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Service Providers have access to the Invoices module in Service Automation. Should your facilities team need to create an invoice, follow the steps below.

Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. 

1. On the desired work order, click Create Invoice.

2. Enter a unique Invoice Number.
   
   

   Tip
   When creating invoices, you and your provider can reuse invoice numbersassociated with Rejected invoices.   Contact your ServiceChannel manager to enable the feature.

   
   

3. (Optional) Click the calendar icon to change the invoice date.

   Note
   The invoice date cannot be earlier than the work order completed date.

   
   

4. Click Confirm.

   Note
   To edit the invoice number or date, click the required field in the upper left corner of the Invoice page.

   
   

5. Select the correct remit-to address.
6. Enter a complete Description for the work done.

7. Enter the amounts for Labor, Travel, Material, and Freight, if necessary.
   
   

   Note

   If your companyoperates in a VAT-taxable country, you can decide which line items should be taxable and which should not. You also can mark the entire charges group as non-taxable. Thus, when you enter the tax percentage, ServiceChannel automatically counts taxes only from taxable groups and items.  Contact your ServiceChannel representative to start using this function.  Expand title Expand the section to read how non-taxable items work. If some material charges do not have a VAT tax, you can select the checkboxes next to theline items with these materials to mark their cost as Non-Taxable in the Material tab. Note that the tax amount will be counted from materials items you have not marked as Non-Taxable.  You also can mark the entire MaterialGroupsection as non-taxableon the Summary tab.   If the Material andTravel Groupsectionsare non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.

   
   
   

8. Select a category from the Other drop-down menu and enter the amount, if necessary.
9. Enter the Tax, either the percentage or the monetary amount, if applicable.
   
   
10. Click Send Invoice. The invoice is created, and the Invoices List appears.

Contact your ServiceChannel manager to itemize Travel,Other, and Freight charges. 

1. On the Work Orders List, find the desired work order, and click Create Invoice. The page for creating an invoice appears with the Create Invoice overlay opened.

2. In the window, enter a unique invoice number, change the invoice date if required, and click Confirm. The page for providing further invoice details is displayed.
   

   1. 
      

      Tip
      When creating invoices, you and your provider can reuse invoice numbersassociated with Rejected invoices.   Contact your ServiceChannel manager to enable the feature.

      
      

   
   

   

   Note
   You can change the invoice number and date in the top left corner of the page for creating an invoice. Keep in mind that the invoice date cannot be earlier than the completed date of the work order.

   
   

3. (Optional) Select another remit-to address under the column with your company info.
4. On the Summary tab, provide the following details:
   • Complete description of the performed work
   • Total amount of labor, travel, material, freight, and other charges if you see a text field by their name

5. Depending on your configuration, itemize the labor, material, or other charges. The costs you need to break down appear as links on the Summarytab. Navigate between the tabs below to check how to break down each cost type.

   Rw ui tabs macro

   Rw tab title Labor To break down labor charges: Note Please, contact your ServiceChannel representative should you need to change the decimal point (.) to decimal comma (,) on non-monetary amounts, such as:  Hours and Duration  Quantity Amounts  Weight.  Image Added Navigate to the Labor tab.  Enter the following information on the employees who performed the job:  Skill level  Rate type for the job performed  Number of employees of the selected skill level and rate type  Employee’s rate per hour  Hours spent to complete the work Note If you have approved the rates from the provider, the Hourly Rate column will be populated automatically with the Agreed Rate mark.  You can change the rate. If it is higher or lower, you will see the Warning   icon. For more information, read Setting Up Client Rates.  Repeat the previous step to add another line item.  Image Modified Rw tab title Material To itemize material charges: Note Please, contact your ServiceChannel representative should you need to change the decimal point (.) to decimal comma (,) on non-monetary amounts, such as:  Hours and Duration  Quantity Amounts  Weight.  Image Added Go to the Material tab. Provide the following details on the material used to complete the work order: Part Name Tip If you use negotiated price lists, you can select parts from the drop-down list. The negotiated price list with your provider specifies prices for material and other charges, and markup %.  Image Modified We recommend using price lists to save your and your provider’s time on invoice completion and price mismatch discussions.    Contact your ServiceChannel manager to enable price lists.  Part number Description Unit of Measure Note Should you need international units of measure, contact your ServiceChannel representative.  Unit price  Markup % Note The markup % can be verified if it matches the agreed rate from the negotiated price list or client rates. For more information, read About Invoiced Rates Validation. Contact your ServiceChannel manager to be able to validate the markup %.  Quantity Repeat the previous step to add another line item. Image Modified Rw tab title Other To break down other charges: Switch to the Other tab. Provide the following details on the other charge: Comment describing the charge  Type  Unit  Unit Price  Quantity Tip Type, Unit, Unit Price, and Quantityfields are availableif you usenegotiated price lists. They specify the agreed prices between you and your provider for material, other charges, and markup %.    You can select types of charges from the drop-down list, for example, permit fee or after-hours surcharge.   Image Modified We recommend using price lists to save your and provider’s time on invoice completion and price mismatch discussions.   Contact your ServiceChannel manager to enable price lists.  Charge amount To add another line item, click + Another Charge, and repeat the previous step. Note The Other tab appears on the page for creating an invoice only if your client requires you to itemize other costs and has configured necessary settings.

   
   

6. Switch to the Summary tab, and enter the tax amount or tax percentage under the invoice subtotal.
7. Review the provided charges, tax, and invoice total. If the invoice information is correct, click Send Invoice at the bottom of the page.

Your line item invoice is submitted to your client, and you get to the Invoices List.

1. In the middle of the invoice summary page, click the Attachments tab. The list of current attachments appears.
2. Click Upload File. The Upload Attachment overlay appears.
3. Click Browse a file and select the applicable file.
4. Enter a description of the attachment.
5. Click Upload. The attachment is added to the list.

You can attach digital copiesof the provider’s original invoice. Contact your ServiceChannel manager to mark attachments as digital invoice copies.