Account

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will be deactivated.

The Account entity describes an Autotask Account. In Autotask, an account represents a company or organization that you do business with. Autotask users manage Accounts through the CRM module (CRM > Accounts).

Entity details

You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.

Entity Name: Account
Can Create:
Can Update:
Can Query:
Can Delete:  
Can Have UDFs:
Supports webhooks:

Fields that cannot be queried

The following fields from this entity will return an error when queried.

  • AssetValue
  • SICCode
  • StockMarket
  • StockSymbol
  • QuoteTemplateID

Conditions and requirements

General

The Account entity can have no more than 200 UDFs. Refer to UserDefinedFieldDefinition.

The SOAP AccountWebhookField and ContactWebhookField entities use REST API field names instead of SOAP API labels. Refer to <EntityName>WebhookField (SOAP API) for more information.

Upon creation of an Account entity, a default primary AccountLocation entity is also created.

Special field attributes

Field Conditions and Requirements

AccountType

AccountType cannot be updated when TaskFireActive is True.

AccountType cannot be changed from Vendor if the account is associated with any existing services.

BillToAddressToUse

BillToAddressToUse and the related address fields in the Account entity are associated with the account Invoice Preferences. In the UI, Invoice Preferences are created separately from the Account entity and the Account entity must exist before they can be added. When using create() in the API, no account exists yet, there is no BillToAddressToUse value, so the BillToAddressToUse field will always default to the selection "Use Company Address" (1), and related fields will always default to the account address information. Any values provided for the related fields on create() are ignored.

When BillToAddressToUse = 1, AccountAddress, it can only be changed to 2, AccountBilling, via the UI.

BillToAttention

 

With the introduction of AccountPhysicalLocation (part of the Account Location feature), on update():

The BillToAttention field can be updated for all BillToAddressToUse options (1 Account Address, 2 Account Billing, 3 Parent Account or 4 Parent Account Billing).

BillToAccountPhysicalLocationID can be updated only when BillToAddressToUse = 2 (Company Billing).

If BillToLocationToUse = Account, then

BillToAddress fields come from the Account.

If BillToLocationToUse = AccountBilling, then

BillToAddress fields come from the AccountPhysicalLocation referred to by the BillToAccountPhysicalLocationID field value.

If BillToLocationToUse = Parent OR if (BillToLocationToUse = ParentBilling AND the ParentAccount does not have a BillToAccountPhysicalLocationID value), then

BillToAddress fields come from ParentAccount.

If BillToLocationToUse = ParentBilling AND the ParentAccount has a BillToAccountPhysicalLocationID value, then

BillToAddress fields come from the AccountPhysicalLocation referred to by ParentAccount.BillToAccountPhysicalLocationID.

Previously, when the BillToAddressToUse field value equaled 2 (Account Billing Address) and the API user sent in new values for those fields, the fields were updated. With the introduction of AccountPhysicalLocation, the API user must query the Account's BillToAddressToUse field and, if it is using the location address, the data must be updated in the AccountPhysicalLocation entity. The AccountPhysicalLocation entity allows new instances to be added so, if needed, BillToAccountPhysicalLocation can be changed to a different location

Country

The Country field is not the same as the CountryID field. The CountryID field references the ID field of the Country entity. If a value is provided for the Country field, the API will use that value and, based on the rules below, map that value to a valid Country entity. If no value is provided for the CountryID field, the ID value for the matching Country entity will automatically populate the CountryID field.

On create() and update():

  • If the value provided for Country matches either a standard country abbreviation, an ISO standard country name, or an Autotask country display name, the value is mapped to that country.
  • If no match is found, the value is mapped to "Other". The passed in text is stored.
  • In the UI, "Other" appears in the Country field as "Other [stored text value]". These "Other" values are not available for selection in the UI.

On query():

  • If the entity is mapped to a country, then the country display value will be returned.
  • If the country value is mapped to "Other", the stored text value is returned.

On query() by Country:

  • The system searches only the country display name. If the entity’s Country value is not mapped to an Autotask country, then you must query for Country = "Other"; that is, the string "Other", not the stored text value. This will return all entities where the country value is non-standard.

CurrencyID

CurrencyID can be set at Account creation but then becomes read only. This field is not required. If no CurrencyID is specified, the Account will use the Account's Country's CurrencyID. If no Currency is specified for the Account or the Account's Country, the Account will use the Internal currency.

EnabledForComanaged When changed from True to False during an update, we will delete any existing comanaged associations for the account.

InvoiceEmailMessageId

If the Account has specified a Contact from the ParentAccount in InvoiceEmailMessageID (that is, the recipient of invoice emails is associated with the ParentAccount) and there is no other recipient specified, then that contact will no longer receive notification and the Account Manager will be selected instead.

InvoiceMethod

The Account.InvoiceMethod default value changes when the AutotaskConnect for QuickBooks extension is enabled

The standard default value (QuickBooks extension is not enabled) for Account.InvoiceMethod is "Print" (2). When the QuickBooks extension is enabled, the default value is controlled by the Contracts System Setting "QuickBooks Transmission Method" ( > Features & Settings > Application-Wide > System Settings > Contracts).

InvoiceNonContractItemsToParentAccount

InvoiceNonContractItemsToParentAccount requires a value for BillToAddressToUse.

LastTrackedModifiedDateTime

Changes to the following fields will be recorded:

  • Account Manager (OwnerResourceID)
  • Active
  • Additional Address Info
  • Additional Info - Stock Symbol
  • Address 1
  • Address 2
  • Alternate Phone 1
  • Alternate Phone 2
  • Asset Value
  • City
  • Classification
  • ClientPortalActive
  • Company Alert
  • Company Name
  • Company Number
  • Company Type
  • Company UDF's
  • Competitor
  • Country
  • CreateDate
  • CurrencyID
  • Fax
  • ID
  • Market Segment
  • New Ticket Alert
  • Opted Out from Surveys
  • Parent Company Name (ID)
  • Phone & Extension
  • Round-Trip Distance (Miles)
  • SIC Code
  • Site Configuration UDF's
  • State
  • Stock Market
  • TaskFireActive
  • Tax Exempt
  • Tax ID
  • Tax Region
  • Territory Name
  • Ticket Detail Alert
  • Web Site
  • Zip

OwnerResourceID

Resource Type for Owner resourceThe ownerResourceID must reference an active, standard Autotask resource with security level access to the CRM module. A resource with a non-standard security level, for example, API user (API only), is not a valid selection for ownerResourceID.

ParentAccountID

If the Account has a ParentAccountID specified and the ParentAccountID is removed (the Parent-Subsidiary relationship is terminated), then all ParentAccount Contacts associated with the Account's items will be cleared.

PurchaseOrderTemplateID If PurchaseOrderTemplateID is null in the database, during query, the field will return the associated country's PurchaseOrderTemplateID if it exists. If no country is associated, or if the country is not associated with a PurchaseOrderTemplateID, then the query will return the system default purchase order template ID.

TaxRegionID

Account.TaxRegionID can be null only when Account.TaxExempt is True.

Field definitions

 

Field Name
Label
Datatype
Read Only Is Required Reference Name Picklist Webhook field
AccountName
{LT:Account} Name
string (100)      
AccountNumber
{LT:Account} Number
string (50)        
AccountType
{LT:Account} Type
short    
Active
Account Active
boolean        
AdditionalAddressInformation
Additional Address Information
string (100)        
Address1
Address 1
string (150)        
Address2
Address 2
string (150)        
AlternatePhone1
Alternate Phone 1
string (25)        
AlternatePhone2
Alternate Phone 2
string (25)        
ApiVendorID
API Vendor ID
integer      
AssetValue
Asset Value
decimal  

 

   
BillToAccountPhysicalLocationID
Bill To Account Physical Location ID
integer     AccountPhysicalLocation    
BillToAdditionalAddressInformation
Bill To Additional Address Information
string (100 )        
BillToAddress1
Bill To Address Line 1
string (150)        
BillToAddress2
Bill To Address Line 2
string (150)        
BillToAddressToUse
Bill To Address to Use
integer      
BillToAttention
Bill To Attention
string (50)          
BillToCity
Bill To City
string (50)        
BillToCountryID
Bill To Country ID
integer   Country    
BillToState
Bill To {LT:State}
string (128)        
BillToZipCode
Bill To {LT:ZipCode}
string (50)        
City
City
string (50)        
ClientPortalActive
Client Portal Active
boolean    
CompetitorID
Competitor
integer        
Country
Country
string (100)          
CountryID
Country ID
integer     Country  
CreateDate
Create Date
datetime        
CreatedByResourceID
Created By Resource ID
integer   Resource    
CurrencyID
Currency ID
integer     Currency  
Fax
Fax
string (25)        
EnabledForComanaged
Enabled For Comanaged
boolean          
id
id
long      
ImpersonatorCreatorResourceID
Impersonator Creator Resource ID
integer   Resource    
InvoiceEmailMessageID
Invoice Email Message ID
integer          
InvoiceMethod
Transmission Method
integer        
InvoiceNonContractItemsToParentAccount
Invoice non contract items to Parent {LT:Account}
boolean          
InvoiceTemplateID
Invoice Template ID
integer     InvoiceTemplate    
KeyAccountIcon
Key Account Icon
integer

 

 

 

LastActivityDate
Last Activity Date
datetime

 

 

 

LastTrackedModifiedDateTime
Last Modified Date

datetime

 

 

 

MarketSegmentID
Market Segment
integer

 

 

 

OwnerResourceID
{LT:Account} Owner
integer

 

Resource

 

ParentAccountID
{LT:ParentAccount}
integer

 

 

Account

 

Phone
Phone
string (25)

 

 

 

PostalCode
{LT:ZipCode}
string (30)

 

 

 

 

PurchaseOrderTemplateID
Purchase Order Template ID

integer

 

 

 

 

QuoteEmailMessageID
Quote Email Message ID
integer          
QuoteTemplateID
Quote Template ID
integer     QuoteTemplate    
SICCode
SIC Code
string (32)

 

 

 

 

State
{LT:State}
string (50)

 

 

 

 

StockMarket
Stock Market
string (10)

 

 

 

 

StockSymbol
Stock Symbol
string (10)

 

 

 

 

SurveyAccountRating
Survey Account Rating
decimal        
TaskFireActive
TaskFire Active
boolean      
TaxExempt
Tax Exempt
boolean        
TaxID
Tax ID
string (50)        
TaxRegionID
Tax Region ID
integer     TaxRegion  
TerritoryID
Territory Name
integer

 

 

 

WebAddress
Web
string (255)