Sage Peachtree Setup Checklist
The following guide outlines the setup process for integration between Sage
Peachtree and Autotask.
STEP 1: Sage Peachtree Setup Please complete this form and return it
STEP 2: Sage Peachtree and Autotask Setup – Salesperson IDs to your Autotask Implementation
STEP 3: Autotask Setup – Account Numbers Manager to help us configure your
STEP 4: Autotask Setup – Labor Items integration.
STEP 5: Autotask Setup – Cost Items
STEP 6: Autotask Setup – Recurring Service Items
STEP 7: Autotask Setup – Recurring Contract Services Adjustments
STEP 8: Autotask Setup – Milestone Items
STEP 9: Autotask Setup – Subscription Items
STEP 10: Autotask Setup – Expenses
STEP 11: Autotask Setup – Workflow Policy
STEP 12: Autotask Setup – Directories and Locations
Step 1: Peachtree Setup
1. Determine which version of Sage Peachtree you are running. Please indicate your version here:
[ ] Complete 2007-2010
[ ] Quantum 2008-2010
2. [ ] In Sage Peachtree, create an Inventory Item with the Item ID = AUTOTASK and the Description = No
Allocation Match Found. The Inventory List to add this can be accessed through the menu selection
Lists>Inventory & Services . See the topic Setup for Handling Allocation Code Matching Failures in Integrating
with Sage Peachtree for more information about why this is done.
3. [ ] Ensure that any potential Autotask account owners are listed as Sales Reps in the Employee List in
Peachtree. List them using their last name in all caps as their Employee ID. The Employee List can be accessed
through the menu selection Lists>Employees & Payroll>Employees.
Step 2: Autotask Setup
1. [ ] Open the Autotask Account Detail page for each customer record, click Edit Account and update the
Account Number field with the Sage Peachtree Customer ID.
2. [ ] In order to ensure that allocation codes are always available on service tickets; enable the “Require
Allocation Code Name field for service desk tickets” workflow policy. See the topic Entering the Peachtree
Item Number on Autotask Allocation Codes in Integrating with Sage Peachtree for more information.
Step 3: Invoice Processing Setup
1. [ ] Provide the Peachtree Accounts Receivable Account number you want to use for invoices processed from
Autotask. _______________________________________
2. [ ] Provide the number of days from the Invoice date you want to have as the Invoice due date _________
3. If the integration process cannot match an Autotask Account to a Peachtree Customer ID, you must select
which one of the following you want to take place:
o [ ] Create a Customer Account in Peachtree from the Autotask account information.
o [ ] Generate an error message indicating that the Customer Account did not exist in Peachtree.
4. Do you want the Invoice number in Peachtree to be the Autotask Invoice number or do you want Peachtree to
always assign a new number?
o [ ] Use the Autotask Invoice number.
o [ ] Use the Peachtree assigned Invoice number.
Step 4: Integration Setup – Labor Items
1. [ ] In Autotask, set the General Allocation Codes – External Number field equal to the Peachtree Inventory
Item ID to use for each Autotask code the integration will use. See the topic Mapping Labor Revenue Items in
Integrating with Sage Peachtree for more information.
2. The Peachtree Comment Text for the transferred billing line item will default to “Ticket or Task Title
Ticket or Task Number”. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: ________________________________________________________________
Step 5: Integration Setup – Cost Items
1. [ ] In Autotask, set the Material Cost Codes – External Number field equal to the Peachtree Inventory Item
ID to use for each Autotask code the integration will use. See the topic Mapping Cost Revenue Items on
Contracts, Projects and Tickets in Integrating with Sage Peachtree for more information.
2. [ ] Set the Autotask Product External Number equal to the Peachtree Inventory Item ID to use for any
product that you want mapped directly to Peachtree (rather than using the mapping of the Material Cost
Code above). See the topic Mapping Cost Revenue Items on Contracts, Projects and Tickets in Integrating with
Sage Peachtree for more information.
3. The Peachtree Comment Text for a transferred Ticket cost billing item will default to “Cost Name:” + Item
Name + Ticket or Task Number. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: _________________________________________________________________
4. The Peachtree Comment Text for a transferred Project cost billing item will default to “Cost Name: +” Item
Name + Project Name. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: __________________________________________________________________
5. The Peachtree Comment Text for a transferred Contract cost billing item will default to “Cost Name:” + Item
Name + “Contract” + Contract Name. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: ________________________________________________________________
Step 6: Integration Setup – Recurring Service Items
1. [ ] In Autotask, set the Recurring Contract Service Codes – External Number field equal to the Peachtree
Inventory Item ID. See the topic Mapping Recurring Contract Service Costs in Integrating with Sage Peachtree
for more information.
2. The Peachtree Comment Text for the transferred billing item will default to Recurring Service Name +
[Recurring Service Date Range]. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: _______________________________________________________________
Step 7: Integration Setup – Recurring Contract Services Adjustments
1. Note: Adjustments are mapped to the same Inventory Item ID in Peachtree as the underlying recurring service
item.
2. The Peachtree Comment Text for the transferred billing item will default to Recurring Service Name +
[Recurring Service Date Range] + “(Prorated)”. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: __________________________________________________________________
Step 8: Integration Setup – Milestone Items
1. [ ] In Autotask, set the Milestone Codes – External Number field equal to the Peachtree Inventory Item ID.
See the topic Mapping Milestone Revenue Items in Integrating with Sage Peachtree for more information.
2. The Peachtree Comment Text for the transferred billing item will default to “Milestone:” + Item Name +
“Contract” + Contract Name. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: _________________________________________________________________
Step 9: Integration Setup – Subscription Items
1. [ ] In Autotask, set the Product Codes – External Number field equal to the Peachtree Item Inventory Item
ID. See the topic Mapping Subscription Billing Items in Integrating with Sage Peachtree for more information.
2. The Peachtree Comment Text for the transferred billing item will default to “Subscription:” + Item Name.
Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: __________________________________________________________________
Step 10: Integration Setup – Expenses
1. [ ] All expenses will be mapped to the same Peachtree Inventory Item ID. Please specify the Inventory Item
ID for mapping expenses:___________________
2. The Peachtree Comment Text for the transferred expense item will default to “Expense:” + Item Name +
[Expense Category]. Please indicate if you need a fixed Comment Text instead: [ ]
Enter your Comment Text: ________________________________________________________________
Step 11: Autotask Setup – Workflow Policy
1. [ ] In order to ensure that allocation codes are always available on service tickets; enable the “Require
Allocation Code Name field for service desk tickets” workflow policy. See the topic Entering the Peachtree
Item Number on Autotask Allocation Codes in Integrating with Sage Peachtree for more information.
Step 12: Boomi Setup – Directories and Locations
1. [ ] The Boomi Atom should be setup on the same server that is running Peachtree. Please indicate the
machine name for this server: _______________________
2. [ ] Please specify the directory where you will place the XML Invoice files exported from Autotask for the
process to find:
_______________________________________________________________________________
3. Please indicate if the above directory is on a local or mapped drive.
[ ] Local drive
[ ] Mapped drive