There are several key points of integration between Astra Schedule and the invoicing system. The integration includes record sharing and updates, invoicing function processing, and direct links to reports. The Astra Schedule integration strategy is to provide a data interface with the invoicing system for elements required for invoicing functions, such as billable items and customers. Additionally, basic quote and invoice generation is supported from within the Astra Schedule application. Finally, links to invoicing reports are provided at key locations where invoicing information is logically desired.

 

The key integration points include:

Rooms, Equipment, and Services

 

•Astra Schedule rooms, equipment, and services are all considered “items” that are part of the “inventory” in the invoicing data.

 

•For the purposes of recording chargeable resources in the invoicing system, rooms and equipment are considered “non-stock” item types, and services are considered “service” item types.

 

•The Astra Schedule room or resource name is mapped to the Item ID field in the invoicing data. For room records this field will display in the database as BuildingRoomConfigurationname.

 

•A "default" sales account is required and assigned during import.

Customers

 

•The Astra Schedule customer name is mapped to the Customer ID field in the invoicing data.

 

•A "default" AR account is required and assigned during import.

 

•The Astra Schedule primary customer contact name is mapped to the contact attribute in the invoicing data.

Events

 

•Astra Schedule events are considered “jobs” in the invoicing data.

 

•Astra Schedule event meetings are considered “tasks” in the invoicing data.

 

•Event Estimates and Invoices can be generated and viewed directly from within an event record in Astra Schedule and will automatically be added to the invoicing data for the corresponding job.

 

•Credit Memos will appear in Astra Schedule along with estimates and invoices.

Reports

The system includes a few pre-defined invoicing reports, including:

 

•Transactions By Job

 

▪The Transactions By Job report is available from within an event record and displays invoicing activity for the event.
 
To access this report, click the Job Transaction Report button on the Invoicing tab within an event.
 

 

•Item Price List

 

▪The Item Price List report is available from within a room, equipment, or service record and displays the price setting for that item.
 
To access this report, click the Item Price List link in the Info section of the room or resource form.
 

 

•Customer Statements

 

▪The Customer Statements report is available from within a customer record and displays the customer’s invoicing statement filtered to “today”.
 
To access this report, click the Customer Statements Report link in the Info section of the customer form.
 

 

•Invoice

 

▪The Customer Invoice report is available from within an event record and displays the invoice for the event.
 
To access this report, click the invoice number for a generated invoice on the Invoicing tab within an event.
 

•Estimate

 

▪The Estimate report is available from within an event record and displays the estimate for the event.
 
To access this report, click the estimate number for a generated estimate on the Invoicing tab within an event.