How to Export an Invoice to HaloPSA

Datagate Support | Nov 24, 2022

Read this document for an overview of how to export an invoice to HaloPSA

If you have any questions, don’t hesitate to contact the Services Team.

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Why

You might choose to export Datagate invoices to Halo for any or all of the following reasons:

• Visibility of Datagate invoices in Halo
• You choose to export all invoices to your accounting system from Halo
• You want to email all invoices to your customer out of HaloPSA (in a HaloPSA format)
• You want to include Datagate invoices in any HaloPSA reporting (e.g. Customer profitability)

Prerequisites

• HaloPSA integration must be configured.
• You must have Items in HaloPSA to "map" Datagate charges to. These Items will be the lines on the HaloPSA invoice.

Configuration

Navigate to Settings/ Integrations/ HaloPSA Click Details

Invoice Reference

Applies to Export Multiline (Invoices)

The value you enter in this field will be populated onto all HaloPSA invoices, unless overridden on a Customer or Agreement.

Populate the Long Description 

Applies to Export Multiline (Invoices) and Charges (Recurring Invoices)

Check this box if you want Datagate to populate the Invoice line or Recurring Invoice line long description. If you leave it unchecked, the long description will be empty. If  checked, the long description will be populated as per the following 4 product line types:

Product Description Will populate the Product Transactions in HaloPSA. The following placeholders can be used:

• [ProductLabel] – Datagate Product Label

• [ProductCode] – Datagate Product Name

• [DateFrom] – Datagate Product Start Date

• [DateTo] – Datagate Product End Date

• [CostCenter] – Datagate Product Cost Center Name

• [SiteName] – Datagate Product Customer Site Name

• [PostalCode] – Datagate Product Customer Site Zip/Postal Code

• [Notes] – Datagate Product Notes

• [ExtraField1] ... [ExtraField5] - Product Extra Fields.

Usage Description Used to populate Usage lines.  The following placeholders can be used:

• [RecordTypeDescription] – Description of the Usage Record Type

  • Used only if the Service grouping method is selected in the Usage Grouping Type step of the export wizard. For other grouping methods, this placeholder will be ignored.

• [CostCenter] – Datagate Service Item Cost Center Name

  • Used only if the Cost Center grouping method is selected in the Usage Grouping Type step of the export wizard. For other grouping methods, this placeholder will be ignored.

• [Site] – Datagate Service Item Customer Site Name

  • Used only if the Site grouping method is selected in the Usage Grouping Type step of the export wizard. For other grouping methods, this placeholder will be ignored.

• [DateFrom] – Datagate Billing Period Start Date

• [DateTo] – Datagate Billing Period End Date

• [ServiceName] – Datagate Service Name

  • Used only if the Service grouping method is selected in the Usage Grouping Type step of the export wizard. For other grouping methods, this placeholder will be ignored

Tax Description Used to populate Tax lines.  The following placeholders can be used:

• [TaxDescription] – DG Tax Description. If taxes are grouped wit Surcharges in the wizard (not recommended), the Halo Item Name value will be used.

Surcharge Description Used to populate Surcharge lines.  The following placeholders can be used:

• [SurchargeName] – DG Surcharge Name. If surcharges are grouped with taxes in the wizard (not recommended), the Halo Item Name value will be used.

Add Dates to the long description

Applies to Export Multiline (Invoices) and Charges (Recurring Invoices)

This field has been deprecated. If it was previously checked, the dates have been added to the Product Description above.

Unfold Kits into their child Products

Applies to Export Multiline (Invoices) and Charges (Recurring Invoices)

Check this box if you want to export the components of Datagate Kits into separate Products in HaloPSA. If unchecked, a Kit in Datagate will export as a single Product to HaloPSA.

Set Invoices as Auto Pay

Applies to Export Multiline (Invoices)

Set invoices as Auto Pay. This is a flag that is recognised by HaloPSA Payments.

Use Xero Branding Theme

Applies to Export Multiline (Invoices)

Allows you to choose a Xero Branding theme when exporting the invoices. 

Use Case: this option would be selected if Xero Branding Theme was used to determine auto-pay.

Attach PDF to Exported invoices

Applies to Export Multiline (Invoices)

The Datagate PDF is exported to HaloPSA and attached to the invoice. This makes the Datagate invoice PDF visible to users of HaloPSA, and some payment portals.

Don't export zero amount Invoice Lines

Applies to Export Multiline (Invoices) and Charges (Recurring Invoices)

If selected, invoice lines that have a Sell of $0.00 are not exported.

How to export invoice(s)

From Invoicing/Action invoices, select the invoices you want to export.

🚨 Note: you can display a column heading in the Action Invoices screen showing invoices that have previously been exported to HaloPSA.

Actions/Export Invoice.

Choose Halo Multiline.

Click Export.

Choose the contract to export the invoice to.

Press Next.

Choose how you want your usage grouped on the export.

Typically Service is chosen, which groups by Service type - e.g. Tolls, TollFree, Mobile.

Press Next.

If your invoice has usage, choose the HaloPSA items that will be used on the invoice line for Usage charges.

Press Next.

Choose the HaloPSA Items to export Monthly or one-off Charges to:

Press Next.

If you have a Surcharge (e.g. USA - a Cost Recovery Fee), choose which Item to map it to. It is not usually recommended to combine Surcharges with taxes

Tax Mapping (USA and Canada)

• If you want a separate line for each tax on your HaloPSA invoice, choose Multiline Taxes (Yes).
• If you want a single item for all taxes, leave the box unchecked and choose an Item for taxes.

Press Next.

Always choose to Keep existing Items.

Press Next.

Typically choose Summarised on this next screen. Only choose "Average Payment" if you want to export Usage minutes to HaloPSA in the quantity field.

🚨 Note: if you do this, the Unit price will be Averaged so that the line total is correct.

Press Export.

The invoice(s) will be sent to HaloPSA.