System settings that impact QuickBooks users

SECURITY  Security level with Admin permission to configure Application-wide (Shared) Features. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Application-wide (Shared) Features > System Settings > select Contracts

This check box must be selected if QB is the system of record with regard to inventory tracking. When an invoice containing an item that is an inventory part in QB is transferred there, the inventory is decremented in QB.

Clear the check box if your company will be tracking inventory in Autotask and will be using the Autotask to QB Synchronize Inventory feature to synchronize the Autotask inventory counts to QB.

NOTE  When this check box is cleared, the integration will transfer items to QB based on item description instead of the associated billing code used in QB mapping.

If the QuickBooks Extension is enabled, you will see a Contracts system setting called QuickBooks Transmission Method.

This system setting allows you to choose a default invoice transmission method for Autotask invoices that are transferred to QuickBooks. The selection you make here will be populated into the QuickBooks Transmission Method field on the Invoice Settings page, where it can be customized for each organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site..

To select a default QuickBooks Transmission Method, do the following:

1. Click the drop-down list and select one of the following options:
   • Blank: The QB invoice will have neither the Print later nor the Email later check boxes selected.
   • Email *: The QB invoice transferred for this organization will have the Email later check box selected.
   • Print: The QB invoice transferred for this organization will have the Print later check box selected.
   • Print + Email *: The QB invoice transferred for this organization will have both the Print later and the Email later check boxes selected.
2. Click Save.

A dialog box will open and will give you the option to apply this setting to only new organizations or to both existing and new organizations.

• If you select Update only new organizations, the QB Invoice Method chosen will be defaulted to only the new organizations that are created going forward.
• If you select Update both new and existing organizations, the QuickBooks Invoice Method chosen will be defaulted to all organizations and will reset any organization-specific selections made before.

3. Click OK to save your new setting, or click Cancel.

The selected default option will appear on the Invoice Settings page of all selected organizations and can be customized. For information on customizing the default setting selected here, refer to The Invoice settings tab and page.

IMPORTANT  In order to email invoices from QuickBooks, your company information in QuickBooks must contain a valid email address. This email address will be used for the From email address of invoices flagged Email later. If you have not already done so, you can enter an email address from Company > Company Information in QB. If this email address is missing, the QB Web Connector will generate an error.
There must also be a valid customer email address in QB. If it is missing, you will be prompted if you are using the legacy integration, but you will receive an error if you are using QB Web Connector.

Autotask stores billable amounts using 4 decimal places. The amounts for individual billing items are rounded to 2 decimal places when approved and posted. Because invoice totals are calculated after approving and posting, totals are calculated based on the rounded amounts that appear on the invoice.

EXAMPLE  Example 1: The billable amounts used to calculate the Total Billable Amount were rounded to 2 decimal places, that is, the same amounts as those displayed in the Billable Amount column. The Total Billable Amount = 481.83, the exact amount of the sum of items in the Billable Amount column. There are no discrepancies.

When this system setting is enabled, labor items are rounded to 4 decimal places after approving and posting. Calculations for all invoice amounts are based on 4 decimal places, not 2. Each item is then rounded separately for display on the invoice.

Because the billable amount for each labor item is rounded to 2 for display on the invoice, but the invoice totals are calculated with 4 decimal places before they are rounded to 2 decimals for display, there may be slight discrepancies between the totals displayed on the invoice and the actual sum of the items in the Billable Amount column.

EXAMPLE  Example 2: The billable amounts used to calculate the Total Billable Amount were rounded to 4 decimal places and the actual total equals 481.8365. That figure rounds to the Total Billable Amount displayed on the invoice, 481.84. If you add the figures displayed in the Billable Amount column to calculate the Total Billable Amount, the total equals 481.83. The missing .01 is in the 2 decimals that are not displayed on the invoice.

NOTE  If you do not enable this system setting, we recommend that you enable the next system setting, Use 4 decimal places for Invoices and QuickBooks instead of 2 decimal places.

NOTE  This system setting applies to XML exports as well as generated invoices.

By default, Autotask displays billable hours on invoices rounded to 2 decimal places, even though they are stored and transferred to QuickBooks using 4 decimal places.

When a labor item is transferred to QuickBooks, QuickBooks will calculate the rate by dividing the amount by the number of billable hours. This can lead to rounding errors for the rate, so we recommend that you enable 4 decimal places if you use QuickBooks as your accounting application.

When enabled, Billable Hours are displayed on the invoice with 4 decimal places. Quantity is rounded to 2 decimal places. Rate and Billable Amount always display 2 decimal places on the invoice.