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Exporting Data for TPI from Autotask

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    Posted: 07 February 2007 at 9:02am

This document was provided by an engineer at Autotask.

Exporting Transactions to Comma-delimited File or Excel

Customers have the option of exporting approved and posted transactions to Microsoft Excel (.xls) or comma-delimited (.csv) format. This universal format is compatible with most software applications.

Exports can be done independently of invoicing, because the invoice and export status of each transaction is tracked separately. A transaction that has been exported is still available for invoicing, and vice versa, but once invoiced (or exported), that item is no longer available, to avoid duplication.

To export transactions, click on CONTRACTS > Export Wizard. The export wizard will open.

The first screen allows you to apply filters to your export. The following filters can be applied:

            Account Name - to select all accounts with billable transactions, leave the account field blank. To select transactions from one account only, click the account picker icon next to the field and select your account from the account picklist, or use smart type to enter an account name and only pick transactions from this account.

            Date Fields - Date ranges on Worked, Invoice and Approve Date fields default to Today minus 30 days but can be edited.

            Invoice Status - The export can be filtered by All Items, Invoiced Items, and Items not Invoiced. This feature allows you to export either in tandem with invoicing, or independently thereof.

Click Next.

The wizard will run the search and display all transactions that meet your filtering criteria. Right click anywhere on the grid and Check All transaction for export. The following fields will be exported:

            InvoiceID

            External Invoice Number

            AccountID

            Account Number

            Account Owner

            Allocation Code

            Department

            Allocation Code External Number

            Date

            Account Name

            Ticket Number

Task or Ticket Title

            Reported By

            Ticket Contact

            Project Name

            Project Lead

            Project Owner

            Resource Name

            Role Name

            Type

            GL Code Description

            GL Code Name

            Invoice Note

            Task or Ticket Summary

            Hourly Billing Rate

            Billable Hours

            Extended Price

            Approved Date

            Allocation Code Name

            Department Name

            PO Number

            Quantity

            Our Cost

            Expense Type

            Installed Product Name

            Subscription Name

            Subscription Effective Date

            Subscription Expiration Date

            Milestone Title

            Milestone Description

            Milestone Amount

            Parent Account Name

            Allocation Code Non-Billable

            External Project Number

            Billable

            Employee Hourly Rate

            Total Hours Billed

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