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AR Invoices

Agave Sync allows you to export ServiceTitan Invoices to Vista AR Invoices.

note

Agave Sync exports AR Invoices to Vista in a Posted status. We sync it in this status so you can immediately apply AR Payments against the synced AR Invoice.

Visual Mapping​

ServiceTitan and Vista AR Invoices Visual Mapping

Video Tutorial​

Common Errors and FAQs​

Are there any pre-requisites to syncing AR Invoices?​

Yes. To sync ServiceTitan AR Invoices to Vista:

  1. The Customer must be linked for the AR Invoice,
  2. A default Receivable Type must be applied (see below),
  3. If a Tax Zone exists on the AR Invoice in ServiceTitan, this Tax Zone must be linked to a corresponding Vista Tax Code, and
  4. If you are planning to sync ServiceTitan Jobs to Vista, the ServiceTitan Job on the AR Invoice must be linked to a Vista JC Job.

Job and Non-Job AR Invoices in Vista​

The values for the Vista AR Invoice Line Item will differ depending on whether you plan to sync ServiceTitan Jobs to Vista:

AR Invoices that reference Vista JC Jobs​

If a ServiceTitan AR Invoice is associated with a Vista JC Job, in Vista:

  1. The Line Item Type will be set to "Job", and
  2. The JC Job's Prime Contract Line Item will be set to "1".

AR Invoices that do not reference Vista JC Jobs​

If a ServiceTitan AR Invoice is NOT associated with a Vista JC Job, the Line Item Type will be set to "Other" in Vista.

How is the Batch Month Determined When Syncing AR Invoices?​

When syncing AR Invoices to Vista, we use the latest open AR Batch month. This is the month after the last closed month in GL Company Parameters.

Using the Accounts Receivable Last Month Closed from the below screenshot as an example, if an AR Invoice was synced to Vista on 2/5/2022, the Batch Month would be set as "1/22" because this is the month after the last month closed for Accounts Receivable (i.e. 12/21):

Vista BLIs

Vista Receivable Types​

What are Vista Receivable Types?​

Vista Receivable Types are used to define the various General Ledger accounts affected when posting transactions in Vista's Accounts Receivable module:

ServiceTitan and Vista AR Invoices Visual Mapping

How does Agave Sync determine which Receivable Type to use when syncing AR Invoices to Vista?​

Agave Sync determines the Receivable Type in Vista using one of the following methods:

  1. Default Receivable Type: if you only plan to use one Receivable Type for ServiceTitan AR Invoices synced to Vista, Agave Sync can automatically assign this default Receivable Type to every synced AR Invoice.
  2. Business Unit Mapping: if your Vista setup includes multiple Receivable Types, Agave Sync can assign the appropriate Receivable Type based on the ServiceTitan Business Unit linked to the AR Invoice. To enable this, you’ll need to provide a mapping of ServiceTitan Business Units to Vista Receivable Types to your Agave Account Manager.

What are options for syncing Tax Amounts?​

There are two options for syncing Tax Amounts for ServiceTitan AR Invoices to Vista:

  1. Link the ServiceTitan Tax Zones and Vista Tax Codes: this approach allows for you to use the corresponding Vista Tax Code for all taxable AR Invoice Line Items synced from ServiceTitan.

  2. Create a single AR Invoice Line Item with the Tax Amount: instead of linking the ServiceTitan Tax Zones and Vista Tax Codes, Agave Sync generates a single AR Invoice Line Item with:

    • A description that says “Tax",
    • The Tax Amount from the ServiceTitan AR Invoice as the value for this Line Item, and
    • A default Tax Code (e.g. this could be a Vista Tax Code called “ST-Tax"; see image below for an example).

    This approach allows for you to track tax without needing to keep your Tax Zones, Tax Codes, and their associated Tax Rates in sync.

ServiceTitan and Vista AR Invoices Visual Mapping

How does Agave Sync handle $0 AR Invoice amounts?​

In ServiceTitan, it's common to create AR Invoices with $0 line items — for example, when generating an Estimate. However, Vista does not allow AR Invoices with a total amount of $0 to be posted.

To handle this, Agave Sync will:

  1. Skip syncing the $0 AR Invoice to Vista and mark it as "Ignored" in the sync status.
  2. Update the AR Invoice in ServiceTitan to show it as "Exported" to prevent further attempts to sync.