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9K viewsInvoice Import For Service Providers
This document provides instructions for using the Excel bulk invoice import tool in the Work Order Network application. It describes how to format the spreadsheet correctly with columns for invoice numbers, dates, line items, prices, and other fields. It also explains the different column formats needed for items like taxes, discounts, labor charges, parts, and customer pricelist items. The tool allows efficiently submitting many invoices at once while performing the same error checks as manual entry to ensure accuracy.
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0% found this document useful (0 votes)
9K viewsInvoice Import For Service Providers
This document provides instructions for using the Excel bulk invoice import tool in the Work Order Network application. It describes how to format the spreadsheet correctly with columns for invoice numbers, dates, line items, prices, and other fields. It also explains the different column formats needed for items like taxes, discounts, labor charges, parts, and customer pricelist items. The tool allows efficiently submitting many invoices at once while performing the same error checks as manual entry to ensure accuracy.
Uploaded by
corrigomarketingCopyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Page 1 of 8 Work Order Network User Guide
Using the Excel Bulk Invoice Import
The Excel bulk invoice import is a very powerful tool for efficiently submitting large numbers of
customer invoices over the Work Order Network within the Service Provider application. To minimize
confusion, and ensure invoicing consistency, the bulk invoice submission supports identical error
checking to that which occurs when entering and submitting the invoices manually via the web
interface. Extensive error checking, with descriptive error messages, makes this a very robust and
reliable tool.
If your customer requires that you use their pricelist, the bulk invoice submission will catch any
discrepancies between your invoice line item amounts and the customers pricelist allowing you to catch
any errors before they reach your customer.
How it Works
First you need to create a correctly formatted spreadsheet. A blank template can be downloaded from
the Import page (see below).
Once you have downloaded and filled in the spreadsheet with your invoice(s) details you then perform 2
distinct steps; upload the spreadsheet and then submit the invoices, either one by one, or all together.
Page 2 of 8 Work Order Network User Guide
Figure 1 - Upload the Spreadsheet
Page 3 of 8 Work Order Network User Guide
Spreadsheet Columns Explanation
Column Field
Value
Description
WON Invoice Number
Required
This is the WON Work Order Number corresponding to
the invoice you are submitting. This must match a
completed work order whose invoice has not already
been submitted.
Internal Invoice Number
Optional
This is the invoice number in your accounting system. If
left blank the work order number will become the
invoice number.
Here is where these values show up on the submitted invoice
Page 4 of 8 Work Order Network User Guide
Column Field
Value
Description
Repair Category
Optional
As given by your customer. Check drop down menu for
options.
Repair Code
Optional
As given by your customer. Check drop down menu for
options.
Warranty Type
Optional
Indicate if the work was under warranty or not. Check
drop down menu for options.
These 3 fields correspond to the fields that you are prompted to enter in the invoice submission dialog
as seen below if you were to submit an invoice manually. Some customers may require this information
and others may not. Even if a customer requires this information you can still leave it out of the
spreadsheet, bulk upload all your invoices and then submit them manually one by one. However by
providing this information in the spreadsheet youll be able to use the Submit All button to submit all
the invoices together in one go.
Page 5 of 8 Work Order Network User Guide
Column Field
Value
Description
Work Done
Optional
Short description of the work that was performed and
completed.
Invoice Date
Optional
The date of invoice. If left blank this will default to the
date of the upload.
This is where these columns show up on the submitted invoice details screen.
Page 6 of 8 Work Order Network User Guide
All of the columns described so far belong to the invoice and should be duplicated identically, one row
for each invoice line item. The following columns describe the rest of the individual invoice line items on
the upload sheet but will differ based upon your situation.
If the row is a Discount, or Tax line item the rest of the columns are filled in as follows:
Column Field
Value
Description
Line Item Category
Discount, Tax, Tax-GST,
Tax-PST, Tax-HST
Indicating discounts or type of tax.
Line Item Description
Leave Empty
NA
Line Item Quantity
Leave Empty
NA
Line Item Rate
Leave Empty
NA
Line Item Amount
Required
The total discount of tax amount.
Line Item Name
Leave Empty
NA
If the row is a Labor, Parts or Misc line item not from the customers price list then fields should be:
Column Field
Value
Description
Line Item Category
Labor, Parts, misc
The type of charge.
Line Item Description
Required
Describe the charge.
Line Item Quantity
Required
A positive decimal number (i.e. 1.0)
Line Item Rate
Required
A positive decimal number (i.e. 2.75)
Page 7 of 8 Work Order Network User Guide
Line Item Amount
Required
A positive decimal number that must
match Quantity x Rate
Line Item Name
Leave Empty
NA
If the row is a customer price list item then the fields should be filled in as follows:
Column Field
Value
Description
Line Item Category
Customer
Indicates line item relates to a customers
price list.
Line Item Description
Required
Some Text describing the charge.
Line Item Quantity
Required
A positive decimal number.
Line Item Rate
Required
A positive decimal number that must
match what is available in your customer
specific price list.
Line Item Amount
Required
A positive decimal number that must
match Quantity x Rate
Line Item Name
Required
Must match the exact name of the price
list item as written on your customers
price list.
Page 8 of 8 Work Order Network User Guide
FAQ
Why do I see this error when trying to submit the invoices?
This means that you have uploaded Labor, Parts or Misc line items when the customer has required that
all invoice line items be from their price list.
Why do I see this error when trying to submit the invoices?
This means that the rate you supplied for a customer pricelist item does not match the correct rate
which for your convenience is displayed in the error message.
