impact.
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title | ⦿ How to Configure the First Step of Invoice Auto-Approval |
- Next to When invoice, select the Posted Date or the Invoice Date.
- The Posted Date is the automatically generated date when the invoice is submitted.
- The Invoice Date is the date which the provider selects when creating the invoice.
- Next to is after, select the desired date from the date picker, or enter the date.
- Next to and invoices older than, enter the minimum age of invoices in days to be considered for auto-approval.
- Next to and work orders are newer than, select the maximum age of the work orders to be included, in months.
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You can only select one date range for all invoices per auto-approval. |
In step 2, you add the conditions under which ServiceChannel will sort the needed invoices and send them to auto-approve.
For example, only invoices under the following conditions will be approved:
- Invoices have at least 1 WO attachment.
- The agreed rate is less than the invoice rate.
- The minimum time difference between the Invoice time and WO check in/out time is less than 0.25 hrs (15 min).
You can set up the conditions in 2 ways:
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title | ⦿ How to Add Conditions for Invoice Auto-Approval |
![Screenshot showing the add condition button Screenshot showing the add condition button](https://servicechannel.atlassian.net/wiki/download/thumbnails/557613062/SS-SA-AutoApproval_AddingCondition.png?version=1&modificationDate=1685376371598&cacheVersion=1&api=v2&width=600)
add the conditions under which ServiceChannel will sort the needed invoices and send them to auto-approve.
For example, only invoices under the following conditions will be approved:
- Invoices have at least 1 WO attachment.
- The agreed rate is less than the invoice rate.
- The minimum time difference between the Invoice time and WO check in/out time is less than 0.25 hrs (15 min).
You can set up the conditions in 2 ways:
- Set up conditions that will apply to all selected providers.
- Create multiple rules with conditions for different provider sets.
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It is not necessary to select all checkboxes during the second step configuration. Select only those you need. |
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We configured the auto-approval process in the following way:
Let’s see which invoices will be auto-approved, which will not be approved and why.
Result comments: The Invoice 1 is not approved because it breaks the following configured rules:
The Invoice 2 is approved even though the Invoice Time exceeds WO Check-In/Out Time by 14 min. 14 min is less than the configured rule – up to 0,25 hrs (15 min). The Invoice 3 is not approved because the FixClub provider has no rates for the HVAC trade. |
Anchor MultiRuleMode MultiRuleMode
Multi-Rule Mode
MultiRuleMode | |
MultiRuleMode |
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Contact your ServiceChannel manager to turn on the Multi Rule mode. |
The multi-rule mode allows you to create different rules with conditions for different provider sets. Each rule is independent and filters all invoices. For auto-approval, it selects only those invoices which meet the conditions specified in this rule.
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If an invoice was excluded from the first rule, it could be included for auto-approval in the next rule. To prevent it, check if the providers mentioned in each rule set do not intersect. Have a look at the INCORRECT example below.
In this case, both rules include all providers. It means that some invoices that are not allowed to be auto-approved based on the conditions of Rule 1, may be auto-approved later when ServiceChannel starts filtering them through Rule 2. We recommend that only one ruleset will have the All option selected. |
Anchor Step3AutoApproval Step3AutoApproval
Configuring the Third Step of Invoice Auto-Approval
Step3AutoApproval | |
Step3AutoApproval |
In step 3, you can add email addresses to which you send the auto-approval report.
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