In this lesson we will cover:
– How to have the quantity of a recurring invoice calculate based on subscription count
– Update Price/cost of items on recurring invoices from within the product
How to have the quantity of a recurring invoice calculate based on subscription count
In order to manage recurring invoice lines linked to subscriptions being synced from distribution integrations, the following setting can be enabled in Halo (Found in Configuration > Billing > Recurring Invoices):
Fig 1. 'Make Recurring Invoice lines inactive when subscription/license becomes inactive' setting
With this setting enabled, any subscriptions cancelled in i.e. Pax8 (or any other distribution integration that pulls through subscription status) will be synced over to be made inactive in Halo. The syncing will occur daily, based on the sync time of the Halo Integrator.
Quantity changes in distribution integrations will also sync through via the Halo Integrator into Halo, meaning that the quantity updates will happen daily, without a requirement for any setting changes. The only required setting for this functionality is:
Fig 2. 'Allow recurring invoice line quantities to be calculated using Licence, User and Asset counts' setting
The above setting will perform a lookup on the subscriptions, licences, user and asset counts stored under each customer in Halo, allowing you to accurately bill the correct quantity (Including Pro Rata) each month. For example if the quantity count under a subscription changes within a customer:
Fig 3. Licence count of a customer
This would be reflected on a recurring invoice line by firstly, adding a product to a recurring invoice:
Fig 4. Adding product to recurring invoice
Then editing the line via the pencil icon, and setting the quantity field to "Subscription count on creation":
Fig 5. Edit invoice line, set quantity of line to be calculated based on subscription count
Within the table add your subscription that you would like to do a lookup on the quantity of (This lookup will be done on a daily basis):
Fig 6. Set which subscription you would like quantity to be based on
You can free up a number of the subscriptions, this value will always be deducted from the calculated quantity. You can also set a minimum number of licences that should always be billed for. Automatic adjustments will never take the invoice quantity below this amount
To add this functionality onto an invoice line for assets, licences, users etc… Check out this guide on Automating Quantities in Recurring Invoices
The pricing and cost data of subscriptions and licenses can be updated based on the price/ cost set on the subscription or licence lines found within the customer, only if the distribution integration is syncing price and/ or cost data. The pricing/ cost updates can be set globally or per recurring invoice line. To set this option globally, navigate to Configuration > Billing > Recurring Invoices:
Fig 7. Global settings to update invoice price/cost when subscription cost/price changes
Alternatively the pricing/ cost update functionality can be set per recurring invoice line, by editing a recurring invoice line and setting the following to options:
Fig 8. Invoice line level setting to update invoice price/cost when subscription cost/price changes
Note: If the above global settings have been enabled, the checkboxes within each recurring invoice line will be defaulted to on as well.
If the automated price/ cost updates are not set, the Price and cost will be set on the recurring invoice line here:
Fig 9. Set price and cost of subscription on invoice line
Update Price/Cost of an item on recurring invoices from within the product
The Price/ Cost associated to all recurring invoices can also be updated directly from the product screen:
Fig 10. Price/cost of product
IMPORTANT: This will only update line items that currently have the same recurring price or recurring cost. After changing the value on the recurring price/ cost input fields, clicking on the checkbox options, and saving the page, the checkboxes will go back to being unset. This is because the price/ cost change on all recurring invoices, happens on a one time basis, after clicking save, this modal screen will pop:
Fig 11. Pop-up following updating item price
After saving, and clicking "ok" on the modal window, the checkboxes will go back to "No":
Fig 12. Product price following price update
