Configuration > Billing > Pre-pay
Check out the Academy Guides on our Support Portal for more information on billing, the same guides can be found on the HaloPSA Academy:
Pre-pay
Balance checks have been removed from this list as they are under review.
| Field | Type | Description |
| Perform global pre-pay balance checks | Checkbox | When enabled, customer's pre-pay balance will be checked based on the values set below. A prepay balance threshold can be set either based on hours or percentage of hours purchased, if this threshold is exceeded a pop-up notification will appear on the ticket that is being worked on to warn the agent prepay balance has been exceeded. |
| Pre-pay balance threshold | Checkbox | Here you can set what hourly threshold triggers a pop-up message. |
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Percentage of last purchase below which a notification will trigger |
Checkbox | Here you can set what threshold triggers a pop-up message based on a percentage of the hours a customer has purchased. For example if they purchase 20 hours of prepay and you set the threshold to 10, once the customer has used 18 hours of prepay this notification will appear. |
| Perform fixed price balance check for new Tickets | Checkbox | |
| Use pay as you go when pre-pay runs out | Checkbox | When unchecked, a client can run into a negative Pre-Pay balance. When unchecked, as soon as a client uses all of their Pre-Pay hours, they will be billed at an hourly rate. |
| Pre-pay must be linked to an invoice in Halo or have been manually added with an invoice date before it can be used | Checkbox | Pre-pay will not be active until the invoice has been linked to it, or their is an invoice date associated with it when manually added. |
| Invoices with pre-pay must be marked as paid before the pre-pay can be used | Checkbox | When checked, pre-pay can only be taken from the pot of time if the invoice it was on has been paid. |
| Check the purchase date of Pre-Pay when calculating available hours/value | Checkbox | When unchecked, the total amount of time will be considered for pre-pay, irrespective of the date it was added. This means backdated i.e. last months billable actions will use prepay that was added in the current month, if this ticket has not been billed for yet (when recalculating billing).
When checked, only the available pre-pay up to the date the Action was added, will be considered i.e. if we are billing for something that happened last month, it will take from the available time in the last month (not affecting the current months bucket of time) |
| Show Pre-Pay balance on the Ticket Details screen | Checkbox | When checked, the remaining Pre-Pay balance (hours) will be returned in the end-user details section of the ticket screen. |
| Place Automatic Deductions On The Last Date Of The Last Month | Checkbox | When checked, should recurring pre-pay be set up to be auto-deducted, then these deductions will be taken from the last date of the previous month. Else, these will be deducted on the next date the pre-pay is added. The automatic and minimum deduction's date when processed is the last date of the previous month (e.g., you are processing on the 10th of March, the date should be 28th of Feb). |
| Enable per-period calculation for Pre-Pay expiry | Checkbox | When this setting is disabled, the calculation for pre-pay expiry is calculated on a rolling basis where the new pre-pay amount is based on a running total that is added/subtracted to. With this setting enabled, the system does a fresh get of the current total in the Database and calculates based on that each period. |
| Show Pre-Pay at Customer level | Checkbox | Allow the tab "Pre-pay" to show on each customer, meaning pre-pay can be configured at customer level. (Legacy) The pre-pay tab can be configured on the customer 'screen layout profiles' in Configuration > Advanced Settings. If you are on a HaloITSM instance, this may be hidden on the screen layout profile, even if the billing module has been enabled. To enable it, change the tab type of the default screen layout profile to "Custom" and then search for the Pre-Pay field on the tab list and make sure it is set to show. |
| Default Pre-Pay line Description in Invoices | Free Text | The description displayed on the invoice for pre-pay lines. |
| Linked Item | Single Select | Items that are specifically used with pre-pay can be selected here, i.e. Mobile Phone. This is the Item to use for Billing purposes (Item and Accounts record) |
| Accounts Item Code to use for Prepay lines on invoice | Free Text | Connect the accounts code of an item to pre-pay if an item is not linked. This is only used if no Item is selected in the above "Linked Item" setting. |
| Percentage of the next period's Pre-pay time that can be used in the current period | Integer | The amount of pre-pay to give from the next period into the current, if the customer runs over |
| Default for marking recurring and automatic Pre-Pay as already invoiced | Checkbox | (v2.180.1+) When enabled and creating a new customer, it can default "Set Recurring and Auto Pre-Pay as already invoiced" to "No" against the customer > Pre-Pay tab. |
