Updating Additional Approval Codes on Invoices
Additional Approval Codes are special codes used when you need additional codes along with GL codes for 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 codes can appear on the Work Order Details page and on the Invoices Details page and can be managed by you.
Contact your ServiceChannel Manager 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 level on the Invoice Details page in line with your needs.
Editing Additional Approval Codes
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:
- From the Invoices List on the desired invoice.
- From the Invoice Details page on the line-item level.
Editing Additional Approval Codes from the Invoices List
- Open ServiceChannel.com > Invoices.
- On the list that appears, choose the needed invoice.
- Under the Actions button, click on the GL code.
The Edit Approval Code window opens.
Under the Category field, click on the desired additional approval code(s) that you configured in the Admin module.
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.
Depending on the configuration, you can select a code from the drop-down list or manually enter it.
Contact your ServiceChannel manager to be able to configure drop-down lists for additional approval codes.
- Click Save.
The additional approval codes have been updated.
Editing Additional Approval Codes on the Line Item Level
Ensure that you selected the check mark Editable at line item level on the additional approval code when configured. Otherwise, you will not be able to edit AAC on the line item level on invoices.
- Open ServiceChannel.com > Invoices.
- On the list that appears, choose the needed invoice.
- Click on the Invoice Number to open the Invoice Details page.
- If the invoice has line item charges, the Additional Approval Code column will appear.
Click the AAC value under the Additional Approval Code column to change it.
Contact your ServiceChannel manager to edit the additional approval code on the Freight line item charges.
Depending on the configuration, you can select a code from the drop-down list or manually enter it.
Contact your ServiceChannel manager to be able to configure drop-down lists for additional approval codes.
- Click Save.
The additional approval code has been updated on the line item charge.
Editing Additional Approval Codes for Multiple Invoices in Bulk
To efficiently update Additional Approval Codes (AACs) across multiple invoices, you can leverage the bulk editing functionality available on the invoices list. Apply, update, or delete additional approval codes across multiple invoices simultaneously, reducing the time and effort required to manage multiple invoices.
During bulk actions such as Approve, On Hold, Open, Approval Code, Reject, and Return, you have the flexibility to manage additional approval codes.
The invoices should belong to the same category for you to be able to update the additional approval codes in bulk.
- Navigate to the invoices list.
- Select the checkboxes next to the invoices where you want to update the additional approval codes.
- Click the Approval Code button on the blue ribbon at the bottom of the page.
If you need to approve, reject, return, open, or put invoices on hold, pick the corresponding action. You will be able to update the additional approval codes while performing any of these actions.
- In the overlay for bulk editing, enter or modify the additional approval codes as required.
Additional approval codes are configured in the Admin module > Accounting > Additional Approval Codes section. Learn more about Managing Additional Approval Codes.
When the Category field is empty, additional approval codes will not populate. It indicates that the selected invoices belong to different categories. To proceed, you need to select the necessary category that will be applied to all invoices. Based on this category, the system will pull the additional approval codes.
- To delete existing values for any additional approval code, select the Delete Existing Values checkbox below the AAC value. Once saved, the value will be deleted for all selected invoices.
- Click Save to apply your changes.
