Uploading and Submitting an Invoice Template
- Joseph Yarborough (Unlicensed)
- Caroline Antoun
- Maria Tarnopolskaya (Unlicensed)
After you complete the invoice template, submit the file to ServiceChannel. You can either upload it directly from the Invoices List or send the file by email.
We strongly recommend uploading invoice templates from the Invoices List. Files, in this case, are processed almost immediately. Files sent by email may be processed within 1 calendar day, but normally between 1 to 4 hours.
You can submit a maximum of 300 invoices per template from the Invoices List. When you have a large file with more than 300 invoices, you can send the template to invoices@servicechannel.net, and we will process the file.
Things to Consider
Below are a few important notes to remember when submitting the invoice template:
Work orders must have the Completed or Completed/Confirmed status.
None of the column names can be changed. If they are changed, you will receive errors when submitting your invoice.
No blank rows are allowed between invoices on the template.
The template versions begin with the letter I (uppercase for i).
Money values in a template shouldn't have more than 2 digits after a point.
Tax values will be rounded to 2 digits after a point.
Empty money values in a template are treated as 0 [zero].
If an invoice has an incorrect tax, the invoice will still be created, but it will be in a disputed state.
Do NOT reply to the ServiceChannel Invoices email address.
Submitting an Invoice Template from the Invoices List
- On the Invoices List, click Download / Upload and select Upload Invoice Template.
- Click Browse a file and select the completed invoice template.
- Click Upload.
- Wait for the file to be validated.
- If the file is correct, the Template Uploaded window appears. Click Download to check the report.
- If the template contains errors, the Validation Failed window appears. Click Download and open the report.
Submitting an Invoice Template by Email
Complete the required invoice template.
Email the file to invoices@servicechannel.net.
Important
Only one file can be attached to each email.
- 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.
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.
Troubleshooting Upload Error Codes
Should you run into errors while uploading, here is a list of error messages and descriptions that may help you resolve the issue. Fix the relevant information and then resubmit.
Error Message | Description |
---|---|
Invalid Template Vers. Supported Vers. | Template version #' field is set incorrectly |
No Pin | Pin' field is blank |
Pin is not numeric value | Pin' field has any value except numeric |
Invalid Credentials | User ID and PIN number combination is invalid; each User ID has its unique PIN number assigned. Please reach out to the Admin user of the account to verify your PIN number. |
Invalid PIN or Tracking Number | PIN number or Tracking number is invalid or missing. |
Template version {0} for selected location '{1}' is not allowed. | Template version is not allowed for selected location (for ex. when 15 template version is chosen for US / Canada location) |
Invalid Other Charges Qty | Other Charges Qty is not a number or is a number but not formatted correctly |
Invalid Other Unit Cost | Other Charges Unit Cost is not a number or is a number but not formatted correctly |
Invalid Other Charge Description | Other Charges Charge Description is not formatted correctly |
Invalid Labor Tax Percentage | Labor Tax Percentage' field is invalid: |
Invalid Travel Tax Percentage | Travel Tax Percentage' field is invalid: |
Invalid Material Tax Percentage | Material Tax Percentage' field is invalid: |
Invalid Freight Tax Percentage | Freight Tax Percentage' field is invalid: |
Invalid Other Charge Tax Percentage | Other Charge Tax Percentage' field is invalid: |
Invalid Labor Tax | Labor Tax' field is invalid: |
Invalid Travel Tax | Travel Tax' field is invalid: |
Invalid Material Tax | Material Tax' field is invalid: |
Invalid Freight Tax | Freight Tax' field is invalid: |
Invalid Other Charge Tax | Other Charge Tax' field is invalid: |
Invalid Total | Total is invalid: |
OK (ID={0}) | Invoice is generated successfully. It has record ID = {...} |
Empty Other Charge Description | Other Charge Description' field is blank though some 'Other Charges' is chosen |
Invalid Other Charge Description | Other Charge Description is invalid: it should mirror those available in the drop-down on the web invoice |
There are more than one Summary lines for the invoice | An invoice has 2 or more "S" lines |
Invalid Record Type | Record Type is invalid: |
Invoicing is disabled | Invoicing is disabled |
Invalid Tax | Tax is invalid |
Invalid Tax2 | Tax2 is invalid |
Err:Total is null | Total is null |
Err:This invoice is set to auto-invoice | The invoice is set to auto-invoice (the WO has Auto-invoice checked in the settings) |
Err:Electronic Signature Agreement Required | Electronic Signature Agreement is required |
Err:Work order not found | Work Order is not found |
Err:Wrong Work Order currency | Work Order currency is incorrect |
Err:Work order currency not found | Work Order currency is not found |
Err:Invoicing disabled | Invoicing is disabled for the user |
Resolution text required in Invoice Text field | Invoice Text' field is blank though the field is required according to settings |
Resolution text required in Text field | Text' field is blank though the field is required to settings |
Resolution text required in Invoice Description field | Invoice Description' field is blank though the field is required to settings |
- I.12 Standard Invoice (Canadian and US clients).xls (30 KB)
- I.11 Standard Invoice (outside the US and Canada).xls (30 KB)
- I.14 Line Item Invoice (Canadian and US Clients).xls (20 KB)
- I.15 Line Item Invoice (outside of U.S. and Canada).xls (20 KB)
Windows Specific
Open file in Notepad
Choose Save As
There are three items to update in the Save dialog that comes up.
Save as type: change this to All FilesFile
Name: name your file and add the .csv extension to it - e.g.: myupdates.csv
Encoding: click on the dropdown and choose UTF-8
Save!
Mac Specific
- Open file in Number
- Hover over Export
- In the submenu that appears, choose CSV
- Click on Advanced Options to show the Text Encoding dropdown
- Select Unicode (UTF-8) from the dropdown menu
- Click Next Export!
Google Sheets
- Click File
- Click on or hover over Download As
- Choose the option Comma-separated values (.csv, current sheet)
- After clicking on that option, your file will be automatically downloaded to your computer
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