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Completing the Standard Invoice Template

Completing the Standard Invoice Template

The Standard Invoice Template is a simple template that allows you to list one invoice per row in the MS Excel sheet.

There are two versions: I.12 is for locations in the US and Canada, and I.11 is for locations in international regions.

Should you need the template to have international currencies, date formats, and metrics, contact your ServiceChannel representative. 

You can complete the required information in MS Excel and submit one or multiple invoices at a time.

How to Upload the Standard Invoice Template

 

  1. Open the Invoices tab.

  2. Click the Download/Upload button. 

  3. Select Upload Invoice Template from the drop-down menu. The Upload Your Invoice Template overlay appears.

  4. Download the I.12 template if the work order is to be completed in the US or Canada, or download the I.11 if the work order is outside the US or Canada.

  1. Open the downloaded MS Excel file.

  2. Enter the Template Version #. It is l.12 for the US and Canada and I.11 for outside the US or Canada (“I” is a letter, not a number).

  3. Enter Invoice #. You can only use an invoice number once.

The Template Version #, User ID, and PIN columns are required and should always be the same in the invoice you are completing. This information must be copied down to each row containing the invoice information. There should be no blank rows between the invoices.

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  1. Enter the Invoice Date in the format of MM/DD/YYYY.

  2. Enter either a Work Order Number or Tracking Number. This is a required field.

  3. Enter the User ID and PIN of the person who creates an invoice. You can find this information in Menu > Admin > User Management.

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  1. Enter labor total, travel charge, material, freight, other charge description, other charge amounts, invoice tax (in numbers), and invoice total. Note that the invoice total should be the sum of all of the amounts from the other columns within a row.

Your client may require you to omit the sales tax upon creating invoices. In this case, the template should be submitted without the sales tax specified. If you do enter the sales tax, you will get the message in the results file informing you that the sales tax is not applicable for this client. You can quickly identify and correct those invoices by removing the sales tax from the Invoice Tax, Tax 2, and Tax2Name columns. 

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You can enter negative amounts “-N”, where the work is performed on credit. Read more about Creating Invoices on Credit.

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  1. Fill in the Invoice Text. This is a detailed description of the work completed.

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  1. Save your file in the Excel 97–2003 compatible XLS format.

  2. In the Invoices tab, click the Download/Upload button.

  3. Click the Upload Invoice Template button from the drop-down menu. The Upload Your Invoice Template overlay appears.

  4. In the Upload Invoice Template overlay, click the Browse a file button.

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  1. Choose the invoice template you have created. 

  2. Click the Upload button. The invoices will appear in the Invoices list.

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Submitting the Template via Email

How to Submit the Invoice Template via Email

 

  1. Complete the required invoice template.

  2. Email the file to invoices@servicechannel.net. Only one file can be attached to each email.

  3. Review a report from ServiceChannel to check whether the invoices have been successfully generated.

What to Expect after You Submit a Template

After you upload or email the invoice template, it will be validated for errors, and the report will be automatically generated. Check the Processing result column for the results.

Standard Invoice Template. When the invoices are valid, the last cell of each invoice row will contain the “OK” status and the record ID, for example, OK (ID=12345678). That means the invoices were successfully generated. When one of the invoices is not valid, the last cell of that invoice row will contain the description of the error. Correct all errors in the file, delete rows of the successfully created invoices that are marked with “OK,” and submit the file again.

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Line Item Invoice Template. When the data of the invoice is valid, the last cell of the last invoice row will contain the “OK” status and the record ID, for example, OK (ID=87654321). That means the invoice was successfully generated. When the invoice is invalid, the last cells of that invoice rows will contain descriptions of errors. Correct these errors, delete the rows of successfully generated invoices, and submit the file again.

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