In this lesson we will cover:
– Populate Labour line description
– Populate Items Issued line description
– Populate Items on recurring invoice line description
– Populate Invoice consignment line description
– Populate Sales order and Pro-rata line descriptions
Associated Admin Guide:
Invoices can be created from a variety of places in HaloPSA. As such, there are a series of places you set what gets returned onto the subsequent invoice lines when they the invoice is created. Some of the different types of invoice lines we'll discuss in this lesson include:
- Invoicing for labour.
- Invoicing for items issued on Tickets.
- Recurring Invoices.
Invoicing for Labour
At it's heart, labour invoices are tied to charge rate functionality. An integral component of charge rates is their invoice line description and invoice line long description:
Fig 1. Configuration > Billing > Charge Rates
Whatever details are entered in here will be returned onto the subsequent invoice, with $_variables being replaced with Ticket-specific information. The long description is a field that can be edited within each line on an invoice, it allows for larger text inputs. It can also be a field returned on PDF's. $_Variables are accepted.
Invoicing for Items Issued on Tickets
Another way invoices can be generated from Tickets is via issuing items on tickets. The invoice description returned on invoices generated from items being issued on tickets can be set via Configuration>Billing>General Settings:
Fig 2. Setting the Invoice Description for Items Issued.
Recurring Invoices
As recurring invoices are templates for invoice creation, we can use variables in our recurring invoice lines (similar to how we can use $_variabales in email templates).
Both the Short & Long description fields can be defined. Both are set via Configuration>Billing>General Settings:
Fig 3. Setting the Short & Long descriptions for Recurring Invoices
Invoice Consignment Description
Another place where you can determine the (long) description on an Invoice is against an individual product itself.
You'll find on the 'Billing' tab of a product, the 'Invoice Consignment Description':
Fig 4. Invoice Consignment Description for a Product
If the product in question is a 'Serialised Product', you can use Asset field variables. This is done by prefixing the field name with 'AF' & replacing spaces with '_' (Fig 4 is an example of how to use the 'Serial Number' field as an asset field variable).
This will then be added to the long description of invoices generated from Sales Orders, where serialised products have been consigned.
For example, say a customer wants 2 new laptops. I go through the standard procedure of ordering & receiving these laptops (outlined in the 'Items & Stock Control' course), where at the point of receiving stock I enter the below serial numbers:
Fig 5. Creating Assets from Receiving Serialised Products
This would mean that, when the Invoice is generated from the associated Sales Order, two additional lines would be added to the long description, returning these Serial numbers:
Fig 6. The subsequently created Invoice
Sales Order and Pro Rata Lines Descriptions
The line descriptions for Sales Orders and Pro Rata Lines (User, Asset, Licences) can also be set in Configuration > Billing > General Settings:
Fig 7. Sales Orders, Pro Rata Lines Descriptions
