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When the invoice information in the list view is not enough to get a clear picture, the invoice details page is the right place to go.
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The invoice details page opens.
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When you go to the invoice details page, it gets open with a unique link in the address bar. You may share the link with your colleagues or with permissioned service provider employees to give them quick access to the invoice. |
For each invoice, the following information is available in the detailed view:
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- Column 1. Billing address of your company and the location where the work was done
- Column 2. Information on the provider who completed the invoiced work order
Column 3. Work order details, including the tracking, work order, and PO number (displaying up to 50 characters), work order assignee, not-to-exceed (NTE) amount, and date when the work was completed
- Top row. Invoice number, creation date, and status
Note When creating invoices, you and your provider can reuse invoice numbers associated with Rejected invoices.
Contact your ServiceChannel manager to enable the feature.
Expand title Expand the section to view invoice statuses and their descriptions. Invoice Statuses
Invoices can have one of the following statuses:Anchor invoicestatus invoicestatus - Open. The invoice has been submitted by the provider and is waiting for your review.
- Reviewed. When your company has multiple levels of invoice approvers, the invoice remains in this status from the time the first person approves the invoice until the final person approves or rejects the invoice.
- Approved. The invoice has been reviewed and approved by you or one of your colleagues.
- Rejected. The invoice costs and details are not agreed upon. The service provider may need to resubmit the invoice.
- Paid. The invoice has been paid by your company. This status is available if you use the Payment Manager module.
- On Hold. The invoice requires further review before any action can be taken.
- Disputed. On the invoice, the entered tax does not match the system validation. This status is available if you have the Tax Validation module.
- Expandable sections. Location notes, WO details, invoice text, etc.
Charges tab. Invoice costs, including labor, material, freight, travel, and other expenses
Note Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.
- History tab. Invoice approval, proposal, error and exclusion, transfer, and payment history
- Attachments tab. Files attached to the invoice
- Linked Work Orders tab. Work orders linked to the current invoiced work order
Related Invoices tab. Information about all invoices related to the work order
Image RemovedNote Contact your ServiceChannel manager to enable the Related Invoices tab.
Navigate between the tabs to view more information about tabs.
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Types of InvoicesIn Service Automation, there are two types of invoices: a Standard Invoice and a Line Item Invoice. Depending on your system configuration, providers create either a Standard Invoice or a Line Item Invoice. Each invoice type has 2 expandable sections that allow you to check the agreed client rates and technicians’ check-in/out information:
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A line item invoice shows all provider charges, including itemized labor, travel, material, and other costs.
The Invoice Details can show:
- Itemized charges with the exact prices
- GL and Additional Approval Codes
- Price mismatch and its reasons
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Depending on your company system configuration, you can prompt your providers to break down not only labor and material costs but also travel, other, and freight charges. Reach out to your ServiceChannel representative to itemize charges. |
LineItem Charges
Labor Charges
When labor costs are broken down into line items, you see how many employees worked on your service request, their skill levels, hourly rates, time spent on work completion, and other information.
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You can set up client ratesto view the types of items and discrepancies between the agreed labor price and the actual price. Contact your ServiceChannel manager to enable labor rates. |
Travel and Freight Charges
When travel charges are itemized, you can see the item description, the price for each unit,and the total travel charges. The same goes for itemized freight charges.
MaterialCharges
In the Material section, you can see a detailed list of the materials used, including their quantity, price, and part number.
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You can set up a negotiated price list to view part names and markup % for each material item and discrepancies between the negotiated price and actual price, negotiated markup % and the actual one.
Contact your ServiceChannel manager to enable price lists. |
Other Charges
These charges consist of theitem description, the price for each unit and the total amount of the section.
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You can set up a negotiated price list to view the types of items and discrepancies between the negotiated and actual prices. Contact your ServiceChannel manager to enable price lists. |
Rw tab title ATTACHMENTS
You can view documents, images, and other files attached to the invoice. They may include receipts, contracts, warranty documents, original invoice copies, and other relevant information.
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When you needa digital copy of the original provider’s invoice to meet your local requirements, we recommend using the invoice digital copy feature of ServiceChannel. With the feature, you can select which providers should attach the document to the ServiceChannel invoice. For more information, read About Provider Digital Invoice Copy. |
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Contact your ServiceChannel manager to enable the tab. |
The tab reflects all previousinvoices linked to the same work order,including the rejected ones.
Under this tab, you can view:
Invoice number. You can click the invoice number to view the detailed invoice information.
Tip When creating invoices, you and your provider can reuse invoice numbers associated with Rejected invoices.
Contact your ServiceChannel manager to enable the feature.
- Invoice Creation Date
- Invoice Status
- Comment
- Last Updated Date
- MLI User Level. If you are an MLI user, you will see this column showing the level of the user who acted on the invoice.
Last Updated By
Note Note that Void invoices are not shown under the Related Invoices tab, as they are considered deleted.
GL and Additional Approval Codes
GL codes and additional approval codes help you identify financial processes. Theseindicators can be changed depending on your configuration.
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Contact your ServiceChannel manager to be able to view and change codes on the Invoice Details page. |
Mismatch and Reasons for Mismatch
You may notice the Warning icon next to one of the sections: labor, material, and other charges.
It indicates that the invoice went through validation, and there are discrepancies between the agreed and actual prices for labor, material, or other charges, the agreed markup % and the actual one. Next to them, you can see the reasons for the price mismatch.
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Contact your ServiceChannel manager to be able to view invoice mismatches and the reasons for them. |
The validation depends on whether you have the agreed client rates or/and negotiated price lists with your provider.
You can check the list of agreed prices in the Client Rates section. For more information about validation, read About Invoiced Rates Validation.
Transferred Invoices
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When configured, all approved invoices are combined into one file. This can be done once a day, a week, or a month. The file is then sent to your company's accounting department for payment. All invoices included in that file are transferred invoices.
In Service Automation, transferred invoices are marked with a special icon that is displayed both on the Invoices List and on the invoice details page. Use the tabs below to see where to look for this icon on the mentioned pages.
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Additionally, when you go to the History tab on the invoice details page, you can check the Transfer History details — in particular, the date when this invoice was transferred to the accounting department.
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