Adding an organization

The resource in your organization who will take overall responsibility for the account relationship. The field can be displayed on other entities but will be view-only.

Users who are selected as account managers must have security permissions to view the organization type and Mine or higher object permissions. Account managers have the same security permissions as account team members. Organizations where you are the account manager or a team member can be found under My > CRM >  Organizations. Refer to CRM security settings.

This field appears in entities that have resources associated to an organization. Designated account teams typically provide service to a specific customer to become familiar with the technical environment and customer contacts, streamlining service delivery. Account team members have the same security permissions as account managers.

Use the resource selector to select one or multiple resources for the account team.

This view-only field shows the value of all currently active opportunities for the organization. If the Opportunity View object permission is set to Mine, it shows the value of all opportunities the user is the owner of.

This field appears in some entities that store addresses. Country names that cannot be mapped to an Autotask country will appear in this field.

Enter any additional, non-standard address information that you need to display on customer-facing documents.

See Address fields.

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.

Refer to Phone.

The present market value of the organization. Refer to Investopedia's Asset Valuation article.

See Address fields.

Classifications are associated with icons that provide visual identifiers used to categorize and search for organizations. They appear with the organization name throughout Autotask. Refer to Classification icons.

On the New Organization or Edit Organization pages, select a classification option from the drop-down menu.

This view-only field shows the value of all closed opportunities for the organization.

This field appears in entities that undergo the sales process. Adding your competitors to Autotask allows you to reference them during the sales process so you can analyze who you win over and lose to.

The primary competitor for an opportunity will depend on the products and services the opportunity includes. It may be different from the primary competitor at the organization level. Refer to Competitors.

Select the strongest competitor for the organization or opportunity.

This field appears in entities that are associated with an address. Autotask includes a standardized list of country names. On the Countries page, you can deactivate all countries you are not doing business with and select a default country. Refer to Managing your Countries list.

Select a country where the entity is located.

If Multi-currency is enabled, you can select a currency on the New Organization or the Edit Organization page. The selected currency is used for billing and is displayed on entities associated with charges and payment.

If the Currency field is visible, you can select a currency from all active currencies.

If the Currency field is hidden, a default currency can be supplied by the organization category or the selected country:

1. Use the default currency set on the organization category.
2. If the category doesn't supply a currency, but the selected country is associated with a default currency, use the country's.
3. Otherwise, use the internal currency.

When you edit the organization, you cannot change the currency if the organization has any contracts with another organization as the billing organization.

If the organization is a sub-organization, the currency must be the same as the parent organization's.

• When you select the parent organization from the sub-organization, only organizations with the same currency as the sub-organization can be selected.
• When you associate existing organizations as sub-organizations, only organizations with the same currency as the sub-organization can be selected.

Refer to Supported Currencies and Assigning a currency.

Refer to Phone.

The URL for the corporate website or the social media website.

Associating customers with market segments allows you to group and report on customers that have something in common. Using market segments is optional. Refer to Market segments.

Select the market segment that best fits the organization.

The [Entity] Category field appears on all entity pages for which categories can be configured. They determine the layout and the options on the entity:

• The sections that appear on the Details panel
• The order of the sections
• The section titles
• The fields in each section
• The display order of components and elements in the Main panel
• The field defaults and required settings
• The pick list options
• The insights that appear on the Insights panel (except Organization Category)
• The tags that appear on the Main panel (Tickets only)

Refer to Introduction to Categories.

Subject to security permissions, select a category for the organization.

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.

This field appears in organizations. It is an optional field that can be used as a reference to external applications like accounting software. If you decide to use organization numbers, make sure all users with security level permission to add or edit organizations understand what system you use to assign organization numbers.

IMPORTANT  Organization Number is different from Organization ID. Your local organization is always identified by the Organization ID 0. We suggest that you also assign the Organization Number 0 to your local organization to avoid confusion.

This check box appears in organizations and is used to indicate whether an organization as a whole has opted out of receiving surveys. If the check box is selected, no surveys will be sent to any contact from this organization.

Select the check box to prevent surveys from going out to any contacts at the organization.

The organization type describes your company's relationship with another organization. Organization types are pre-defined; they cannot be modified or added to. Options include the following:

• Customer: An organization to which you are selling products or services.
• Lead: An organization type used to indicate a potential customer.
• Prospect: An organization type used to indicate a likely customer.
• Dead: A lead that never became a customer.
• Cancelation: An Autotask organization type denoting a former customer.
• Vendor: An organization type whose primary business relationship with your company is to provide goods and services.
• Partner: An organization type assigned to organizations like VARs, outsourcing partners, etc.

The organization type imposes some restrictions:

• On the New Ticket page, only Customers, Partners, and Vendors can be selected. Tickets for organizations of types Prospect, Lead, Dead, or Cancelation must be created on the Tickets accessory tab of the Organization page.

• Incoming Email Processing, Add Ticket Email Service, and the API can create tickets for all organization types except Dead and Cancelation.

An organization can have a two-level dependency with another organization, called a parent-sub-organization relationship. To learn more about parent/sub-organizations, refer to Overview of organizations.

If the organization will be the sub-organization of an existing organization, begin to type the parent organization name and then select the correct organization. You can also click the data selector icon to open the organization selector. Organizations that are sub-organizations of another organization cannot be selected as a parent organization. If Multi-currency is enabled, you can only select organizations that share the customer currency of this organization.

For information on using data selectors, refer to Data selector windows.

Autotask lets you track multiple phone numbers for each of the following entities:

• Contacts (Phone, Extension, Alternate Phone, Mobile Phone, Fax)
• Organizations (Phone, Alternate Phone 1, Alternate Phone 2, Fax)
• Organization locations (Phone, Alternate Phone Number 1, Alternate Phone Number 2, Fax)
• Resources (Office Phone, Ext, Home Phone, Mobile Phone)

The Phone field is required for organizations and primary locations only. If you are adding a contact during organization creation, the organization phone number is entered as the default.

Phone numbers are referenced in many other entities, usually in combination with a role the person is playing in this context or an action they are taking. For example, [Opportunity: Owner Mobile Phone] references the mobile phone of the resource who is the opportunity owner for this sales opportunity.

The primary contact is the lead contact for an organization, and will become the primary Outsource contact if this organization becomes an outsource partner. There can be only one primary contact at a time. When you create the first contact for an existing organization, the Primary Contact check box will be selected by default, but can be cleared. On the Organization page, this field is read-ony.

To set a contact as the primary contact, select the Primary Contact check box on the Edit Contact page.

The distance, in miles or kilometers, between your internal location and the customer's organization or organization location. The default value is 0.

Saving the distance in the organization record lets you quickly add a ticket, project, or contract charge to bill for travel.

Refer to Tracking round trip distance and Mileage/Kilometrage defaults (applies to Ticket Charges, Project Charges, and Contract Charges).

The Standard Industrial Classification (SIC) codes are four-digit codes that categorize the industries that organizations belong to based on their business activities.

See Address fields.

The status of an organization can be active or inactive. Inactive organizations are not available for selection on other entities.

For a publicly traded organization, enter the stock market they are traded on (NASDAQ, NYSE).

For a public organization, enter their stock market symbol.

Tax-exempt items invoiced to this organization will not be taxed, regardless of the tax category applied to the billing item. You can override theTax Exempt setting for an organization location.

NOTE  For QuickBooks Users: The Tax-exempt status flag is transferred to QuickBooks with a new customer. If the Tax Exempt setting is overridden at the organization location level, this is disregarded in QuickBooks, because a location is not a separate customer.

The tax identification number for this organization.

• To display the customer's Tax ID on a quote or invoice, add the Organization: Tax ID variable to the Invoice Template.

• To display your local organization's Tax ID, ACN, ABN, VAT or other tax identifier on an invoice, enter the identifier in the contract system setting Tax ID, ACN, ABN, VAT etc. (to display on invoices and quotes). Then, add the variable Your Company: Tax ID, ACN, ABN, VAT, etc. to the invoice template.

Select the tax jurisdiction whose tax rules will apply to this organization or organization location. This field is inherited by entities that are part of the billing workflow but can be overridden on a quote or invoice. The tax region selected on the quote or invoice, together with the tax category applied to the billing items via the billing codes, determine the taxes on each billing item.

Refer to Configuring your tax table.

A territory is a geographical area or group of customers for which an individual salesperson or a sales team is responsible. Territories are associated with organizations, and their use is optional.

Territories are typically defined on the basis of geography, sales potential, history, or a combination of factors. They are used by sales managers to fairly distribute and manage opportunities. Refer to Territories.

Territories can optionally be assigned to a parent region. For example, the territory New York State might belong to a Northeast parent region. Refer to Regions.

User-defined fields (UDFs) are custom fields set up by your Autotask Administrator that capture information that is unique to your business. They can be one of the following field types:

• Text (Single Line, Multi Line, or Email)
• Date
• Numeric
• List (Single Select, Multi Select)

You are able to see and update this information based on your security permissions. If you do not have permission to view or update the data, it will be masked with asterisks. If you can view but not edit the data, editing will be disabled. Refer to Viewing protected data.

Also review Managing user-defined fields.

You must complete any required UDFs before you can save the entity.

The URL for the corporate website or the social media website.

First Name, Middle Name, and Last Name are referenced in many other entities, usually in combination with a role the person is playing in this context or an action they are taking.

Enter the individual's first (given) name, last name (surname), and, optionally, middle name.

This field indicates the gender preference (Mr., Ms., etc.), generation (Jr., Sr.), and professional achievement (PhD) of an individual associated with your local organization (where they are called resources) or an organization in your Autotask instance (where they are called contacts). The list of Name prefixes and suffixes is configurable.

Select a name prefix or suffix from the drop-down list.

This field refers to the job title of an individual associated with your company (where they are called resources) or an organization in your Autotask instance (where they are called contacts). Title is referenced in many other entities, usually in combination with a role the person is playing in this context or an action they are taking.

Autotask lets you track multiple phone numbers for each of the following entities:

• Contacts (Phone, Extension, Alternate Phone, Mobile Phone, Fax)
• Organizations (Phone, Alternate Phone 1, Alternate Phone 2, Fax)
• Organization locations (Phone, Alternate Phone Number 1, Alternate Phone Number 2, Fax)
• Resources (Office Phone, Ext, Home Phone, Mobile Phone)

The Phone field is required for organizations and primary locations only. If you are adding a contact during organization creation, the organization phone number is entered as the default.

Phone numbers are referenced in many other entities, usually in combination with a role the person is playing in this context or an action they are taking. For example, [Opportunity: Owner Mobile Phone] references the mobile phone of the resource who is the opportunity owner for this sales opportunity.

Action type categorizes the CRM notes and to-dos, and describes the nature of the sales activity. The action type determines whether a note or to-do will appear in Autotask in the Calendar, To-Do, Calendar and To-Do, or in Neither Calendar nor To-Do. Refer to Action types.

Select a required action type.

Enter the first day of the date range for the activity. It will default to today's date but can be modified.

Enter the beginning of the time range for an activity. The Start Time defaults to the current time.

Enter the last day of the date range the entity is active or valid.

Contracts

If the end date is not the planned last day of a billing period (you have a partial last month), the charge for the last billing period will be prorated.

Opportunities

Enter a projected end date for the work associated with the opportunity. The field does not affect revenue or profit forecasts.

Phases

When you add tasks to the phase, the phase end date adjusts to the end date of the latest task.

Billing Rules

No charges will be created for periods that would have started after the end date. If left blank, charge creation stops on the contract end date.

If you enter a date that is later than the contract end date, a message that includes the contract end date will appear.

The end of the time range for the activity. The end time defaults to the current time + 15 minutes.

This field determines who is assigned to an entity. It defaults to your name.

To assign this entity to another user, select the user from the drop-down list in the Assigned To field. The list contains only users with access to the CRM module.