Exporting billing data using the Export Wizard
Security and navigation
SECURITY Contracts permission: Can access Invoice History, and (Invoice) Export Wizard
NAVIGATION 
> Contracts > Tools / Setup > Export Wizard
The Export Wizard allows you to export Autotask billing data in two formats:
- Comma-delimited (.csv)
- Sage Line 50 or Sage Line 200 (Internetware Connect XML to URL). This is a special format used only by legacy users of Internetware Connect to import billing data into Sage 50 Accounts or SageLine 200.
All exported transactions are flagged. You cannot export the same transaction twice, unless you delete the export batch from the Export History page.
How to...
Export billing data
- To open the page, use the path(s) in the Security and navigation section above. The Export Wizard opens.
The first page allows you to narrow the search for billable items by applying filters. Select one or more of the following filters.
NOTE We recommend that you filter by only one set of dates.
| Filter | Description |
|---|---|
| Organization Name | If you would like to select all organizations with billable transactions, leave the organization field blank. If you would like to export transactions from one organization only, click the Organization Search icon next to the field name. On the page that opens, select your company from the organization list or type in the organization name. |
| Worked Date > = (greater than or equal to) Worked Date < = (less than or equal to) |
Enter or select a date range for billable work. The default is work for the current day and 30 days in the past. |
| Invoice Date > = (greater than or equal to) Invoice Date < = (less than or equal to) |
Enter or select a date range for invoiced work. The default is invoices generated the current day and 30 days in the past. You must clear this filter if you do not invoice your transactions in Autotask. Only filter on Invoice Date if you also, in addition to exporting generate an invoice in Autotask. |
| Approve Date > = (greater than or equal to) Approve Date < = (less than or equal to) |
Enter or select a date range for approved transactions. The default is approvals from the current day and 30 days in the past. |
| Invoice Status | This feature allows you to export in tandem with, or independently of, invoicing. The export can be filtered by All Items, Invoiced Items, and Items not Invoiced. |
| Line of Business | This filter is available if Organizational Structure is enabled. It contains all active Division > Line of Business pairings. |
- Click Next. A list of billing items that match your filter criteria appears.
NOTE Autotask will not display more than 2000 billing items. If more than 2000 billing items were found, you will receive a message to either refine your search, or to export all items sight unseen. If you proceed, you will not have the option to review your billing items.
- Click Check All in the header row to select all items to export, or review and select items individually. Click Next.
- Select one of the following file formats for the export:
| Format | Description |
|---|---|
| CSV (Comma Separated Values) | Select this option to create a text file with the data associated for each billable item separated by commas |
| Sage Line 50 (Internetware Connect XML to URL) | This option is designed for Sage customers who want to export billable transactions from Autotask into their Sage system using a third-party product called Internetware Connect. Refer to The Sage 50™ Integration When you select this export option, a Tax Rate field appears on the page. Check to confirm that the field displays the current VAT rate. If needed, update to the current rate. The default value for this field is 20. The Export Wizard will remember the updated Tax Rate the next time you run the wizard. |
- Click Next. Take one of the following steps, depending on the export type you are running:
| If you selected . . . | Then . . . |
|---|---|
| CSV | The field names page opens. Click Yes to include field names so you can map the data to your accounting software. Click Next. For a list of fields exported when these options are chosen, refer to Export fields. |
| Sage Line 50 (Internetware Connect XML to URL) | A dialog appears noting that any data currently posted to the URL will be overwritten with the data in the current export. Click OK to proceed, or click Cancel to remain on the Export Type page to select a different export type. |
- Enter a batch export reference number if you would like to identify the export in the Autotask Export History. From there, exported transactions can be re-exported or deleted, but not viewed. Refer to Search and manage the Export History.
- Click Finish. The billing transactions are exported to the selected file format. All exports appear on the Export History page and can be deleted or re-exported using the right-click menu.
| If you selected . . . | Then . . . |
|---|---|
| CSV | you can open or save the file. NOTE If you need to preserve true comma-separated file format, do not open the file using Excel. Instead, save it and use Notepad. |
| Sage Line 50 (Internetware Connect XML to URL) | a confirmation appears telling you whether the export succeeded or failed. If the export is successful, the URL that the XML data was exported to is provided on the final page of the wizard. Refer to The Sage 50™ Integration for details on how to configure the URL and use it in Internetware Connect for importing into your Sage accounting system. |
Export a ticket User-Defined Field
When you export posted billing transactions, the export file can contain one Ticket User-Defined Field (UDF). This field is determined when the Ticket UDF is set up. To be exported, the field description must contain the string #export#. For information on Ticket UDFs, refer to Managing user-defined fields.
