Processing invoices

This field appears on the Process Selected Invoices dialog box. It has the following options:

• View the invoices: Select this option if you are invoicing in Autotask only and would like to print or save the processed invoices.
• Create an XML File: Select this option if you would like to export your invoice data to an XML file for integration with your accounting software. Refer to XML data mapping for a table outlining each Autotask field that is exported to the XML file.

• Mark the invoices as ready to transfer to QuickBooks: This option will be presented if the new QuickBooks integration is installed and the invoice transfer option is enabled in the web connector. This will process the invoices and mark them as Pending in the Transferred to QuickBooks column on the Invoice History page. This is because the actual transfer is initiated by the QuickBooks Web Connector, an external app. Refer to Initiating invoice transfers.

This field appears on pages where the invoice template can be selected. An invoice template allows you to define the layout and style elements, data fields, and grouping and sorting options on your invoices. Refer to The Invoice settings tab and page.

Select an active invoice template for processing this batch of invoices, or a default invoice template for an organization or a country. The selection you make here will override any setting at the system, country, or organization level.

This check box appears on the Process Selected Invoices dialog box. When selected, invoices for customers with Invoice Emailing enabled will be attached to an email and immediately sent to the customer.

Invoice Emailing is enabled on the Invoice Settings view of the Organization page. Refer to Invoice Emailing.

This field appears on pages where an email message template can be selected. The email message template determines the body of the email the quote or invoice will be attached or linked to.

The default setting is Use Default Organization Email Message Template. Refer to The Invoice settings tab and page and The Quote Settings tab and page.

You may select any active email message template. The selection you make here will override any setting at the system, country, or organization level.

This field appears on pages that are part of the invoicing process. It is the date the charge was invoiced.

On the Process Selected Invoices dialog box, it defaults to the current date, but you can click the calendar icon and select a different date. This allows you to control the Due Date, which is calculated by adding the number of days from the Payment Terms on the invoice template to the Invoice Date.

On the Invoice Batch Processing log and Invoice History pages, the Invoice Date is read-only.

This field appears on invoices and the Process Selected Invoices page. Field values are determined by the system setting Next invoice number (leave blank to disable automatic numbering). If the system setting is not enabled, the field is blank and invoice numbers are not created.

• Process Selected Invoices page: When you are processing a single invoice and the system setting is not enabled, you can enter an invoice number to use for this invoice.
• If auto-numbering (globally or by line of business) is enabled, the field is set to auto-number and is read-only.

This pair of fields appears on the Process Selected Invoices dialog box. These dates refer to the earliest and latest item dates that will be included in the invoice. They default to the item dates you selected on the Invoicing / Items to Invoice page. The fields are displayed on invoices that use the Autotask default invoice templates.

This field appears on entities that are part of the billing workflow, and is applied to labor and charges.

• If you assign a purchase order (PO) number to a quote (on the Terms tab), and then close the associated opportunity using the Won Opportunity Wizard, any charges created using the Won Opportunity Wizard will inherit the PO number.
• If you assign a PO number to a contract, the associated billing items inherit the contract's PO number.
• If you assign a PO number to projects, tickets, or tasks, that PO number will override the associated contract's purchase order number.
• The PO number appears on invoices. A separate invoice is created for each PO number. If an organization has multiple billing items that are assigned to different PO numbers, Autotask will generate multiple invoices for that organization.

Refer to Working with purchase order (PO) numbers.

When this field appears on quotes and invoices, it informs the customer when you expect to receive the payment for their order. On purchase orders, it indicates the payment terms you expect to receive from the vendor.

Select a payment term.

On the New Organization page:

Select the tax jurisdiction whose tax rules will apply to this organization or organization location. This field is inherited by entities that are part of the billing workflow but can be overridden on a quote or invoice. The tax region selected on the quote or invoice, together with the tax category applied to the billing items via the billing codes, determine the taxes on each billing item.

Refer to Configuring your tax table.

Quotes and Invoices

This field defaults to the tax region associated with the organization.

• If no tax region is selected for the organization, or if you want to change the tax region, click the drop-down menu and select a different tax region.
• If the organization is tax-exempt, Organization is tax-exempt is displayed. Note that you can select a tax region, if for some reason you need to override the tax-exempt setting.
• If you selected invoices for more than one organization for processing, the Tax Region field is set to Use Organization Setting and disabled.

Purchase Orders

On purchase orders, you are the customer. The tax region should be used to calculate the tax amount that you can expect to pay for taxable items included on the purchase order. The calculated tax amount only appears on the printed purchase order (similar to Freight) and represents the tax amount you expect to be charged.

The correct tax rate (the one that applies when the vendor sells something to you) is almost never applied. We recommend that you select it manually.

IMPORTANT  When you create a new purchase order from the Purchase Orders page or the Purchasing & Fulfillment page and select a vendor without specifying a tax region, the vendor's tax region will automatically populate if the vendor has a tax region specified.

IMPORTANT  If the Vendor field on a new purchase order form is not populated and you select a tax region before you select the vendor, your tax region selection will not be overwritten when you select the vendor.

IMPORTANT  You can always edit an automatic selection in the Tax Region field to select a tax region based on how your company determines tax jurisdiction.

Notes are a way of tracking additional information associated with an Autotask entity.

The Notes field appears on many Autotask entities. Refer to Using notes in Autotask.

This field is often prefaced with the entity name. For example, Invoice Notes.

Invoices:

This field appears on the Process Selected Invoices dialog box and on the invoice. On the Invoice Note Options drop-down menu, you can choose to either add the notes to the notes on each organization's invoice template, or to override the invoice template notes.