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</style><p><span style="font-size: 11pt;"><strong>In this guide we will cover:</strong></span></p><p><span style="font-size: 11pt;"><strong>- What is the QuickBooks Online Integration?</strong></span></p><p><span style="font-size: 11pt;"><strong>- Enabling the Module</strong></span></p><p><span style="font-size: 11pt;"><strong>- Connecting to QuickBooks Online</strong></span></p><p><span style="font-size: 11pt;"><strong>- Tax Rates</strong></span></p><p><span style="font-size: 11pt;"><strong>- Customer Imports</strong></span></p><p><span style="font-size: 11pt;"><strong>- Product/Item Imports</strong></span></p><p><span style="font-size: 11pt;"><strong>- Suppliers</strong></span></p><p><span style="font-size: 11pt;"><strong>- Syncing to QuickBooks Online</strong></span></p><p><span style="font-size: 11pt;"><strong>- </strong></span><strong><span style="font-size: 11pt;">Automatic Sales Tax</span></strong></p><p><span style="font-size: 11pt;"><strong>- </strong></span><strong><span style="font-size: 11pt;">Avalara and QuickBooks Online</span></strong></p><p><br></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>What is the QuickBooks Online Integration?</strong></span></p><p><span style="font-size: 11pt;">The QuickBooks Online Integration allows tax rates, customers, sub customers, products and suppliers to be imported from QuickBooks into Halo. It also allows customers, products, suppliers, invoices, purchase orders, credit notes, bills and payments to be synced to QuickBooks Online from Halo, so each time one of these entities is created/updated in Halo, changes get pushed into QuickBooks. A two-way sync is supported for products, suppliers, and customers, allowing changes to these entities in either Halo or QuickBooks to sync to the other tool. </span></p><p><br></p><p><span style="font-size: 11pt;">The integration also supports automatic sales tax in QuickBooks Online for US QuickBooks Online users. Tax can be added to invoices in Halo using the tax calculations in QuickBooks Online. </span></p><p><br></p><p><span style="font-size: 11pt;">This allows you to seamlessly pass data between the tools to optimise your account management.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>Enabling the Module</strong></span></p><p><span style="font-size: 11pt;">To enable the QuickBooks Online integration, go to Configuration > Integrations > Billing, and enable the module using the plus icon in the top right hand corner of the menu icon. Once the module has been enabled, click the menu icon to begin configuring it.</span></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImVhOGFiZTE2LTdkZjUtNDQ5Yy1hZWQ2LTQ2N2E4NmFmM2I5ZSJ9.og2Ct6AeO2X1nYep1jKCCeR8i_XiFzfjQeSzt-6E5Xw" class="fr-fic fr-fil fr-dib" width="292" height="169"></span></p><p><strong><span style="font-size: 10pt;">Fig 1. Enable the integration module</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Various settings are available within the integration module, the settings here will impact your whole Halo instance/all connected QuickBooks tenants. We recommend re-visiting these settings after you have connected all your QuickBooks tenants. </span></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc3MjE1ZDJlLTJkMzktNDg0Ni04YzIwLTE5MmM0NjZiNzkzZiJ9.7AdL30qFRDOyqUKqweea9lQEMKweSWM6v0sqkoy9ZC0" class="fr-fic fr-fil fr-dib" width="1997" style="width: 1999px; height: 729.937px;" height="730"></span></p><p><strong><span style="font-size: 10pt;">Fig 2. QuickBooks Online Integration Settings</span></strong></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Default Company for new Customers, Products and Suppliers -</strong> Choose the default QuickBooks Online tenant new customers, products and suppliers will sync to. This provides a default but a different tenant can be chosen on creation. </span></p><p><span style="font-size: 11pt;"><strong>Allow Products to be linked to other Products -</strong> Allows multiple products to be linked to one "main" product with one QuickBooks Online ID. When linking an Product to an existing Product, the child Product will no longer be synced to QuickBooks. The child Product will use the parent Product's sales and purchases Product codes on Invoices and Purchase Orders, but the sales and purchases accounts codes can still be modified for both Products.</span></p><p><span style="font-size: 11pt;"><strong>Use payment terms from QuickBooks to set the Invoice due date -</strong> When enabled, the payment term for the customer in QuickBooks Online will be used as the invoice due date for the invoice in Halo. This will override any invoice due date set in Halo. </span></p><p><span style="font-size: 11pt;"><strong>Automatically update quantity on hand when updating Product quantity - </strong>When enabled, when the quantity of a product in Halo is updated, the quantity on hand of the linked product in QuickBooks online will be updated too. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Incoming Webhook Processing Method -</strong> For information on this setting does see the section 'Webhook Syncing Options' of this guide. </span></p><ul><li><span style="font-size: 11pt;"><strong>Allow multiple QuickBooks Online Items to be linked to one Halo Item (BETA)-</strong> When enabled, multiple QuickBooks Online items can be linked to a single Halo product. </span></li><li><span style="font-size: 11pt;"><strong>Sync Products to all linked tenants (BETA)</strong><strong>-</strong> Available when "Allow multiple QuickBooks Online Items to be linked to one Halo Item" is enabled. When enabled, when a product in Halo, that is linked to multiple QuickBooks Online items, is updated, this will update the products in all linked QuickBooks online tenants.</span></li></ul><p><strong><em>Note: If you would like either of the Beta settings above enabled please contact our support team for assistance. (You are not required to be on a Beta instance for these settings to work).</em></strong></p><p><br></p><p><span style="font-size: 14pt;"><strong>Connecting to a QuickBooks Online Tenant</strong></span></p><p><span style="font-size: 11pt;">You are required to connect to your QuickBooks Online account before you can proceed with any further configuration. Start the authorisation process by clicking the "QuickBooks Online Companies" button.</span></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjVkYzlkOTBlLTM3NTMtNDgxNS05YjRlLTZjYWIxY2U0YTVkOSJ9.RM50JAlTZr6W-D1933O407W27WBCT9agwZvFggSclN0" class="fr-fic fr-fil fr-dib" width="1064" height="206"></p><p><span style="font-size: 10pt;"><strong>Fig 3. QuickBooks Online companies</strong></span></p><p><br></p><p><span style="font-size: 11pt;">Add in QuickBooks Online tenants to begin configuring the integration. As QuickBooks Online is a multi-tenanted integration, you can configure multiple QuickBooks Online companies in Halo in order to split up the <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> companies for different customers. To begin configuring a tenant click new in the top right corner of the screen.</span></p><p style="margin-left: 20px;"><br></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>Choosing an Authentication Type</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;">You will have an option to choose an authentication type for the integration. </span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImM0OWQ3YTQzLTUwNGQtNGJlOC1hMjM5LTk2YTE5YTZkZGQxNiJ9.5sMS6OIfa2Q_aNvvFRvBk-sauGhERIqXjD6XQ2g3rAs" class="fr-fic fr-fil fr-dib" width="306" style="width: 308px; height: 129.486px;" height="129"></strong><br></span></p><p style="margin-left: 20px;"><span style="font-size: 10pt;"><strong>Fig 4. Authentication Type</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong><br></strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>Use the Halo app (recommended)</strong> - This is the recommended option and should be selected by all hosted customers. When this option is selected you will need to authenticate the integration by logging into your QuickBooks Online account. </span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><br></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>Use a custom developer app </strong>- This option should only be selected if you are unable to authenticate successfully using the Halo app method. As this option does not support webhooks. On-Prem customers that do not allow their Halo instance to communicate with our API will need to use this authentication method. When this option is selected you will need to authenticate the integration using a client ID and secret. </span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><br></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong><em>Note: The 'Halo app' method will be selected by default. </em></strong></span></p><p style="margin-left: 20px;"><br></p><p><br></p><p><span style="font-size: 11pt;">Click "connect" and you will be redirected to the QuickBooks Online login screen. Once logged in, you will be asked to choose which company you would like to connect to. Confirming this choice will redirect you back to the QuickBooks Online module in Halo, where you will now see the rest of the configuration options available. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When in the editor view within the "Details" tab, the top section of the module now displays the company which you are connected to and a disconnect button. Should you wish to change this, or remove Halo's access, use the disconnect button.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdjNGExYTI1LTQ0Y2MtNDI3MC05OTIxLTQ3MTRiNTNlMTE1NiJ9.lCzyhHjg-AKHmyaZkjASwogjwGtzRfij5yDGMDtgH0A" class="fr-fic fr-fil fr-dib" width="404" height="511"></p><p><span style="font-size: 10pt;"><strong>Fig 5. Disconnect button</strong></span></p><p><br></p><p><strong><span style="font-size: 12pt;">Setting Connection Details </span></strong></p><p><span style="font-size: 11pt;">The 'Details' tab will show some account information taken from the connected QuickBooks Online account, as well as providing some additional settings. </span></p><p><br></p><p><strong><span style="font-size: 11pt;">Automatic Sales Tax (AST)</span></strong></p><p><span style="font-size: 11pt;">Here, you can see whether or not automatic sales tax has been activated for your QuickBooks Online account. This feature is currently only available to US QuickBooks Online users. When activated, all lines on an invoice in Halo will display zero tax until the invoice is synced to QuickBooks Online. At this point, QuickBooks Online calculates the tax for you and the total tax for the invoice will be added onto to the invoice in Halo. The lines on the invoice will remain as zero tax in Halo but the total tax for the invoice will be updated.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">In some circumstances, QuickBooks Online' preferences will not show automatic sales tax as being enabled, even though it has been enabled for your QuickBooks Online account. This means that automatic sales tax won't be enabled in Halo, which will then cause issues when syncing invoices. If you believe that your company uses automatic sales tax but it has not been automatically enabled for you in Halo, speak to a member of the Halo support team who will be able to activate it for you.</span></p><p><br></p><p><span style="font-size: 11pt;">If you are using AST please read the section 'Automatic Sales Tax' at the end of this guide. </span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Payments</strong></span></p><p><span style="font-size: 11pt;">Use the options 'Allow credit card payments'/'Allow online bank transfers' to control how payments can be made. This will allow each functionality within the QuickBooks Online side.</span></p><p><br></p><p><span style="font-size: 11pt;">You can assign a QuickBooks Payment Method to a Halo Payment method. To do this head to Configuration > Billing > General Settings and click on the "<span style="font-size: 11pt;" data-pasted="true">Payment Method</span>" button. Here you can create a new payment method and assign it to a QuickBooks Payment Method. </span></p><p><br></p><p><span style="font-size: 11pt;"><strong><em>Note: This should only be used when one QuickBooks Company is in use as the Payment Methods will be used from the default company only </em></strong></span></p><p><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjA2YjYwNjU0LWY1NmEtNDFiOS1hNDNlLWFhMDliZTJmYzUyZSJ9.0anAUAfa77OakRdylmpAlv4-OVenILRlwPlRkHnQBJw" width="1240" style="box-sizing: inherit; border-style: none; cursor: pointer; padding: 0px 1px; user-select: none; text-align: left; color: rgb(0, 0, 0); font-family: sans-serif; font-size: 13px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; max-width: none !important; width: 1242px; height: 532.397px;" data-pasted="true" class="fr-fil fr-dib" height="532"></p><p style="box-sizing: inherit; margin: 0px; line-height: 1.4285em;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"><strong style="box-sizing: inherit; font-weight: 700;">Fig 6. Linking Payment Methods</strong></span></p><p><br></p><p><strong><span style="font-size: 11pt;">Closing Date</span></strong></p><p><span style="font-size: 11pt;">You will be able to enter a closing date for the integration under the 'Details' tab too. When populated, any changes made to invoices that have an 'Invoice Date' before this date, will not be pushed to QuickBooks Online. Allowing you to restrict which invoices are synced to QuickBooks Online. Useful in preventing historical invoices syncing over. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>Tax Rates</strong></span></p><p data-pasted="true"><span style="font-size: 11pt;">To import tax rates, click the "Import Tax Rates" button under the Tax Rates tab.</span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjljZWU2ZTgwLTRiNDYtNDhjYS05YTZmLWZlMzViMjZmNmQ5MSJ9.oHvyq19RK72hLJtzuhdd2iffKGhpbr_h4pteRuEqRfk" class="fr-fic fr-fil fr-dib" width="853" style="width: 855px; height: 349.15px;" height="349"></span><span style="font-size: 10pt;" data-pasted="true"><strong>Fig 7. Import Tax Rate button</strong></span></p><p><br></p><p data-pasted="true"><span style="font-size: 11pt;">If successful, a popup will display showing how many rates have been imported. </span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImExOWFiZDcwLTNhNWEtNDIwMy1hYmU5LTgwODMwOTI1M2U0MyJ9.iZ1jnsXFXE1gaV5AStNCgU6yPToSc9JNuaXsxUBvlYg" width="231" height="126" class="fr-fic fr-dii"></span></p><p><span style="font-size: 10pt;"><strong>Fig 8. Imported tax rates</strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Imported tax codes are categorised as either Sales Tax or Purchase Tax based on their type in QuickBooks Online. Sales Taxes can only be used on Invoices and Purchase Taxes can only be used on Purchase Orders. Click the "Edit Tax Rates" button in Figure 7 to open the Tax Rates list. Here you can use the filter in the top-left of the to switch between the two Tax Rate types.</span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImUyNjU2YmU1LThkZTItNDhmNi1iN2Y0LTQwMWZkM2NjNTNmYyJ9.zIjNVFMirpo7jxpOgkr2pGpP_msB6E7LDymn1zfu3xM" class="fr-fic fr-fil fr-dib" width="1076" style="width: 1078px; height: 242.14px;" height="242"></span><br></p><p><span style="font-size: 10pt;" data-pasted="true"><strong>Fig 9. Tax Rate list with filter</strong></span></p><p><br></p><p><span style="font-size: 11pt;" data-pasted="true">The "No Tax" tax rate in Halo does not need to be mapped to a QuickBooks Online tax rate, this is pre-set to be associated with no tax in integrated tools. </span></p><p><br></p><p><span style="font-size: 11pt;">If a QuickBooks Online tax code has multiple rates of the same type, it will be imported as a combined Halo rate with the individual rates linked to it. These linked rates cannot be used to sync to QuickBooks Online. Only Halo rates with an associated QuickBooks Online Tax Code (shown in the right-hand column above) are valid for syncing. If you need to select these rates on Invoices or Purchase Orders, disable "Show only QuickBooks Online Tax Codes in dropdowns" in Configuration > Billing > Tax Settings.</span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjkxMzRlODVkLTIyMjMtNGJiYi04NmE5LTEwNDM4MzdkYzM0OSJ9.J4mD-6q-H-XTl7pfKn1A44JkLWM_V91IBacBJqJ8QqQ" class="fr-fic fr-fil fr-dib" width="367" height="577"></span><span style="font-size: 10pt;" data-pasted="true"><strong>Fig 10. An example combined tax rate with QuickBooks Online Tax Code set</strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Tax rates may need to be imported twice for existing rates. Items may also need to be reimported, and any default tax codes set at the Tax, Client, Site, or Asset Group level may need to be reselected.</span></p><p><br></p><p><span style="font-size: 11pt;">It is recommended that you go back through your tax rate list in Halo once complete to ensure that you do not have any tax rates in Halo that are not assigned to a QuickBooks Online tax rate. This may be the case if you already have tax rates in your database.</span></p><p><br></p><p><span style="font-size: 11pt;"><em><strong>Note: An entry will be added in the "Outbound Requests" tab when tax rates are imported into Halo. This is useful when troubleshooting any issues/anomalies. </strong></em></span></p><p><br></p><p><span style="font-size: 11pt;">You can import tax rates from QuickBooks Online automatically on a daily basis, this will update any existing rates and create new rates. This is enabled using the setting "Import tax rates daily" under the "Tax Rates" tab. When enabled, the latest tax rates will be automatically imported during the daily task scheduler run. This helps to keep your tax rates up to date without having to re-import manually. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>Customer Imports</strong></span></p><p><span style="font-size: 11pt;">Now that tax rates have been configured, you can move onto importing customers. In order for invoices to sync, each customer in Halo must be assigned a QuickBooks Online ID, so you should ensure that all of your customers are imported from QuickBooks Online if you want to be able to sync their invoices across.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">There is the ability to map sub customers in QuickBooks Online to the Sites in Halo, this is achieved via the mappings table found in the Customers tab of the integration.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>IMPORTANT: This step of the integration is compulsory if you want invoices for a customer to be synced. If the customer already exists in your system, but is not assigned a QuickBooks Online ID via this import, their invoices will not sync.</em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Due to the requirement that a customer must have a name in Halo, only customers with a company name in QuickBooks Online can be imported. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><em><strong>IMPORTANT: It is not enough for a customer to have a first and last name in QuickBooks Online, as this is not the company name. The "Company name" field must be populated (Bosch in the below example).</strong></em></span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjAzNGUwN2ZjLTI4ZmUtNGYxNS04Y2Q1LTMyMDhkNjlmYjRhOCJ9.5rsauY__pitw0ULyMoEZlsydslBpZ7bKromemrxiYrQ" class="fr-fic fr-fil fr-dib" width="651" height="165"></p><p><span style="font-size: 10pt;"><strong>Fig 11. Company name</strong></span></p><p><br></p><p><span style="font-size: 11pt;">When importing, existing customer records in Halo will be updated if they have the same name in Halo as they do in QuickBooks Online. If they are being imported for a second time, then the record will be updated based on the QuickBooks Online ID that has been previously assigned to the record.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When you are happy, click the Import Customers button to open the importer screen, where your customers from QuickBooks Online will be listed for you to import.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Once you have imported at least one record, navigate to the customers view and open a customer that has been imported. On the Billing tab of this customer, you will find under billing settings that the customer has now been linked with a QuickBooks Online customer.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJiNzJjZmVjLWY1YTQtNGRhZi1hMjFkLTVhZjgyOGY2ZWNkZCJ9.K9v46br4lpYNn4njjDY0MYkv1oMPqOtblPg-tvyfjDA" class="fr-fic fr-fil fr-dib" width="583" style="width: 585px; height: 483.701px;" height="484"></p><p><span style="font-size: 10pt;"><strong>Fig 12. Billing configuration</strong></span></p><p><br></p><p><span style="font-size: 11pt;">You will also notice that the tax rates for this customer (The tax code options shown in the below screenshot will only be visible if the "Is Taxable" checkbox is checked on within the Billing Tab of the customer) have been set to Use Item/ Product Tax for all tax options (The use of Products/Items in this guide are interchangeable). This is due to the way QuickBooks Online handles tax. These values can be modified if you wish, but you must ensure that any tax rate you choose has been linked to a QuickBooks Online tax rate. Additionally you can set tax rates at the site level within the sites billing tab, if you wish to tax each site of that customer differently. The "Is Taxable" checkbox is also available on the site of a customer, and this can override the customer setting.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZhYTY0ZDQ3LTc4ZTUtNDg1ZS1hNzliLTk4YTNlNDZiOGYwNiJ9.HR8XQ95Ggyzcn-Rm55zF6MPXtLZCnjPmda394YP3v8E" class="fr-fic fr-fil fr-dib" width="353" height="318"></p><p><span style="font-size: 10pt;"><strong>Fig 13. Tax code configuration</strong></span></p><p><br></p><p><span style="font-size: 14pt;"><strong>Product/Item Imports</strong></span></p><p><span style="font-size: 11pt;">Now that your customer list has been imported, you now need to import your products and services from QuickBooks Online. When syncing invoices to QuickBooks Online, every line on the invoice must be linked to an product that exists in QuickBooks Online. Therefore, you must ensure that all products and services that you want to sync to QuickBooks Online have been imported.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>IMPORTANT: This step of the integration is compulsory if you want to use the item on an invoice. If the item already exists in your system, but is not assigned a QuickBooks Online ID via this import, the invoices sync will fail. </em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When importing, existing item records in Halo, will be updated if they have the same name in Halo as they do in QuickBooks Online. If they are being imported for a second time, then the record will be updated based on the QuickBooks Online ID that has been previously assigned to the record.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">If an item is inclusive of tax in QuickBooks Online, then they will have their tax rates set to 0%. The tax rate fields against an item will remain adjustable, but changes to these fields will not be reflected in QuickBooks Online when syncing back.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Before importing, you must choose an item group that will be used for service products, inventory products and non-inventory products. This will allow Halo to differentiate between what is a service and what is an inventory item. This is particularly important when it comes to syncing items back to QuickBooks Online later, as an inventory item will display different fields to allow the sync to QuickBooks Online to be successful.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><em><strong>IMPORTANT: You must not select the same group for Service Products and Inventory Products. It is best practice to have this configuration to be unique product groups for each product type in QuickBooks Online, it is possible to have Service Products and Inventory Products using the same Product Group in Halo, although you must have asset inventory accounts for the Service Products in </strong><span style="font-size: 11pt;" id="isPasted"><strong>QuickBooks Online</strong></span><strong>. Another important thing to consider is that Products exported to QuickBooks Online from an unmapped Product Group will be created in QuickBooks Online as Service Products.</strong></em></span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZjZDdlMjRiLTlhNjItNGExNy1hMzU2LWRmOTYxYzMyMDZlOCJ9.CuyaUZLEALDeIZok3Uur6kuflfRKqK_uuljHu_RbLjk" class="fr-fic fr-fil fr-dib" width="1481" style="width: 1483px; height: 324.527px;" height="325"></p><p><span style="font-size: 10pt;"><strong>Fig 14. Product configuration</strong></span></p><p><br></p><p><span style="font-size: 11pt;">The various types of accounts can also have defaults set for new Products. Products will need to have an accounts code set in order to sync to QuickBooks Online, therefore we advise setting these defaults to ensure this is set and sync is successful even when technicians are not sure which accounts code to create an item with. When you are happy, click the Import Items button to open the importer screen, where your products and services from QuickBooks Online will be listed for you to import. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Once you have imported at least one product or service, navigate to the items view and open one of the items you have imported. Under billing settings, you will see that the item has now been linked to a QuickBooks Online item. Providing you have correctly setup your tax rates, you will see that the tax rates have also been set on the item.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExMTE4OWM1LWYxYTItNDI2ZS1iYjg1LTkzZjEzMmFhYTNjMiJ9.a5w6GlNFzEN6hEg0f_hj0GoeVAD2isj1I_dLpjM4TgI" class="fr-fic fr-fil fr-dib" width="636" height="679"></p><p><span style="font-size: 10pt;"><strong>Fig 15. Tax rates on a product</strong></span></p><p><br></p><p><span style="font-size: 11pt;">For any service item which has been created, a charge rate will be created for you. Charge rates are configured in Configuration > Billing > Charge Rates. In the above example, the service item "Hours" has been created and linked to item code 2.</span></p><p><br></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjI3Y2EzYTgwLTE2ZjEtNDFiMi05NjdiLTg3YTdlYjUzYWNkYSJ9.U_qtJbiCtE7JaIVNV3odkC2hh0Lavarg2V-0z04ofU0" class="fr-fic fr-fil fr-dib" width="437" height="284"></p><p><span style="font-size: 10pt;"><strong>Fig 16. Charge rate</strong></span></p><p><br></p><p><span style="font-size: 11pt;"><em><strong>IMPORTANT: Any charge rate that you would like to use on actions that will eventually be synced on invoices to QuickBooks Online must be assigned to a QuickBooks Online product. If you have additional charge rates that are not linked to products, you can manually link these by populating the Accounts Product Code field with the QuickBooks Online item ID you want to link it to.</strong></em></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">If there are any charge rates that have been created for service products that you don't want to use, then these can be safely deleted.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>Suppliers</strong></span></p><p><span style="font-size: 11pt;">Suppliers can be imported from QuickBooks Online into HaloPSA. When importing a Supplier for the first time, HaloPSA will check to see if a Supplier already exists with the same name or accounts code. If found, the existing Supplier record will be updated. The name changes made in Halo will be synced to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> if Supplier is within the entities to sync.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 14pt;"><strong>Syncing to QuickBooks Online</strong></span></p><p><span style="font-size: 11pt;">Now that you have imported tax rates, customers and products, you are ready to enable syncing to QuickBooks Online. By enabling this feature, whenever you create or update a customer or item in Halo, the changes will be synced to QuickBooks Online. If the customer or item in Halo is correctly linked to a QuickBooks Online record, then the record will be updated in QuickBooks Online, otherwise a new record will be created.</span></p><p><br></p><p><span style="font-size: 11pt;">Use the "Entities to Sync" field to set which Halo entities you would like to sync to QuickBooks Online. Once set, some additional options will appear. </span></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJmNzg5MmViLTI2NDYtNGFhMy1hM2Y5LTViYjZmMmJmNGJkNyJ9.Nd5bOXrd4El76iiOFaLOrNj2i3tTNoSnvkKum2wEqpA" class="fr-fic fr-fil fr-dib" style="width: 1012px; height: 641.5px;" width="1249" height="793"></span><br></p><p><strong>Fig 17. Syncing to QuickBooks Online</strong></p><p><br></p><p><span style="font-size: 11pt;"><strong>Don't push Address updates between Halo and QuickBooks Online - </strong>When enabled, changes to addresses in Halo will not be synced to QuickBooks Online.<br></span></p><p><span style="font-size: 11pt;"><strong>Show a message for each successful sync to QuickBooks Online -</strong> When enabled, a pop up message will show each time a sync is attempted from Halo -> QuickBooks Online, informing you if the sync was successful or not. </span></p><p><span style="font-size: 11pt;"><strong>Deactivate the linked Customer/Supplier in QuickBooks Online whenever a Customer or Supplier is made inactive in HaloPSA -</strong> When enabled, if a customer/supplier is made inactive in Halo, the linked supplier/customer in QuickBooks Online will be deactivated. </span></p><p><span style="font-size: 11pt;"><strong>Use the Halo 'Third Party Customer Name' as QuickBooks Customer Name -</strong> Enable this if you would like customers in Halo and QuickBooks Online to match using the Halo "Third Party Customer Name" field. Useful when customer names in Halo are not the same as the customer's name in QuickBooks Online. <br></span></p><p><br></p><p><span style="font-size: 11pt;">If you have Deferred Revenue enabled, you will also need to specify the "Deferred Revenue Accounts Code" here. For more information on Deferred Revenue please see the </span><span style="font-size: 11pt;"><a href="https://usehalo.com/halopsa/guides/2590/" target="_blank" rel="noopener noreferrer">Down Payments</a></span><span style="font-size: 11pt;"> guide. </span></p><p><br></p><p><span style="font-size: 12pt;"><strong>Customer and Supplier Settings </strong></span></p><p><span style="font-size: 11pt;"><strong>Don't push Address updates between Halo and QuickBooks Online -</strong> When enabled, addresses against customers/sites will not sync between Halo and QuickBooks Online. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Invoices & Credit Notes Settings </strong></span></p><p><span style="font-size: 11pt;">As mentioned earlier in this guide, every item on an invoice must be linked to an item, otherwise the invoice will fail to sync correctly to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>. It can be difficult maintaining a fully synced item list, so to help with this, we have added an option to choose a default product for invoices and credit notes. This means that if you do accidentally add an item to an invoice which is not linked to a QuickBooks Online item, then the default item will be assigned to the line so that the invoice won't fail to sync. We recommend using a miscellaneous item for this field, which is a common piece of configuration in all accounts systems.</span></p><p><br></p><p><span style="font-size: 11pt;"><em><strong>Note: Items can be matched based on name, if an item in Halo does not have a QuickBooks Online ID but matches an item in QuickBooks Online based on name, when the item is updated in Halo it will match to the QuickBooks Online item with the same name, updating the item in QuickBooks Online. Provided no items in Halo are already linked to the ID of the QuickBooks Online item with the matching name. QuickBooks Online ID matching takes precedence over name matching. </strong></em></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">The email status for new invoices field is simply a default that will be set for all invoices, so this can be set to any of the available values.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">There is an option to show a message whenever a sync is successful. It is highly recommended that you enable this feature, particularly when first using the integration, as it gives a good indication that the actions you are taking are working. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Example: with this feature enabled, if you try to sync an invoice for a customer who has not been correctly linked to a QuickBooks Online customer, then no popup will display, which will indicate to you that Halo has not tried to sync the invoice to QuickBooks Online.</span></p><p data-pasted="true"><br></p><p><span style="font-size: 11pt;"><strong>Sync HaloPSA Invoice number to QuickBooks Online -</strong> See the section "Sync the Halo Invoice ID to QuickBooks Online" for information on this setting. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Sync Classes to Invoice/Credit Note lines </strong>- When enabled this will allow class information to be synced to QuickBooks Online when the invoice is created in Halo. Class information can be set against each product using the 'Class for Invoice reporting/tracking' against the product.</span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Don't include lines that are used to track costs only</strong> - Lines that have 'track cost only' enabled will not be synced to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online.</span></span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Include Invoice/Credit Note group header lines -</strong> When enabled, product group header lines will be synced to invoices and credit notes in QuickBooks Online. <br></span></p><p><br></p><p><span style="font-size: 11pt;"><strong>QuickBooks Online Custom Field to use for Halo Invoice PO Number</strong> - Here you can select the field that the Halo purchase order number is saved to when syncing to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>. This only applies to invoices that are linked to a purchase order. </span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Void Invoices in QuickBooks Online when they are marked as void in HaloPSA</strong> - When an invoice is marked as 'void' in Halo this will be marked as 'void' in <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> too.</span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Return Online Payment Link (If enabled and applicable) -</strong> When enabled the payment link from QuickBooks Online store the invoice payment link from QuickBooks Online against the Halo invoice, which can also be shown to the customer.</span></p><p><br></p><p><span style="font-size: 11pt;"><strong>Override Tax amounts using Halo Tax totals -</strong> When enabled the tax on the invoice in Halo will override tax applied by QuickBooks Online. This is used when you have integrated a tax engine (Avalara) into Halo therefore Avalara has calculated the tax and added this to the invoice in Halo. As this will be the correct tax rate, this will need to remain when the invoice is synced to QuickBooks Online (primarily used by Canadian clients). In order for this to function only a single tax rate can be applied to an invoice, if any lines are taxable, they must all use the same tax rate (tax rate A and tax rate B cannot be used on the same invoice). </span></p><p><br></p><p><span style="font-size: 12pt;"><strong>Products Settings<br></strong></span><span style="font-size: 11pt;"><strong>Don't sync quantity on hand to QuickBooks Online</strong> - When enabled the number of items you currently have in stock will not be synced to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online.</span></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Purchase Orders Settings</strong></span></p><p><span style="font-size: 11pt;">Purchase orders can be synced from Halo to QuickBooks Online. To enable this, add purchase orders to the 'entities to sync' field. When enabled each time a purchase order is created or updated in Halo this will create and update a purchase order in QuickBooks Online.</span></p><p><br></p><p><span style="font-size: 11pt;">The purchase order statuses will also sync to QuickBooks Online, so when the status of the PO is updated in Halo the PO status will be updated in QuickBooks Online. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">You must set a default item for purchase orders. If an item on the purchase order does not have a <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> item linked to it this will be the item that it is linked to. It is best to set a generic item here. </span></p><p id="isPasted"><span style="font-size: 11pt;"><br></span></p><ul><li><span style="font-size: 11pt;"><strong>Account for Purchase Orders</strong> - Choose which account will be linked to the purchase order once it is synced over.</span></li><li><span style="font-size: 11pt;"><strong>Email Status for New Purchase Orders</strong> - This is the email status the purchase order will have once created in <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>. </span></li></ul><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Webhooks</strong></span></p><p><span style="font-size: 11pt;">Under the 'Webhooks' tab you can enable various webhooks for the integration.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImY1ZjU1YmU3LWE5ZjUtNGE0Yy04NWE2LTY3NDQwMmE5YWRiYiJ9.Q5otKVeXf0OOtRww4DAg7moPVdE_9KWR79zxeItxuxU" class="fr-fic fr-fil fr-dib" width="651" style="width: 653px; height: 369.115px;" height="369"></p><p><strong><span style="font-size: 10pt;">Fig 18. Webhook configuration</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Enabling webhooks allows changes to be synced as soon as a client or payment is created or updated. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">There are some additional settings here too. When 'Unapplied payments will be removed from Halo' is enabled any payments against an invoice that are removed in QuickBooks Online will set the payment to 0 in Halo and remove the QuickBooks Online reference from the payment. </span></p><p><br></p><p><span style="font-size: 11pt;">An webhook is available here for deleted/void payments ("Payments (Deleted/Voided)"). If enabled, deleted payments from QuickBooks Online will be removed from Halo.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Syncing Customers</strong></span></p><p><span style="font-size: 11pt;">When you are creating a new customer, there are some compulsory fields that must be completed for the sync to be successful. The two required fields are the first and last name of the main contact for the customer, which are denoted as mandatory by the red star against the field. These fields can be found under the Billing Settings heading on the Settings tab.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijg3NjkxYzZlLWFjMjktNDA5Zi1iZDRkLTU3ZDk2ZGIzYmM3OCJ9.U8yF7MIClfiTeNbRM8qxJZ9KZKWXtdF_q-YpEbcxoUo" class="fr-fic fr-fil fr-dib" width="280" height="353"></p><p><span style="font-size: 10pt;"><strong>Fig 19. Billing settings on a customer</strong></span></p><p><br></p><p><span style="font-size: 11pt;">For US customers using this integration, you are also required to specify a default tax code. This field will also have a red star to indicate that it is mandatory.</span></p><p><br></p><p><span style="font-size: 11pt;">If you are using Automatic Sales Tax you will also need to add a tax exemption reason against the Customer profile if the customer is not taxable (set under the Billing tab of the customer profile). If a (tax exempt) customer is created in Halo and this field is not set the customer will not sync to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>. For any tax exempt customers imported from <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>, the tax status of the customer and reason for tax exemption will be set automatically. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><em><strong>WARNING: Failure to choose these fields will result in error messages from QuickBooks Online being given. The most common of these is a 6000 Business Validation error message. If you see this error, ensure that you have correctly populated all mandatory fields against the customer record.</strong></em></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Syncing Items</strong></span></p><p><span style="font-size: 11pt;">Like customers, items have compulsory fields that must be completed when you create them in order for the sync to be successful. Earlier in the configuration, you should have chosen an item group that will store QuickBooks Online inventory items. When creating a new item, if you assign it to this group, then the field will be created as an inventory item in QuickBooks Online. Items created in any other groups will be created as service items. </span></p><p><span style="font-size: 11pt;"><br></span></p><p id="isPasted"><span style="font-size: 11pt;">You can also use item groups as a way of excluding certain items from 3rd party accounting integrations. Once "Use for Items" is enabled, "Exclude from Accounting Integration" can be selected. This will exclude items from within that group from being synced. This can be useful if you use a catalogue integration and do not want these products syncing to your QuickBooks Online.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>Note: When creating quotes/invoices in Halo, only items synced to the same <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> instance as the customer will show when adding items.</em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">All mandatory fields for the QuickBooks Online sync can be found under Billing Settings. If you are creating a new service item, the following fields are mandatory and will have a red star next to them:</span></p><p><span style="font-size: 11pt;"><br></span></p><ul><li style="font-size: 11pt;">Income Account</li><li style="font-size: 11pt;">Tax Code (Sales)</li><li style="font-size: 11pt;">Tax Code (Purchases)</li></ul><p><span style="font-size: 11pt;">When selecting tax codes, picking a tax code that isn't linked to a QuickBooks Online tax code will result in an error when saving the record.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">In addition to the fields listed above, inventory items also require you to specify the following fields:</span></p><p><span style="font-size: 11pt;"><br></span></p><ul><li style="font-size: 11pt;">Inventory asset account</li><li style="font-size: 11pt;">Quantity on hand</li><li style="font-size: 11pt;">Inventory start date</li></ul><p><span style="font-size: 11pt;"><em><strong>Note: Default (income/expense/inventory asset) account codes for items can be set under the Products tab of the QuickBooks Online integration setup in Halo. This will ensure these fields are always populated when new items are created in Halo. </strong></em></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Syncing Invoices</strong></span></p><p><span style="font-size: 11pt;">Providing all steps of this guide have been followed, and every entity in Halo is correctly linked to an entity in QuickBooks Online, syncing invoices will be straightforward. All types of invoices can be synced to QuickBooks Online, whether it be for labour on tickets or an invoice created from a recurring invoice. We will only look at raising a basic manual invoice in this guide for simplicity.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When first adding an item to an invoice, the item code will be displayed on the invoice line.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM1M2NmMWE5LTlmY2UtNDkwNy1hYzY1LTA3NTRmZWNkNmVjZiJ9.TRt51kZmbxItQfsaCMR3qhyVLW6OUyvtZK38yMFVZhk" class="fr-fic fr-fil fr-dib" width="988" height="154"></p><p><span style="font-size: 10pt;"><strong>Fig 20. New invoice with an item code</strong></span></p><p><br></p><p><span style="font-size: 11pt;">This is the first basic indication that the item you've added to the invoice has been successfully linked to a QuickBooks Online item. If no item code is shown, you can either edit the line and manually adjust the item code, or when the invoice is saved, if you have chosen a default item for invoice lines then the line will automatically be assigned the default item's code. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When saving the invoice, there are some common errors that can occur due to misconfiguration. If the error mentions tax rates not being specified or being invalid, then the item that is assigned to your invoice line is likely not assigned to a tax rate which has been linked to a QuickBooks Online tax rate. Likewise, if the error contains information about an invalid item on the invoice, then one of your items/charge rates has not been correctly linked to a QuickBooks Online item.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">In these circumstances, you should revisit your configuration and check that these entities have been linked together correctly. Once you've made changes to your configuration, you should re-add the line to the invoice so that the changes take effect on the invoice. As long as one field/line is modified, then the changes will be synced across to QuickBooks Online.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Updates to invoices that have already successfully synced to QuickBooks Online will also be synced to QuickBooks Online, for example, if you wanted to increase the quantity of an existing invoice line.</span></p><p><span style="font-size: 11pt;"><br></span></p><p id="isPasted"><span style="font-size: 11pt;">The "Include Invoice Group/Bundle lines" setting in the "Syncing to QuickBooks Online" tab > Invoices, can be enabled to also sync over the name of a bundle into QuickBooks Online.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Should you wish to remove an invoice, deleting it from Halo will remove the invoice from QuickBooks Online. The deletion from Halo will also roll back any billing calculations, so tickets that were billed on the invoice will now re-appear in the ready for invoicing section.</span></p><p><br></p><p><span style="font-size: 11pt;">You can choose to store the invoice payment link from QuickBooks Online against the Halo invoice, which can also be shown to the customer. This is done by enabling "Return Online Payment Link (If enabled and applicable)" within this tab.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Common Issues</strong></span></p><p><span style="font-size: 11pt;">If invoices are created in <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> but do not have an invoice number then please use the below to resolve.</span></p><p><span style="font-size: 11pt;"><br></span></p><ol><li style="font-size: 11pt;">Go to the Gear icon, then choose Account and Settings.</li><li style="font-size: 11pt;">Select the Sales tab.</li><li style="font-size: 11pt;">Click anywhere within the Sales form content section.</li><li style="font-size: 11pt;">Uncheck the box next to Custom transaction numbers.</li><li style="font-size: 11pt;">Click Save and then Done.</li></ol><p><br></p><p><strong><span style="font-size: 12pt;">Sync the Halo Invoice ID to QuickBooks Online</span></strong></p><p><span style="font-size: 11pt; color: rgb(209, 72, 65);"><strong>Important: This feature should only be enabled if there is no possibility of a Halo Service Desk invoice ID clashing with an existing QuickBooks Online invoice ID. Custom transaction numbers must be enabled in QuickBooks Online to use this feature. A guide explaining how to enable these can be found</strong></span><span style="font-size: 12pt;"><strong> </strong></span><span style="font-size: 11pt;"><strong><a href="https://QuickBooks Online.intuit.com/learn-support/en-us/help-article/customize-forms/change-invoice-number-sales-forms/L9KLFfphX_US_en_US" rel="noopener noreferrer" target="_blank">here</a>.</strong></span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBmNDRlNjFjLTg4NmYtNDQxYy1iZjJhLTM5OTIyMTM3NzljMSJ9.2yNRb3uvZjlv7eJRUzvDq21fc5knFORGu0YwbOLPUVE" class="fr-fic fr-fil fr-dib" width="984" style="width: 984px; height: 63.2571px;" height="63.2571"></span></p><p><strong><span style="font-size: 10pt;">Fig 21. Sync invoice number option</span></strong></p><p><br></p><p><span style="font-size: 11pt;">When enabled the "ID" field on the Invoices in Halo, will sync over to QuickBooks Online.</span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImRjMmNjZTliLWM2NzAtNDk5ZS1hYzNkLTUyODMzMzhhYjhiMyJ9.CTFOFpjRA0U7QCDSy9Vkd4n-6a7ZWmMh1W62FLmpwIQ" class="fr-fic fr-fil fr-dib" width="986" style="width: 986px; height: 153.557px;" height="153.557"></span></p><p><span style="font-size: 10pt;"><strong>Fig 22. ID in Halo</strong></span></p><p><br></p><p><span style="font-size: 11pt;">The third party invoice number represents the invoice number that would be pulled from QuickBooks Online.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">If products are being synced, there is also the checkbox option (On version 2.150.1 or higher) 'Don't sync quantity on hand to QuickBooks Online' when this is enabled, it will stop the syncing of item quantities to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span> for inventory types.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 12pt;"><strong>Symbols for Customers Not Synced to QuickBooks Online</strong></span></p><p><span style="font-size: 11pt;">When customers are not currently synced to <span style="font-size: 11pt;" id="isPasted">QuickBooks Online</span>, they will be marked with a cross symbol, this allows distinguishment between the customers that are synced and those who aren't. The customer list will display the following for those customers.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU1NGQ1NmZkLTYzMjktNGVkOC1hODExLWUyM2IxNDQ5MzNiNCJ9.jG2fGL5XRALtlF7hqaCR3JwTI7nWUeqKr7rqp5fQJyo" class="fr-fic fr-fil fr-dib" width="696" height="202"></p><p><strong><span style="font-size: 10pt;">Fig 23. Non-synced customers</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Webhook Syncing Options</span></strong><span style="font-size: 12pt;"><br></span></p><p id="isPasted"><span style="font-size: 11pt;">When using webhooks to sync data from QuickBooks Online you can choose which method you use to process webhooks. In Configuration > Advanced Settings > Backend Monitoring, enable the below.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZjNWI5ZTRkLWU0MGEtNDhiZC1hZGY1LTcxZThkMzNiZGVmOCJ9.ovKb6X0qHwn7B0CA5x7xHBJwrcqP5FF3C33Zng-DuDM" width="667" height="56" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 24. Enabling webhook services</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Then back in the general page of the QuickBooks Online module, a dropdown with two additional methods of processing webhooks are now available. The default follows the previous behaviour.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>1. Use the default webhook processing functionality</strong></span></p><p><span style="font-size: 11pt;">This is the default option. Each incoming webhook will be processed immediately, and failed webhooks will not be retried.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>2. Use the incoming webhook service with immediate processing</strong></span></p><p><span style="font-size: 11pt;">This means the webhook service is in use for the integration. Each incoming webhook will be processed immediately, and any failed webhooks will then be automatically retried a further 2 times via the task scheduling service. This is the recommended option.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>3. Use the incoming webhook service with delayed processing</strong></span></p><p><span style="font-size: 11pt;">The same as option 2, but webhooks are not processed immediately when they are received. Instead, they are automatically queued and picked up by the task scheduling service. This option is only necessary if option 2 is failing to process webhooks after 3 attempts due to rate limits, i.e. the webhook result is returning 429 too many requests.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Logic has been added to the task scheduler to retrieve webhook resource data in batches. This greatly reduces the number of requests made to the third-party API, thus reducing the chance of hitting third-party rate limits. This logic is always used for option 3, and is used before retrying webhooks when using option 2.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjIxYjMzNmRkLTI2MWMtNDFiNS1hYTllLWY3ZmYwZjA1ZWI5NyJ9.Qy_bymSFAss4ylS3-_p9RpwIG9sEu5wEQHjpS0ovZuk" width="1205" class="fr-fic fr-dii" style="width: 1207px; height: 232.973px;" height="233"></p><p><strong><span style="font-size: 10pt;">Fig 25. Webhook method options</span></strong></p></div><p><br></p><p><span style="font-size: 14pt;"><strong>Automatic Sales Tax</strong></span></p><p><span style="font-size: 11pt;">Automatic Sales Tax (AST) in QuickBooks allows your tax rates/charges on any sales you make to be calculated automatically using QuickBooks tax calculations. </span></p><p><br></p><p><span style="font-size: 11pt;"><em><strong>Note: This feature is currently only available to US QuickBooks Online users.</strong></em></span></p><p><br></p><p><span style="font-size: 11pt;">If Automatic Sales Tax is enabled in your connected QuickBooks Online account, this will have implications on how tax is calculated in Halo and how it appears on invoices. You can see if AST is enabled under the 'Details' tab of you QuickBooks Online integration setup in Halo.</span></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjY5MTcwOTg3LTNiYjAtNDAwYi1hMTU4LTEwNTBmNjMyMGE2MCJ9.QTlZVjJgUMPyNhuIJaHDM5sRmRYE9ygJD6S_2WQjI8w" class="fr-fic fr-fil fr-dib" width="501" style="width: 503px; height: 607.292px;" height="607"></span></p><p><span style="font-size: 10pt;"><strong>Fig 26. Automatic Sales Tax enabled</strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">This field is not editable as this is set automatically based on the settings in the QuickBooks Online account connected. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">For information on setting up and using AST in QuickBooks Online checkout: <a data-fr-linked="true" href="https://quickbooks.intuit.com/learn-support/en-us/help-article/sales-taxes/set-use-automated-sales-tax-quickbooks-online/L4Lx8eL7V_US_en_US" id="isPasted" target="_blank" rel="noopener noreferrer">Set up and use automated sales tax in QuickBooks Online</a></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">For information on disabling AST in QuickBooks Online checkout: </span><a data-fr-linked="true" href="https://quickbooks.intuit.com/learn-support/en-us/help-article/sales-taxes/turn-manual-sales-tax-quickbooks-online/L2DFUNlrK_US_en_US#:~:text=Follow%20this%20link%20to%20complete,Select%20Turn%20off%20to%20confirm" id="isPasted" target="_blank" rel="noopener noreferrer">Turn off sales tax in QuickBooks Online</a>.</p><p><br></p><p><strong><span style="font-size: 12pt;">Using Automatic Sales Tax on Invoices</span></strong></p><p id="isPasted">When using AST, Halo will NOT complete any tax calculations on invoices. All tax calculations will be carried out in QuickBooks. Tax will only be applied to invoices after the invoice has synced to QuickBooks Online.</p><p><br></p><p id="isPasted">Once an invoice has synced to QuickBooks Online, QuickBooks Online will calculate and add the tax onto the invoice<span style="color: rgb(0, 0, 0);">. This tax information will then be synced back to Halo, u</span>pdating the invoice in Halo with the correct tax information.</p><p><br></p><p>The tax added from QuickBooks Online is not added per line, in<span style="color: rgb(0, 0, 0);">stead the tax total for the invoice is updated to contain the correct tax amount from QuickBooks Online. </span></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUyM2QzYTg2LTVmMzUtNDM2NS04MTYwLTZjNGM1OTRmOTZjNyJ9.Zx6eSY5hiigTUEM6BrwhEqyZ4p2FlD44uNe1GsLzc5c" class="fr-fic fr-fil fr-dib" width="1118" style="width: 1120px; height: 612.38px;" height="612"></p><p><strong><span style="font-size: 10pt;">Fig 27. AST added to invoice</span></strong></p><p><br></p><p><strong><span style="font-size: 11pt;">Remove Tax Column from Invoice PDFs </span></strong></p><p>As tax is not added per line, you may wish to remove the 'Tax' column from your invoice PDF templates, as this column will always be empty. To do this head to Configuration > Billing > PDF Templates > edit Invoice PDF Templates > select a template > Details Table > remove the 'Tax' column using the icon highlighted in figure 25. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjViYjBiMDkwLWM5ZWItNGM1Zi1iN2JlLTk1YTc4ZjEwM2VlYSJ9.V1TxVTiKfsaxbHqNO26Vx4olLGSyrg9dD3PuHr-BaCM" class="fr-fic fr-fil fr-dib" width="1371" style="width: 1373px; height: 562.81px;" height="563"></p><p><strong><span style="font-size: 10pt;">Fig 28. Remove tax column from PDF template</span></strong></p><p><br></p><p>Ensure no other columns used on your invoice templates use a tax inclusive value (such as unit price +tax). The column description on the 'Details Table' tab will outline if the value returned includes tax.</p><p><br></p><p id="isPasted">This will only remove the tax column from PDFs, the tax column will be hidden from agents in the agent app by default.</p><p><br></p><p><strong><span style="font-size: 12pt;">Using Automatic Sales Tax with Quotes and Sales Orders</span></strong></p><p id="isPasted">As quotes and sales orders do not sync to QuickBooks Online, QuickBooks Online cannot calculate and add the tax to these entities using AST. </p><p><br></p><p>Therefore there are two options you can use when processing quotes and sales orders from Halo to amend the tax:</p><ul><li>Remove visibility of tax on quotes and sales orders (recommended).</li><li>Manually Enter a tax estimate.</li></ul><p><br></p><p><strong><em>Note: For both options ensure a disclaimer is added to your templates advising values shown are estimates of tax/exclusive of tax. </em></strong></p><p><br></p><p><strong>Remove Tax visibility on Quotes and Sales Orders</strong></p><p>Use this option when you would like customers to not see any tax calculations/estimates on their quotes/sales orders. Useful when you would like to avoid giving misleading estimates, simplifying the quoting/sales process. </p><p><br></p><p>To hide tax on quotes and sales orders you will need to remove the 'Tax' column on your quote/sales orders. This is done in the same was as shown in the 'Remove Tax Column from Invoice PDFs' section of this guide. Also ensure none of the other columns included in the details table return values inclusive of tax. </p><p><br></p><p>You may also wish to remove the 'Tax' section from the quote/sales order total. By default this will show and return Halo's estimated tax value (even if the tax column is removed from the template). </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdkYTAzNTg3LWExMzgtNGM2Yy1iNGFmLTlmZjFkYzQxNjhkMCJ9.YoAeM4qojxkN0wjfRkk2yu87KkVOagxwkx8tKSAGEDU" class="fr-fic fr-fil fr-dib" width="1231" style="width: 1233px; height: 625.147px;" height="625"></p><p><strong><span style="font-size: 10pt;">Fig 29</span></strong><strong><span style="font-size: 10pt;">. Tax section on invoice total</span></strong></p><p><br></p><p>To remove this, within the PDF template head to the Pages tab > edit the page the totals are on. Within the 'Core Template HTML' look for the table row containing the variable $-QUOTETAXTOTAL (for quotes) or $-ORDERTAXTOTAL (for sales orders). Keep in mind this may differ if your PDF templates have already been customised. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk3MTkzYWUxLTI5NmQtNDliMC1hYzNhLWM1MDZlOTg0NWM5NiJ9.8bSH1dOc8CP1JV53Oh1g3qqiuyici3nX4QFoC8DKszg" class="fr-fic fr-fil fr-dib" width="940" style="width: 942px; height: 470.492px;" height="470"></p><p><strong><span style="font-size: 10pt;">Fig 30. Tax total section on quote PDF</span></strong></p><p><br></p><p>You can either remove the highlighted section, or adjust it to return a new value, such as stating tax will be added on the final invoice. </p><p><br></p><p>This will only remove the total from PDFs, the tax total cannot be hidden from agents in the agent app. </p><p><br></p><p><strong>Manually enter a Tax estimate on Quotes </strong></p><p>If you would like to include an estimate of tax on quotes, but would not like Halo to estimate this for you, you can have agents manually enter a 'Tax estimate' against each quote. This estimate can then pull through to the quote template to show to the customer. </p><p><br></p><p>A tax estimate can be entered in the 'Tax Estimate' field against quotes, this is only available when AST is enabled. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjgwYzBhYTdhLTJhOGItNDBlYS1hYTU4LTY4ZDAzYjJiNzUxYiJ9.4Yb6EM2Cgk3qQSIw0WGPJyRgdGQycnAtPsZ660HawUM" class="fr-fic fr-fil fr-dib" width="1430" style="width: 1432px; height: 456.528px;" height="457"></p><p><strong><span style="font-size: 10pt;">Fig 31. Tax estimate field on quote</span></strong></p><p><br></p><p>The value entered here is pulled through with the variable $-QUOTETAXTOTALESTIMATE. Replace $-QUOTETAXTOTAL on your quote templates with this to use the entered tax estimate instead. </p><p><br></p><p><strong><span style="font-size: 12pt;">Determining if a Line is Taxable</span></strong></p><p>Only lines that are marked as 'taxable' will be evaluated by AST. Therefore when using AST we recommend ensuring all items/products in Halo are marked as taxable as this ensures all lines are always evaluated by AST. Even if you do not expect an item to be taxable, when it is marked as taxable AST will evaluate the item, determine that is is not taxable and update the invoice accordingly. </p><p><br></p><p>When AST is enabled you can manually mark line items as not taxable using the setting 'No Tax Override' against an invoice line. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJiZGIxMzllLTQzOWEtNDlhYi05YTlkLTI1NWVlYTY2ZmIxNyJ9.Vds1LN7pUmT8RDlOG5Bzb08WUuYOXIAQL2SCMQG-4RU" class="fr-fic fr-fil fr-dib" width="941" height="537"></p><p><strong><span style="font-size: 10pt;">Fig 32. No Tax Override</span></strong></p><p><br></p><p>When this is checked the line will be marked as not taxable, therefore when it is synced to QuickBooks Online no tax will be added, AST calculations will not be run on this line. This is used when you would like to override AST calculations. </p><p><br></p><p><strong><span style="font-size: 14pt;">Avalara and QuickBooks Online</span></strong></p><p>If you are using Avalara to calculate tax this can either be integrated into Halo or into QuickBooks Online. </p><p><br></p><p>If Avalara is integrated into QuickBooks Online tax will be applied after the invoice has synced to QuickBooks Online. </p><p><br></p><p>If Avalara is integrated into Halo, tax will be applied to invoices in Halo. To have this tax remain on the invoice when it is synced to QuickBooks Online you will need to enable "Override Tax amounts using Halo Tax totals" under the "Syncing to QuickBooks Online" tab of the integration setup in Halo. </p><p><br></p><p>Whether you choose to integrate Avalara with Halo or QuickBooks Online will depend on if tax is applied based on information that is available in Halo or in QuickBooks Online. </p>
