Managing your Countries list

SECURITY  Security level with Admin permission to configure Organizations & Contacts. Refer to Organizations & Contacts.

NAVIGATION   > Admin > Features & Settings > Organizations & Contacts > Countries

Autotask contains a comprehensive standardized list of country names that are displayed on country field drop-down lists, invoices, statements of work, quotes, and other customer-facing documents. The Country field cannot be populated manually. You simply select the country from a drop-down list. This ensures that country names are standardized and can be used in searches and reports. It also allows you to assign a specific address format to a country.

On the Countries list, you cannot add or delete countries. You can edit countries to activate and deactivate them, change their default status, change a display name, and associate a currency or an address format. Your changes will apply to all instances of the Country drop-down list throughout Autotask.

To open the page, use the path(s) in the Security and navigation section above. The Countries list is sorted alphabetically by Display Name. You can click column headers for other sorting options.

Click the pencil icon and make the appropriate changes to one of the following fields.

Column Description
Edit Icon Click to open the Edit Country window.
Name The English-language ISO name of the country. This field is pre-configured by Autotask and cannot be edited.
Display Name (required) The name of the country as it appears in Autotask. This value can be edited for your Autotask instance.
Address Format (required) Select an address format for the country. For more information, refer to Associating address formats and Address formats.
Currency (only displayed if Multi-currency is enabled) Select the default currency for this country. If you select a currency at the country level, it is applied to new organizations in that country, unless another currency is assigned at the organization level.
If you leave this field blank and do not assign a currency at the organization level, your internal currency will be used.
Invoice Template To assign a specific invoice template at the country level, make a selection on the drop-down list. This template will override the global default invoice template, but will be overridden by selections made at the organization or invoice level.
Quote Template To assign a quote template at the country level, make a selection from the drop-down list. This template will override the global default quote template, but will be overridden by selections made at the organization or quote level.
Purchase Order Template To assign a purchase order template at the country level, make a selection from the drop-down list. This template will override the global default quote template, but will be overridden by selections made at the organization or purchase order level.
Default Country Select the check box to designate the country as the default. Refer to Your default country.
Active Select the check box to activate the country. Clear it to deactivate the country.

NOTE   Deactivate all countries you want to remove from drop-down lists throughout your Autotask instance. This reduces the length of the drop-down from about 180 listings to the handful of countries you actually do business with.

Initially, the country associated with your default internal location is the default country (identified with a check mark in the Default column) for your Autotask instance. Refer to Internal locations.

When you create new organizations and contacts, the default country is automatically applied to them. You can designate a different country as the default country.

Your Autotask instance comes with a default address format (the US format) that is initially associated with all countries. The address format will be automatically used on invoices and other customer-facing documents. You can create additional address formats and associate them with selected countries.

You can create address formats by either:

  • Clicking > Admin > Features & Settings > Organizations & Contacts > Address Formats and clicking New.
  • Clicking the plus sign to the right of the Address Format drop-down selector.

Countries not associated with any other address format will use the default.

Refer to Address formats.

If an Autotask organization or contact was created through the API and the country that was specified does not match an entry in the pre-populated Countries list (for example, Aruba was misspelled as Arooba), Autotask will associate that record with the Other country and store the Country text value that was passed in through the API.

If the Other country is assigned to an organization or contact:

  • The text value that was supplied will display as Other ([Country Name]) when that organization or contact is displayed or modified, but it will never be a selectable option in drop-downs.
  • Use the Additional Address Information field (below the Country field) to add explanatory information.

IMPORTANT  Without the correct country, certain features such as tax calculation will not be available. Please replace the Other ([Country Name]) with the correct country name as soon as possible.

The following are special considerations for specifying a country on the New Sales Order, Edit Sales Order, and Edit Invoice Settings pages.

  • If the country that is associated with the billing address has been deactivated and you enable the Same As Billing Address check box, the Ship To country will be the billing country, even though it is inactive.
  • If the Use Organization Address or Same As Billing Address is associated with the Other country and:
    • one of the check boxes is selected, the form fields will be set and will be read-only, and the Country field will display Other.
    • one of the check boxes is selected and then deselected (or deselected if already selected), the form fields will be editable and Country will be set to the blank option.