Each time the ID964 Agreement sync runs, it updates the contract in e-automate to match the line items on the agreement invoice from ConnectWise. If an item exists on the contract but not on the invoice, it will be removed. If an item appears on the invoice but not on the contract, it will be added.
This process is designed to keep the billing amount in e-automate aligned with the amount billed in ConnectWise. However, certain issues can cause discrepancies between the two systems. The two main issues that you may run into are:
- The base rate shown on the e-automate contract does not match the invoice subtotal from ConnectWise.
- The contract preview amount from e-automate does not match the invoice subtotal from ConnectWise.
EA Base Rate different than CW Invoice Subtotal
Issue: The base amount on the contract in e-automate doesn't match the invoice amount from ConnectWise. Depending on the termination dates of canceled items, the amount that you see in the base rate box might not match the invoice amount from ConnectWise. Preview the next invoice in e-automate to see the actual amount that will be billed when the contract is invoiced.
Base Amount on the Contract:
ConnectWise Invoice Subtotal (Total without Tax)
Sometimes the base rate total doesn't update, but the invoice in e-automate will bill the correct amount. To verify, preview the next invoice:
Open the contract and click on the Messages tab (1) and uncheck the option to 'Require acknowledgement' (2)
Save the contract once the box is unchecked.
Next, right-click on the contract and choose the 'Preview next invoice' option
Verify if the billing amount matches the invoice amount from ConnectWise:
EA Contract Preview Amount different from CW Invoice Subtotal
Issue: If the contract preview amount in e-automate doesn't match the ConnectWise invoice subtotal, it's likely due to prorated charges for items that were terminated. This can happen if the sync updated the contract with the same billing period multiple times, billing periods were skipped in e-automate, or older invoices from ConnectWise were synced accidentally. To fix this, review the terminated items and remove any prorated amounts. If needed, completely remove the item causing the discrepancy from the contract.
Invoice Amount on EA Contract: $6,897.50
Invoice Subtotal on CW Invoice: $6,775.00
To correct, we need to review the terminated items on the contract and see if any of those are charging prorated amounts. On the Equipment/Item tab of the contract, uncheck the box for 'Show only current equipment':
You'll now see all items that have ever been on the contract. The icon in the far left indicates terminated items:
Double-click on the terminated items:
Click on the proration button to see the prorated amount calculated by e-automate:
The $122.50 prorated amount accounts for the difference between the two invoices. In this case, the Off365Acc item was added during the May billing, removed in June, and then added back to the contract - causing e-automate to apply a prorated charge.
To correct, follow these steps:
- Uncheck the Auto-calculate prorated base amount
- Update the Prorated Base Amount to be zero.
- Uncheck the Bill immediately box.
Repeat this process for any prorated amounts that are being billed. In some cases, you'll need to click on the Proration settings button by the Start base billing date and the one next to End Base billing date.
Once the proration amounts have been corrected, preview the invoice amount again in e-automate and verify that the proper amount will be billed. If the terminated item on the contract has never been billed on the contract you can highlight the item and then click on the remove button to remove the item from the contract. Items that have been billed in e-automate can not be removed from the contract.
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