The QuickBooks Extension

Table of Contents

The Autotask QuickBooks Extension

4

Initial Setup

6

Enable Autotask Access to QuickBooks

7

Import QuickBooks Customer Records into Autotask

10

Import Data and View Import History

12

System Settings That Impact QuickBooks Users

18

Inventory Synchronization and Purchase Order Transfer

22

Import an Inventory File into Autotask

24

Synchronize Inventory

26

Transfer and Update Purchase Orders

28

Purchase Order Data Mapping

30

Transfer Invoices

33

Map Autotask Billing Items to QuickBooks

35

The Item Mapping Page: Select Naming Convention for Transferred Billing Items

37

Populate Autotask Lists with QuickBooks Items

42

Use the Tilde for Mapping Sub-Items

45

Map to a QuickBooks Inventory Item

47

Assign a QuickBooks Financial Account

49

Invoice Template Setup for Transfer to QuickBooks

51

QuickBooks Field Map

53

Set Invoice Preferences for QuickBooks

58

Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of

QuickBooks only)

60

Transfer Process

64

Transfer Expense Reports

71

Map Resources

72

Map Expense Categories to QuickBooks Accounts

74

Transfer Expense Reports to QuickBooks

78

Transfer the Payroll Summary Report

82

Map Resources

83

Map Payroll Time Categories

85

Transfer Payroll to QuickBooks

86

Transfer Logs

87

The Autotask QuickBooks Extension

Overview

Autotask customers who use the QuickBooks integration run their business in Autotask, but do their financial accounting in QuickBooks.

In Autotask, they

l Manage their customers, vendors and prospects l Manage their sales and forecasting

l Set up the Autotask contracts that govern the billing of products and services l Schedule and manage services delivery

l Track both billable and non-billable time l Procure products and track inventory l Report on travel expenses

l Approve, post and invoice all billable items

QuickBooks picks up where Autotask leaves off. It manages Inventory and Purchasing, Accounts Receiv-able, Accounts Payable and Payroll:

l You transfer and synchronize Purchase Orders and Inventory from Autotask to QuickBooks, and pay

your vendors from there. Refer to"Inventory Synchronization and Purchase Order Transfer" on page 22 l You transfer the invoices generated in Autotask, and manage your receivables in QuickBooks. Refer

to"Transfer Invoices" on page 33

l You transfer expense reports generated in Autotask, and reimburse resources for travel expenses from

QuickBooks. Refer to"Transfer Expense Reports" on page 71.

l You track resource time in Autotask, generate a Payroll Summary report and transfer the hours into the

QuickBooks Timesheet to manage payroll. Refer to"Transfer the Payroll Summary Report" on page 82.

All transfer options work independently. Information is always sent from Autotask to QuickBooks, not the reverse.

Supported QuickBooks Versions

The Contracts module supports other browsers, but Internet Explorer is required to transfer invoices, purchase orders, expense reports and payroll summary reports to QuickBooks.

Autotask works with the following versions of QuickBooks:

l US: Pro and Premier 2014 and 2015; Enterprise 14.0 and 15.0 l UK: Premier and Pro Edition 2014 and 2015; Enterprise 13.0 & 14.0 l Canadian: Pro and Premier 2014 and 2015

l Australian: Pro and Premier 2011/2012 and 2012/2013

l QuickBooks Online (English Autotask and English QuickBooks Online only)

QuickBooks Online

Autotask now offers a separate integration with English language versions of QuickBooks Online. This integ-ration is based on, and hosted by, the itDuzzit cloud-integinteg-ration platform. Autotask provides Customer Sup-port.

Currently, the Autotask QuickBooks Online integration does not support all the features of the standard Autotask QuickBooks integration. It will automatically send Autotask invoices, customer information, and billing codes to QuickBooks Online. It can automatically create customers from invoice information.

Once set up, the integration runs automatically, checking for new invoices in Autotask every 15 minutes and sending the invoices to QuickBooks Online. Optionally, you can send or re-send an individual invoice to Quick-Books Online.

After successfully adding an invoice into QuickBooks Online, the integration will update the invoice number in Autotask. When payments are received in QuickBooks Online, the integration will update the payment status and payment date in Autotask.

Initial Setup

Access to your QuickBooks Company file

Once the QuickBooks extension has been activated for your database, and before your first transfer, we recommend you complete the following initial setup steps.

Allow Autotask to access your QuickBooks company file

If you do not manually enable the required permissions, you will be prompted the first time Autotask attempts to access your QuickBooks file. Refer to"Enable Autotask Access to QuickBooks" on page 7.

Import QuickBooks customer records to Autotask

You will create duplicate customer records in QuickBooks if the Autotask "Company Name" field does not exactly match the QuickBooks "Customer Name" field. The best way to avoid duplication is to import your customers from QuickBooks to Autotask. Refer to"Import QuickBooks Customer Records into Autotask" on page 10.

Review the system setting settings that impact data transfer to QuickBooks

Enable Autotask Access to QuickBooks

Required Security Levels

Autotask must have access to your QuickBooks company file to transfer purchase orders, invoices, expense reports or the payroll summary report. To enable this access, you must be logged into both QuickBooks and Autotask with Administrator security level.

Once the QuickBooks Extension is configured, you will need access to the Autotask Contracts mod-ule to transfer a purchase order, invoice or expense report, and access to the Reports modmod-ule to trans-fer the Payroll Summary Report.

To Enable Access

2. Select Yes, whenever this QuickBooks company file is open. Access to personal data is not required.

3. Click Continue and Done on the Access Confirmation popup. You can now proceed with the action that initiated the file access.

Autotask Electronic Transfer Item in QuickBooks

Once you have configured access permissions, an Autotask Electronic Transfer item will be listed on the

Preferences > Integrated Applications window that can be accessed from the QuickBooks Edit menu.

Import QuickBooks Customer Records into Autotask

If your company has been using QuickBooks for some time before implementing Autotask, and will begin transferring invoices from Autotask to QuickBooks, you will create duplicate customer records in QuickBooks if the QuickBooks "Customer Name" field does not exactly match the Autotask "Company Name" field. The best way to avoid duplication is to import your customers from QuickBooks to Autotask at the beginning of your Autotask implementation.

Exporting Customer Records from QuickBooks

Before you begin, read"Import Data and View Import History " on page 12to familiarize yourself with the import process and pre-requisites.

1. Open QuickBooks and go to Reports > List > Customer Phone List. 2. Click Customize Report.

3. On the popup window's Display tab, select the QuickBooks fields listed in the table below for export. Refer to"Field Selection and Mapping" on page 10.

You can select additional fields to export from QuickBooks and import into Autotask, as long as you have set up User-defined Fields in Autotask to map the data. Refer toSetting Up User-defined Fields. 4. Click Excel and select create new Worksheet > in new Workbook. The selected fields are exported

to an Excel spreadsheet.

On the Excel spreadsheet, select (highlight) the Zip Code column and from the Excel menu, selectFormat > Cells > Text. This will ensure that zip codes with leading zeros will not lose the zero.

5. Follow the instructions in"Import Data and View Import History " on page 12to import your customer list.

Best Practice: Once the initial customer list has been exported to Autotask, new customers should be created in Autotask and transferred to QuickBooks, where the QuickBooks exten-sion will automatically set up a new customer record for you. This ensures that new customer names will be identical in both applications, and you will not create any duplicates.

Field Selection and Mapping

QuickBooks

Field Name Map for Company Import

Map for Contact Import

Customer Company Name [required] Company

[required]

Mr, Mrs Title

First Name First Name

[required]

M.I. Middle Initial

Last Name Last Name

[required]

Phone Phone [required] Contact

Phone [required]

Alt. Phone Alternate Phone 1 Contact

Alternate Phone

Fax Fax

Street 1 Address 1 Contact

Address 1

Street 2 Address 2 Contact

Address 2

City City Contact City

State State Contact State

Zip Zip Code Contact Zip

Code

Country Country Contact

Country

Email Email

Customer Type

Company Type [required]. Must be changed to "Customer" in the import template, or set as the default in the Importer.

Import Data and View Import History

If you are importing data into a Full Language Support database, imported files must be saved dif-ferently. Full Language Support will be indicated in theHelp > About Autotaskpop-up. Refer to

Autotask Support for Unicode.

Whether you've just started using Autotask or would like to execute mass imports or updates to your Autotask database, we provide an efficient way to keep your data current.

With the exception of project phases and tasks, data is imported or updated from entity-specific Import /

Import History pages here:

Companies and Contacts:Autotask menu > Admin > Features & Settings > Companies & Contacts > Utilities > Company / Contact Import > Import / Import History

Configuration Items:Autotask menu > Admin > Features & Settings > Configuration Items > Con-figuration Item Import > Import / Import History

Inventory Items:Inventory > Inventory Items, then click Import / Import History

Products:Autotask menu > Admin > Products and Services > Products > Products > Import / Import History

Project Tasks and Phases:Projects > find and open destination Project > Schedule > Tools > Import from... > .CSV file > click Import

These pages show previous data imports for the selected entity. Failed imports and updates are noted in the Status column. Click View exceptions to see what caused the failure.

Autotask Client Services can import additional legacy information including: file attachments to cus-tomer records, notes and to-dos (sales assignments and appointments), and opportunities (forecasted sales). For more information, contact your Autotask Account Manager.

How to...

Import new records or update existing records

To import Project Phases and Tasks, in the Projects module, search for and open the destination Pro-ject. In the Project Menu, click Schedule. On the Schedule page, click Tools > Import from: .CSV

File.

The Import/Update page opens:

2. If you do not have a spreadsheet prepared in .csv format, click Download Import Template, com-plete it, and save it.

Administrators can download the templates from Autotask menu > Admin > Features & Set-tings > Application-wide (shared) Features > Downloads.

Import Templates Required Fields

Each import template has required fields, as indicated in the table below.

Template Required Fields

Companies and Contacts Company: Name Company: Phone Contact: First Name Contact: Last Name Contact: Email Address

Configuration Items Product Name

Template Required Fields Inventory Items with a value in one or

more Subscription column

Subscription Period Type: Must be “Once Only”, “Monthly”, “Quarterly”, “Semi-Annual”, or “Yearly”.

Subscription Effective Date: Must be less than or equal to the Subscription Expiration Date.

Subscription Expiration Date: Must be greater than or equal to the Subscription Effective Date.

Subscription Period Price: Must be a positive number or 0. Accepts up to 2 decimal places.

Subscription Material Code: Must exactly match the name of an active material code.

Phases and Tasks Phase: Name

Phase: Start Date Phase: End Date Task: Title Task: Start Date Task: End Date Task: Work Type

Products Product Name

Material Code

For Company, Contact, and Configuration ItemInactivecolumn, enter any character to inactivate the record. Leave the column blank to make the record Active.

If you are importing contacts

If you are importing or updating contacts, include the company name and phone number in each contact data line to ensure that contacts are added to the correct company.

If you include a Client Portal username for a contact in your import file, the new Client Portal user will receive an email notification with their username and password. If a Client Portal user's password is updated as a result of an import/update, they will receive an email notification indic-ating that their password has been changed.

To update a contact's email address, you must provide the new address in the "Contact:

New Email Address" column of the .csv spreadsheet. The original email address is also required in the column "[required] Contact: Email Address" because it is used to verify the con-tact.

For details on how to populate the other .csv spreadsheet columns when importing Companies and Contacts, refer to the table with the field descriptions inAdding a Company.

If you are importing companies

file.

If you do not populate the Company Type column, the Company Type will default to Cus-tomerfor new companies.

If you are importing configuration items and subscriptions

If you are importing a configuration item and its associated product does not exist in your sys-tem, be sure to include the product name, material code, and any required user-defined fields in your configuration item .csv file and Autotask will automatically create the product.

When importing configuration items, you can also create subscriptions for the imported items. For a subscription to be created, you must populate all required fields listed in"Import Tem-plates Required Fields" on page 13.

The configuration item will be created even if the creation of the subscription fails.

Subscriptions can also be created when configuration items are updated with an import. if a match with an existing configuration item is found, Autotask will create a new subscription based on the imported subscription data.

INTERNAL ONLY:

If the user provides a value in 1 or more of the Subscription columns, we will assume he intends to create a subscription and will perform all of the validations described below. The validation failures will be presented in the Exceptions file using our standard validation failure formats. We will add the following columns to the Import Template (all the way at the end):

Subscription Name: Not required (even though it is required in the UI). If this is left blank, we will use the Product Name.

Subscription Description

Subscription Period Type: Required. Must be “Once Only”, “Monthly”, “Quarterly”, “Semi-Annual”, or “Yearly”.

Subscription Effective Date: Required. Must be less than or equal to the Subscription Expiration Date.

Effect-Subscription Material Cost Code: Required. Must exactly match the name of an active material cost code.

Subscription Purchase Order Number

Subscription Period Cost: Must be a positive number or 0. Accepts up to 2 decimal places. Max value is 999,999,999.99.

Subscription Active: the presence of any character(s) in this column will import the subscription as Active. Blank means Inactive. We will not allow users to import subscriptions as Canceled. Not in Import Template:

Subscription Total Price: This is a calculated column. Allowing users to import data into this column would complicate things because the value would need to be compatible with the [Sub-scription Period Type x Sub[Sub-scription Period Price] calculation.

Not related to Subscriptions, but in scope:

Please add “Active” column for the configuration item. This will allow users to import con-figuration items as inactive, or to activate/inactivate concon-figuration items using the Import’s Update capabilities. The presence of any character(s) in this column will import the subscription as Active. Blank means Inactive. We will not allow users to import subscriptions as Canceled. ADDITIONAL REQUIREMENT (IN SCOPE):

- We also need to be able to create a subscription when a configuration item is sent through the importer for an update. In other words, if a match is found on an existing configuration item, we will create a new subscription based on the imported subscription data.

If you are importing products

For details when importing a product list, refer toManually Adding a Product to the Products List.

If you are importing phases and tasks

To import Project Phases and Tasks, in the Projects module, search for and open the des-tination Project. In the Project Menu, click Schedule. On the Schedule page, click Tools >

Import from: .CSV File. When the import has completed, click the schedule Refresh icon to

update the schedule.

You must import Project Phases and Tasks into an existing project schedule.

To preserve non-English characters or accent marks in your data

1. With Excel 2007 open, create a new workbook (File > New…> Blank Workbook) 2. Select Data > Get External Data > From Text…

3. On the Select Data Source page, select the desired .csv file, and click Import. 4. On the Text Import Wizard – Step 1 of 3 page, choose UTF-8 as the file origin, select

Delimited, then click Next.

5. On the Text Import Wizard – Step 2 of 3 page, select the checkbox next to Comma, then click Next.

6. On the Text Import Wizard – Step 3 of 3 page, select Finish.

For more information on multi-byte character support, refer toMulti-Byte Character Support. 3. Click Choose File to locate your import file.

4. Use the If a match is found radio buttons to select your import/update preferences. For information on how duplicate records are identified, refer to"Identify duplicates" on page 17.

This is not available for Project Phases and Tasks data imports.

5. Click Import.

You will be notified via email when your import/update is complete.

Identify duplicates

When you import items into Autotask, the system automatically checks for duplicate records. Duplicates are identified by the following match criteria:

Entity Duplicate Check Criteria

Company Name + Phone Number

Contact Company + First Name + Last Name + Email + Company Phone

Product Name + Category + Period

Inventory Item Product + Location

System Settings That Impact QuickBooks Users

The following System Settings will have an impact if you use QuickBooks as your accounting application:

Decrement from Inventory when transferring invoices containing

tick-et/project/contract charges to QuickBooks (leave this checked/on if you are not

using the Autotask to QuickBooks Synchronize Inventory feature)

When an invoice containing an item that is an Inventory Part in QuickBooks is transferred to QuickBooks, the inventory is decremented in QuickBooks.

Do not clear the check box unless your company tracks inventory and uses the Autotask to QuickBooks Syn-chronize Inventory feature to synSyn-chronize the Autotask inventory counts to QuickBooks. When this check box is unchecked, the integration will transfer items to QuickBooks based on item description instead of the associated billing code used in QuickBooks mapping.”

QuickBooks Transmission Method

If the QuickBooks extension is enabled, you will see a system setting called QuickBooks Transmission Method.

This system setting allows you to choose a default invoice method for Autotask invoices that are transferred to QuickBooks. The selection you make here will be populated into the QuickBooks Transmission Method field on the Invoice Preferences page, where it can be customized on a company by company basis. To select a default QuickBooks Transmission Method, do the following:

1. Click the drop-down list and select one of the following options:

l Blank - The QuickBooks invoice will have neither the "Print later" nor the "Email later"

check-boxes selected.

l Email *- The QuickBooks invoice transferred for this company will have the "Email later"

check-box selected.

l Print - The QuickBooks invoice transferred for this company will have the "Print later" checkbox

selected.

l Print + Email *The QuickBooks invoice transferred for this company will have both the "Print

later" and the "Email later" checkboxes selected. 2. Click Save.

l If you select Update only new companies, the QuickBooks Invoice Method chosen

will be defaulted to only the new companies that are created going forward.

l If you select Update both new and existing companies, the QuickBooks Invoice

Method chosen will be defaulted to all companies, and reset any company-specific selec-tions made before.

3. Click OK to save your new setting, or click Cancel.

The selected default option will appear on the Invoice Preferences page of all selected companies, and can be customized. For information on customizing the default setting selected here, refer toSetting Invoice Preferences for a Company.

In order to email invoices from QuickBooks, your own Company Information in QuickBooks must con-tain a valid email address. This email address will be used for the "From" email address of invoices flagged "Email later". If you have not already done so, you can enter an email address fromCompany > Company Informationin QuickBooks.

There must also be a valid email address in QuickBooks for the customer. If there is not an email address for the customer, you will be prompted to enter one.

Billable Amount: Round to 4 decimal places instead of 2 decimal places when

items are approved & posted

Autotask stores billable amounts using four decimal places. The amounts for individual billing items are roun-ded to two decimal places when approved and posted. Because invoice totals are calculated after approve and post, totals are calculated based on the rounded amounts that appear on the invoice.

There are no discrepancies.

When this system setting is enabled, items are rounded to 4 decimal places after approve and post. Cal-culations for all invoice amounts are based on four decimal places, not two. Each item is then rounded sep-arately for display on the invoice.

Because the billable amount for each item is rounded to two for display on the invoice, but the invoice totals are calculated with four decimal places before they are rounded to two decimals for display, there may be slight discrepancies between the Totals displayed on the invoice and the actual sum of the items in the Bil-lable Amount column.

If you do not enable this system setting, we recommend that you enable the next system setting, "Use 4 decimal places for Invoices and QuickBooks instead of 2 decimal places".

This system setting applies to XML exports as well as generated invoices.

Billable Hours: Display 4 decimal places on invoices and transfer 4 decimal

places to Quickbooks (Desktop) instead of 2 decimal places

By default, Autotask displays billable hours on invoices rounded to 2 decimal places, even though they are stored and transferred to QuickBooks using 4 decimal places.

When a labor item is transferred to QuickBooks, QuickBooks will calculate the Rate by dividing the Amount by the number of billable hours. This can lead to rounding errors for the Rate, so we recommend that you enable "4 decimal places" if you use QuickBooks as your accounting application.

If your invoice template includes Billable Hours, the Billable Hours are displayed on the invoice with four decimal places. Quantity is rounded to 2 decimal places. Only Billable Hours display with four decimal places. Rate and Billable Amount always display two decimal places on the invoice.

Require Work Type Name field for tickets (applies only to user interface)

This system setting controls whether the Work Type field is required when entering a ticket in the Autotask user interface. This field is never required when a ticket is added using the API.

The recommended setting is enabled (checked). If it is left unchecked, it may cause problems if billable labor is transferred either to QuickBooks or to other accounting software.

l If you use QuickBooks as your accounting software, the work type is required because it will become

the item name of the transferred labor item. Otherwise, all labor items will be transferred as "Labor".

l If you use other accounting software, you will want to include the Work Type because it is mapped to

Inventory Synchronization and Purchase Order Transfer

You can use the QuickBooks extension to track inventory and generate purchase orders.

Why Track Inventory and Generate Purchase Orders in Autotask?

Both Autotask and QuickBooks support inventory tracking and generate purchase orders. Customers who use the QuickBooks extension have a choice which application they will use.

l In Autotask, inventory items can be installed to a customer as a Configuration Item, and reserved or

"picked" for a specific customer and job through association with a ticket or project. Autotask keeps track of each individual object, from purchasing for inventory through associating the item with an end-user to even swapping it out for a replacement item.

l In QuickBooks, inventory items are associated with both Income Accounts and Expense Accounts,

and your company can issue payments for the vendors from there, as well. QuickBooks keeps track of the financial transactions.

l If you use the Autotask QuickBooks integration, you get the best of both worlds. This makes a

com-pelling case for tracking inventory and managing purchase orders out of Autotask, and then transferring them to QuickBooks.

For details, refer to:

"Import an Inventory File into Autotask" on page 24 "Transfer and Update Purchase Orders" on page 28

Transfer Workflow

During the purchase order transfer, the following steps are performed:

1. The Autotask Vendor company names are matched to QuickBooks Vendor names. If the vendor exists in, the purchase order is transferred to the existing vendor. If no exact match is found, Autotask will cre-ate a new QuickBooks vendor record. The only fields compared are the Name fields; address fields are not considered.

2. In the same way, the Autotask customer names are matched to the QuickBooks Customer names. If the Customer does not exist, Autotask will create it.

For information on how to export the QuickBooks customer and vendor lists to Autotask to avoid cre-ating duplicate companies, refer to"Import QuickBooks Customer Records into Autotask" on page 10. 3. The line items on the purchase order are matched to QuickBooks Inventory Parts. If an inventory item

Import an Inventory File into Autotask

If you decide to track your inventory in Autotask and make Autotask the system of record, you will want to transfer your list of inventory items and the On Hand counts to Autotask on the cut-over date. This is a one-time import that is initiated from the Inventory Item Import page.

The page displays a history of imports from the last 60 days. You can also view any exceptions (records that were not imported) from a prior import by clicking on the "View exceptions" link in the Exceptions column. You can also initiate a new import by clicking on the Import button.

Once the inventory has been transferred to Autotask, the QuickBooks inventory is kept in synch using the Synchronize Inventory function in Autotask. Refer to"Synchronize Inventory" on page 26.

Exporting the QuickBooks Inventory File

Before you import your inventory counts into Autotask, I would be a good idea to do a physical invent-ory to make sure the numbers in QuickBooks are correct and unused Inventinvent-ory Parts are inactivated or deleted.

To export your QuickBooks Inventory file:

1. In QuickBooks, run the Reports > Inventory > Inventory Stock Status by Item report. 2. Export the file to .csv and save it.

Importing an Inventory File

1. In Autotask, go to Inventory > Inventory Items and click Import / Import History. The Inventory Import History page opens.

2. Click Import.

3. Download the recommended template and copy the columns you exported from QuickBooks (or another application) into the template. Refer to"Inventory Part Fields" on page 31for details on map-ping the fields.

Administrators can download the template from Autotask menu > Admin >Application-wide (shared) Features > Downloads.

1. Populate required Autotask columns that have no equivalent in QuickBooks or another application, such as Inventory Location, Material Code, and ,required user-defined fields. Also populate the Min-imum and MaxMin-imum columns, if you are going to use this feature, and save the file.

3. Select a duplicate handling option:

a. Do not update or import existing inventory item: when this option is selected, the duplicate record will be returned in the Exceptions report.

b. Update existing inventory item: The information in the import file will overwrite information for the existing inventory item. However, if a field is blank in the import file but it has a value in the existing inventory item, we will not overwrite the value with a blank.

c. If there are multiple matches based on Product + Location, we will NOT perform the update. 4. Click Import. We will validate that the file is a csv file smaller than 5 MB, that all required columns are

populated, and that no extra or duplicate columns are in the file.

5. A dialog box will inform you that the import is processing, and that you will be informed via email when it is complete.

Viewing Exceptions

If anyone in your company performed an import that contained records that did not successfully import, you will see a View Exceptions link in the Exceptions column. The file layout is the same as that of the recom-mended import template, with one additional column: Reason for Failure. You can then correct the data in this file and then re-import it.

You may see one or more of the following Reasons for Failure:

l Product is required

l Product does not exist or is inactive l Product matches multiple products l Inventory Location is required

l Inventory Location does not exist or is inactive l Minimum must be an integer greater than or equal to 0 l Minimum must be an integer less than or equal to Maximum l Maximum must be an integer greater than or equal to 0

l Maximum must be an integer greater than or equal to Minimum l On Hand must be an integer greater than or equal to 0

Synchronize Inventory

In Internet Explorer only, Autotask menu > Contracts > QuickBooks > Synchronize Inventory Items

Once the Autotask inventory has become the system of record, you will want to keep the QuickBooks version of the inventory in synch with Autotask. The On Hand counts in QuickBooks will be updated to match the On Hand counts in Autotask.

Steps to synchronize inventory

1. In Internet Explorer, navigate to Autotask menu > Contracts > QuickBooks > Synchronize

Invent-ory Items and click the link. A dialog box will open.

2. Click Continue.

3. If you attempt to execute a sync while there are purchase orders that have been transferred but addi-tional units have been received since the last time data was passed to QuickBooks for that purchase order, the Cannot Synchronize Inventory dialog will open. Click Update to update all of these pur-chase orders in QuickBooks (you can request to sync again once this is complete), or click Cancel to close this message.

4. The Synchronizing... dialog box will open and the synchronization will begin.

The box displays a Cancel button. If you click this button, the sync will be canceled and the window will close. The Synchronization Canceled window will appear, telling you that anything that was already synced will remain synced.

5. When the process is finished, the Synchronization Complete dialog box will open, with details on the number of items that failed to synchronize and the number of inventory items that were created in Autotask.

6. Click View Details to access a report on the synchronization that will include the Inventory Part name, the On Hand count, the Inventory Part Created (yes, updated and no change are the options), as well as a synch status (success, failure or failure - product name is not unique in Autotask).

If you track inventory in Autotask and will synchronize the On Hand counts in QuickBooks in this way, you should uncheck theContracts and Billing System Settingssystem setting.

QuickBooks does not use inventory locations. If an inventory item exists in several locations in Autotask, the On Hand count in QuickBooks will be the sum of the On Hand counts of all Autotask Locations.

If you need to edit and resend a PO that was already transferred to QuickBooks, do the following: 1. Delete the purchase order in QuickBooks

Transfer and Update Purchase Orders

In Internet Explorer only, Autotask menu > Contracts > QuickBooks > Transfer Purchase Orders

Autotask purchase orders are transferred to QuickBooks from Autotask menu > Contracts > QuickBooks

Extension > Transfer Purchase Orders (Internet Explorer only).

The list will contain purchase orders that have not been previously transferred to QuickBooks (where the External PO Number is null), and have a status of Submitted, Received in Part, or Received in Full. The list can be filtered by status, by the name of the creator, and a submission date range.

To open a Purchase Order, click on the PO Number link of a line item.

Transferring Purchase Orders

To transfer purchase orders, do the following:

1. Click the checkbox in the header line, or click selected line items.

2. Click the Transfer Selected/Update Status button at the top of the page. A warning prompt will open reminding you to start QuickBooks.

3. Click OK to proceed with the transfer. A dialog box is shown while the transfer is in progress. To can-cel the transfer, click Cancan-cel, but any purchase orders that were already transferred will remain in QuickBooks.

4. When the transfer is complete, a new dialog box is shown. It contains a link that allows you to view the details of the transfer in a .csv file format. The Transfer Details report includes the following columns:

l Vendor l P.O. Number l Company

l External P.O. Number l Submitted (date)

l Transfer Status: either success, failure, or failure - inventory item's product has a name

that is not unique in Autotask.

5. If the purchase order transfer has created any new vendors, customers or inventory parts in Quick-Books, a series of dialog boxes will prompt you to review the newly created items. Click OK to close the dialog boxes.

6. To access the transferred purchase orders in QuickBooks, navigate to Vendor Center

The Billable column on the QuickBooks Bill or Item Receipt will always be unchecked for transferred purchase orders, even if the item is billable in Autotask, because it will create a billing item in Quick-Books as well as in Autotask if it is marked as billable.

To review how Inventory Part and Purchase Order fields are mapped from Autotask to QuickBooks, refer to

"Purchase Order Data Mapping" on page 30.

Updating the QuickBooks PO Status from Autotask

When purchase orders are transferred to QuickBooks, the extension will automatically check the status of pre-viously transferred POs, and update them to the Autotask status.

To trigger an update without transferring new purchase orders:

1. Click the Transfer Selected / Update Status button. A warning message confirms your intention and prompts you to launch QuickBooks.

2. Click OK to proceed with the update. A dialog box is shown while the update is in progress. To cancel the transfer, click Cancel, but any purchase orders that were already updated will remain updated in QuickBooks.

Canceling a Purchase Order

Purchase Order Data Mapping

Purchase Order Fields

Autotask Field QuickBooks

Field Notes

Vendor Vendor

Company Ship To If AT purchase order is Ship To "Selected Company", it is set as that cus-tomer in QuickBooks. Otherwise, the Address of the QuickBooks Com-pany file is used.

Product Item

- Description

Quantity Quantity

Cost Cost

Company Customer:Job

- Amount Calculated by QuickBooks

Purchase for Com-pany

Ship To (Cus-tomer) Ship To Address Ship To

(Address)

External P.O. # P.O. No. The QuickBooks PO number is written back to the Autotask purchase order after a successful transfer

Transfer Date Date General Memo Vendor

Mes-sage

Terms Terms The transferred terms must match a "Terms" option in QuickBooks, oth-erwise the field is left blank.

- Due Date always blank

- Company

Number

Auto-populated with the QuickBooks company number

- Expected

Shipping Type Ship Via The transferred shipping type must match a "Ship Via" option in Quick-Books, otherwise the field is left blank

Freight FOB

Autotask Field QuickBooks

Field Notes

- Service Date always blank

Manufacturer Product Number (from product)

Man. Part Num

- Backordered always blank

- Received always blank

- Other 1 always blank

- Other 2 always blank

- Total Calculated by QuickBooks

- Long text

(dis-claimer)

always blank

- Memo always blank

Shipping Date always blank

Tax Region always blank

Vendor Invoice # always blank

Company's Trans-mission Method

To be printed / to be mailed

Set in Invoice Preferences > External Accounting Options

Inventory Part Fields

Autotask Field

QuickBooks

Field Notes

- Type Always "Inventory Part" Product

Name

Item

Name/Number

Autotask currently allows you to create multiple products with the same name. QuickBooks does not allow this.

Autotask Field QuickBooks Field Notes Product Description (from product) Description on Purchase Transactions Unit Cost (from product)

Cost If blank in Autotask, will be 0.00

- COGS

Account

Always "Cost of Goods Sold"

Default Vendor (from product)

Preferred Vendor

Auto-created if a matching vendor does not exist in QuickBooks

Product Description Description on Sales Transa-tions Unit Price (from product)

Sales Price If blank in Autotask, will be 0.00

Taxable set-ting (from product's material code)

Tax Code Tax or Non. Billing items associated with a tax amount >0 are considered tax-able.

- Income

Account

We will look for an account called "Autotask Income from PO". If it exists, we will use it. If it does not exist, we will create it and use it.

- Asset Account always "Inventory Asset" Min (from inventory item) Reorder Point On Hand (from invent-ory item)

On Hand In QuickBooks there is one inventory part for each Autotask product. In Autotask, there can be multiple inventory items for a single product (the joining of a product and an inventory location comprises the inventory item in Autotask). We will sum the on hand amounts for all Autotask inventory items that have the same product and that will be the on hand amount for the single inventory part in QuickBooks.

- Total Value calculated by QuickBooks

- As of always today's date

Transfer Invoices

The QuickBooks extension transfers invoices that were generated in Autotask into QuickBooks.

Invoice Transfer Workflow

During the invoice transfer, the QuickBooks extension does the following:

1. It matches Autotask Company Names to QuickBooks Customer (not Company) Names. If a Quick-Books Customer Name exactly matches the Autotask Company Name, the invoice is transferred to the existing Customer. The only fields compared are the Name fields; address fields are not con-sidered.

If no exact match is found, Autotask will create a new QuickBooks Customer (not Company) record.

For information on how to export the QuickBooks customer list to Autotask to avoid creating duplicate companies, refer to"Import QuickBooks Customer Records into Autotask" on page 10.

2. It generates QuickBooks Item Names from specific Autotask fields and matches them to items on the QuickBooks Item List. If an exact match does not exist, it creates a new item in QuickBooks.

Invoice Transfer Setup

Before your first invoice transfer:

l Set up Autotask Billing Items so they map correctly, or are created correctly, in the QuickBooks Item

List. Refer to"Map Autotask Billing Items to QuickBooks" on page 35.

l Review the Invoice Template so your invoices display the data you want to transfer to QuickBooks.

Refer to"Invoice Template Setup for Transfer to QuickBooks" on page 51.

l Customize invoice preferences by company, as needed, to meet the customer billing requirements of

specific customers. Refer to"Set Invoice Preferences for QuickBooks" on page 58.

l Decide where you will calculate taxes – in Autotask or QuickBooks"Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 60.

Once you are set up, refer to the following topics:

l For a detailed description, refer to"Transfer Process" on page 64.

l For information on how Autotask subsidiary items invoiced to the parent company appear in

Map Autotask Billing Items to QuickBooks

Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Item Mappings

All items that appear on a QuickBooks invoice, including Services, Inventory Parts, Non-inventory Parts, Sales Tax Items, Groups, and Discounts must be listed on the QuickBooks Item List. This requirement also applies to invoices that are transferred from Autotask.

l If the name of the Autotask billing item being transferred matches an item on the QuickBooks item list,

the QuickBooks item is used. The QuickBooks item type, tax settings, and General Ledger Account settings are retained.

l If the transfer item does not match a QuickBooks item, a new data record is automatically created.

If you want to continue using your existing QuickBooks Item List, you must set up your Autotask billing items so they map correctly, or are created correctly, on the QuickBooks Item List.

2. Then, you'll populate the Autotask tables with your item names. Refer to"The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page 37.

The Item Mapping Page: Select Naming Convention for

Transferred Billing Items

Administrator

Admin > Extensions & Integrations > QuickBooks Extension > Item Mapping

About the Item Mappings Page

The Item Mapping page serves several functions:

l For users of the US versions of QuickBooks only, it allows you to determine where you will calculate

the taxes on invoices you transfer to QuickBooks: in Autotask or QuickBooks. Refer to"Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 60.

l It displays the editable default mapping that determines which Autotask fields will become the Item

Name on the QuickBooks invoice. Refer to"Recommended: Accepting the Default Naming Con-vention" on page 38below.

l It displays a list of Billing Items with No Billing Codes that are transferred to QuickBooks under

cer-tain circumstances. Refer to"Billing Items with No Billing Code " on page 41, below.

Recommended: Accepting the Default Naming Convention

For most customers, the default QuickBooks Naming Convention will work best. For the item types where you can make a different selection, the default settings are as follows:

l Work Types: Work Types l Material Codes: Charge Name l Service Codes: Service/Bundle Name l Milestone Codes: Milestone Code l Block Purchases: Material Code l Retainer Purchases: Material Code l Ticket Purchases: Material Code

Selecting a Non-Standard QuickBooks Naming Convention for Each Item Type

To select a different naming convention, do the following:

1. Open the Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Item

Mappings page.

2. Click the drop-down box on the header row, for example the Work Types - QuickBooks Item

Nam-ing Convention row and select an option.

3. Repeat for each Billing Code type. 4. Click Save.

You can edit the selection you make in the QuickBooks Item Naming Convention field at any time.

For more information on mapping each Billing Code type where you have mapping options see below.

Mapping Labor (Work Types)

The billing codes applied to Labor (time tracked on tickets and tasks) are called Work Types. In QuickBooks, the item type will be Service.

When mapping labor items to QuickBooks, you have two options:

l You can select the Autotask Work Type to become the QuickBooks Item Name. For information on

how to set up Work Types, refer toAdding Work Types.

l You can use a combination of the Role used when the time entry was created, and the Work Type. In

QuickBooks, the Role will become the Item Name, and the Work Type will become the Sub-Item Name. For comprehensive information on Roles and how to set them up in Autotask, refer toAdding Billing Roles.

Most customers should accept the default,Work Type.

Mapping Charges Using Material Codes

The billing codes applied to products and materials tracked with contracts, projects and tickets are called

Material Codes. In QuickBooks, the Item Type will be Non-inventory Part. Refer to"Map to a QuickBooks Inventory Item" on page 47.

When mapping Material Codes to QuickBooks, you have two options:

l You can select the Charge Name to become the QuickBooks Item Name. The name of the Product,

Charge or Material Item selected on the Charge page will become the QuickBooks Item Name.

l You can select the Material Code to become the QuickBooks Item Name. This selection makes

Refer toAdding a Ticket Charge.

Mapping Recurring Service Revenue Using Service Codes

The Billing Codes (billing codes) applied to Recurring Services are called Service Codes. In QuickBooks, the Item Type will be Service.

When mapping Recurring Services to QuickBooks, you have three options:

l You can select the Service/Bundle Name to become the QuickBooks Item Name. Eventually, each

Service or Bundle you set up in Autotask will become an item on the QuickBooks Item List. If you have a service named "Workstation Support Gold", it will become a QuickBooks item.

l You can select Service Code to become the QuickBooks Item Name. This selection will create fewer

items in QuickBooks. If you have a Service Code named "Server Maintenance Recurring", it will become a QuickBooks item.

l You can select the Recurring Services:Service Code to become the QuickBooks Item Name. In

QuickBooks, the item name will be "Recurring Services", the sub-item name will be "Server Main-tenance Recurring".

Most customers should select the default,Charge Name.

For more information on adding Services, Service Bundles, and Service Codes, refer toSetting Up Your Ser-vices,Adding Service Bundles, andService Codes.

Mapping Subscriptions Using Material Codes

Most often, products and materials will be billed as a Charge associated with a contract, project or ticket. There is, however, a second way (not recommended for most users) of billing for product sales using a "sub-scription". A subscription is a billing item for a Configuration Item (a product installed at a company). Refer to

Managing Subscriptions.

The Billing Codes (billing codes) applied to Subscriptions are called Material Codes. When mapping product Subscriptions to QuickBooks, you have two options:

l You can select the Charge/Subscription Name to become the QuickBooks Item Name. The name of

the Product, which is also the Subscription Name will become the QuickBooks Item Name.

l You can select the Material Code to become the QuickBooks Item Name. This selection makes

sense if you do not want each individual product name to appear on your QuickBooks Item List. If you want the Item Name to be a generic name, with the details in the invoice Description field, rather than "HP Pavilion", this is a good choice.

Mapping Block, Retainer and Per Ticket Purchases using the Block Name (with

Dates)

When you choose this option, the changing dates mean that a new QuickBooks Item is created with each transfer of a Block, Retainer and Per Ticket Purchase.

For most customers, this is not recommended.

Billing Items with No Billing Code 

Depending on your Invoice Template's grouping settings, it is possible to generate billing items that do not have an Billing Code. When this happens, the QuickBooks extension assigns a default Generic Billing Cat-egory name to the billing item.

Billing Items with No Billing Code are transferred to QuickBooks and become QuickBooks items under the fol-lowing circumstances: Autotask Placeholder Billing Code Name Generated When

Labor When "Work Type" is selected and the "Group" check box is checked on the Invoice Item Print Options page, and "Work Type" is selected from the drop-down list, or when Work Type is not required on tickets.

Milestone When "Milestone Code" is selected but no Milestone Code was assigned to the milestone. The use of Milestone Codes is optional.

Projects When the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Pro-ject" is selected from the drop-down list.

Recurring Services

When Recurring Services billing items are not itemized on the invoice.

Subscription No longer relevant since Billing Codes are now required on subscriptions. Tasks No longer relevant since Work Types are required on tasks.

Taxes from Autotask

Used for the line item added to the invoice when "Transfer Taxes Directly" is checked. Refer to

"Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of Quick-Books only)" on page 60for additional information.

Populate Autotask Lists with QuickBooks Items

Once you have decided how to map each item type to QuickBooks, you are ready to populate the lists that contain the items.

The Product List features an import tool that allows you to easily add your Inventory and Non-inventory Parts to Autotask. Refer to"Import Data and View Import History " on page 12.

If you are setting up Autotask and QuickBooks at the same time...

If you are setting up Autotask and QuickBooks at the same time, set up your items in Autotask only. When the item is transferred to QuickBooks for the first time, a QuickBooks item is created automatically.

If you want to use your existing QuickBooks Item List...

If you want to ensure that Autotask plays nicely with your existing QuickBooks Item list, you must recreate the QuickBooks items in Autotask. The following table indicates where items of different types will need to be entered.

It is possible to create Autotask billing items that resolve as QuickBooksItem:Subitem. Refer to"Use the Tilde for Mapping Sub-Items" on page 45.

QuickBooks

All item types appear on one list Example

Autotask

Billing Item Types appear on separate lists Hourly Service

Services where the Unit of Measure is 1 hour, or where the price is listed per hour

“Consulting” Work Type

Admin > Features & Settings > Finance, Account-ing & InvoicAccount-ing > BillAccount-ing Codes > Work Types tab Refer toAdding Work Types

Managed Service

Services where the Unit of Measure is 1 month [quarter, year], or where the price is listed per month [quarter, year]

“Web Host-ing”

Service or Service Bundle

Autotask menu > Admin > Features & Settings > Products & Services > Services and/or Service Bundles

Refer toSetting Up Your Products and Services Portfolio

Lump Sum Service

Progress payment on a Fixed Price Contract

“Milestone Payment”

Milestone Code

Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Milestone tab

QuickBooks

All item types appear on one list Example

Autotask

Billing Item Types appear on separate lists Inventory and Non-inventory Part

Hardware or software billed to the customer

“HP Deskjet”, “Adobe Premiere”

Product

Autotask menu > Admin > Features & Settings > Products & Services > Products

Refer toManaging the Products List

Other Charge

T & E billed back to the customer

“Airfare”, “Parking”

Expense Category

Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Expense Categories

Refer toExpense Categories

Step by Step

Export your QuickBooks Item List

1. In QuickBooks, open the Item List and sort it by Item Type. Then go to Reports > Lists > Item

List-ing. Export the list to a new Excel spreadsheet.

2. On the Excel spreadsheet, do a Find and Replace and replace the colons “:” with tildes “~”.

Add QuickBooks Services to the right list

1. Identify the Services that are priced by the hour. Copy the Service names and enter them into Autotask on the Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing >

Billing Codes > Work Types tab. Refer toAdding Work Types.

2. Identify the Services that are priced by the month, quarter or year. Copy the Service names and enter them into Autotask on the Autotask menu > Admin >Products and Services > Services list. Refer toSetting Up Your Services.

3. If you will be using Fixed Price Contracts, find the Item Name you are using for a lump sum payment in QuickBooks and copy it into Autotask menu > Admin > Features & Settings > Finance,

Account-ing & InvoicAccount-ing > BillAccount-ing Codes > Milestone tab. Refer toMilestone Codes.

Add Inventory Parts and Non-inventory parts to the Products list

1. In Autotask, open the Autotask menu > Admin >Products and Services > Product Categories list. Categories will not be transferred to QuickBooks; they are intended to make selecting products on quotes and tickets easier. They are not required. Add or delete Categories as needed.

3. In Autotask, open the Autotask menu > Admin >Products and Services > Products list and click

Import / Import History.

4. Click Import.

5. Download the recommended template and copy the columns you exported from QuickBooks into the template. Populate all required fields and save the file

6. Browse to the location of the .csv file. 7. Select a duplicate handling option:

a. Do not update or import existing product: when this option is selected, the duplicate record will be returned in the Exceptions report.

b. Update existing product: The information in the import file will overwrite information for the existing product. However, if a field is blank in the import file but it has a value in the existing inventory item, we will not overwrite the value with a blank.

c. If there are multiple matches based on Name + Category + Period, we will NOT perform the update.

8. Click Import. We will validate that the file is a csv file smaller than 5 MB, that all required columns are populated, and that no extra or duplicate columns are in the file.

9. A dialog box will inform you that the import is processing, and that you will be informed via email when it is complete.

Add QuickBooks Expense Items to the Expense Categories List

If you will be billing your customers for expenses your resources have incurred, add expense and travel-related items to Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing >

Use the Tilde for Mapping Sub-Items

Some QuickBooks users make extensive use of QuickBooks' ability to apply different levels to lists such as the Item List, and the Customer:Job list. When items are transferred from Autotask, a tilde character (~) can be used to map billing items in Autotask to the Item:Subitem structure in QuickBooks.

On the QuickBooks Item List, subitems appear indented underneath an item, or separated from the item by a colon (:).

To create a Product or Work Type in Autotask that will resolve into a QuickBooks Item:Subitem, do the fol-lowing:

1. In the Product/Work Type Name field, enter the name of your product with the Item level before the tilde, and the Subitem part after the tilde:

Tech~On-Site Service. You can add additional levels: Tech~On-Site Service~Non-Bil-lable.

2. Save your Work Type.

This method of using the tilde can also be used with Role names, Service and Bundle names and anything else in Autotask that will be converted to a QuickBooks item name.

Map to a QuickBooks Inventory Item

If you track inventory in Autotask, your On Hand counts will be updated when you synchronize inventory, and mapped QuickBooks Inventory Parts will be created by this process. Refer to"Synchronize Inventory" on page 26.

If you track inventory in QuickBooks only, and would like to update the On Hand count when an Inventory Part is transferred on an Autotask invoice, you must do the following:

l Enable the "Decrement from Inventory when transferring invoices containing ticket/project/contract

charges to QuickBooks" system setting.

l Map the Autotask Product to an existing QuickBooks Inventory Part before the item is transferred from

Autotask for the first time

To map products to an Inventory Part, do the following:

2. When an item is transferred on an invoice, Autotask only checks if an item with the exact name already exists on the QuickBooks Item List. It does not check for the QuickBooks Item Type.

If the item exists in QuickBooks as an Inventory Part, the transferred billing item will become an Invent-ory Part with the same name, and any inventInvent-ory on hand will be reduced by the item quantity.

Assign a QuickBooks Financial Account

When you create an item in QuickBooks, you are required to select the QuickBooks financial or general ledger account the item will be tracked in.

Autotask does not track billing transactions at the general ledger level.

To allow the Autotask QuickBooks Extension to create new items on the QuickBooks Item List when neces-sary, the QuickBooks extension creates a placeholder account called

Autotask Other (9999998)

A dialog will let you know when a new item with the Autotask Other account is created. We recommend that you immediately open the QuickBooks Item List, edit the item and assign the correct financial account.

Due to changes in Autotask, we no longer recommend that you use the QuickBooks Account column on the Item Mappings page. Most items cannot be mapped that way, and mapping fails without notice.

2. Right click on the item and select Edit Item. The QuickBooks Edit Item page opens. 3. Find the Company field and select the correct company from the drop-down list.

4. Update the Tax Code field, as needed. Autotask will create a taxable item if the tax amount is greater than zero.

5. Click Save. A dialog box appears where you can choose whether this change will affect only future transfers, or whether you want it to apply to all items with this item code.

6. Click Yes to assign the new company to all transactions, No to assign it only to future ones.

Invoice Template Setup for Transfer to QuickBooks

About Invoice Templates

Invoice Templates determine

l Which Autotask fields will appear on the QuickBooks invoice l The grouping levels of billing items

l Item sorting on the invoice

Each line item on the Autotask invoice will become a line item on the QuickBooks invoice.

Detailed Field Map

For a map that shows how individual Autotask fields are mapped to QuickBooks fields, refer to"QuickBooks Field Map" on page 53.

The Customer Default Invoice Template

Newer databases contain a Customer Default invoice template in Autotask menu > Admin > Features &

Settings > Finance, Accounting & Invoicing > Invoices > Invoice Templates. Initially, this template is

the default for new customers.

You can create multiple Invoice Templates, and assign them to companies on the Invoice Preferences page. Refer toCreating or Editing an Invoice Template.

To make the another template your default invoice template, do the following:

1. Open the Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing >

Invoices > Invoice Templates page.

2. Right click on another template and select Set as Default.

Item Settings that impact QuickBooks

If You Group Billing Items

If you do not itemize Recurring Service Contract Services and Bundles, or if you group billing items in certain ways, it is possible that Autotask generates billing items without Billing Codes. During the transfer to Quick-Books, a generic billing category name is inserted, which becomes the QuickBooks Item Name.

These items are transferred to QuickBooks and become QuickBooks items under the following cir-cumstances: Autotask Placeholder Work Type Name Generated When

Labor When "Work Type" is selected and the "Group" check box is checked on the Invoice Template or the Invoice Item Print Options page, and "Labor by Work Type" is selected from the drop-down list, or when Work Type is not required on tickets.

Milestone When "Milestone Code" is selected but no Milestone Code was assigned to the milestone. The use of Milestone Codes is optional.

Projects When the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Pro-ject" is selected from the drop-down list.

Recurring Services

When Recurring Services billing items are not itemized on the invoice.

Subscription No longer relevant since Billing Codes are now required on subscriptions. Tasks No longer relevant since Billing Codes are required on tasks.

Taxes from Autotask

Used for the line item added to the invoice when "Transfer Taxes Directly" is checked. Refer to

"Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of Quick-Books only)" on page 60for additional information.

QuickBooks Field Map

The following is a complete list of fields transferred from Autotask to QuickBooks.

Autotask Field or Fields QuickBooks Field or Fields

Company Fields

Company Name Customer Name, Bill To

Subsidiary Name Only transferred to Invoice Item

Descrip-tion field when invoicing Subsidiary Items to Parent Company

Taxable (Tax Exempt flag from Company Detail) Tax Code

Address 1 Street 1, Bill To

Address 2 Street 1, Bill To

City City, Bill To

State State/Province, Bill To

Country Country/Region, Bill To

Zip Code Zip/Postal Code, Bill To

Phone Phone

Fax Fax

Bill To Address: Attention (Invoice Preferences) Bill To

*Billing Address 1 (Invoice Preferences) Bill To, Address *Billing Address 2 (Invoice Preferences) Bill To, Address

*Billing City (Invoice Preferences) Bill To

*Billing State (Invoice Preferences) Bill To

*Billing Country (Invoice Preferences) Bill To *Billing Zip Code (Invoice Preferences) Bill To

Billing Tax Exempt checkbox (Invoice Preferences) Tax Code in Customer popup

Autotask Field or Fields QuickBooks Field or Fields

Invoice Number Generated in QuickBooks and transferred

back to Autotask

Total on the invoice Calculated in QuickBooks

Tax Total on the invoice Calculated in QuickBooks if "Transfer Taxes from Autotask" is disabled. If "Taxes from Autotask" is enabled, tax total is transferred to QuickBooks and is displayed as a line item on the Quick-Books invoice.

PO Number (Invoice Wizard) PO Number

Invoice Method (Invoice Preferences) "To be Printed" and "To be Emailed" checkboxes on Invoice.

Autotask Field or Fields QuickBooks Field or Fields Autotask fields are transferred to the Item Name field in QuickBooks

following the selection made on the Item Mapping page. Refer to"The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page 37.

Billing Item

Type Fields transferred to QuickBooks Item Name field Labor Default/Recommended: Work Type

Additional options: Role:Work Type. If Work Types are not required on tickets, the Role is transferred as the item name.

Charge Default/Recommended: Charge Name Additional options: Material Code Expense Expense Category Name

Subscription Default/Recommended: Charge/Subscription Name

Additional options: Material Code Recurring

Services and Bundles

Default/Recommended: Service/Bundle Name Additional options: Service Code or Recurring Ser-vices:Service Code

Milestones Default/Recommended: Milestone Code Additional options: Milestone:Milestone Code Billing Items

without Billing Code

Generic Billing Category name

Item Name

Item Type Item Date

Labor Date Worked

Contract, Project or Ticket Charge Date Purchased

Expense Expense Date

Subscription Effective Date

Recurring Services and Bundles Period Date