Invoice Reports

From the Invoices List, you can download an Excel report on invoices. Since there are two types of invoices — standard and line-item invoices — that your providers may submit to you, you can export a report on standard and line-item invoices separately.

These reports provide you with pertinent invoice information, including invoice numbers, costs, related work order details, and more. You can customize your reports by adding the desired location note headers that will serve as column headers in your file. Besides, you can filter invoices by the required criteria before downloading the file. Thus, the exported file will include information only on those invoices you are most interested in.

Invoice reports that you can download from the Invoices List

Fields Available on Invoice Reports

Below is the list of fields available on all standard invoice reports. However, based on your company account settings, you may have additional columns in your invoice report that are not described here, for example, additional approval codes or line-item GL codes.

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.

Expand the section to view information on the invoice standard report.

COLUMN IN A STANDARD REPORT	DESCRIPTION
Location ID	Identification number of the location for which the invoiced work order was created
Location Name	Name of the location for which the invoiced work order was created
Address	Main address of the work order location
Provider	Company name of the provider who performed the requested work and submitted the invoice
Trade	Trade of the invoiced work order
W.O #	Number of the invoiced work order
Tr. #	Tracking number of the invoiced work order
Category	Category the invoiced work order belongs to
Priority	Priority of the invoiced work order
ProblemCode	Problem code of the invoiced work order
ProblemDescription	Issue description provided upon creating a work order
TagID	Tag ID of the asset associated with the work order the invoice was created for
InvoiceNumber	Number of the invoice
Inv.Date	Invoice date selected upon creating the invoice
Posted Date	Date when the invoice was actually submitted — can be different from the invoice date
Posted By	User ID of a person who created the invoice
Inv.Text	Problem resolution entered by the provider upon creating the invoice
Inv.Status	Invoice status at the moment of exporting the invoice report
Approved By	Username of a person who approved the invoice
Approved By UserID	User ID of a person who approved the invoice
Approve Date	Date and time when the invoice was approved
Batch ID	Identification number of the payment batch the invoice is added to
ApprCodeMajor	Invoice approval code, also known as GL code
ApprCodeMinor	When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code
Currency	Currency of the invoice total amount
Inv.Total	Total amount to be paid to the provider for the performed service
Vendor ID	Identification number given to the provider by their subscriber
Last Payment Date	Date when the invoice was paid
Last Payment Number	Payment number that is generated after the invoice is paid
Payment Amount	Invoice amount that was paid Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.
Comments	Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold.
Marked for Audit	Shows whether or not the invoice was marked for an audit via dashboard
Completed Date	Date when the related work order was moved to a “Completed” status
Region	Region of the location for which the invoiced work order was created
District	District of the location for which the invoiced work order was created
Travel Amount	Amount of travel charges
Labor	Amount of labor charges
Material	Amount of material charges
Freight	Amount of freight charges
Other	Amount of other charges
Sales Tax	Sales tax amount
Sales Tax 2	Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations.
Total IVR/Check-in Hrs	Total time in hours a provider spent on site based on check-in/out records.
Invoice billed Hrs	Total labor time in hours a provider specified in the invoice.
W.O. Transf. Date	Transfer date of the work order for which the invoice was created
Inv. Transf. Date	Date when the approved invoice was transferred to the client’s accounting department for payment. Learn more about transferred invoices.
PO #	Purchase order number of the invoiced work order
Rejected Date	The date when the invoice was rejected. If the invoice was not rejected, the field under the column is empty.

Expand this section to view information on the line-item invoice report.

COLUMN IN A LINE-ITEM REPORT	DESCRIPTION
Location ID	Identification number of the location for which the invoiced work order was created
Location Name	Name of the location for which the invoiced work order was created
Address	Main address of the work order location
Region	Region of the location for which the invoiced work order was created
District	District of the location for which the invoiced work order was created
Provider	Company name of the provider who performed the requested work and submitted an invoice
Vendor ID	Identification number given to the provider by their subscriber
Trade	Trade of the invoiced work order
W.O #	Number of the invoiced work order
Tr. #	Tracking number of the invoiced work order
PO #	Purchase order number of the invoiced work order
Category	Category the invoiced work order belongs to
Priority	Priority of the invoiced work order
ProblemCode	Problem code of the invoiced work order
ProblemDescription	Issue description provided upon creating a work order
InvoiceNumber	Number of the invoice
Completed Date	Date when the related work order was moved to a “Completed” status
Inv.Date	Invoice date selected upon creating the invoice
Posted Date	Date when the invoice was actually submitted — can be different from the invoice date
Posted By	User ID of a person who created the invoice
Inv.Text	Problem resolution entered by the provider upon creating the invoice
Inv.Status	Invoice status at the moment of exporting the invoice report
Approved By	Username of a person who approved the invoice
Approved By UserID	User ID of a person who approved the invoice
Approve Date	Date and time when the invoice was approved
Batch ID	Identification number of the payment batch the invoice is added to
ApprCodeMajor	Invoice approval code, also known as GL code
ApprCodeMinor	When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code
Currency	Currency of invoice total amount
Inv.Total	Total amount to be paid to the provider for the performed service Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.
Last Payment Date	Date when the invoice was paid
Last Payment Number	Payment number that is generated after the invoice is paid
Payment Amount	Invoice amount that was paid
Comments	Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold.
Marked for Audit	Shows whether or not the invoice was marked for an audit via dashboard
Record Type	This field identifies if a spreadsheet row is for line items or for a summary. Learn more about the row types.
Skill Level	Skill level of the employee who performed the service, for example, Supervisor, Technician, or Helper
Labor Type	Labor type of the employee who performed the service, for example, Regular, Overtime, or Double Time
# of Techs	Number of employees of the specified skill level and labor type who worked on the service request
Hourly Rate	Cost per one hour for the specified skill level and labor type
Total Hours	Number of hours spent on-site for the entered skill level, labor type, and hourly rate
Labor Amount	Total amount of labor charges
Travel Amount	Total amount of travel charges
Material Description	Textual description of the material used
Part #	Part (serial or manufacturer) number for a material line item
Units	Unit of measure, for example, each, box, feet
Price per Unit	Unit price
Qty	Quantity of the material used
Material	Total amount of material charges
Freight	Total amount of freight charges
Other Charges - Description	Description of a charge that belongs to the “Other” type of costs. For example, Discount, Management Fee, etc.
Other Charges - Comments	Comments on a charge that belongs to the “Other” type of costs
Other Charges - Amount	Amount of a charge that belongs to the “Other” type of costs
Additional Approval Code (Name)	Additional Approval Code (AAC) Name. It has the AAC name in the title as you configured in the Admin module. For example, Internal Work, PM-006, and others.
Sales Tax	Sales tax amount
Sales Tax 2	Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations.
W.O. Transf. Date	Transfer date of the work order for which the invoice was created
Inv. Transf. Date	Date when the approved invoice was transferred to the client’s accounting department for payment. Learn more about transferred invoices.
Rejected Date	The date when the invoice was rejected. If the invoice was not rejected, the field under the column is empty.

Downloading Invoice Reports

When necessary, you can download the required invoice report to your device.

⦿ How to Download an Invoice Report

On the Invoices page, manually select the invoices that you want to include, or use the filters to hone in on the desired invoices.
From the Download / Upload drop-down menu, select the report you want to download.
(Optional) In the overlay that appears, select the Weather Type checkbox to add the corresponding field to the report and select the Location Notes that should be included in the report.
Click Download. The selected report is downloaded to your device.

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