Uploading and Submitting an Invoice Template

Owned by Joseph Yarborough (Unlicensed)
Last updated: Jul 06, 2022 by Caroline Antoun
5 min read

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

⦿ How to Submit the Invoice Template from the Invoices List
  1. On the Invoices List, click Download / Upload and select Upload Invoice Template.
  2. Click Browse a file and select the completed invoice template.
  3. Click Upload.
  4. Wait for the file to be validated.
    1. If the file is correct, the Template Uploaded window appears. Click Download to check the report.
    2. If the template contains errors, the Validation Failed window appears. Click Download and open the report.

Submitting an Invoice Template by Email

⦿ How to Submit the Invoice Template by Email

  1. Complete the required invoice template.

  2. Email the file to invoices@servicechannel.net.

    Important

    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.

Standard Invoice Template Results

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.

Line Item Invoice Template Results

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.

 Click here to view the list of troubleshooting error messages and fixes


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 CredentialsUser 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 NumberPIN 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: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Travel Tax Percentage

Travel Tax Percentage' field is invalid: 
a) Value is not number 
b) Value is a number but not formatted correctly

Invalid Material Tax Percentage

Material Tax Percentage' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Freight Tax Percentage

Freight Tax Percentage' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Other Charge Tax Percentage

Other Charge Tax Percentage' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Labor Tax

Labor Tax' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Travel Tax

Travel Tax' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Material Tax

Material Tax' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Freight Tax

Freight Tax' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Other Charge Tax

Other Charge Tax' field is invalid: 
a) Value is not a number 
b) Value is a number but not formatted correctly

Invalid Total

Total is invalid: 
a) Total column is not a number 
b) is number but not formatted correctly 
c) Total is not equal to (Labor Total + Trip Charge + Material Total + Freight Charge + Other Charge + Tax)

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 DescriptionOther 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: 
a) the field is blank;
b) has any value except "L", "T", "M", "S";
c) value name is "L" / "T" / "M" / "S", but it is set incorrectly (for ex. "L" record type for "S" line info)

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 


Complete List of Invoice Templates 

Formatting Alert: UTF-8 Format Required
When uploading information in the form of Spreadsheets, Templates, Text Documents and or copied and pasted to Service Automation or Provider Automation, the Content must be UTF-8 formatted. Content that is not UTF-8 formatted may be misread by our system and cause errors in how your data is interpreted.


 Windows Specific

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


Mac Specific

  1. Open file in Number
  2. Hover over Export

  3. In the submenu that appears, choose CSV
  4. Click on Advanced Options to show the Text Encoding dropdown
  5. Select Unicode (UTF-8) from the dropdown menu

  6. Click Next Export!




 Google Sheets Specific

Google Sheets

  1. Click File
  2. Click on or hover over Download As

  3. Choose the option Comma-separated values (.csv, current sheet)

  4. After clicking on that option, your file will be automatically downloaded to your computer


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