Populating the Organization Location import template
Security and navigation
SECURITY Security level based on Administrator license type
NAVIGATION
> Admin > Features & Settings > Organizations & Contacts > Utilities > Organization Location Import > click Import
BEFORE YOU BEGIN Please review the general instructions for importing and updating data in Autotask in this topic: Importing or updating data.
The following table provides details on how to populate the import file.
NOTE If you see a check mark in the Must be looked up in Autotask instance? column, it means that, in the Autotask user interface, a value is selected from a list. You may use selections that are currently inactive, but they must exist. Navigate to the page shown in the Description column and look up the valid options.
*= required field
| Field | Must be looked up in Autotask instance? | Description |
|---|---|---|
| Name* | An organization Your Autotask instance may be configured to use one of the following terms instead:
Account, Business Unit, Client Company, Customer, Site. location name is required and must be unique for the organization. |
|
| Organization (required if no organization ID) | Yes | The organization name must match a single existing organization in your Autotask instance. This field is required if the Organization ID is not populated. |
| Organization ID (required if no Organization) | Yes | The organization ID must match a single existing organization in your Autotask instance. This field is required if the Organization field is not populated. |
| Primary Location | Enter Yes or No. You cannot set an inactive location as the primary location for the organization. | |
| Address 1, Address 2, City, State, Zip Code | Enter address information. | |
| Country | Yes | Enter the Display Name of a country listed on > Admin > Features & Settings > Organizations & Contacts > Countries. |
| Additional Address Information | Additional field that can be displayed with the address. If you need to display a Tax ID or other information on customer-facing documents, enter it here. | |
| Description | Enter a description with a maximum of 500 characters. | |
| Phone* | Required for the primary location. | |
| Alternate Phone 1 and Alternate Phone 2 | If available, enter additional telephone numbers. | |
| Fax | Enter a fax number. | |
| Round-Trip Distance | Enter the round-trip distance between your internal location and the customer's location. Saving the distance in the organization location lets you quickly add a charge to a ticket or project to bill for travel. Refer to Service Desk system settings and Adding or editing a ticket charge or Adding or editing a project charge. |
|
| Active / Inactive | When you import new items, enter the word Active to activate and Inactive to inactivate. Leaving the column blank will also activate. When you update existing items when importing, enter the word Active to activate, Inactive to inactivate, and leave the column blank to do nothing (the current Active/Inactive status will not change). If the column contains any text other than Active or Inactive, the import will fail. Refer to Lookup Fields in the table Importing new records or updating existing records. |
|
|
Override Organization Tax Settings |
|
Enter Yes or No. Defaults to No if the field is left blank. If set to Yes, the override tax region is applied to the organization location. |
|
Override is Tax Exempt |
|
Enter Yes or No.
QuickBooks Users Note: The tax-exempt status flag is transferred to QuickBooks with a new customer. |
|
Override Tax Region |
Yes |
Enter the tax jurisdiction whose tax rules will apply to this organization location. The list of valid tax regions can be found here: |
To find out how to reverse an import, refer to Rolling back an import.
