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Additional Approval Codes are special codes used when you need additional codes along with GL codesfor your accounting system. For example, you need to have a project code or an additional code associated with a GL code or a code for a CapEX.   

Additional approval codescan appear onthe Work Order Details page and onthe Invoices Details page and can be managed by you.  

Screenshot showing the place of additional approval codes on the work order and invoice details pages

Note

Contact your ServiceChannelManager to make additional approval codes appear on the Invoice Details page. 

You can add, delete, and edit additional approval codes for the invoice in general and on the line items levelon the Invoice Details page in line with your needs. 

Editing Additional Approval Codes 


Note

Configure additional approval codes in the Admin module to be able to edit additional approval codes.  

When configured in the Admin module, additional approval codes (AAC) appear on work orders and invoices. Sometimes it may be required to update the current additional approval code. 

You can edit AACs in two ways:  

  1. From the Invoices List on the desired invoice. 
  2. From the Invoice Details page on the line-item level. 

Screenshot showing two ways of additional approval codes editing

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 Editing Additional Approval Codes from the Invoices List

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title⦿ How to Edit Additional Approval Codes from the Invoices List
  1. Open ServiceChannel.com > Invoices.  
  2. On the list that appears, choose the needed invoice. 
  3. Under the Actions button, click on the GL code.  
    The Edit Approval Code window opens. 

    Screenshot showing the edit approval code window

  4. Under the Category field, click on the desired additional approval code(s) that you configured in the Admin module. 

    Tip

    If you use identical Additional Approval Code (AAC) names with the same values across different categories, the selected or entered value will remain the same when you switch between these categories. However, you can manually edit this value in the text field if necessary. 

    For example, if you change an invoice from the MAINTENANCE category to the REPAIR category, and both categories use an AAC named "INTERNAL WORK" with the value "6746-1," this value will be retained. 

    Screenshot showing same AAC valuesImage Modified


  5. Depending on the configuration, you can select a code from the drop-down list or manually enter it.  

    Screenshot showing the additional approval code editing

    Note

    Contact your ServiceChannel manager to be able to configure drop-down lists for additional approval codes.  


  6. Click Save.  
    The additional approval codes have been updated. 


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 Editing Additional Approval Codes on the Line Item Level

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Note

Ensure that you selected the check markEditable at line item levelon the additional approval code when configured. Otherwise, you will not be able to edit AAC on the line item level on invoices.  

Screenshot showing the selected checkmark

  1. Open ServiceChannel.com > Invoices.  
  2. On the list that appears, choose the needed invoice. 
  3. Click on the Invoice Number to open the Invoice Details page. 
  4. If the invoice has line item charges, the Additional Approval Code column will appear. 

    Screenshot showing the additional approval code column

  5. Click theAAC value under theAdditional Approval Codecolumn to change it.

    Picture showing the additional approval code changing

    Note

    Contact your ServiceChannel manager to edit the additional approval code on the Freight line item charges. 


  6. Depending on the configuration, you can select a code from the drop-down list or manually enter it.

    Note

    Contact your ServiceChannel manager to be able to configure drop-down lists for additional approval codes. 


  7. Click Save.
    The additional approval code has been updated on the line item charge    .     


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