Service codes

SECURITY  Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes

Do you need service codes?

A service code is required when you create a service or service bundle. If you will be using recurring contracts, you will need to set up at least one.

If all revenue from recurring services is taxed at the same rate and associated with the same general ledger account in your accounting software, you may only need to set up one code.

To open the page, use the path(s) in the Security and navigation section above. Populate or edit the following fields:

Field Description
Name (required) Enter a unique name.
Active Select the check box to activate, clear it to deactivate this Billing Code.
General Ledger Account Select the corresponding General Ledger Account that is used in your accounting software. This will ensure that the item associated with this billing code references the correct general ledger account when it is exported to an external accounting software. Refer to General ledger accounts.
External Number

Enter a reference number or the general ledger account that is used in your accounting software. This will ensure that the billing item references the correct general ledger account when it is exported to an external accounting software.

Some integrations use the External Number, and others use the General Ledger Account field for integration with Autotask.
Tax Category Select the Tax Category from the list. For information about tax categories, refer to Configuring your tax table.

NOTE  Certain options are not available on all pages.

Grid Option Description Appears on the following Admin pages

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.
  • Action Types
  • Address Formats
  • Asset Types
  • Automated Billing Product Associations
  • Billing Codes
  • Billing Milestone Statuses
  • Boards
  • Categories (Company, Ticket, Task, Opportunity, Asset, Contract)
  • Certificates &Training
  • Change Advisory Boards
  • Change Info Fields
  • Checklist Library
  • Classification Icons
  • Competitors
  • Contract Exclusion Sets
  • Degrees
  • Form Templates
  • General Ledger Accounts
  • Incoming Email Processing
  • Invoice Email Messages
  • Issue Types
  • Lead Sources
  • Market Segments
  • Name Prefixes & Suffixes
  • Note Types
  • Opportunity Loss Reasons
  • Opportunity Stages
  • Opportunity Win Reasons
  • Payment Terms
  • Payment Types
  • Project Statuses
  • Quote Email Messages
  • Regions
  • Sales Quota Metrics (Advanced Fields)
  • Security Levels
  • Services
  • Shipping Types
  • Skills
  • Tags and Tag Groups
  • Task & Ticket Priorities
  • Task & Ticket Statuses
  • Territories
  • Ticket Resolution Metrics
  • Ticket Sources
  • Time Off Policies
  • Workflow Rules

Copy, Copy [Entity Name]

Creates a copy of the selected option. The name is the same as the original, followed by (Copy).
  • Boards
  • Categories (Company, Ticket, Task, Opportunity, Asset)
  • Checklist Library
  • Contract Exclusion Sets
  • Form Templates
  • Time Off Policies
    Security Levels
  • Workflow Rules

Activate/Inactivate, Activate/Inactivate [Entity Name]

New options are active by default.

  • When an option is inactivated, it is no longer available for use, but existing associations with other entities remain in place and in effect.
  • You will be unable to inactivate an option that is referenced elsewhere.

NOTE  Sometimes, the association that prevents inactivation is not obvious. For example, to inactivate a ticket status associated with Incoming Email Processing, you must select a different one first.
  • Action Types
  • Asset Types
  • Automated Billing Product Associations
  • Billing Milestone Statuses
  • Categories (Company, Ticket, Task, Opportunity, Asset, Contract)
  • Change Advisory Boards
  • Checklist Library
  • Classification Icons
  • Contract Exclusion Sets
  • Form Templates
  • General Ledger Accounts
  • Invoice Email Messages
  • Issue Types
  • Opportunity Loss Reasons
  • Opportunity Win Reasons
  • Payment Terms
  • Payment Types
  • Project Statuses
  • Quote Email Messages
  • Security Levels
  • Services
  • Shipping Types
  • Summaries
  • Tags and Tag Groups
  • Task & Ticket Priorities
  • Task & Ticket Statuses
  • Ticket Resolution Metrics
  • Ticket Sources
  • Workflow Rules

Set as Default

Sets the selected option as the system default. The default option is assigned to any item that does not have an option specified when it is created.

There can be only one default option. When you specify a new default, the default setting is automatically removed from the previously selected default. The newly specified default category will be applied to all items associated with the previous default category.
  • Categories (Company, Ticket, Task, Opportunity, Asset, Contract)
  • Invoice Email Messages
  • Quote Email Messages

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.
  • Action Types
  • Address Formats
    Classification Icons
  • Asset Types
  • Automated Billing Product Associations
  • Billing Codes
  • Billing Milestone Statuses
  • Boards
  • Categories (Company, Ticket, Task, Opportunity, Asset, Contract)
  • Certificates &Training
  • Change Advisory Boards
  • Checklist Library
  • Competitors
  • Contract Exclusion Sets
  • Degrees
  • Form Templates
  • General Ledger Accounts
  • Incoming Email Processing
  • Invoice Email Messages
  • Issue Types
  • Lead Sources
  • Market Segments
  • Name Prefixes & Suffixes
  • Note Types
  • Opportunity Loss Reasons
  • Opportunity Stages
  • Opportunity Win Reasons
  • Payment Terms
  • Payment Types
  • Project Statuses
  • Quote Email Messages
  • Regions
  • Security Levels
  • Services
  • Shipping Types
  • Skills
  • Tags and Tag Groups
  • Task & Ticket Priorities
  • Task & Ticket Statuses
  • Territories
  • Ticket Sources
  • Time Off Policies
  • Workflow Rules
Set as Client Portal Default Sets the selected category as the category used in the Client Portal. This allows you to control which fields are exposed to customers. Asset Categories

Exclude Work Type from all Current Active Contracts

This option will exclude the selected work type from all currently active contracts. The work type will no longer be available for resources to use when entering time against any contract that is current and active when the option is selected. The exclusion will not impact existing time entries.

Refer to Exclude Work Type from all current active contracts (menu option on Work Types grid).

Work Types

Sub-Issue Types