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</style><p><strong>In this guide we will cover:</strong></p><p id="isPasted"><strong>- Enable Tracking Travel and Distance </strong></p><p><strong>- Billing for Travel Time/Mileage</strong></p><p><br></p><p><br></p><p>Halo allows for both Travel Time and Mileage to be tracked and billed for. In general, MSP's tend to track travel time or distance travelled, although it is possible in Halo, tracking both is uncommon.</p><p><br></p><p><strong><span style="font-size: 14pt;">Enabling Tracking Travel and Distance</span></strong></p><p>The very first step is to enable the tracking of Travel Time or Distance Travelled in Configuration > Time Management.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjAwZDViMTgzLTdmZWUtNGIzZi1hYzhjLTA0OTlkMjA5NTdjZSJ9.uOfAjlvprwIqjAyV9ueKmlAavWpAQ3lPK_oosQVazV4" class="fr-fic fr-fil fr-dib" width="443" height="356"></p><p><strong><span style="font-size: 10pt;">Fig 1. Travel Time & Distance Travelled (Configuration > Time Management)</span></strong></p><p><br></p><p>By enabling these checkboxes, two new fields will be available to add to the Field List on your Actions: <strong>Travel Hours</strong> and <strong>Distance Travelled</strong>.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFjNTIwMTkzLWMxMjQtNDlkNy1iZWI1LWJjYTVmZjdjYWM3YyJ9.Mxgu0oO4GWAgbf9s29_O5cIXn2gx2iw3HAZrIE8Y7sc" class="fr-fic fr-fil fr-dib" width="894" style="width: 896px; height: 348.033px;" height="348"></p><p><strong><span style="font-size: 10pt;">Fig 2. Travel Hours/Distance Travelled Fields on an Action</span></strong></p><p><br></p><p>Travel hours/distance are logged separately to the conventional 'Time Taken' - effectively allowing you to track Travel Time, 'Work'/Labour Time & Distance Travelled, all within one Action.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImRmZTg2MTE1LTE0NzYtNDEwYy1iZjg1LTYwNTNiMjA0NDBhMyJ9.FS1vOOu2-HFJ3MR8zWDPeKvui628Vc8d_8gaBCWm7ew" class="fr-fic fr-fil fr-dib" width="314" style="width: 316px; height: 163.563px;" height="164"></p><p><strong><span style="font-size: 10pt;">Fig 3. Labour Time (6 hours), Travel Hours (2 Hours) & Distance presented on a posted Action</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Billing for Travel Time/Mileage</span></strong></p><p>There are two methods by which Travel/Mileage can be billed for:</p><p><br></p><ol><li>Using a pre-defined rate for Travel Hours & Mileage.</li><li>Using a selectable 'Travel Charge Rate'</li></ol><p><br></p><p><strong><span style="font-size: 12pt;">Using Pre-Defined Charge Rates for Travel & Mileage</span></strong></p><p>In Configuration > Billing > Labour and Travel, if 'Use Travel Charge Rates' is disabled then two fields will be presented below.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZjZjQxMTc1LTBkMGEtNDQ5Ni1iZjg5LTlkMThmYjAwY2QyNiJ9.PoVvSj66sP5xTWaYTzyCVZxusO1KPIgSgw_ICAKpP-I" class="fr-fic fr-fil fr-dib" width="479" height="161"></p><p><strong><span style="font-size: 10pt;">Fig 4. Defining Travel & Mileage Charge Rates</span></strong></p><p><br></p><p>These two fields will establish the Charge Rates for Travel Hours & Mileage, respectively. It's worth noting that this method does not allow the selection of charge rates applied for Travel & Mileage on an Action-by-Action basis & will <strong>always</strong> use the rates selected <strong>(Fig 4)</strong>.</p><p><br></p><p>A use case for this may be if you charge for both travel & Mileage at the same time.</p><p>It is worth noting that the rates selected in<strong> Fig 4 </strong>follow all of the conventional Charge Type behaviour (Billing Rules, overriding charge rates etc..)</p><p><br></p><p><strong><span style="font-size: 12pt;">Using 'Travel Charge Rates'</span></strong></p><p>In Configuration > Billing > Labour and Travel, enable 'Use Travel Charge Rates'. Now the two fields previously mentioned in <strong>Fig 4</strong> are replaced with a single 'Travel Time Charge Type'.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImUwY2NkY2FkLWYxNDMtNGZjNC1iMWQ5LWM0Njk0MDhmMWEzYSJ9.wv0HjolbbTgUJrJPwnBbO2WJ0nXo6teTuXvQ2auR39M" class="fr-fic fr-fil fr-dib" width="1234" height="224"></p><p><strong><span style="font-size: 10pt;">Fig 5. Default Travel Time Charge Type</span></strong></p><p><br></p><p>You will also find that your Charge Types are now given a second Use of 'Travel'.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjlhM2VhMTAyLWFhOWUtNDI1ZC05NmQwLWVmOTBhOThmMzY0NyJ9.HRrOfeQw_G00iZo-4TiyJ6zPuF0sEehwm_Tn1e6-HVY" class="fr-fic fr-fil fr-dib" width="460" height="392"></p><p><strong><span style="font-size: 10pt;">Fig 6. New 'Travel' Use on a Charge Type</span></strong></p><p><br></p><p>When selecting 'Travel' as the Charge Type's use, you will see different options in the Rates tab.</p><p><br></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk4NzZmY2M3LTI4OGUtNGY5Yy04NjkzLTJmZmE3YmU4YmUwYyJ9.VI7d6nuVHSWz7HGc1eic1TbFUb-Mo2hf1YIQabOS9ew" class="fr-fic fr-fil fr-dib" width="1291" style="width: 1293px; height: 308.39px;" height="308"></p><p><strong><span style="font-size: 10pt;">Fig 7. Options from the Rates tab for a Charge Type with use 'Travel'</span></strong></p><p><br></p><p>You will see here that you have an option to use for Travel Time, Distance, or both. When using for both travel & distance, two invoice lines with the same description will be added to invoices with quantities equating to the travel time/distance.</p><p><br></p><p>The intention with this functionality is to create multiple Charge types of use 'Travel' & specify on each one whether to use Travel, or Distance. The surcharges module has to be enabled for the "Travel Surcharge" column to show (surcharges can be enabled in Configuration > Billing).</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjI3ZGIzOGYwLTQ3ZGItNDg1ZS05MTE5LTViZGY4YWEwYzU1ZiJ9.ybwQafn5QSrZZNVxdyXFeweYip9TrtnN3D3ciG4olUQ" class="fr-fic fr-fil fr-dib" width="828" style="width: 830px; height: 298.919px;" height="299"></p><p><strong><span style="font-size: 10pt;">Fig 8. Surcharges Module</span></strong></p><p><br></p><p id="isPasted">You can choose separate rates if using both travel time and distance. If both "Use for Travel Time" and "Use for Distance" are enabled, an extra box to specify the distance rate will appear. If only one of the above is enabled, the standard "Rate" field is used for either.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ5NjBjNjg5LTc5ZjItNDE1MS04MzM4LWM1OGQyOWNkNjk2NiJ9.6iQohksMOusr7z7LI7nQf2-NXM7h-fS3ndlT0uQ67fc" width="178" height="406" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 9. Distance rate.</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Rates for distance can be set to 3 decimal places.<br></span></p><p><br></p><p>When Travel Charge rates are enabled, you will also find a new field available in the field list for actions - 'Travel Charge Rate'.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImYzOWJhNDIzLTFiOTMtNDFhZi05ZWI2LTJmYjNiMTFiM2E2OCJ9.znaKCgW_GJ2Q1HbtrERfKVpNI8Og4HgXJNdgwDhlXuM" class="fr-fic fr-fil fr-dib" width="486" height="325"></p><p><strong><span style="font-size: 10pt;">Fig 10. Travel Charge Rate field on an Action</span></strong></p><p><br></p><p>As with other entities to invoice in Halo, you will find a Travel Hours & Distance Travelled section of Ready for Invoicing.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE3YmUyZTVlLTdlMDEtNDQ5MS1iNmZkLWJlMTMyZGYyNzI5MCJ9.PtAObw9smY_cMAoGl6PrEKqtpsWI5VMZQKUuW55e_V4" class="fr-fic fr-fil fr-dib" width="1033" style="width: 1035px; height: 499.565px;" height="500"></p><p><strong><span style="font-size: 10pt;">Fig 11. Travel Hours & Distance Travelled sections of Ready for Invoicing</span></strong></p><p><br></p><p>You can also set/restrict when travel/mileage is able to be billed. Under Configuration > Billing > Labour and Travel, you will see the setting highlighted in <strong>Fig 12</strong>. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijg1ZWYzNjhkLWE5ZWMtNDk0OS05YTE5LTQ5OWFlNDVkM2M4MSJ9.0rWuOu_-3aqCPsnBqS4ZLbCUx1Fa1L88h0wjVQJRfSE" class="fr-fic fr-fil fr-dib" width="470" style="width: 472px; height: 213.875px;" height="214"></p><p><strong><span style="font-size: 10pt;">Fig 12. Status of Tickets before the travel/mileage is able to be invoiced</span></strong></p><p><br></p><p>The ticket will need to be in the status chosen here before an invoice a can be created for the travel/mileage (appearing in the ready for invoicing area). This allows you to restrict ticket labour to only be billed when the ticket is closed, but have travel/mileage be billed when the ticket is still open. </p><p><br></p><p><strong>Adding Travel rates to Billing Rules</strong></p><p>Travel rates can now be used in Billing Plan Combinations on Clients and Contracts.</p><p><br></p><p>To allow this ensure the "Allow Travel Charge rates to be used on Billing Plan Combinations" checkbox is selected in Configuration > Billing > Labor and Travel.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjVhNGJkZGNkLWQ4OWUtNDIwYS1hMzNmLTllMTVjOWZkYTYwNCJ9.2EuQpr3ys7B_2L1cco72w9yjID_H6LoS_58JjYNAG4c" class="fr-fic fr-fil fr-dib" width="802" style="width: 804px; height: 362.17px;" height="362"></p><p data-pasted="true"><strong><span style="font-size: 10pt;">Fig 13. Allowing Travel rates in billing plan combinations</span></strong></p><p><br></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM3YzU2ZThiLTRiZGUtNGNiZS04YmY0LTI1YWJmNjExNGYwZSJ9.UD5uhruh0QmDfKTjBpdQdijwm6ujU0RKqOalTuV54bE" class="fr-fic fr-fil fr-dib" width="655" height="810"></p><p><strong><span style="font-size: 10pt;">Fig 14. Travel rates in billing plan combinations</span></strong></p><p><br></p><p>The travel rate billing plan can be set to 'Pay as you go', which will invoice as usual, 'Don't Invoice' which will remove billable travel time and prevent the travel time from showing the 'Travel' Ready for Invoice area, or 'Contract' which will match the contract to the action as a travel contract. Currently, any travel time that is matched to travel contracts won't be invoiced.</p><p><br></p><p><br></p>
