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View and Manage Service Sheets

View, edit, delete, withdraw, and void service sheets.

You can view, create, edit, submit, withdraw, and void service sheets against purchase orders (POs). To manage your service sheets, follow these steps:

Note

The Service Sheets feature is available only if your customer enables it for you. You can enable it for individual CSP user(s) on the Admin page. For more information, see Set Up the CSP.

1. Select Service Sheets on the main menu.

2. In the top-right area of the Service Sheets page, select the customer whose service sheets you want to see.

Service Time Sheets table

Note

Whenever you visit the Service Sheets page, the Select Customer menu defaults to the customer you were viewing during your last visit to the page.

The Service Sheets table shows the following information for all the service sheets and their PO lines that you selected in the PO details.

Column	Description
Service Sheet	Service sheet ID number generated by Coupa. Click the ID number to view the specific service sheet, including line details. You can quickly see which service sheets were already invoiced by viewing the invoice number (if one exists), the invoice status, and more.
Purchase Order	ID number of the purchase order associated with the service sheet. Click the ID to view the PO.
Lines	Brief description of the order lines included in the service sheet.
Service Sheet Total Amount	Total monetary amount of all the lines on the service sheet.
Currency	Currency associated with the service sheet total amount.
Status	Current status of the service sheet. Status can be: Approved, Rejected, Draft, Withdrawn, Pending Approval, Voided, and Pending Void.
Submitted Date	Date and time when the service sheet was submitted to your customer.
Approval Date	Date and time when your customer approved the service sheet.
Created By	The Coupa user who created the service sheet.
Assigned To	The users that have been assigned the Restricted Access to Orders and Restricted Access to Service Sheets permissions. Note This column is visible only if the Restricted Access to Orders and Restricted Access to Service Sheets permissions are assigned to at least one user.
Actions	Click the icons to perform the following actions on a service sheet: Edit. Delete. Withdraw. Create invoice. You can edit or delete Drafts. You can withdraw service sheets in Pending Approval status.

You can filter the table by columns, use the search bar to filter with a search term, or click Views to quickly filter for all service sheets that are Ready for Invoicing, Pending Approval, Approved, and more. For more information, see Create Custom Views.

Void an approved service sheet

Once a service sheet is approved, you can void it to reverse errors, such as incorrect rates or billing accounts, a duplicate submission, and so on. Supplier users assigned the Service Sheets - All permission can initiate a void when viewing an approved service sheet, or through the service sheet loader. The exception is that, if a buyer created a service sheet, only the buyer can void it.

Follow these steps:

Select Void on an approved service sheet.
Enter a Reason for the void.
Enter a Note to provide more details about why the void is necessary, to help approvers and anyone else reviewing the service sheet later.
Check the box to automatically create a credit note if the service sheet is tied to an approved invoice. Otherwise you can manually create the credit note later. Either way you have to submit the credit note, in case you want to add taxes, fees, or other costs. For more information about creating credit notes, see Create or Edit an Invoice.
The status of the service sheet changes to Pending Void. You can still discard the void before it is fully approved.
When the void is fully approved, the status of the service sheet changes to Voided. The person who requested the void receives a notification, as does the supplier (if you weren't the requester).
1. Any associated receipts are automatically canceled. Navigate to Invoices > Payment Receipts to verify the cancelled receipts. If the service sheet was already invoiced, whoever created the invoice must create a credit note.
2. Lines with match type of 2-way or 3-way Legacy are an exception, and must be adjusted manually.

Find voided service sheets

The Service Sheets data table, found by selecting Service Sheets on the main menu and selecting the specific customer, has three default views that make it easy to find voided service sheets:

Voided - shows all service sheets where voids were submitted and approved.
Pending Void - shows all service sheets where voids were submitted for approvals but not yet approved.
Voided with Pending Credit Notes - shows all service sheets where voids were approved, and at least one credit note is required because the service sheet had already been invoiced.

These views include the following columns:

Void Submitted Date - the date the void request was submitted.
Void Submitted By - the person who submitted the void request.
Voided Date - the date the void request was approved and the status of the service sheet was changed to Voided.
Void Reason - the reason for the void, as selected by the person who submitted the void request.
Void Submitted By Entity - describes whether the person who submitted the void request is the customer or supplier.