SVM LogoElectronic Invoicing Guide

Introduction

The ServiceMaster invites your company, a valued and important supplier partner, to reduce its operating costs and eliminate paper-based processing by enrolling in ServiceMaster’s Electronic Invoicing Portal.

The ServiceMaster e-Invoicing Portal, hosted by P2P automation leader Direct Commerce (DCI), enables your business to submit invoices electronically, review historical invoice data, and view payment status online over a secured internet connection.  This program benefits you as a ServiceMaster supplier in many ways including:

  • Faster payments and improved cash flow as a result of prompt invoice delivery and reduced errors
  • Reduced costs due to the elimination of paper and mail-processing expenses
  • Fewer rejected invoices as re-keying and data entry errors are eliminated
  • Access to your invoice, PO, and payment information online 24/7 via secured website
  • Improved cash forecasting due to greater, real time visibility of your invoice status
  • Ability to receive earlier payments

Your company will be able to submit invoices efficiently, reduce costly errors, and initiate communication with ServiceMaster about invoices and payments.

Summary of Options

Your company can participate in this simple and easy-to-use process at no cost to your business in one of two ways – Web Portal or Standard File Upload. Below is a summary of these two options:

1)  Web Portal  – no charge

Online access via the ServiceMaster e-Invoicing Web Portal is the preferred option for those suppliers that submit less than 100 invoices per month to ServiceMaster.

Suppliers that select this option simply have to enroll with Direct Commerce.  Once enrolled, you will receive a Welcome Email from Direct Commerce with a Quick Start Guide.

Go Live for this option begins as soon as your account is activated by ServiceMaster. 

2)  Standard File Upload via FTP – no charge

Suppliers must submit more than 100 invoices per month on average. To select this option, suppliers must enroll with ServiceMaster. ServiceMaster will relay your contact information to Direct Commerce’s Supplier Onboarding team. Please send an email to einvoicequestions@servicemaster.com to request enrollment for one of the File Upload options described within this document.

You will be contacted by a Supplier Rollout specialist to help facilitate the rest of the project.

The standard file formats are described in this document and include:

a) Standard EDI File Upload (preferred)

b) Standard CSV File Upload

c) Standard XML File Upload

 

Company Policies

Via its secured e-Invoicing Web Portal or DCI’s file upload exchange, ServiceMaster is providing its suppliers with easy-to-implement, no-cost methods to activate a secured electronic invoicing account.

As such, it is ServiceMaster’s expectation that its suppliers will take prompt advantage of its e-Invoicing solution as it reduces costs, increases productivity and provides faster processing for both ServiceMaster and its suppliers.

Between January 15 and January 30, 2015, ServiceMaster expects its suppliers to enroll in one of the electronic invoicing options referenced in this document. Effective February 9, 2015, ServiceMaster will no longer accept paper invoices. To avoid delays in payments, please mark your calendar to ensure you are enrolled by January 30, 2015.

Invoices to ServiceMaster must pass validation according to ServiceMaster’s business rules. These rules include fields, acceptable values for certain fields, and other document checks to ensure that invoices can be processed and paid.

If you have any additional questions, feel free to contact ServiceMaster at einvoicequestions@servicemaster.com.

On behalf of ServiceMaster, we look forward to your participation in this important electronic invoicing program!

 

Implementation Timeline

Screen Shot 2015-01-26 at 10.20.49 AMEnrollment

To enroll, please contact ServiceMaster at einvoicequestions@servicemaster.com.

The person from your organization who enrolls through the web portal will be activated as the System Administer and will receive a Welcome Email from Direct Commerce with a username, temporary password, login URL, and Quick Start Guide.  Your company can submit invoices immediately after you log into the Web Portal.

For Standard or Custom File Upload methods, testing and Go Live are specified in the following section.

File Upload Testing

If you request EDI, CSV or XML file upload option, ServiceMaster will relay your contact information to Direct Commerce. Direct Commerce will communicate with your System Administrator to ensure all testing is successfully completion and will activate your account on a specified go-live date.

Go Live Dates

1)     Web Portal – January 15, 2015 to January 30, 2015: Activated within 10 business days of request

You can submit invoices, view payment status, and search invoice history using the secured ServiceMaster e-Invoicing Portal once your account is activated. Go Live for this option will be handled by ServiceMaster.

2)     Standard File Upload via FTP

Successful testing of the file upload process must be completed before go-live. ServiceMaster will communicate your contact information and file upload choice to Direct Commerce. A Direct Commerce representative will contact your System Administrator to assist with testing. After testing has completed, Direct Commerce representative will confirm that you can proceed with submitting invoices to ServiceMaster.

After your setup is complete and when your company is actively sending and receiving batch files and other transmissions to and from Direct Commerce you may occasionally need technical assistance. For example, a transmission may fail or a batch file may be corrupt; for these types of technical issue please contact the Direct Commerce Supplier Rollout group directly at:

vendorrollout@directcommerce.com

Web Portal: Training

Web Portal training is available to all suppliers. Please click on the online training link provided below to access this training. You will be prompted to enter your First Name, Last Name and Email Address to view the training.

https://attendee.gotowebinar.com/recording/3105964580519906315

Web Portal Access

Online access via the e-Invoicing Web Portal is the preferred option for suppliers to submit invoices electronically to ServiceMaster.

Access to view and create invoice transactions will work using all supported web browsers including Internet Explorer (version 10 or later), Mozilla Firefox, Safari and Google Chrome.

To enroll, please contact ServiceMaster at einvoicequestions@servicemaster.com. Your enrollment will be processed within 10 business days. Once your supplier account is reviewed and approved, you will get a Welcome Email from Direct Commerce with a User Name, temporary password and Quick Start guide so that you may begin e-invoicing. Go-Live will begin upon receipt of your Welcome Email. You can submit invoices, view payment status, and search invoice history using the secured ServiceMaster e-Invoicing Portal.

You can also contact ServiceMaster at einvoicequestions@servicemaster.com with any questions related to enrollment in the Web Portal.

File Upload Process

This specification describes how Direct Commerce provides programmatic access to the ServiceMaster e-Invoicing Portal for uploading invoice files.

Note: In addition to uploading invoices, your company may wish to also use the ServiceMaster Web Portal for self-service features such as payment status look-up, historical invoice data searches, online dialog with ServiceMaster, and document history information.

Figure 1: The diagram below describes the general flow of data between your company, Direct Commerce and your customer, ServiceMaster.

 Print

File Upload Process

To begin the File Upload process, you will need to send an enrollment request to einvoicequestions@servicemaster.com. ServiceMaster will relay your information to DCI who will assign a technical project manager to your account. The technical project manager will contact your company’s System Administrator by email. Later, DCI will set up a test account in the ServiceMaster eInvoicing test environment, a.k.a. the QA environment.

The System Administrator will get a welcome email from Direct Commerce with login credentials for the QA environment. This person will need to login into the QA environment to verify all test results. DCI File Upload process involves conducting 2 round-trip tests with invoice data files using the agreed upon transfer protocol. A round-trip test refers to uploading one invoice data file and verifying the success of the upload by viewing the upload report and confirming the correctness of the uploaded data from any browser.

Of the 2 tests, DCI requests that the first invoice data file contain only valid invoices and the second invoice data file contain a mix of valid and invalid invoices. Invalid invoices should fail the validation rules for ServiceMaster. For example, an invoice with missing an invoice number or a duplicate invoice number will always fail validation since unique invoice numbers are required by ServiceMaster to pay an invoice.

Once all testing is verified as correct by you and ServiceMaster, Direct Commerce will activate your account on the ServiceMaster eInvoicing Portal. Your System Administrator should verify the first invoices are successfully submitted to ServiceMaster. The Administrator can also add new users within your company, update the primary contact information and look up invoice status and payment details.

Steps for Completion

This process typically takes one to two weeks, although depending on the availability of your company’s IT resources, the testing iterations (which includes the data mapping process) may require more or less time.

SVM Steps for Completion Chart

Invoice Validation Rules

Invoices must pass validation according to the business rules for ServiceMaster in order to be submitted to them. These rules include required fields, acceptable values for certain fields, and other document checks that make sure that invoice transactions are acceptable to ServiceMaster.

Invoice Validation Rules

PO Acknowledgment Validation Rules

This document describes the rules that must be followed to submit a PO Acknowledgement to ServiceMaster. All of the rules presented here are applicable regardless of the file format and transmission protocol used.

PO Acknowledgement Validation Rules

Advanced Ship Notice Rules

This document describes the rules that must be followed to submit Advanced Ship Notice to ServiceMaster. All of the rules presented here are applicable regardless of the file format and transmission protocol used.

The following table summarizes ServiceMaster’s field validation requirements for Advanced Ship Notice uploads.

Advance Ship Notice Rules

EDI Invoice File Formats

This section describes EDI file formats supported for ServiceMaster e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Invoice EDI 810

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to The ServiceMaster rules required to accept invoice transactions.

Standard CSV Invoice File Format

This section describes the standard CSV file format supported for ServiceMaster e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Standard CSV File

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to The ServiceMaster rules required to accept invoice transactions.

Standard XML Invoice File Format

This section describes the standard CSV file format supported for ServiceMaster e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Standard XML File

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to The ServiceMaster rules required to accept invoice transactions.

Transfer Protocol

Direct Commerce (DCI) supports the FTP transmission protocol for transmission of data.  DCI will provide you with an FTP inbox of your own on our FTP server if you need one, if however you have your own FTP you prefer let DCI know and they can accommodate your server.

Direct Commerce polls the FTP server once per hour.

DCI does not have a required file naming convention you must follow however we recommend making the file name unique, for example: batch_..

IMPORTANT NOTE: Do not upload 2 files with the same name as the second file with the same name will override the data in the first file.

Invoices submitted into ServiceMaster’s financial System will be approved according to their internal invoice approval process. You may be able to view the remittance details as ServiceMaster approves and pays those invoices.

Support

Have Enrollment questions for ServiceMaster?

Please contact: einvoicequestions@servicemaster.com

Need help with File Upload Testing and Transmission?

After your setup is complete, and when your company is actively sending and receiving batch files and other transmissions to and from Direct Commerce, you may occasionally need technical assistance. For example, a transmission may fail or a batch file may be corrupt. For these types of technical issues, please contact the Direct Commerce Supplier Rollout team at:

vendorrollout@directcommerce.com

Need help navigating the Web Portal?

Please contact support@directcommerce.com

Appendix

User Role Definitions

 

System Administrator: You must have at least one System Administrator. This person can add additional users to the Web Portal and reset passwords. The System Administrator can have additional roles, such as Processor.

Processor: A Processor can submit invoices to ServiceMaster using the Web Portal. Processors can also search for information, send dialog messages to ServiceMaster and look at invoice history and payment information.

Discount Processor: The Discount Processor role is a default for all users. The Discount Processor can accelerate early payments on invoices.

Note: A person may have one or more of the above user roles assigned.