Send Charges to AutoTask

This screen is the final step of the contracts flow: here you review the charges that are already ready (grouped by package) and send them to AutoTask as Contract Charges. It is the AutoTask equivalent of the "Send Charges to HaloPSA" screen.

When to use this screen

You arrive here from "Ready to Contract" after processing charges from your distributors. Use it when you want to:

• Review which charges are still pending to be sent to AutoTask, which have already been sent, and which failed.
• Send a batch of charges (grouped by package) to AutoTask.
• Retry charges that failed in a previous send.
• Discard charges you no longer want to send.

What it shows

The screen has two tables side by side:

• Package Summary (left): a summary with each charge package and the number of lines it contains. It has checkboxes to choose which packages you will send.
• Charges grid (right): the line-by-line detail of each charge, with columns Company, Contract, Product, SKU, Source, Description, Qty, Price, Cost, Total, State, Result, Error, and Package.

At the top there is a State Filter to show only charges in a certain state: "In Progress" (pending to send), "Send AutoTask" (already sent), "Not Send AutoTask" (failed), or all records.

While the charges are being sent, the screen switches to a progress view with a bar indicating the percentage completed and a status message; do not close or reload the page while this is happening.

Available actions

• Back: returns you to the "Ready to Contract" screen without sending anything.
• Excel: exports the charges detail grid to an Excel file.
• Actions (dropdown menu):
  • Send to AutoTask: sends to AutoTask the charges in "In Progress" state from the packages you checked in Package Summary. ⚠️ This action creates real Contract Charges in AutoTask; once sent, it cannot be undone from this screen.
  • Retry Failed Charges: re-queues the charges that failed in a previous send so you can retry them.
  • Delete Queued Charges: ⚠️ deletes the queued charges (pending to send) and they cannot be recovered.

Step-by-step flow

1. Review the summary in Package Summary and check the box for the packages you want to send.
2. Check the line detail in the grid on the right (optionally filter by state).
3. Open the Actions menu and choose Send to AutoTask.
4. The screen will show a progress bar with the status of the send. Wait for it to finish without closing the page.
5. When it finishes:
   • If everything was sent successfully, you will see a success message and the system will automatically take you to the AutoTask contract history.
   • If there were errors on any line, the screen goes back to showing the grids and the Errors Send AutoTask box opens automatically with the detail of what failed (see next section).
6. If you need to retry failed charges, use Retry Failed Charges from the Actions menu and repeat the send.

Errors box (Errors Send AutoTask)

If the send finishes with charges that could not be processed, a popup box titled "Errors Send AutoTask" opens with a read-only table listing, for each failed line: Company, Contract, Product, Package, and the specific error message returned by AutoTask. Use it to identify which contract or product is causing the problem before retrying. It closes with the close icon (X) in the upper corner of the box; closing it does not retry or discard anything, it only hides the window.

Common errors and how to resolve them

• "Your subscription is not active. Please visit the Subscription page to reactivate.": your paid subscription is not active. Go to the subscription section and reactivate it before you can send charges (does not apply to SuperAdmin users).
• Trial limit notice: if your account is in the trial period and you already exceeded the 5 allowed lines, a separate box opens asking you to activate your subscription to keep sending charges.
• "No records selected in Summary": you did not check any package in the Package Summary table. Select at least one before using "Send to AutoTask".
• "No charges in 'In Progress' state to send.": the packages you checked have no lines pending to send (they may have already been sent or failed before). Check the state filter to confirm.
• General error message when sending, deleting, or retrying (for example "Error: ..."): there was a connection or server problem. Try again; if it persists, contact support.
• Charges with Not_Send_AutoTask in the State column and a message in the Error column: these are the specific lines that AutoTask rejected; they are also listed in the "Errors Send AutoTask" box. Fix the contract or product in AutoTask according to the message and use "Retry Failed Charges".

Related screens

• Ready to Contract
• AutoTask Contract History
• Paid Subscription