Reasons for Labor Rates Mismatch: Invoice Template Upload

When you submit invoices via the line-item template, if it contains labor rates that are either below of above the agreed upon rates, they will be prompted to resubmit the invoice with a “reason(s)” for the rates mismatch.

⦿ How to Use the Line Item Invoice Template for Reason for Rates Mismatch

Navigate to the Invoice screen, by selecting the Invoice link on the top of the interface.
Click the Download/Upload menu and select Upload Invoice Template.
If you are submitting an invoice for the United States or Canada select the l.14 link, to download the Excel optimized spreadsheet. All others select the l.15 link.
Open the spreadsheet. (If you are not using Excel, ensure that the program you are using can save in the “xls” format)

The spreadsheet has 27 fields where values can be entered, however, not all fields are required for all invoices (your client(s) will determine which fields are required and communicate the requirements to you, directly). The following list outlines the type of content/values that can be entered into each field and whether or not they are system (ServiceChannel) required, based on the work done and or the client/ service provider agreement as listed in the service provider’s Fixxbook.

SCU:Formatting Alert: UTF-8 Format Required

Field	Required	Value/Format	Location/Content/Restrictions

Field	Required	Value/Format	Location/Content/Restrictions
Template Version	Yes	Uppercase I I.14 or I.15	Provided on first line of the template.
User ID	Yes	Not case sensitive	Info used to log into Service Automation.
PIN	Yes	Numeric	IVR Pin number used to login to work orders. Can be found on work orders.
Invoice #	Yes	Alphanumeric	You can use the work order number or a self generated alphanumeric combination.
Invoice Date	Yes	mm/dd/yyyy	If the client has not set restrictions on the date parameter, invoices can be dated as far back as the date of work completion to the current date.
Tracking Number	Yes	Numeric	Unique number assigned to each work order.
Record Type	Yes	Record Type referrers to the information on a particular row and are always capital letters. Options are: ● L for labor charges ● M for material charges ● S for sum of column totals and for non-labor or non-material charges	N/A
Skill Level	Yes, for Labor charges	Case Sensitive: ● Supervisor ● Technician ● Helper	Based on the worker type(s) that worked on the work order. Each Tech type must be entered on a separate row.
Labor Type	Yes, for Labor charges	Case Sensitive: ● Regular ● Overtime ● Double Time	Based on the type of time worked.
# Of Techs	Yes, for Labor charges	Numeric	Combined number of each type: Supervisors, Technicians and or Helpers who worked on the work order. Each Tech type must be entered on a separate row.
Hourly Rate	Yes, for Labor charges	Numeric	Based on agreed upon amount listed in Service Provider’s Fixxbook account. See Client Rates in Fixxbook.
Total Hours	Yes, for Labor charges	Numeric	Based on the combined number of hours for the “Tech” type.
Labor Amount	Yes, for Labor charges	Numeric	Total hours for the Techs listed in the row.
Travel Charge	Only if Travel Charges have been agreed upon	Numeric	Based on the Travel Charge agreed upon in Fixxbook. See Client Rates in Fixxbook.
Material Description	Only if there are Material charges	Alpha	Description of Materials used on work order. Enter each “Material” used on a separate “M” row.
Part #	Only if there are Material charges	Alphanumeric	The Part (Serial or Manufacturer) number. Enter each “Part” used on the corresponding “M” row.
Price Per Unit	Only if there are Material charges	Numeric	Price for quantity of one. Enter each “Price Per Unit” used on the corresponding “M” row.
Qty (Quantity)	Only, if there are Material charges	Numeric	Number of Parts used. Enter the “Qty” used on the corresponding “M” row.
Material Amount	Only, if there are Material charges	Numeric	Total amount for Material. Each “material type” must be entered on a separate “M” row.
Freight Charge	Only, if there are Freight charges	Numeric	Total freight charge. Entered on Summary row.
Other Charges - Description	Only, if there are Other charges that do not fit into one of the other categories	Alpha	Enter either one of the following if applicable for your Client: Agreed Price, As Agreed, Credit Memo, Discount, Disposal, Management Fee, Markup, Overhead & Profit, Rental Fee, Shipping & Handling, or Subcontractor Cost. Enter each on a separate “L” row.
Other Charges Amount	Only, if the are other charges	Numeric	Enter each on a separate “S” row.
Invoice Tax	Only if it has been agreed that the Service Provider charges taxes for services rendered or materials.	Numeric	Invoice taxes should be entered in the Summary Record Type (S) row.
Tax 2	Only if it has been agreed that the Service Provider charges taxes for services rendered or materials.	Numeric	The invoice second tax amount, (typically GST for Canada). Multiple taxes are required for some Canadian Location. Invoice taxes should be entered in the Summary Record Type (S) row.
Tax 2 Name	Only if it has been agreed that the Service Provider charges taxes for services rendered or materials.	Alpha	The second tax name for Canada: PST, QST or HST. The tax name is validated based on the location province: ● Alberta (AB): GST ● British Columbia (BC): GST or PST ● Manitoba(MB): GST or PST ● New-Brunswick (NB): HST ● Newfoundland and Labrador (NL): HST ● Northwest Territories (NT): GST ● Nova Scotia (NS): HST ● Nunavut (NU): GST ● Ontario (ON): HST ● Prince Edward Island (PE): HST ● Quebec (QC): GST or QST ● Saskatchewan (SK): GST or PST ● Yukon (YT): GST Tax percentages in the International Line Item Invoice Templates are to be entered for each section separately in the Summary (S) row. They are: Labor Tax %, Trip Tax %, Material Tax %, Freight Tax %, and Other Charges Tax %.
Invoice total	Yes	Numeric	Total of all charges. Invoice Totals should be entered in the Summary Record Type (S) row.
Invoice Description	Yes	Alpha	Entered on (S) row.

⦿ How to Submit the Invoice Template via Provider Automation

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.

When the file processes, 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.

⦿ How to Submit the Invoice Template by Email

Complete the required invoice template.
Save it as an .xls formatted file.
Email the file to invoices@servicechannel.net.
An email will be sent to you indicating whether or not your invoice has been validated.

Note: Only one file can be attached to each email.

What to Expect after You Submit the Template via Bulk Upload

After you upload the completed invoice template, it will undergo a validation process that will look to see if:

the required fields are completed
the labor rates match the agreed upon amount
the values entered on the template, are in the correct format
a supporting document (if required by your client) has been attached.

Invoices submitted via the template bulk upload, will be validated immediately. If the validation process returns errors, you will be immediately instructed to download the Processing Results, which contains additional information as to why the template could not be processed.

The Processing Result file is a copy of the template that was submitted with additional columns added, which contains information needed to correct the entries. Below is an examples of the returned Processing Results.

What to Expect when Submitting an Invoice by Email

When submitting an invoice by email, the invoice will be processed by ServiceChannel and a link to the validation report will be sent to the email on file. Additionally, if the are any discrepancies in the data submitted, a link will be sent indicating that there were errors. If you encounter a returned invoice, check the document for errors then resubmit it, along with any supporting documentation.

Troubleshooting Upload Errors

The following is a list of errors commonly made/experienced. Match the error code you received to the list below, make the required corrections, and then resubmit the invoice.

Error Message	Description

Error Message	Description
Invalid Templ. 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
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
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

Below are a Few Important Notes to Remember when Submitting the Invoice Template:

Work orders must have status of COMPLETED and the extended status should be either CONFIRMED or No Extended 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.
Be sure to save your file as Compatible 97-2003 XLS format.
Do NOT reply to the ServiceChannel Invoices email address.