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</style><p><strong>In this guide we will cover:</strong></p><p id="isPasted"><strong>- Adding a Pro-Rata line to an Invoice</strong></p><p><strong>- Pro-Rata for Manually Updated Recurring Invoice Lines</strong></p><p><strong>- Pro-Rata for Automatically Updated Recurring Invoice Lines</strong></p><p data-pasted="true"><strong>- Customise the Description of Pro-Rata Lines</strong></p><p><strong>- Pro-Rata Configuration Options</strong></p><p><strong>- Merging Pro-Rata Lines</strong></p><p><br></p><p><br></p><p><strong>Admin Guides: </strong></p><ul><li><a href="https://usehalo.com/halopsa/guides/1356/" rel="noopener noreferrer" target="_blank"><strong>Recurring Invoices</strong></a></li></ul><p><br></p><p><strong><span style="font-size: 14pt;">Adding a Pro-Rata line to an Invoice<br></span></strong></p><p>Pro Rata lines can be added by editing the line items on recurring invoices and scrolling to the bottom. These are used to ensure that an invoice accounts for parts of a period. They appear as a separate line on an invoice that is created for after the "Date to be Added". Pro rata can be used on automatically calculated lines such as "license count on creation" this will account for licenses added mid way through the current period, and only invoice for the period it is in use, allowing you to have a recurring invoice automatically update based on the license count of the customer at that moment in time.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjU3ZDBlNzEzLTkwYjUtNDVhYy05OWJmLTVhMWU4MWNmOGI3YiJ9.1f1ROk9eCp2AGf7zWe50UXe-OdCfwospWHVQZVnBg60" class="fr-fic fr-fil fr-dib" width="1236" style="width: 1238px; height: 255.952px;" height="256"></p><p><span style="font-size: 10pt;"><strong>Fig 1. Pro Rata example</strong></span></p><p><br></p><p><strong><span style="font-size: 14pt;">Pro Rata for Manually Updated Recurring Invoice Lines</span></strong></p><p>When adding Pro Rata lines to a Recurring Invoice line that has the quantity set/update manually, the quantity in the Pro-Rata line will be added to the line quantity after it is used to create an invoice. In the example below (Figure 2) we have a recurring invoice with a line for 10 Microsoft 365 Business Basic licenses and we want to add 2 licenses to this count from 16th March. To do this edit the line you would like to add the Pro-Rata to.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFjZjRkMGVhLTkxYTUtNDUyOS1iNTMzLTI0NWE3ODM2MWI4YyJ9.kQ9bQbMzcvTnEsEzxAaWENXy4Xfaygks33SZV7xgYNs" class="fr-fic fr-fil fr-dib" width="1171" style="width: 1173px; height: 349.661px;" height="350"></p><p><strong><span style="font-size: 10pt;">Fig 2. Example Recurring Invoice</span></strong></p><p><br></p><p>Now expand the Pro-Rata section by clicking into it. Add to the Pro-Rata table, and set the date to add the Pro-Rata, quantity you are adding, and the price and cost per item.</p><p><strong><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjMzNWY1MzA4LTAyNDItNDAxOC04ODBmLWI5OTU4ZjBmNDY3MSJ9.b2H7B66eXQNL32D4lx3x7dRw8GZxlhFRUC8LBLOaPuI" class="fr-fic fr-fil fr-dib" width="1183" style="width: 1185px; height: 243.044px;" height="243"></strong><br></p><p><strong><span style="font-size: 10pt;">Fig 3. Pro Rata lines for a Recurring Invoice</span></strong></p><p><br></p><p>Once we create the Invoice, from this Recurring Invoice, (in this example at the end of March) the Recurring Invoice quantity will be updated to 12 (Figure 4) and the Pro Rata line will be removed.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImE5M2MxYjQ3LTRkYWEtNGJkOC1hYzk2LTg4MTVmNGM4ZjcxNiJ9.8orvTD-4p7SpiRwJ4W15IDu-8AFAjubNDXsfUuhZuUY" class="fr-fic fr-fil fr-dib" width="663" style="width: 665px; height: 299.941px;" height="300"></p><p><strong><span style="font-size: 10pt;">Fig 4. An updated Recurring Invoice</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Invoice Pro-rata separately/right away</span></strong></p><p>If you would like to invoice for the pro-rata amount separately, or invoice this amount sooner there are two setting against the pro-rata line that allow you to do this.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBjNTRiNWJhLTFkMTItNDY3My1hMTQ5LTBkOTRlYTZiNTA5YiJ9.cPC6-IP6MiMnG1UxVZY7Hlo61r052USkJyyqhTwqcS4" class="fr-fic fr-fil fr-dib" width="569" height="818"></p><p><strong><span style="font-size: 10pt;">Fig 5. Settings to invoice pro-rata right away</span></strong></p><p><br></p><p><strong>Immediately Invoice this Pro-Rata:</strong> When enabled an invoice will be immediately created for this amount of pro-rata upon saving the pro-rata. To find the invoice created edit the pro-rata line after saving to see a link to the invoice ID.</p><p><br></p><p>Show this Pro-rata in Ready for Invoicing so it can be Invoiced immediately: When checked this pro-rata amount will appear in ready for invoicing, allowing you to create an invoice for it. The invoice can either be created right away or during your next billing run. A link to the invoice will appear against the pro-rata line when the invoice has been created.</p><p><br></p><p>These are useful if you do not want to wait for the invoice's next creation date before invoicing for the pro-rata amount. Once the pro-rata is invoiced the next invoice created from the recurring invoice will have it's quantity updated in line with the new amount.</p><p><br></p><p>Deleting an Invoice created from the Ready For Invoice area that contains pro-rata, will reset the pro-rata line as ready to be invoiced. </p><p><br></p><p><span style="font-size: 14pt;"><strong>Pro Rata for Automatically Updated Recurring Invoice Lines</strong></span></p><p data-pasted="true">If you use calculated quantities to automatically update the quantities on your recurring invoice line(s) pro-rata can be calculated and added automatically. You will need to configure if and how pro-rata is added when adding the line to the recurring invoice, although the line can be updated and this changed after creation. </p><p><br></p><p><strong><em>Note: Pro-rata can still be added to invoice lines using calculated quantities manually as outlined in the above section "Pro Rata for Manually Updated Recurring Invoice Lines".</em></strong></p><p><br></p><p>To do this add a new line to the recurring invoice as usual, and select how you would like the quantity to be calculated. In the Figure 6 example the quantity of the line is determined by the number of users under this Customer/Site. </p><p><span style="font-size: 14pt;"><strong><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFiZjY3YWM3LWVjMjctNGNmZC04NWFkLTljY2Q1ZGQxMTgxZSJ9.mVMA1IPSlXHxgdrsdIbWEC0Wi9MeScqNnMrZKq4LcQE" class="fr-fic fr-fil fr-dib" style="width: 1287px; height: 408.756px;" width="1285" height="409"></strong></span></p><p><strong><span style="font-size: 10pt;">Fig 6. Recurring invoice like with quantity determined by user count</span></strong></p><p><br></p><p data-pasted="true">Then add criteria to the quantity calculation (using the "Add" button). When adding set the criteria as desired, you will also see an option to determine how pro-rata is added following changes to the quantity of this line. </p><p><strong><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk3Y2RmNWQ0LWFhYWYtNDcwOC05NjU5LThiOGZiOGVmYzMxNCJ9.AYd4K-AahkyciV-jz0N8m15lVyBjKQgHjkK3e1apkmI" class="fr-fic fr-fil fr-dib" width="491" style="width: 493px; height: 419.886px;" height="420"></strong></p><p><strong><span style="font-size: 10pt;">Fig 7. Setting to control how pro-rata is added when the quantity of the line changes</span></strong></p><p><strong><br></strong></p><p>There are various options here, they control pro-rata as follows: </p><p style="margin-left: 20px;"><strong>Include changes in the next invoice: </strong>No pro-rata will be applied, any quantity changes will be charged/discounted for the whole period. The next invoice created will bill/discount for the full price of the total quantity added/removed by the end of the billing period</p><p style="margin-left: 20px;"><strong>Pro-rata from the date the change occurred:</strong> A Pro-rata line will be added to the next invoice created. The next invoice will include a line for the pro-rated price/discount of the added/removed quantity based on the date the quantity was changed.</p><p style="margin-left: 20px;"><strong>Exclude changes from the next invoice:</strong> The next invoice will have a line added to show the additional quantity bought/removed, but this will not be charged/discounted, the customer will be charged for the quantity present at the start of the billing period. The invoice created after this will then have the new updated quantity and will bill in full for this quantity. </p><p style="margin-left: 20px;"><strong>Immediately invoice changes:</strong> A separate invoice for the pro-rated amount will be created as soon as the quantity changes. The next created recurring invoice will not include the quantity changes but the invoice after this will.</p><p style="margin-left: 20px;"><strong>Pro-rata any changed and add this to the ready-for-invoicing section for billing separately from the Recurring Invoice:</strong> When quantity changes occur, an invoice will be available to be created from the "Pro-Rata" section of Ready for Invoicing for the increased amount. This only applies to increases, decreases in quantity will not result in an additional invoice being available to be made. </p><p style="margin-left: 20px;"><br></p><p><strong><em>Note: When using options resulting in a separate invoice for the pro-rated amount to be created, an invoice will only be created if you are not behind on invoicing. That is, if you have not yet invoiced for the period the quantity changes took place in, an additional invoice will not be made. </em></strong></p><p><strong><br></strong></p><p>If your quantity calculation is based on user or asset count and you have specified criteria assets/users need to meet to be included in the quantity calculation (using the criteria table shown in Figure 8), you may not be able to automatically pro-rate changes made to the quantity. On versions prior to v2.238 if criteria is specified for the calculated quantity you can only use the pro-rata option to "Include changes in the next invoice". </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImM0Mzg5M2IwLWZkMjItNGU1Zi05NmYzLWJmOWNiYzg2NjNhZSJ9.JrXGeUX6BOtRLkYQAdXJ97wI3PxiO-Rj_zImMpqYQ3c" class="fr-fic fr-fil fr-dib" style="width: 476px; height: 373.968px;" width="474" height="374"></p><p><strong><span style="font-size: 10pt;">Fig 8. Pro rata option when specifying criteria for calculated quantity</span></strong></p><p><br></p><p>On versions v2.238+ all pro-rata options are available to use when criteria is specified for the calculated quantity. But keep in mind if criteria is changed mid-period, pro-rata will not be added based on criteria changes. The next invoice created (regardless of the period you are invoicing for) will have it's quantity calculated using the new criteria. </p><p><br></p><p><strong><span style="font-size: 14pt;">Customise the Description of Pro-Rata Lines</span></strong></p><p>Set the description used for pro-rata lines under Configuration > Billing > Invoice creation, using the fields shown in Figure 9. Dollar variables can be used here to pull through values dynamically. </p><p><strong><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI1OTUzZWNiLThkZTgtNDczNS1iNjQ5LWEwYmUyNTI5OGMyNiJ9.X7kJcnvmONXjoWkB2cjywTPt9T8uuQkaGeQQTH08KtY" class="fr-fic fr-fil fr-dib" style="width: 878px; height: 521.859px;" width="876" height="522"><span style="font-size: 10pt;"> Fig 9. Set the description for pro-rata lines</span></strong></p><p><br></p><p><strong>Pro Rata for Users Invoice description: </strong>This is used when Pro-rata lines are automatically generated for changes made to Users. The following variables can be used $USERNAME, $ITEMDESC, $STARTDATE, $ENDDATE</p><p><strong>Pro Rata for Assets Invoice description:</strong> This is used when Pro-rata lines are automatically generated for changes made to Devices. The following variables can be used $DEVICETYPE, $ITEMDESC, $STARTDATE, $ENDDATE</p><p><strong>Pro Rata for Licences Invoice description: </strong>This is used when Pro-rata lines are automatically generated for changes made to Licences. The following variables can be used $LICENCE, $ITEMDESC, $STARTDATE, $ENDDATE</p><p><br></p><p><strong><span style="font-size: 14pt;">Global Pro-Rata Configuration Options</span></strong></p><p>There are many configurable options that apply globally to pro rata, found under Configuration > Billing > Recurring Invoices.</p><p><br></p><p><strong>Allow negative pro-rata quantities: </strong>Allows for deductions on invoices if the item was only purchased for use of i.e. 7 days of that creation period.</p><p><strong>Use Negative Price rather than Quantity for Pro-Rata when added to invoices: </strong>When enabled, negative Pro-Rata can be added to a Recurring Invoice by using a negative price rather than a negative quantity. This is useful for syncing invoices to accounting tools which do not allow negative quantities.</p><p><strong>Create Pro-rata lines automatically when adding new lines to Recurring Invoices:</strong> This setting will automatically add a pro rata line to a recurring invoice when new lines are added. The current date is used for the pro rata calculation. It can be overridden when adding the line.</p><p><strong>(Calculated quantities) Default the Pro Rata behaviour to 'Immediately Invoice for Changes' for selected period types:</strong> When adding new lines to recurring invoices the default for the Pro Rata behaviour will be set to 'Immediately Invoice for Changes' for the periods set on the dropdown.</p><p><strong>(Manual quantities) Default 'Immediately Invoice this Pro-Rata' to true for the selected period types:</strong> When manually adding Pro-Rata lines 'Immediately Invoice this Pro-Rata' will be set to true for the periods set on the dropdown.</p><p><strong>(Manual quantities) Default for 'Show this Pro-Rata in Ready for Invoicing so it can be invoiced immediately' to true for the following period types:</strong> When manually adding Pro-Rata lines 'Show this Pro-Rata in Ready for Invoicing' will be set to true for the period set on the dropdown.</p><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Merging Pro-Rata Lines</span></strong></p><p>The following checkbox can be enabled within Configuration > Recurring Invoices > Quantities and Pro-Rata section. This will show automatic pro-rata additions (i.e. licence count) within one line for the entire date range instead of one for each month.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk1OTUxMTE0LTFlY2ItNDYwZi05ZWQwLTRiYzI3ZDZiYTBmMCJ9.GRnzDeNBsdsC2F98XNDBmcI8KMtMYRVchPMsqxuAFXM" width="398" height="35" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 10. Enabling pro-rata merging</span></strong></p><p><br></p><p>The line will show both date ranges on the same line, instead of separate.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBjZjA1ZjFlLTRlYzUtNGNhMi1hNTRmLWEyYjE5ZTNhY2I0MyJ9.I6Ki1MJT_GGWeHZ0gbb3w43c-eaSXiW1nUUiAPvDv_s" width="1218" style="width: 1220px; height: 244.625px;" height="245" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 11. Pro-rata shown on the recurring invoice</span></strong></p><p><br></p>
