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
account_id Unique ID, not displayed
parent_name Parent Organization 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 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