XML data mapping

The XML file that is generated during an invoice export to generic XML format includes Autotask billing fields in XML tags. The following table lists each XML tag and the Autotask field where the data comes from.

IMPORTANT  Protected and encrypted site configuration UDFs will be excluded from the export, even if the user performing the export has access to the information.

-- <invoice_item> fields:

XML Tag	Autotask Field (page when applicable)
Invoice Batch
batch_id	Batch ID (Invoice History)
create_date	Batch Create Date (Invoice History)
create_by_id	Created By (Invoice History)
batch_data	Currently not used.
additional_field	This section contains any additional invoice fields your Autotask administrator has set up in > Admin > Features and Settings > Finance, Accounting & Invoicing > Additional Fields.
Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site.
account_id	Unique ID, not displayed
parent_name	Parent Organization Your Autotask instance may be configured to use one of the following terms instead: Headquarters, Parent Account, Parent Client, Parent Company, Parent Customer. Name
creator_name	User who created the organization in lastname, firstname, middle name format
narrative_creator_name	User who created the organization in the culture's narrative format, that is, prefix firstname middle name lastname suffix
territory_name	The sales territory the organization is assigned to
cust_id	Organization Number displayed in Directory > Organizations
cust_name	Organization Name; for billing items associated with a Billing Organization, will display the name of the Billing Organization.
taxable	Taxable (Tax Exempt flag from Organization page)
addr1	Address 1
addr2	Address 2
city	City
account_region	State
country	Country
postal_code	Zip Code
phone	Phone
fax	Fax
attention	Bill To Address: Attention (Invoice Settings)
billing_addr1	Billing Address 1 (Invoice Settings)
billing_addr2	Billing Address 2 (Invoice Settings)
billing_city	Billing City (Invoice Settings)
billing_region	Billing State (Invoice Settings)
billing_country	Billing Country (Invoice Settings)
billing_postal_code	Billing Zip Code (Invoice Settings)
billing_attention	Billing Attention (Invoice Settings)
tax_id	Billing Tax ID (Invoice Settings)
tax_group_name	Billing Tax Region (Invoice Settings)
parent_id	Organization ID of the parent organization
payment_term_name	The number of days when the invoice will be due, from the invoice create date
account_invoice_email_recipient	Email address of the selected email recipients, except Account Manager, separated with a comma, ordered alphabetically (ascending)
UDF	One or more account related fields that display as <UDF> <UDF/> and include the account_id and field name as well as the value.
Invoice
invoice_id	System-generated number when invoice is processed. Appears on the invoice when the invoice does not contain an Invoice Number.
account_id	Unique ID. Not displayed.
owner_name	Invoice creator (Invoice History)
narrative_owner_name	Invoice creator in the culture's narrative format, that is, prefix firstname middle name lastname suffix
invoice_date	Invoice Date (Invoice History)
entry_time_stamp	Date and Time the Invoice was created.
invoice_number	Number automatically generated based on autonumber system setting or manually entered by the user.
comments	Invoice Notes
invoice_total	Total on the invoice
total_tax_value	Tax Total on the invoice
tax_description	not used
tax_group	not used
date_range_from	Date Range From (Process Selected Invoices page)
date_range_to	Date Range To (Process Selected Invoices page)
purchase_order_number	PO Number (Invoiced items with the purchase order number assigned)
payment_term_name	Payment Term (Invoice Template)
batch_id	Invoice Batch ID (Invoice History)
invoice_transferred_flag	Has Invoice been exported (Yes/No)
invoice_transferred_date	Date invoice was exported
payment_due_date	Date calculated from the date the invoice was created and the payment terms associated with this customer (found on the Invoice Settings page)
business_division_subdivision_name	The division > line of business pairing associated with the invoice. This field is only populated if all invoice items on the invoice have the same line of business.
Taxes
tax_region_name	Name of the tax region the organization is associated with
tax_category_name	Name of the tax category the billing item is associated with
total_tax_rate_per_category_and_region	Tax rate for the selected tax category in the selected tax region
total_tax_amount	Amount of tax charged for the selected tax category in the selected tax region
Invoice Item
invoice_item_id	Unique ID for the line item for the invoice batch
invoice_id	System-generated number when invoice is processed. Appears on the invoice when autonumbering system setting is not turned on.
item_name	Invoice Item Name (Items to Invoice)
item_id	Invoice Item External Product number (Items to Invoice)
item_date	Date (Items to Invoice)
adjusted_item_id
type_of_transaction	Billing item type (Invoice)
allocation_code_name	Billing Code name
allocation_code_external_number	External Number field on the billing code associated with the item (Work Types and Internal Time Codes)
allocation_code_non_billable	Flag on Billing Code
allocation_code_taxable	Yes, if the item is taxable and the tax region is taxable, even if the tax rate is 0%. No if the item or region are non-taxable.
task_or_ticket_number	Task Number (Projects) or Ticket Number (Tickets)
task_or_ticket_title	Task Title (Task page) or Ticket Title (Ticket page)
ticket_contact	Contact (Ticket page)
narrative_ticket_contact	Contact (Ticket page) in the culture's narrative format, that is, prefix firstname middle name lastname suffix
adjustment_reason	Reason why an adjustment was made
resource_name	Resource (Ticket) or Resource Name (Task) of the person who worked in the ticket or task
narrative_resource_name	Resource (Ticket) or Resource Name (Task) of the person who worked in the ticket or task, in the culture's narrative format, that is, prefix firstname middle name lastname suffix
resource_payroll_identifier	Payroll identifier (Resource HR tab)
role_name	Role (Enter Time)
department	Department (Resource)
project_name	Project Name (Project Summary)
project_lead	Project Lead (Project Resources)
narrative_project_lead	Project Lead (Project Resources) in the culture's narrative format, that is, prefix firstname middle name lastname suffix
external_project_number	External project Name (Project Summary)
internal_project_number	The Autotask project number
gl_code_name	General Ledger Account Name referenced on the billing code
gl_code_desc	Description (General Ledger Accounts)
contract_name	Contract Name
external_contract_number	External contract number entered in the Contract Wizard
worked_hours	Worked Hours (Enter Time)
non_billable_hours	Non-billable Hours (normally do not appear on invoices)
billable_hours	Billable Hours (Invoice)
hourly_billing_rate	Role Rate as it appears (Invoice)
extended_price	Calculated field (Hours x Role Rate)
time_entry_summary_notes	Summary Notes (Enter Time)
quantity	Number of units billed for this line item, in decimal format. NOTE  When a parent/sub-organization Previously: Subsidiary. Your Autotask instance may be configured to use one of the following terms instead: Sub-Account, Sub-Business Unit, Sub-Client, Sub-Company, Sub-Customer, Sub-Site. relationship exists and the invoice was billed to the parent organization, the Sage XML output will display the parent organization name and address information instead of the sub-organization’s name and address. If items have not been invoiced, the Sage export XML displays the sub-organization name and address.
expense_type	Expense Category
installed_product_name	Product Name (Subscriptions)
installed_product_id	ID number for the installed product associated with the Subscription described below
subscription_name	Subscription Name (Subscriptions)
subscription_desc	Description (Subscriptions)
subscription_cost	Your company's cost for the subscription
milestone_title	Name (Milestones)
milestone_description	Description (Milestones)
milestone_amount	Amount (Milestones)
service_or_bundle_id	ID number of a service or service bundle
service_name	Service Name (Services)
service_invoice_description	The service description to be used on the invoice. Can be modified when services are added to a contract.
service_units	Quantity (Contracts)
service_unit_price	Unit Price (Contracts)
service_extended_price	Unit Price x Number of Unites (period price for the recurring services) (Contracts)
service_period_start_date	The date a service period started
service_period_end_date	The date a service period ended
setup_fee	An optional administrative fee charged one time to cover set up costs for recurring service contracts
billing_approved_by	User who approved the billing item (Approve and Post)
narrative_billing_approved_by	User who approved the billing item (Approve and Post) in the culture's narrative format, that is, prefix firstname middle name lastname suffix
approved_date	The actual date the user approved the billing item (Approve and Post)
posted_date	The "Posted Date" the user entered during the Approve and Post process used for revenue recognition (Approve and Post)
non_overage_retainer_line_item_tax	The amount of tax deducted from the retainer purchase for the tax on this line item
gross_amount	The amount for this line item, excluding tax, if the contract type = retainer; for all other contract types, this will be 0.00).
contract_type	Contract type ID
department_number	Department number of the default department of the line item owner
effective_hourly_billing_rate	Contract role rate (if contract role rate) or Admin role rate (if no contract role rate).
external_product_id	External Product ID
cost_description	Charge Description
project_phase	The phase of the project that included the task, where applicable
our_cost	Your company's cost for the invoice item
expense_description	Description of the expense category
line_item_id	Line item id field displayed on the Autotask customer invoice
tax_region_and_category_id	ID for this combination of tax region and tax category
tax_region_name	Name of the tax region the organization is associated with
tax_category_name	Name of the tax category the billing item is associated with
total_tax_rate_per_region_and_category	Tax rate for the selected tax category in the selected tax region
total_tax_amount	Amount of tax charged for the selected tax category in the selected tax region
allocation_code_id	ID of the billing code
serial_number	Serial Number of an item (Project, Ticket or Contract Charges)
contract_period_type	The period type specified for the contract: monthly (m), quarterly (q), semi-annually (s), yearly (y)
service_period_type	The period type specified for the service: monthly (m), quarterly (q), semi-annually (s), yearly (y)
account_manager_when_posted	The account owner of the invoice item at the time it was approved and posted
business_division_subdivision_name	The division > line of business pairing associated with the billing item