Requiring Invoice Supplementary Text
When you process invoices, you may want to get more details from people who submit or approve them. By enabling the corresponding options on the General tab of the invoices configuration page, you can:
- Require providers to add a resolution text before sending an invoice
- Impose a requirement on your colleagues to submit a comment upon approving an invoice (if this feature is enabled for your company)
Requiring a Resolution Text
When a service provider completes a work order and is ready to invoice, it’s useful to know how the issue was resolved. Resolution information may also be important to gather in eInvoicing files so there are no errors during the upload.
In Service Automation, you may require service providers to add a resolution before submitting invoices.
We recommend communicating with your facility operations team and service providers of your decision to require resolution text. For service providers who use the invoice template or XML integration, missing resolution text will result in an upload error. For invoicing, you will also receive upload errors when the resolution text is missing.
With this option enabled, you oblige all service providers to add a resolution text to all invoices for all trades.
- On the General tab of the invoices configuration page, locate the Invoice Supplementary Text section.
- Select the Require Resolution Text checkbox.
- Click Save. An alert appears to confirm your changes.
Now, each time a provider creates an invoice, they need to enter a problem resolution in the text field on the invoice Summary tab. Without it, the invoice cannot be saved.
When you decide to stop demanding your providers to add a resolution text to invoices, you can turn off this requirement.
- On the General tab of the invoices configuration page, locate the Invoice Supplementary Text section.
- Clear the Require Resolution Text checkbox.
- Click Save. An alert appears to confirm your changes.
Requiring an Invoice Approval Comment
You may require your teammates to add a comment to each invoice they want to approve. The information they provide may be useful for error-free invoice transfers.
Contact ServiceChannel to enable this feature for your company. Your admins can enable or disable this requirement as needed.
- On the General tab of the invoices configuration page, locate the Invoice Supplementary Text section.
- Select the Require Invoice Approval Comment checkbox.
- Click Save. An alert appears to confirm your changes.
With the invoices auto-approval flow set up for your company, the automatically generated comment will get added to the auto-approved invoices — if you also enable the Require Invoice Approval Comment feature.
Now, each time an employee approves an invoice, they need to add a note to the Comments text field in the overlay for approving invoices. Without it, the invoice cannot be approved.
When you decide to stop demanding employees to add a comment to invoices upon their approval, you can turn off this requirement.
- On the General tab of the invoices configuration page, locate the Invoice Supplementary Text section.
- Clear the Require Invoice Approval Comment checkbox.
- Click Save. An alert appears to confirm your changes.