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</style><p><strong>In this guide we will cover:</strong></p><p><strong>- Where and how to set up Pre-Pay for a customer</strong></p><p id="isPasted"><strong>- Use Pre Pay Amount instead of Pre Pay Hours</strong></p><p><strong>- Recalculating Billing for Pre-Pay hours</strong></p><p><strong>- Manually adjusting the amount of Pre-pay hours an action uses</strong></p><p><br></p><p><strong><br></strong></p><p><strong>Admin Guides:</strong></p><ul><li><a href="https://usehalo.com/halopsa/guides/1355/" rel="noopener noreferrer" target="_blank"><strong>Pre-Pay</strong></a></li></ul><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Where and how to set up Pre-Pay for a Customer</span></strong></p><p>Halo provides the option to allocate Pre-Pay time against your end-users. Pre-pay time can be added against each client with either no expiration date or set expiration date which allows time to be accumulated. Against each client you will find the 'Pre-Pay' tab:</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU0YjIyMGY3LTFkNDgtNGYzNS04NjM3LTk1ODVmYjIyMmNhNSJ9.xQuVZQISCzlVU0PrzUCjAc49Wt5wAjclobKOgAe_GD4" class="fr-fic fr-fil fr-dib" width="1168" style="width: 1170px; height: 614.194px;" height="614"></p><p><strong><span style="font-size: 10pt;">Fig 1. Pre-Pay Tab on a Client</span></strong></p><p><br></p><p>If this "Pre-Pay" tab is not visible check the Customer layout profile in Configuration > Advanced Settings > *Screen Layout Profiles Button*, make sure the entity is set to 'Customer' or 'Client'. Within your Customer Screen Layout Profile head to the "Tab layout", by default this Tab will be visible, however if you are using a Custom layout you can click the pencil icon on "Pre-Pay" and switch the visibility. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk5Zjc5YTQ4LWM0ODktNDY2OS05NGE1LWIwNzFlMmUyM2M4MyJ9.pMPsDH_xJV4AkoGVXrEL0zpC4nkLhAbxKVFdAIzMd8o" class="fr-fic fr-fil fr-dib" width="1178" style="width: 1180px; height: 623.213px;" height="623"></p><p><strong><span style="font-size: 10pt;">Fig 2. Showing/Hiding Client Tabs</span></strong></p><p><br></p><p><strong>This Pre-Pay Tab is where you can specify the Pre-Pay details against the client. Here, you will find the following options:</strong></p><ul><li><strong>Pre-Pay Balance: </strong>Pre pay balance shows the pre-pay total hours purchased by the client, the amount of those hours used and the amount remaining.</li><li><strong>Recurring Pre-Pay: </strong>The Recurring Pre-Pay area allows you to set Pre-Pay amounts that updates on a scheduled basis. You will be able to populate the date of the next payment, the amount charged, and the agreed hours that have been charged. There is also the option here to create invoices populated with the Pre-Pay details.</li></ul><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI3ODNkYmIwLTFjMWQtNGM2ZC05YjUzLTU0MTNjZWZjODVhOCJ9.R6_vTKLm4gslBEIwROkqpSYmg1tVbln659X_Ex19EBc" class="fr-fic fr-fil fr-dib" width="410" height="654"></p><p><strong><span style="font-size: 10pt;">Fig 3. Recurring Pre-Pay Options</span></strong></p><p><br></p><ul><li><strong>Date of next payment</strong><strong>:</strong> The date selected here is the date that the client will be invoiced.</li><li><strong>Expiry of Pre-Pay in Months from payment: </strong>This field allows Recurring Pre-Pay to automatically expire after a set amount of Months, to disable the setting, set it to 0.</li><li><strong>Amount</strong><strong>:</strong> Total charged for pre-pay for that period.</li><li><strong>Hours</strong><strong>:</strong> Total hours set for the pre-pay period.</li><li><strong>Recurring Period</strong><strong>:</strong> Frequency of pre-pay hours set.</li><li><strong>Minimum Deduction</strong><strong>:</strong> If the Pre-Pay hours consumed in the period do not meet the value set here, then the difference between the consumed hours & minimum deduction value will be deduced.</li><li><strong>Automatic Deduction</strong><strong>:</strong> Sets a value to automatically be deduced each period, irrespective of any pre-pay time consumed in the period. If the end-user has not used all pre-paid hours purchased, the hours are subsequently accumulated and rolled over for use within the next period.</li><li><strong>Process deduction only when account is active: </strong>When the account status is set to "Stopped" the deduction of pre-pay will not be in effect</li></ul><p><strong><span style="font-size: 11pt;">Pre-Pay Auto Top Up:</span></strong></p><p>This area allows you to set an automatic top-up of Pre-Pay hours that triggers once a threshold has been reached. You can specify the threshold (remaining time) that must be met for the top-up to take place and the amount to top up by/to. You will need to specify the cost per hour of this topped up time so the system can calculate the amount to invoice.</p><p><br></p><p><strong><span style="font-size: 11pt;">Pre-Pay Records:</span></strong></p><p>Here you will see a table of information relating to the Pre-Pay hours that have been added into the system. This is where you manually populate any Pre-Pay that you would like to apply to the client.</p><p>Add ad-hoc pre-pay hours that have been purchased, this table will also show any records added by recurring pre-pay and auto top up pre-pay mentioned above. When you add ad-hoc time you have the option to specify an invoice date, if left blank you will be prompted to create an invoice in the ready for invoicing section. If you set an invoice date the system will think this time is already invoiced and will not appear in the ready for invoicing section. Expiration dates can be set against ad-hoc time.</p><p><br></p><p><strong><span style="font-size: 11pt;">Periodic History Tab</span></strong></p><p>When clients have pre-pay hours the periodic history tab will display. Within the periodic history tab, you can view the balances and usages of pre-pay time over monthly periods. </p><p><br></p><p><strong><em>Note: It is not possible to change the period length, this will always be displayed in months.</em></strong></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk5MTdhOGQxLThiNTAtNDE5Ny05MDQ4LWEzOTkzODE0YjU1MiJ9._xKUuLvMNVMl0u7gP2C1rhAY9fNBm4xlyRBcPDlWXVI" class="fr-fic fr-fil fr-dib" width="1175" style="width: 1177px; height: 306.238px;" height="306"></p><p><strong><span style="font-size: 10pt;">Fig 4. Periodic History Tab</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Use Pre Pay Amount instead of Pre-Pay Hours</span></strong></p><p>One of the features that can be configured for Pre-Pay is using a monetary value for Pre Pay instead of a bucket of Time (in Hours). This can be configured at client level, first navigate to the Billing tab of a client and set the following option.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImUxOTg5MmRlLTM3NmMtNGQ2My05YmQzLTM4MGY1NDQ1NmQ1MiJ9.FWb_3gN5qNGrIGOD9o_EBmumZD4u0j5U9N1BzCcXiKc" class="fr-fic fr-fil fr-dib" width="963" style="width: 965px; height: 419.603px;" height="420"></p><p><strong><span style="font-size: 10pt;">Fig 5. Billing Setting at Client Level</span></strong></p><p><br></p><p>This can also be set on a Pre-Pay agreement.</p><p><br></p><p>If Pre-Pay is added as an amount and the Pre-Pay hours field is not configurable when adding Pre-Pay records to the table. Make sure to set the billing rules to capture the Pre Pay, in the below example it has all tickets captured by Pre-Pay, you may want to restrict by ticket type, charge type, or category.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ3ZTRhYTJlLWZjOTAtNDhkOC04YWM2LWU3NjdiY2I5OWRiOCJ9.XlNf-TSOvd8030LCQt7HnjnD2eV143dE7CpPbI3Nv68" class="fr-fic fr-fil fr-dib" width="1208" style="width: 1210px; height: 483.205px;" height="483"></p><p><strong><span style="font-size: 10pt;">Fig 6. Example billing rule, all tickets will use Pre-pay</span></strong></p><p><br></p><p>On the Pre-Pay tab of the client add in the line for the Pre-Pay amount, you can set an expiry date on the amount as well.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjA3OTk3YTNkLTUwZTctNDUxMi1iOTNiLTllYTg4MTE2ZmFlOSJ9.vXjwbVUxRT_mzI8YTMNzZWy4goTTDsiqJA2FJgomSY0" class="fr-fic fr-fil fr-dib" width="1204" style="width: 1206px; height: 145.638px;" height="146"></p><p><strong><span style="font-size: 10pt;">Fig 7. Pre-Pay expiry </span></strong></p><p><br></p><p>Now when time is recorded on a ticket, with a billable charge type, the Pre-Pay amount will be consumed, instead of Pre-Pay Hours:</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc0NGRjYjlhLWZjMWQtNDNiNy04ZjJiLTNlM2RhMTI0Mjk0NyJ9.jJBzoTgayGnk46rvhBVHLK29d7yIqc3GSYJR1HVT8eQ" class="fr-fic fr-fil fr-dib" width="401" height="169"></p><p><strong><span style="font-size: 10pt;">Fig 6. Hours Billed on the Action</span></strong></p><p><br></p><p>Although it says hours on the action, if the action is viewed and switched over to the 'Time Tracked' Tab, it is evident that the Pre Pay was consumed as an amount (Charge Rate x Time, 50 x 4 in this case, as the remote support charge type has the rate field set to 50)</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI2NzUzYTYzLTU2NDYtNGJjNy1hNzQyLWY4ZGFjN2U4NTE0ZCJ9.-WuWDl59x49DLxmX6_rm8NKWCgn2-_nMFCW4Z8gfy4o" class="fr-fic fr-fil fr-dib" width="354" style="width: 356px; height: 607.398px;" height="607"></p><p><strong><span style="font-size: 10pt;">Fig 7. Amount Consumed for the Action</span></strong></p><p><br></p><p>Which is now taken from our amount at the client level:</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImY0NmNjOTIwLTE2YjEtNDE4NC1hMmEwLTAyNzQxYTgwYzhhNyJ9.f1actZZO9rjMKjhTYv3AgTiShX5VD-wZFlB2zQeULoM" class="fr-fic fr-fil fr-dib" width="155" height="249"></p><p><span style="font-size: 10pt;"><strong>Fig 8. Pre-Pay balance after action amount deducted</strong></span></p><p><br></p><p><strong><span style="font-size: 14pt;">Recalculating Billing for Pre-Pay hours</span></strong></p><p>If time entries covered by a customer's Pre-pay hours are manually adjusted after the action is logged, you are able to re-run billing calculations for the action. When recalculating billing for Pre-pay actions we recommend recalculating billing for all actions following the action the change was made to. This is because time is deducted from Pre-pay hours sequentially in the chronological order the time was logged. Therefore, if you make a change to an entry in midway through the timeline of Pre-pay, all actions after this will need to be evaluated to ensure hours are deducted in the correct order. Failing to do this may result in incorrect Pre-pay period calculations. </p><p><br></p><p>Time entries for tickets can be recalculated at the action, ticket, list and customer level. For Pre-pay recalculation we recommend recalculating at the customer level. For information on how to do this check out <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2568" id="isPasted" target="_blank" rel="noopener noreferrer">Manually adjusting billable time and re-calculating billing for labour</a>.</p><p><br></p><p><strong><span style="font-size: 12pt;">Recalculating Pre-Pay Expiry</span></strong></p><p>When billing calculations are re-run Pre-pay recalculations will also be re run, accounting for expiry dates. </p><p><br></p><p>If you need to adjust a Pre-pay record, or expiry records seem inaccurate, an option is available to allow you to recalculate the expiry records for a chosen Pre-pay record. This is found against a Pre-pay record when editing the record. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU3OGFlNGIwLWJiZjEtNGVlZi04ZTdiLTk1NzFlMTRlNDkzZiJ9.6Qb-gOj7a2940LLUkLDNuNA1P9-2mUy4m4rco5CsPio" class="fr-fic fr-fil fr-dib" width="581" style="width: 583px; height: 714.266px;" height="714"></p><p><strong><span style="font-size: 10pt;">Fig 9. Recalculate expiry records</span></strong></p><p><br></p><p id="isPasted">When checked this will delete all Pre-pay expiry records generated after the expiry date of the record, and when the task scheduler runs again it will recalculate them. Expiry records generated from invoiced records are ignored</p><p><br></p><p><strong><span style="font-size: 14pt;">Manually adjusting the amount of Pre-pay hours an action uses </span></strong></p><p>You can manually adjust the number of Pre-Pay hours an action deducts from a customer's/contract's Pre-Pay balance. When logging an action that is charged using Pre-Pay the total time the action took will be deducted from the customers/contracts Pre-Pay hours, regardless of whether some of this time is non-billable. </p><p><br></p><p>Therefore, if a single action is logged that contains some hours of billable time, but other hours of non billable time you will need to manually adjust the Pre-Pay hours allocated to this action. In the Figure 9 example an action has been logged in which three hours were logged but one hour of this time is not billable. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjljNmQwZDg5LWM0MWItNDg0Ni05ZDMyLTJiODM4N2IwYTRjNiJ9.rzxbAQYXWLXrF-dkV5DJSgZ8NJljMykD3QAr4xGirR0" class="fr-fic fr-fil fr-dib" width="1445" style="width: 1447px; height: 498.104px;" height="498"></p><p><strong><span style="font-size: 10pt;">Fig 10. Logging an action containing billable and non billable time</span></strong></p><p><br></p><p>Once this action is logged we can see three hours of Pre-pay have been used. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ4YTlhYzA0LWRlNmItNGE1ZC1hYzA3LTQ2MGRiMTNiODdlMiJ9.Z9tmv50HdE54mqVAJnndq7mGB1o1voLRQDWl4Qu_mjM" class="fr-fic fr-fil fr-dib" width="1030" style="width: 1032px; height: 344.937px;" height="345"></p><p><strong><span style="font-size: 10pt;">Fig 11. Pre-Pay hours used</span></strong></p><p><br></p><p>If you would like only the billable time to be deducted from the Pre-Pay balance edit the action > Time tracking tab and adjust the 'Pre-Pay Hours'. If you are using Pre-Pay amount instead of hours, adjust the 'Pre-Pay Amount' field instead to specify exactly how much you would like to be deducted from the current Pre-Pay balance. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyM2MzYmYyLThlOTYtNGMxYy1hNTFiLThlNmJkZTYwMTlkNCJ9.JeGCKdVic2r7R2oPD7Zfl1JO9GsD4_0kk6-zSZwdkbE" class="fr-fic fr-fil fr-dib" width="645" style="width: 647px; height: 578.795px;" height="579"></p><p><strong><span style="font-size: 10pt;">Fig 12. Field to edit pre-pay hours</span></strong></p><p><br></p><p>Once edited, the action will be updated to reflect the new number of Pre-Pay hours deducted. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdhMmQ2MWU4LWZlYjktNDVmOC1iZjM4LWU3NTQwNTUxM2M4YyJ9.DDiDHRUBuR5mSWLWRcEiisTW2-Z8OUazUFYhjr3nMUU" class="fr-fic fr-fil fr-dib" width="598" style="width: 600px; height: 473.112px;" height="473"></p><p><strong><span style="font-size: 10pt;">Fig 13. New Pre Pay hours allocated to action</span></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjljNTg3Zjc5LWUxYjQtNDhlMi1hMTMyLTM4OTJjZmFiYTk4OSJ9.OzfdwDJTQEE8oddwK0Q_M7wowXrtK_wtesyVQoyjhpU" class="fr-fic fr-fil fr-dib" width="1058" style="width: 1060px; height: 337.971px;" height="338"></p><p data-pasted="true"><strong><span style="font-size: 10pt;">Fig 14. Updated Pre-Pay hours used</span></strong></p><p><br></p><p style="margin: 0px;" data-pasted="true">You can choose to lock any actions in the past from billing recalculation when an automatic prepay expiry record is added. To do this enable the "When automatic Prepay expiry records are created, all Actions/Time Entries in the past will be locked from billing recalculation" checkbox in Configuration > Billing > Pre-pay. You will also be able to manually unlock the Action by editing it.</p><p style="margin: 0px;"><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZlMjBlMWZhLWEwY2MtNDk4NC1iY2U0LWFkN2NjMTBmOWI4OSJ9.6xRO3RHebT0fsWvbo14Lvm_8ZObj8Fad9MNF0FtMxc8" width="552" height="604" style="max-width: 100%; height: auto; text-align: left;" class="fr-fil fr-dib"></p><p data-pasted="true"><strong><span style="font-size: 10pt;">Fig 15. Locking a time entry from recalculation </span></strong></p><p style="margin: 0px;"><br></p><p style="margin: 0px;"><br style="color: rgb(0, 0, 0); font-family: "Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", 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-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"></p>
