Editing a sales order

Organization or Organization Name refers to the organization associated with the entity. This field is always required.

• In View mode, the name will appear as a hyperlink for users with permission to view the organization, and as plain text for all others.

• In New mode, enter the name of the organization. As you type, Autotask will suggest possible matches. Click an organization name to select it and populate the field. Alternatively, you can click the selector icon to choose the organization from a list. On some entities, such as ticket and opportunity, you can click the plus icon to the right of the selector icon to quickly create a new organization. Refer to Adding an organization.

• In Edit mode, this field cannot be modified for some entities (for example, projects and devices).

For this field, you can select a different local term. In your Autotask instance, it may be labeled Account, Business Unit, Client, Company, Customer, Organization, or Site. Refer to Selecting a currency and local terms and symbols.

A sales order allows you to track quoted products after a deal is closed. The Sales Order Name is inherited from the related opportunity name and cannot be edited. If a sales order has been created, its name is displayed on the associated opportunity. If you have appropriate permissions, clicking on the name will open the sales order detail page. Refer to Introduction to sales orders

The status indicates how far the entity has progressed in a particular process.

EXAMPLE  On a ticket, status examples are New, In Progress, Ready to Bill, Complete, Active, etc. On other entities, status names are different.

Most entities come with a default list of statuses that you can customize. The Status field is often required, since it is frequently used as a condition in workflow rules.

NOTE  Outsource status is separate from the standard ticket status.

Charges:

If an Estimated Arrival Date was added to the purchase order item, it is displayed in parentheses after the status.

• If Procurement is enabled, the status options are conditional based on the current status, and some statuses are set automatically. For details on charge status in the procurement process, refer to Introduction to Inventory.
• If Procurement is not enabled, you can manually select any status. For consistency, your company should set guidelines for charge status selection.
• If you set the status of a charge to Canceled, the Unit Cost and Unit Price fields are zeroed out and the charge is removed from Approve & Post.

A contact is a person at an organization who is associated with the entity you are creating or editing.

This field appears on many entities that display the Organization field. You must select an organization before you can select a contact. All active contacts associated with the organization plus the current contact, even if it is inactive, are available. If the organization is a sub-organization of another organization, you can select a contact from the list of parent organization contacts that appears below a dashed line.

On some entities, such as ticket and opportunity, you can click the plus icon to create a new contact. Refer to Adding and editing contacts.

In Add or Edit mode, start typing the name of a person or click the selector icon to choose a person from an alphabetic list.

The person responsible for managing the entity.

Opportunities and Sales Orders

In opportunities, the field defaults to the creator. In sales orders, the field defaults to the opportunity owner.

You can manually change the owner to any resource with access to CRM. You can also run the Reassign Lead Wizard from the Owner field on a saved opportunity. The Reassign Lead Wizard allows you to also reassign the organization's account manager, territory, and classification. Refer to Reassigning opportunities

Queues

Designating a queue owner is optional. If you do, you can create workflow rules that notify the dynamic recipient queue owner, or dynamically assign the queue owner as the ticket resource. It allows you to set up automatic ticket triage in Autotask.

Line of Business lets you classify finances and segment data. This field is displayed when Organizational Structure (Line of Business) is activated and enabled. It is available on the following entities: Contract, Opportunity, Sales Order, Project, and Ticket. Refer to Introduction to Line of Business.

If a contract is associated with a different line of business than the ticket or project, billing items always inherit the line of business from the contract, not the parent entity. Refer to Line of business inheritance rules for dependent entities.

Select a pairing of Business Division > Line of Business.

This field appears in entities that are associated with a certain date. The field defaults to the current date but may be edited using the date selector.

The date by which your customer expects you to provide a service.

Opportunities:

Promised Fulfillment Date is commonly used for a project- or service-related opportunity. The field can be used to indicate the beginning of the project or service. The field does not affect revenue or profit forecasts.

Sales Orders:

This field defaults to the Promised Fulfillment Date specified for the associated opportunity, but it can be changed.

Address fields are an integral part of organization, contact, and resource records, and are inherited or propagated to entities that are part of the billing workflow. Fields include Address 1, Address 2, City, State, and Zip Code. They can be designated Billing Address, Sold to, Bill to, and Ship to.

The address format on customer-facing documents such as quotes and invoices can be customized.

Complete or change the fields required for a physical or postal address.

For some address fields you can select different local terms. For example, in your Autotask instance, State may be labeled Province. Refer to Selecting a currency and local terms and symbols.

This header or section appears everywhere a notification email can be sent from Autotask, as well as the Default Settings dialog box for entities that support them. It is followed by a checklist of role-based recipients that can be selected to receive the email. In the actual email, the contacts or resources in these roles will replace the role names. Refer to Role-based notification recipients.

On the entities (but not on the default settings), you can add named contacts and resources to the list of recipients and add external email addresses to the Other Email(s) fields. Customer contacts are added to the email To: field, whereas internal resources are added to the BCC: field.

For the notification email to be sent, you must select or enter at least one recipient in the To:, CC:, BCC:, or Other Email(s) fields.

A resource is a user at your company who has an Autotask log in. Employees, consultants, or contractors must be set up as an Autotask resource if they do one of the following:

• They create or edit Autotask entities such as tickets, organizations, or opportunities. In this context, the field label in Autotask is usually Created by or Creator.
• They work on project tasks, tickets, or sales to-dos. In this context, the field label in Autotask is usually Resource, Primary Resource, or Secondary Resources.
• They are responsible for sales accounts and any opportunities they generate. In this context, the field label in Autotask will be Account Owner or Opportunity Owner.
• They are the individual or role-based recipients of notification emails. In this context, the field label in Autotask will be Recipient or Resource.
• They manage, approve, approve & post, or report on any of these activities. In this context, the field label in Autotask will be Timesheet Approver, Expense Report Approver, or Change Request Approver.

Resources are selected or referenced on many Autotask entities. They may be associated with an entity even if they are not displayed on the UI.

The First Name, Last Name, and Middle Name components of a resource name are displayed either in sort order (Lang, Suzanne M.) or narrative order (Suzanne M. Lang).

This field appears in the Notification section of Autotask entities. It lets you send notification emails to recipients whose email is not stored in Autotask, because they are neither a customer contact nor an internal resource. On some forms, there are multiple Other Email(s) fields to allow you to distinguish between To:, CC:, and BCC: recipients.

Enter the full email address for each recipient. Separate multiple email addresses with a semicolon.

Notification templates determine the content and layout of the notification email. Most templates contain not only the subject line and email body text, but variables that pull data right out of Autotask.

NOTE  If the list of recipients includes resources who lack permission to view internal notes, attachments, etc., the text pulled by the variable is replaced with See [Entity Name].

This field appears in entities that support email notification when you create or edit them. The default template is selected, but can be modified. All active notification templates for the entity and event are available.

If it is present, click the preview icon to preview the selected notification template. The notification template is shown with variables instead of actual data.

This field appears or is enabled in entities that support email notification when you create or edit them. It determines the Subject line for the notification email that is sent out.

If you have selected a notification template, the Subject line is populated by the notification template's subject but can be modified.