Datagate Support | Nov 24, 2023
Read this document for an overview of how to synchronize HaloPSA contracts.
If you have any questions, don’t hesitate to contact the Services Team.
Table of Contents
- Why you might enable the Product Sync
- Prerequisites
- Synchronization Settings
- Customer Synchronization
- Product Synchronization Filters
- Column Mappings
Why you might enable the Product Sync
The HaloPSA Product Sync allows charges on recurring invoices to be imported and updated into Datagate as Products (recurring charges).
This was designed for the following scenarios:
- The admin team is trained on Halo, and therefore can enter and maintain all monthly charges in Halo. This may reduce the number of staff that need to be trained on both HaloPSA and Datagate.
- Quotes can be accepted into HaloPSA contracts without re-keying.
- All monthly charges are visible, potentially including to technicians, in HaloPSA.
If you choose not to synchronize HaloPSA contracts, you would manage monthly charges in the Datagate portal. You can export Datagate invoice details to HaloPSA regardless of whether Product Sync is enabled or not.
Prerequisites
- Configure the HaloPSA integration: How To Configure The HaloPSA Integration
- USA & Canada only: You must have previously imported your Product Templates, with their associated Tax Codes.
Synchronization Settings
To enable the HaloPSA Product Sync, from your username choose Settings/Integrations/HaloPSA and press Details.
Enable Product Sync by checking the box (Yes).
Use Default Agreement:
-
If Yes, all HaloPSA contracts for a customer are imported into a single Agreement in Datagate. This means Datagate will generate a single invoice per customer each month/billing period. Subtotals per site will be displayed on the invoice.
- When the invoice is exported to HaloPSA, it will be exported to a single contract.
-
If No, each HaloPSA contract imported will be assigned to its own Agreement in Datagate. Datagate will generate a single invoice per contract per month/billing period.
- Each invoice can be exported back to its associated HaloPSA contract.
Contract Type: This allows you to import charges from HaloPSA contracts of a particular type. This ensures a customer can have multiple contracts, some of which are invoiced by HaloPSA and others where Datagate creates the invoice.
In Advance Settings: Typically: One Month in Advance. The monthly charges are a month in advance of any (possible) Usage charges. e.g.
An invoice may contain: July Usage charges, and August monthly charges.
Enable to use Site Zip Tax for new Customers (USA and Canada only): Use the Site's zip code to determine the location if the charge is assigned to a Site and the Site has a zip code. otherwise the Customer's zip code will be used for the tax engine. Typically this box should be checked (Yes).
Update Site: Check this box (Yes)
Use Recurring Invoice Sites for Product Assignments: If Yes, the Site for the Datagate Customer Products comes from the Recurring invoice. If No, the Site comes from the Contract.
Allow Pro Rata: If a new customer charge starts mid-month, do you want to create a pro rata charge for the applicable month? If unchecked, whole months are charged.
Press Save to start the synchronization. Note you can set the values and leave "Enable Product Sync" unchecked if you are not ready to have it run immediately.
🚨 Warning: If you have an existing live instance of Datagate, please contact us before enabling the Product Sync!
Last Successful Sync: This displays the time the sync last ran. It is in the timezone of your username (Settings/My Details).
Force Sync: Pressing this button pushes your portal to the top of the list to Sync.
Customer Synchronization
How to Synchronize Opening Balance:
Check (Yes) if you want Datagate to import the current balance from HaloPSA.
It will be imported when the Product Sync is run. Opening Balances is not currently displayed on a screen in Datagate, but you could request it be printed on the Customer's invoice.
It is a single figure, current when the sync last ran.
Product Synchronization Filters
This allows you to choose which Items are imported to Datagate. You might use this feature if you're unable to use Contract Type to choose what is imported to Datagate (e.g. you have multiple contract types) or your contracts contain a mix of items and you only want Datagate to bill some of them. If you leave this blank, all items for the Contract Type will be imported to Datagate.
The Slider change be changed between Basic and Advance.
- Basic - choose a single Item Group. All Items of this Group will be imported
- Advanced - allows a more complex query, e.g. you have two Item Groups you want to import.
Kits - in Halo
If you have Kit Templates in Datagate, please add an Item with the same name in HaloPSA and set the Custom Field "Is Kit" to True/Yes. If the matching item in Datagate is a Product Template, ensure "Is Kit" is set to False/No:
Kits:
Products (the "Usual")
What it does
A few times per day, a Datagate process will go into Halo and look for Customers that have Datagate enabled, and their Contracts that satisfy the Product Sync Criteria.
It will look for any Recurring Invoices on that contract, and check to see if any of the products on that recurring invoice match the Item Group. If the Item Group is blank in Datagate, all Recurring Invoice Items will be imported.
🚨Please note - in order to ensure HaloPSA doesn't also invoice those recurring invoices, please mark the Recurring invoices as Inactive in HaloPSA.
The Recurring Invoice lines will be imported into Datagate into the Customer Product. Contract Site will be imported into Datagate as Product Site.
Column Mappings
Source | Datagate Customer Product field |
HaloPSA Item Description | Code |
HaloPSA Item Description | Product Label |
HaloPSA : Site from Recurring Invoice or Site from contract (depending on system setting) | Site |
HaloPSA Recurring Invoice from | From |
HaloPSA Recurring Invoice to | To |
HaloPSA Recurring Invoice item Quantity | Quantity |
HaloPSA Recurring Invoice item Price | Sell |
HaloPSA Recurring Invoice item Cost | Cost |
HaloPSA Item Sales Description | Notes |
Datagate Product Template Extra Fields 1-5 | Extra Fields 1-5 |
Datagate Product Template Tax Code | Tax Code |
Datagate Product Template Bundle | Bundle |
Datagate Product Template Product Category | Product Category |
Datagate Product Template GL Code | GL Code |
Datagate Product Template Allow Pro Rata | Allow Pro Rata |
Datagate Product Template Exclude Surcharges | Exclude Surcharges |
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