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.
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:
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
When creating invoices, you and your provider can reuse invoice numbers associated with Rejected invoices. Contact your ServiceChannel manager to enable the feature. |
Invoice StatusesInvoices can have one of the following statuses:
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Charges tab. Invoice costs, including labor, material, freight, travel, and other expenses
Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. |
Related Invoices tab. Information about all invoices related to the work order
Contact your ServiceChannel manager to enable the Related Invoices tab. |
Navigate between the tabs to view more information about tabs.
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:
Standard InvoiceA Standard Invoice reflects total labor, travel, material, freight, and other charges. It does not, however, break down any costs into line items. Line Item InvoiceA line item invoice shows all provider charges, including itemized labor, travel, material, and other costs. The Invoice Details can show:
Line Item ChargesLabor ChargesWhen 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.
Travel and Freight ChargesWhen 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. Material ChargesIn the Material section, you can see a detailed list of the materials used, including their quantity, price, and part number.
Other ChargesThese charges consist of the item description, the price for each unit and the total amount of the section.
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.
The tab reflects all previous invoices linked to the same work order, including the rejected ones. Under this tab, you can view:
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GL codes and additional approval codes help you identify financial processes. These indicators can be changed depending on your configuration.
Contact your ServiceChannel manager to be able to view and change codes on the Invoice Details page. |
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.
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.
A transferred invoice is an approved invoice that has been sent to your company's accounting department for payment. Both Standard and Line Item Invoices can be transferred invoices.
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.
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.