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ID913 Autotask PSA Sync with e-automate - Contracts

This integration will sync contract invoices from Autotask to e-automate. 

 

Jump to: Overview | Samples | Setup | Testing | Variables | Alert Functionality | Best Practices & Tips |  Related Alerts

 

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Overview

Overview

This process will sync contract invoices from Autotask to e-automate. The trigger for the sync is the contract invoice from Autotask, which triggers a process to pull the information from Autotask and update our background tables. The sync then updates or inserts a contract into e-automate that matches the billing from Autotask. Services and charges billed in Autotask will sync as serviceable line items on the contract in e-automate.

Contracts are created based on templates, you'll have one contract template for each contract category in Autotask. When a new contract is created the sync will copy the coding from the matching contract category template to create the new contract. Items in e-automate are also created based on templates, the item templates are based on the billing codes in Autotask, specifically the material and service codes. When the sync creates a new item it will find the matching billing code template and copy the coding to create the item.

Once the contract is created or updated in e-automate, you'll need to cycle the contract through the billing queue to generate the invoice in e-automate. Once the contract is billed in e-automate, the sync will uncheck the "Bill Contract" box on the contract so that the contract will not pull into the billing queue until the next time that the sync updates the contract with a new invoice.

 

Run Schedule: Every 15 minutes

Type of Output: Sync

 

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Sample

Sample

Jump to: Contract Header | Contract Item Details Tab | Contract Billing/Contact Tab | Contract Message | Email Output

Contract Header

Contract Header

AT

AT

1. The contract number will be the next number from e-automate, combined with the optional prefix from variable 9. 

2. The customer on the contract will match the account from Autotask.

3. The contract type is copied from the contract template used to create the contract.

4. The contract bill code is copied from the contract template.

5. The status of the contract will be set to active unless the start date of the contract is in the future.

6. The billing method will be copied from the contract template. 

7. The start date of the contract will be the start date from Autotask.

8. The expiration date will match the end date from Autotask.

9. The billing cycle on the contract will match the billing cycle from Autotask.

10. The sync will set the billing period on the contract to match the billing dates on the Autotask invoice.

11. The contract base distribution code will be copied from the contract template.

 

Contract Item Details Tab

Contract Item Details Tab

Each service or change from the Autotask contract will show as a serviceable item on the Equipment/Item tab of the contract:

item tab.jpg

The item details will match between Autotask and e-automate:

item details.jpg

1. The item number will be the service/bundle item from Autotask.

2. The description in e-automate will be the invoice description from Autotask.

3. The quantity will match between the two systems unless there are multiples of the same item on the Autotask contract. Those items will be rolled up into one item in e-automate and show a quantity of 1.

4. The unit base rate is the price from Autotask.

5. The base rate is the total amount billed in Autotask for the server.

AT items.jpg

6. The start coverage and start base billing date will match the billing period start date when the item was added to the contract.

7. The base distribution code is pulled from the item record.

8. The bill code is pulled from the bill code set on the contract.

9. The tax code on the contract is pulled from the customer record. This field is only touched when the item is added to the contract. Subsequent updates do not touch the tax code field.

10. The branch is pulled from the customer record.

Contract Billing/Contact Tab

Contract Billing/Contact Tab

ea

ATAT

1. The bill to customer will match the bill to account from the contract in Autotask.

2. The contact name will match the contact name from Autotask.

3. The branch is pulled from the customer record in e-automate.

4. If you have checked the option to Group invoices on the contract template, this option will be checked on the contract created by the sync.

5. The billing group will be pulled from the contract template.

6. The tax code on the contract will be pulled from the customer record in e-automate.

7. The terms on the contract will pull from the customer record in e-automate.

8. The report group will be pulled from the contract template.

9. The invoice number from Autotask will sync to the PO field on the contract. (If needed, you can have the Autotask invoice number post to the Remarks tab of the contract.)

Contract Message

Contract Message

contract

1. The sync automatically adds a billing queue message with the next billing date from the Autotask contract. 

2. This message is set to require acknowledgment in the billing queue.

Email output

Email Output

You will receive an email each time a contract is updated or created.

current email sample 060424.jpg

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Setup

Setup

Jump to: EA Settings | AT Settings | Subscribe to Alerts 

EA Settings

EA Settings

1. Verify that the option to add items to service calls and contracts is enabled. Details on that are here.

2. The sync requires a termination code to be used when items are removed from the contract. 

AT Settings

Autotask Settings

1. Determine the different types of contracts that you will need to create, you will have one template in e-automate per contract category from Autotask. You want to have one contract category for every "flavor" of billing. Every contract in Autotask will need a contract category assigned to it.

2. Determine the GL accounts that you want revenue to post to in e-automate. You'll need to make sure that you have material and service codes in Autotask for each of the GL accounts that you will use.

3. If you would like to specify the sales rep to be used on the contract in e-automate, you'll need to create a user-defined field in Autotask to hold this information. See details on creating that field here

Subscribe to Alerts

Subscribe to Alerts

1. Once you have the settings in Autotask and e-automate determined, subscribe to  ID913 on our website.  If you don't have a login to our subscription site, you can email help@ceojuice.com to have us set you up with a login. 

Once these setup steps have been completed, please let us know and we will install the process and run the preflight process to create the item and contract templates.

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Variables

Variables

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Variable 2: Leasing Item - Item number used for leasing items, the item number must be the same in Autotask and e-automate. When the sync encounters this item on an Autotask contract it will add the item to the e-automate contract at $0.00 and not make updates to the item.

Variable 3: AT Service Codes - Only sync items with these Autotask service billing codes. Separate multiple codes with a comma. To exclude service codes, start the list of service billing codes with (!).

Variable 6: AT Material Codes -Only sync items with these Autotask material billing codes. Separate multiple codes with a comma. To exclude material codes, start the list of service billing codes with (!).

variable 7.jpg

Variable 7: Default Term Code - Default termination code that will be used when the contract or item on the contract is terminated by the sync.

variables

Variable W:Serviceable Item - Enter the item number to be added to the contract that will be used on all service calls generated by service ticket integration. This item will be added to all contracts created by the sync. **Required, the default value is AT-Service.

Variable 4: Default Contract Template - the name of the default contract template in e-automate. This template would be used if there is no matching contract template for the contract type from Autotask. The default is **ATContract.  **Required**

Variable 9: Contract #  Prefix - If you would like the contracts created by the sync to have a specific prefix (AT, MNS, IT, etc) enter that here. When the contract is created by the sync, it will add the letters from this variable to the beginning of the contract number. Leave blank to use the default contract number.

variables

Variable 5: Default Item Template - the name of the default item template in e-automate. This template would be used if there is no matching item template for the item in Autotask. The default is **ATJuiceDefault. **Required**

Variable 11: Autotask Credentials - If you have more than one set of API credentials entered on the CEOJuice website, specify which credential set to use. 

var 8 and 12.jpg

Variable 8: Renumber invoices - Option to renumber the contract invoice in e-automate to match the invoice number from Autotask. Set to Yes to renumber the invoices and No to leave the invoice number as the e-automate invoice number.

Variable 12: Invoice renumber prefix - Option to add a prefix to the Autotask invoice when using the invoice renumber process. If all invoices in Autotask are numerical only, you'll need to provide a prefix to avoid renumbering to an invoice number that already exists in e-automate.

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Testing

Testing

There are two steps to the testing of the contract sync, the first step is to update the coding on the item and contract templates. Once the coding on the templates is updated, the second step is to push contract invoices to the test database to check contract creation.

Jump to: Testing Setup | Contract Templates | Item Templates | Testing Checklist

Testing Setup 

Testing Setup

1. API Keys in Autotask – These may already be in place if you are using other portions of the Autotask sync. New keys do not need to be created if they already exist for other Autotask integrations. Details on creating API keys here.

2. Autotask test Database – If using a test Autotask database, you’ll need to create a set of API keys for that database. Details on creating API keys here.

3. e-automate test Database – A test database is required to sync calls initially for review. See this link for notes on creating a test e-automate database.

4. CEOJuice test database – If you have previously tested other parts of the Autotask integration, you may already have this in place. If not, see this link for notes on creating a test CEOJuice database.

Contract Templates

Contract Templates

You will have a contract template for each contract category that exists in Autotask. To see the existing contract categories, go to the Admin menu, then Contracts and Un-Posting, and click on Contract categories:

AT

Click on the New button to create a new category or click on the edit button next to an existing category to change the name.

AT

As part of the preflight process, we will create one contract template for each contract category, you'll then need to update the coding on each contract template in e-automate.

The contract templates are non-billing contracts with a specified contract number that the sync uses to determine the default coding for each contract created. When the sync creates a new contract, it will check the category from Autotask and then find the matching template in e-automate and copy the coding from that template to the newly created contract.

For each template, you'll need to update the following codes:

Contract_template_example.jpg

1. Contract Type - Determines if the contract is installment-based or deposit based.

2. Contract Bill Code - Used to determine what is covered and what is billable for service calls applied to the contract.

3. Contract Status - Status is a required field.

4. Contract base distribution code - Required field, will only be used if the item added to the contract does not have a contract base distribution code set.

**Leave the billing cycle blank on the contract template.

On the Billing/Contact Tab of the contract:

contract_template_example_2.jpg

1. Billing Group - optional, but recommended to segregate the contracts created by the sync into their own billing group.

2. Tax code - each template will need to have the tax code field updated, this is only because e-automate requires this field to be filled in. The tax code entered on the template WILL NOT be copied to the contract created by the sync. The tax code assigned to the customer on the contract will be used.

3. Report Group - The report group indicates the invoice format that is used for the contract invoices in e-automate and is a required field.

In addition to the templates created for each agreement type, you will also see the default agreement template that is used when there is no matching template that can be found in e-automate. We recommend creating a new contract type for the default contract that you can easily search on and see that the contract was created from the default and needs to be updated.

default_contract.jpg

Item Templates

Item Templates

The item templates are based on the billing codes in Autotask. You'll have one item template for each material code and one for each service code. To see the codes that currently exist in Autotask, go to the Admin menu, then Finance, Accounting & Invoicing, and click on Billing Codes:

AT

This will bring up all the billing codes section, the two tabs of codes that will create templates are Material and Service:

AT

Add new codes by clicking on the New button or edit existing codes by clicking on the edit option next to the code. As part of the preflight process, we will create the item templates for you in the test database. You'll then need to update each template with the proper coding for item creation.

Updates needed on each template:

item

1. The default description will be ID913 Item Template, you can change this to whatever you would like or leave it as is. When an item is created, the sync pulls the description from Autotask for the item.

2. Category: The category will default to the first category in the list, you can change to an existing category or create a new category for the item templates.

3. Unit of Measure: The unit of measure will default to EA, you can change as needed.

4. Contract base distribution code: This code drives where the revenue is posted when the item is used on a contract.

Item type, inventory code, sales code and service code will all copy over when a new item is created but are not required to add an item to a contract.

**If you have items already set up in e-automate that match a product or service in Autotask, please review these items and verify that all have the correct contract base distribution code in place. If the sync finds a matching item already in e-automate, it will use that item on the contract. If the distribution code is not set on the item, the revenue from that item will default to the GL account used on the contract distribution code (code set on the contract template).

In addition to the templates based on material and service codes, there will be one default template that will be used in the event that the sync can't find a matching template to the code on the product or service from Autotask.

Testing Checklist

Testing Checklist

Once the templates have been updated, you're ready to begin syncing invoices to the test database for review. Verify the following are all working as expected:

  • Review the contracts that were created, checking dates, base rate amounts, and item amounts.
  • Preview the next invoice, confirm that the totals match and that the tax status is in line.
  • Invoice contract and review the GL entries to verify that the amounts all posted to the correct accounts.

After confirming that everything is syncing properly, we will move the templates to your production e-automate and repoint the sync to production to push in the contract invoices.

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Alert Functionality

Alert Functionality

The sync is triggered by the contract invoice from Autotask. As the contracts are updated throughout the month, those changes will not sync across to e-automate. When the contract is invoiced, the sync will create or update a contract in e-automate. Once updated, the contract will need to be cycled through the contract billing queue to generate the invoice in e-automate. After the invoice has been created in e-automate the sync will uncheck the Bill contract box on the contract so that the contract will not come into the billing queue until the next time an invoice is generated in Autotask.

Jump to: Serviceable Items | AT-Service Item | Customer Mapping | Contract Number | Contract Type | Contract Bill Code | Contract Status | Contract Dates | Contract Billing Period | Billing Cycles | Base Distribution Codes | Bill To Customer | AT Invoice # | Billing Groups | Report Groups | Invoice Samples | Contract Message | Contract Tax | Terminating Items | Contract Accruals | Items on Contract | Invoice Renumber | Sales Reps | Proration of Items | Invoice Paid in AT | Bill Contract Checkbox | e-views

Serviceable as an item

Serviceable Items

The sync process will add the products and services from the Autotask contract invoice to the e-automate contract as individual line items. To add these items to the service contracts in e-automate,  the option to Allow items to contracts and service calls must be enabled.

This option is located in Tools\Options:

serviceable_as_an_item.jpg

Click on Contracts (1) and then check the option for Allow items on contracts and service calls (2). You will need to close e-automate and reopen to see the change. 

AT-Service

AT-Service Item

The sync adds a default placeholder item to every contract created. This item is added to the contract at a rate of $0.00 and is used in conjunction with the service ticket integration. This item will be created by the preflight process and only needs to have the option for serviceable as item checked:

AT-Service_item.jpg

The item will show on the contract:

AT

This item is suppressed on the customized invoice formats that we'll install for you so that invoices sent from e-automate will not show this item.

Customer Mapping 

Customer Mapping 

Customer mapping is based on the e-automate customer number existing on the matching account in Autotask.

customer mapping.jpg

Contract Number

Contract Number

The sync will use the next contract number from e-automate, this is set in Options:

next

You do have the option to add a prefix to all contracts created by the sync, which we recommend doing. This allows for easy filtering in the contracts screen for the contracts created by the sync. This prefix is set in variable 9. In the example below, variable 9 is set to AT.

contract number.jpg

Contract Type 

Contract Type 

Contract types in e-automate are used to set the defaults used when a contract is created, these are similar to contract categories in Autotask, though you do not need to have the contract types match exactly to the agreement types.

When creating a contract type in e-automate, go to Lists and Codes then Contract Types. 

contract

There are four fields required on the contract type:

1. Contract type - The name of the contract type.

2. Description - A description of the contract type.

3. Base distribution code - The default distribution code used at the contract level when this contract type is used on a contract.

4. Billing method - The contract type determines if the billing method will be Installment based or Deposit based.

The remaining fields are optional when setting up the contract type, you may want to set a default bill code (5) or a report group (6).

**When setting the contract type on the contract templates, you can override the defaults for everything except the contract type name and the billing method.**

Contract Bill Code 

Contract Bill Code 

The contract bill code will determine what is billable and what is covered for service tickets applied against the contract. When the sync creates a new contract it sets each item added to the contract with the contract bill code on the template. 

Contract level bill code:

contract bill code.jpg

Depending on how you are billing for service, you may need to set up advanced bill codes so that what's billable in Autotask is also billable in e-automate. See here for more details on setting up advanced bill codes. See the documentation here for more details on how the bill code functions in relation to the service call sync.

Contract Status 

Contract Status

The sync will only process contracts that have a status of Active in Autotask, the contract created in e-automate will also have a status of Active.

contract status.jpg

If a contract is created in e-automate where the start date is in the future, the status will be inactive when the contract is created. To bill the contract, you'll need to manually change the status to active.

Contract Dates

Contract Dates

Autotask allows contracts to start billing any day during the month, though a best practice is to start the contract on the first of the month.

The contract created in e-automate will match the start and end dates from the Autotask contract.

start and end date.jpg

Contract Billing Period 

Contract Billing Period 

There are two options for determining the billing period on the contract when the invoice syncs:

1. Invoice date range: Use the first date in the invoice date range set in the search filters. This date will be used as the start of the billing period for all invoices created in the batch, it must be the correct starting date for ALL invoices to be created.

billing period opt 1.jpg

2. Derived billing date: If you do not consistently set the beginning invoice date range to the start date of the billing period, you have the option to have the sync logic derive the billing period using the data on the invoice. The sync will pull the period start and end date for the items and use that for the billing dates. 

period option.jpg

 

Billing Cycles 

Billing Cycles 

The contract period type from Autotask (Monthly, Quarterly, Semi-Annual, Yearly) will need to have corresponding billing cycles in e-automate that match by name so the sync can set the billing cycle on the contract properly. To find the billing cycles in e-automate go to Tools - Lists and Codes - Billing Cycles

billing

Base Distribution Codes 

Contract Base Distribution Codes

The base distribution code determines if the contract will accrue and sets the GL account that revenue will post to; the distribution code is set on the contract type and will automatically update when you update the contract type. 

dist

1. The check box Use accruals needs to be checked if the contract should accrue.

2. Revenue account - The GL account that the revenue will be posted to.

3. Revenue department - The GL department that the revenue will be posted to.

4. Revenue distribution - The percentage of revenue to be posted to the account. You can split the revenue among several accounts, the total distribution needs to add up to 100%.

When posting revenue, e-automate checks for the distribution at the item level, if no code is found there, the code at the contract level is used.

dist

The contract base distribution code on the item template is copied to each item created by the sync, and therefore will be used at the item level of the contract (1). You'll want to check for any existing items in e-automate where the item number matches a product/service from Autotask and verify that these items all have a base distribution code set.

Bill To Customer 

Bill To Customer 

The bill to customer on the contract will match the bill to account set on the contract in Autotask.

bill to customer.jpg

AT Invoice # 

AT Invoice # 

The invoice number from Autotask will post in the PO field on the contract in e-automate:

At

You can search by the PO field and see this column in the contracts screen in e-automate, making it easy to search for the invoice number and use this field to verify that the contract has been updated by the latest invoice from Autotask.

If you are using the PO field on the contract for customer PO's, you do have the option to switch the Autotask invoice to post in the remarks field instead of the Po field.

Billing Groups

Billing Groups

If you want IT contracts to have a separate billing group, you can add one to the contract templates. It is not required, just a way to segregate the IT contracts into a separate group and something we recommend doing.

To create a billing group in e-automate, go to Lists and Codes and select Contract bill groups from the drop-down list:

bill

Assign the bill group to the contract templates and it will then be copied over to contracts created from that template.

Report Groups

Report Groups

The report group on the contract determines what invoice format is used when printing/viewing the invoice in e-automate. We will create these report groups for you with the different invoice formats that we have available.

The report groups are:

A. AT No Base Rate: Show line items, with no pricing. This invoice template shows the quantity and description of each item on the contract invoice, but does not show the individual line item pricing:

B. AT Details: Show line items and line item pricing. This invoice template shows the line items on the contract, the quantity, and the line item pricing

C. AT No Details: Only shows the billed amount. The last option does not show any of the line items on the invoice, just the total amount charged.

D. AT Full Details: Shows the full details of each item pulled from the Autotask contract. This format is best used when you have multiple items of the same item on the contract in Autotask, as this invoice will show each item description instead of the one rolled up item from the EA contract.

Invoice Samples

Invoice Samples

AT No Details

no details.jpg

AT No Base Rate

no base rate.jpg

AT Details

details.jpg

AT Full Details

details.jpg

Contract Message

Contract Message

The sync will populate a message on the contract with the next billing date from Autotask (1). This message is set to require acknowledgment in the billing queue (2). 

contract

The message is intended to be used as a way to confirm that the contract has been updated by the sync prior to invoicing the contract in e-automate. If the next invoice date in the message matches the billing period date, the invoice has not been updated by the sync and should not be billed.

Contract Tax

Contract Tax

The tax code on the contract is pulled from the customer record in e-automate. On the contract, the tax code is set on the Billing/Contact tab. For the contract to bill tax, there needs to be a billable tax code entered and the Taxable box must be checked. 

tax code 1.jpg

These two settings will default to the customer settings when the contract is created. 

The tax billed on the e-automate contract invoice is tied to the tax authority on the contract and the tax category that is on the contract base distribution code. Every tax code in e-automate is made up of tax authorities, you can have multiple tax authorities on one tax code. The tax authority determines what to charge tax on, based on the tax flags that are added:

tax code 2.jpg

Each contract distribution code has a tax category listed:

tax code 3.jpg

In order for the contract to charge tax, the tax category on the base distribution code needs to match one of the categories to tax that is listed on the tax authority. For example, if the base distribution code is set with a tax category of MISC and that is NOT a category listed on the tax authority, e-automate will not charge tax on the contract invoice.

Terminating Items

Terminating Items

When items are no longer billed on the Autotask contract, they will be terminated from the e-automate contract using the default termination code.

term codes.jpg

Contract Accruals 

Contract Accruals 

When the billing cycle on the contract is greater than one month, the sync will utilize the accrual settings for contracts that are set in Options:

accrual settings.jpg

Items on Contract

Items on Contract

Each service/charge that is listed on the contract in Autotask will be listed as a serviceable item on the contract in e-automate.

Autotask contract service charge:

at service on contract.jpg

Serviceable item on e-automate contract:

ea item on contract.jpg

Invoice Renumber 

Invoice Renumber 

There is an option to renumber the e-automate contract invoice to match the invoice number from Autotask. To enable this option, set Variable 8 to yes. If all of your invoice numbers in Autotask are numeric only, you'll need to fill in an invoice prefix in variable 12.

invoice renumber.jpg

Within 15 minutes of the contract invoice being created in e-automate, the sync will renumber the invoice to match the invoice number in Autotask.

Sales Reps 

Sales Reps 

There are will be two options for updating sales reps on contracts created by the sync:

1. Pull the sales rep from the customer record in e-automate.

sales rep ea.jpg

2. Pull the sales rep from a custom field on the contract in Autotask. Details on creating the user-defined field here, the value in the field must match the employee number in e-automate.

udf in AT sales rep.jpg

Proration of Items 

Proration of Items 

Items prorated on the Autotask contract will show in e-automate with the full billing period coverage dates. This is done to stop e-automate from automatically prorating the amount, as the proration calculation has already been done in Autotask.

Invoice Paid in AT 

Invoice Paid in AT 

When the contract invoice is paid in full in e-automate, there is an option to update the invoice in Autotask to show it as paid with the date paid field in Autotask updating:

date paid.jpg

Bill Contract Checkbox 

Bill Contract Checkbox 

Once the contract in e-automate has been billed, the sync will update the contract and uncheck the "Bill Contract" box. When the next invoice is generated in Autotask, the sync will update the contract with the new invoice and check the "Bill Contract" box on the contract. This is done to stop the contract from entering the billing queue in e-automate prior to the contract getting updated by the sync.

If you void and reset an invoice in e-automate to rebill, you will need to manually check this box on the contract in order to rebill the contract. 

Any contract with an accrual cycle attached will not have the Bill contract box unchecked so that accruals may be done each month in e-automate.

e-views

e-views

There is one custom e-view installed with the Autotask sync, CEOJuice ID913 ZCJ_AT_913_ContractInvoiceLog. You will see this e-view in the Systems section of e-views and it shows the history of contracts created and updated and when the billing from e-automate is matched to the Autotask invoice.

eview.jpg

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Best Practices & Tips

Best Practices & Tips

Jump to: User-Defined Fields

User Defined Fields

User-Defined Fields

There is one user-defined field that is optional to specify the sales rep to use on the contract in e-automate: ZCJ_EASalesRep.

User-defined fields are created in in the Admin section in Autotask, under the Application-Wide (Shared) Features:

udf 1.jpg

The user-defined field will be created in the Contracts section, named ZCJ-EASalesRep:

UDF field.jpg

 

 

 

 

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Related Alerts

Related Alerts

ID962 - Autotask Customer Sync

ID914 - Autotask Service Call Sync

ID915 - Autotask Sales Order Sync

 

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