How to export charges to an existing Recurring Invoice in HaloPSA

Datagate Support | Jan 26, 2024

Read this document for an overview of how to export an charges on a Datagate invoice to an existing Recurring invoice in 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 invoice charges to HaloPSA Recurring Invoices 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 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)

And...

• You want to add Datagate invoice charges to an existing HaloPSA Recurring invoice, for example some charges are only in HaloPSA and not in Datagate

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.
• Each Customers must have a Recurring invoice assigned to a Contract

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 HaloPSA Charges.

Click Export.

Choose the Contract and Recurring Invoice 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 so please leave that checkbox unchecked

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 to be able to map Taxes to different HaloPSA Products depending on the State related to the Tax, check Split Taxes by State. 
• If you want a single item for all taxes, leave the Multiline Taxes box unchecked

Choose the relevant HaloPSA product(s) 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 charges will be added to an existing HaloPSA Recurring Invoice. They will be marked as one-off, so only the next invoice will include those charges. It is expected that in subsequent months you will export those invoices from Datagate and they will add one-off charges for the relevant invoice that month.