Import Autotask Invoices (On Premise)

You must verify that all technicians listed on the Autotask Invoices are set up as technicians in e-automate and have a valid email address listed in the employee record. If the technician is not identified as a technician and does not have a valid email address, you will get an error when importing the Autotask invoices.

To verify the technician is setup properly in e-automate, do the following.

From the e-automate People menu, select Employees/Contractors.

Select the employee.

Click [Edit] to open the Edit Employee window.

Verify the Address tab is forward.

In the Email field, enter a valid e-mail address if one is not already present.


 

Click the Positions tab to bring it forward.

Check the Technician checkbox.


 

Click [OK] to save settings.

To tie Autotask contracts associated with service calls to contracts you have in your e-automate database, you need to add a field to the contract record for entering the Autotask contract name. This process explains how to add the field to a configuration that can be selected and displayed on the Custom Properties tab of the contract record. After you add this field, you will need to enter the Autotask contract name in the newly created field for each e-automate contract that has a corresponding Autotask contract.

To add the field to a configuration that can be selected and displayed on the Custom Properties tab of the contract record, do the following:

Create an attribute by doing the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu icon to select Attributes.

Click [New] to open the New Attribute window.

In the Attribute name field, enter ATContractName.

In the Data type field, use the drop-down menu to select Text Box.

Click [OK] to save the attribute.

Add the attribute to the custom contract configuration by doing the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu icon to select Configurations (Custom properties).

Do one of the following:

If the Lists and Codes window displays a custom property configuration for contracts (e.g., CustomContract), do the following.

In the display, select the custom property configuration for contracts (e.g., CustomContract).

Click [Edit] to open the Edit Tracking Configuration (List) window.

In the Available attributes field, use the drop-down menu to select ATContractName.

Click [QuickAdd] to add the attribute to the custom property.

Click [OK] to save the custom property configuration for contracts.

If the Lists and Codes window does not display a custom property configuration for contracts (e.g., CustomContract), do the following:

Click [New] to open the New Tracking Configuration (List) window.

In the Name field, enter CustomContract.

In the Description field, enter a brief description of this custom property.

In the Group field, use the drop-down menu to select Contract Properties.

In the Available attributes field, use the drop-down menu to select ATContractName.

Click [QuickAdd] to add the attribute to the custom property.

Click [OK] to save the custom property configuration for contracts.

To assign the custom property to the appropriate contracts in e-automate and use this property to add the Autotask contract name to the corresponding e-automate contract record, do the following:

In e-automate, from the e-automate toolbar, click Contracts to open the Service Contracts list window.

In the display, select the contract to which you want to assign the custom property.

Click [Edit] (or double-click on the contract in the display) to open the Edit Service Contract window.

Click the Custom properties tab to bring it forward.

In the Configuration field, use the lookup to select CustomContract. The system displays on this tab an entry field for each custom property associated with this configuration.

In the ATContractName field, enter the Autotask contract name you want to associate with this e-automate contract.

Click [OK] to save the contract record.

Repeat Steps 2 through 7 for each e-automate contract record with which you want to associate an Autotask contract name.

In order to tie the Autotask customers associated with the service calls to customers you have in your e-automate database, you will need to add a field to the customer record that allows you to enter the Autotask customer number. The field is added to the Custom Properties tab of the customer record by way of a custom property. Once you have added this field, you will then need to go into the e-automate customer record and enter that Autotask customer number in the newly created field on the Custom Properties tab.

To add the field to a configuration that can be selected and displayed on the Custom Properties tab of the customer record, do the following:

Create an attribute by doing the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu icon to select Attributes.

Click [New] to open the New Attribute window.

In the Attribute name field, enter ATCustNum.

In the Data type field, use the drop-down menu to select Text Box.

Click [OK] to save the attribute.

Add the attribute to the custom contract configuration by doing the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu icon to select Configurations (Custom properties).

Do one of the following:

If the Lists and Codes window displays a custom property configuration for customers (e.g., CustomerCustom), do the following.

In the display, select the custom property configuration for customers (e.g., CustomerCustom).

Click [Edit] to open the Edit Tracking Configuration (List) window.

In the Available attributes field, use the drop-down menu to select ATCustNum.

Click [QuickAdd] to add the attribute to the custom property.

Click [OK] to save the custom property configuration for customers.

If the Lists and Codes window does not display a custom property configuration for customers (e.g., CustomerCustom), do the following:

Click [New] to open the New Tracking Configuration (List) window.

In the Name field, enter CustomerCustom.

In the Description field, enter a brief description of this custom property.

In the Group field, use the drop-down menu to select Customer Properties.

In the Available attributes field, use the drop-down menu to select ATCustNum.

Click [QuickAdd] to add the attribute to the custom property.

Click [OK] to save the custom property configuration for customers.

To assign the custom property to the appropriate customers in e-automate and use this property to add the Autotask customer number to the corresponding e-automate customer record, do the following:

In e-automate, from the e-automate toolbar, click Customers to open the Customers list window.

In the display, select the contract to which you want to assign the custom property.

Click [Edit] (or double-click on the customer in the display) to open the Edit Customer window.

Click the Custom properties tab to bring it forward.

In the Configuration field, use the lookup to select CustomerCustom. The system displays on this tab an entry field for each custom property associated with this configuration.

In the ATCustNum field, enter the Autotask ID you want to associate with this e-automate customer.

Click [OK] to save the customer record.

Repeat Steps 2 through 7 for each e-automate customer record with which you want to associate an Autotask customer name.

To create an activity code category for the activity codes you will use with Import Autotask Invoices, do the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Activity code categories.

Click [New] to open the Add Activity Code Category window.

In the Activity code category, enter a name for this activity code category (e.g., AT).

In the Description, enter a brief description of this activity code category (e.g., AutoTask).

Check the Service calls checkbox to indicate activity codes in this category can be associated with service calls.

Check the Billable checkbox to indicate activity codes associated with this category are billable to your customers.

Check the Active checkbox.

Click [OK] to save this activity code category.

For more information on creating activity code categories, see the Creating Activity Code Categories topic.

To create an activity code for each of your different billing labor rates, do the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Activity Codes.

Click [New] to open the Add Activity Code window.

In the Activity code field, enter a name for this activity code (e.g., ATLR175).

In the Description field, enter a brief description to further identify this activity code (e.g., Autotask Labor Rate $175).

In the Category field, use the drop-down menu to select the activity code category you created in the "Creating an Activity Code Category" section of this topic. The activity code category defines rules for using the activity code in e-automate.

In the Tax as field, use the lookup icon to identify how this activity is taxed (e.g., Labor).

Check the Responded checkbox.

Check the Active checkbox.

Click [OK] to save the activity code.

For more information on creating activity codes, see the Creating Activity Codes topic.

You use billing labor codes to associate your billing labor rates with the activity codes you created for importing Autotask invoices in the "Creating Activity Codes" section of this topic.



To create new (or modify your existing) billing labor codes so that they associate your billing labor rates with the activity codes you created for importing Autotask invoices, do the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Billing labor codes.

Click [New] to open the New Billing Labor Code window, or select an existing billing labor code and click [Edit] to open the Edit Billing Labor Code window.

Complete the following fields as appropriate:

Billing labor code: Name of the billing labor code being created.

Description: Brief description of the billing labor code being created.

Regular hourly rate:Type in the rate you want to charge customers on service call labor within your company defined regular hours. Contracts can be configured to alter the regular and overtime ranges for a service call.

Overtime hourly rate:Type in the rate you want to charge customers on service call labor outside your company defined regular hours. Contracts can be configured to alter the regular and overtime ranges for a service call. 

In the Minimum period to bill field, use the down-down menu to select the minimum number of hours that can be billed when using advanced bill codes associated with this billing labor code.

If you want to combine regular and overtime hours when calculating minimum hours, check the Combine regular and overtime hours for minimum billing checkbox.

Define incremental billing rules by selecting one of the following:

If you want to bill actual minute amounts after the minimum period, select Bill actual amounts after minimum period.

If you want to combine regular and overtime hours in increments, do the following:

Select Bill combined regular and overtime hours in increments.

In the Regular increments of field, use the drop down arrow to select the time increment you want to use to bill regular time. 

In the Round regular hours to field, use the drop down menu to select the rounding rule you want used.
Note: Additional information about the rounding rules can be found in the Overview for this topic.

If you want to aggregate labor records before applying billing increments, check the Aggregate labor records before applying billing increments checkbox and, using the down arrow in the Group labor records by field select Rate to group records by just rate or Rate and activity code to group records by both rate and activity code.
Note: This option is only available if you have enabled this functionality in Service Call Options. See Setting Service Call Options for more information.

If you want to bill regular and overtime hours in separate increments, do the following:

Select Bill regular and overtime hours in separate increments.

In the Regular increments of field, use the drop-down menu to select the time increment you want to use for regular time (inside the call company hours).

In the Round regular hours to field, use the drop down menu to select the rounding rule you want used for regular time calculations.
Note: Additional information about the rounding rules can be found above.

In the Overtime increments of field, use the drop-down menu to select the time increment you want to user for overtime (outside call company hours).
Note: Additional information about the rounding rules can be found above.

In the Round overtime hours to field, use the drop-down menu to select the rounding rule you want used for overtime calculations.
Note: Additional information about the rounding rules can be found above.

If you want to aggregate labor records before applying billing increments, check the Aggregate labor records before applying billing increments checkbox and, using the down arrow in the Group labor records by field select Rate to group records by just rate or Rate and activity code to group records by both rate and activity code.
Note: This option is only available if you have enabled this functionality in Service Call Options. See Setting Service Call Options for more information.

For each activity code you associated with an Autotask role for which you want to specify override rate information for this billing labor code, do the following:

In the Activity code field, use the lookup to select the activity code for which you want to identify an override rate (e.g., ATLR175).

In the Regular hourly rate field, type the regular rate you want used for this billing labor code and the specified activity code (e.g., $175.00).

In the Overtime hourly rate field, type the overtime rate you want used for this billing labor code for the specified activity code (e.g., $225.00).

Click [QuickAdd] to add your rates for the list for the specified activity code.

Repeat steps a – d to add additional activity codes and their associated regular and overtime rates.

To remove an activity code rate, select the activity code and associated rates and click [Remove].

To modify an activity code rate, select the activity code, make the necessary changes and click [Update].

Check the Active checkbox.

Click [OK] to save the billing labor code.

For more information on creating billing labor codes, see the Creating Billing Labor Codes topic.

To import the appropriate rate information for an Autotask invoice, the Import Autotask Invoices process uses the bill codes you specify in:

The Contract bill code field of each Contract record associated with a customer you include in the import process

The Bill code field on the Options tab in the e-agent Import Autotask Invoice task for importing service call information that the system cannot associate with an e-automate contract

To associate the appropriate billing labor rate information with each of these bill codes, the bill code must have Type set to Advanced.  When Type set to Advanced, the system displays the Billing labor code field and the Labor tab on the Bill Code window.  You use this field to assign the applicable billing labor code you defined in the "Creating and/or Modifying Billing Labor Codes" section of this topic. When configured properly, you should see on the Bill Code window's Labor tab the rate information you specified for the billing labor code that you associated with the bill code.



To modify an existing bill code you are using in the Contract bill code field of a service contract and/or a bill code you plan to use in the Bill code field on the Options tab in e-agent for billing service calls not associated with a contract, do the following:

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Bill codes.

Select the appropriate bill code from the list and click [Edit] to open the Edit Bill Code window.

In the Type field, use the drop-down menu to select Advanced if it is not already selected.

In the Billing labor code field, use the lookup to select the appropriate billing code (e.g., 15M) that you created and/or updated using the "Creating and/or Modifying Billing Labor Codes" section of this topic. When you select a billing labor code, the system updates the information on the Labor tab.

Click [OK] to save the bill code.

For more information on bill codes, see the Creating Bill Codes topic.

With this bill code information in place when Import Autotask Invoices is processed, if the system can associate an Autotask invoice with a contract in e-automate, the system uses the contract's bill code to get the rate for the activity code that matches the activity code appended to the Autotask role. If the system cannot associate an Autotask invoice with a contract in e-automate, the system uses the bill code specified in the Bill code field on the Options tab in e-agent to get the rate for the activity code that matches the activity code appended to the Autotask role.

For information on appending activity codes to Autotask roles, see the "Adding and/or Updating Roles in Autotask" section of this topic.

From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.

From the e-agent toolbar, click [New]. E-agent opens the E-agent - New Task window.

From the list, select Import autotask invoices.

Click [OK]. E-agent displays the task setup window.

In the Task name field, leave the default name or enter a new name for the task.
Note: All tasks must have a unique name. If you are using multiple tasks for a variety of reasons, each task must have its own, unique name. You can schedule all tasks at different intervals.

In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.

In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.

To make this task operational, check the Enabled checkbox.

In the Call type field, use the lookup to select the call type you want assigned to the work orders created from the imported Autotask service calls.
Note: The call type you select will also be assigned to the invoices created from the work orders.

In the Bill code field, use the lookup to select the bill code you want assigned to the work orders created from the imported Autotask service calls. If there is equipment on the service call that already exists in e-automate and is associated with a contract in e-automate, the system will assign the bill code that is assigned to that piece of equipment in e-automate and not the one you select in this Bill code field.
Note: For information on configuring the bill code you select for this field, see the "Modifying Contract and E-agent Billing Codes to Include Advanced Billing Labor Code Rate Information" section of this topic.

In the Exception on hold code field, use the Lookup to select the on hold code you want assigned to the work orders if the task finds an error when importing the Autotask service calls.

In the Autotask Username field, enter the username you use to login to Autotask.

In the Autotask Password field, enter the password you use to login to Autotask.

In the Last request date field, enter the date back to which you want e-agent to look for Autotask service calls.
Note: This field is automatically updated by the task to the current date each time the task is run as long as the task is not running in 'Test mode'.

By default invoices for all customers are included in the task. To change the customer filter, do the following:

Click the link to the right of Include all customers. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Customers list window. If no filter is currently being applied, the system displays all the records.  If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.

Use the QuickSearch features on this window to add, modify, or clear the filter that determines which customers to include when this e-agent task is processed.  For information on using QuickSearch functionality, see the Using the E-agent QuickSearch (On Premise) topic.

When finished adding, modifying, or clearing the filter, click the [OK] button on the Customers list window.
Note: If you added a filter, verify that the system now displays the "Filtered" link to the right of Include all customers. If you cleared the filter, verify that the system now displays the "Include all (no filter)" link to the right of Include all customers.

If you want e-agent to run an import test to ensure the task will run properly, check the Test mode checkbox. Test mode processes the Autotask service calls as the task normally would without saving the service calls to work orders and sends you an email with any errors that would occur if you ran the task normally. The Last request date field is not modified when the task is run in test mode.

In the Notification e-mail field, enter the e-mail address(es) of the person or persons to be notified that the contracts have been automatically billed. To notify multiple recipients, separate each e-mail address by a semi-colon or a comma. Use the delimiter associated with your e-mail program.
For example: janedoe@company.com; johndoe@company.com; joe@company.com.

Click [OK] to save the task settings.