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</style><p><strong>In this guide we will cover:</strong></p><p><strong>- What is Invoice Merging?</strong></p><p><strong>- Configuring which Invoices Merge </strong></p><p><strong>- Merging/Grouping Invoice lines</strong></p><p><br></p><p><strong><span style="font-size: 14pt;">What is Invoice Merging?</span></strong></p><p>Invoice merging in Halo allows you to have invoices for different entities (Sales orders, labour, pre-pay etc.) but the same customer/site merged together automatically when they are created from the Ready for Invoicing area. This allows you to create fewer invoices per customer/site. You will need to configure which invoices are merged together so that when you generate all your invoices from the Ready for Invoicing area, they are merged together accordingly. </p><p><br></p><p>Merging only affects invoices that are generated from the Ready for Invoicing area. When generating invoices elsewhere in Halo these merging settings will not apply. For information on creating invoices from the Ready for Invoicing area checkout <a target="_blank" rel="noopener noreferrer" data-fr-linked="true" href="https://usehalo.com/halopsa/guides/1961" data-pasted="true">The Ready For Invoicing Area</a>. </p><p><br></p><p>Another method to control how invoices merge together are available, giving more control over which invoices are merged together. </p><p><br></p><p>Invoice line grouping in Halo determines how many lines are created on a pay as you go labour invoice. Allowing you to customise how labour time is organised on invoices. </p><p><br></p><p>In this guide we will cover both how to configure which invoices merge together when invoicing different entities at once. As well as how to control how many lines are created on labour invoices. </p><p><br></p><p><strong><span style="font-size: 14pt;">Configuring which Invoices Merge </span></strong></p><p><strong><span style="font-size: 12pt;">Invoice Merging v1</span></strong></p><p>The v1 method of invoice merging allows you to control how invoices are merged together using global and customer level settings. This is the default method.</p><p><br></p><p>To use the v1 method head to Configuration > Billing > Invoice Creation > Invoice merging section > Ready For Invoice Merging Method, select "v1" in the "Ready For Invoice Merging Method" field. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjIwNjczZGE2LTMyMmQtNDJiNi1hYTlmLTdiYmJmMTA0YjY4MSJ9.Dkp63R5Ulf_RMHXnzVTxEwALL08j2vXg8vd_oCFKlbE" class="fr-fic fr-fil fr-dib" width="793" style="width: 795px; height: 501.322px;" height="501"></p><p><strong><span style="font-size: 10pt;">Fig 1. v1 Ready for Invoice Merging Method</span></strong></p><p><br></p><p>When this option is chosen you will have various settings available below. These settings will control how invoices merge together. </p><p><br></p><p><strong>Invoice each Ticket separately - </strong>When enabled an invoice will be created per ticket for each client. </p><p><strong>Add Labour and Products from Tickets and Pre-Pay charges onto Recurring Invoices/Sales Orders - </strong>When enabled, any additional labour, product or pre-pay charges will be included on recurring invoices or sales order(s) for the client. </p><p><strong>Merge recurring invoices into one invoice per client -</strong> When enabled, recurring invoices that share the same period will be created on the same invoice for each client. If a recurring invoice is assigned to a specific site, these will be invoiced separately.</p><p><strong>Merge sales order invoices into one invoice per client -</strong> When enabled, a single invoice will be created for all sales orders for each client. </p><ul style="margin-left: 20px ;"><li>This will also result in sales orders merging into invoices for all other entities. Therefore, if you would like sales order invoices to be merged into project or labour invoices, this will need to be enabled. </li></ul><p><strong>Merge sales order invoices into one invoice per delivery address -</strong> When checked, an invoice will be created per delivery address. Only sales orders that share the same delivery address will be merged together. </p><p><strong>Merge sales order invoices into one invoice per site -</strong> When checked, an invoice will be created per site. Only sales orders that share the same site will be merged together. </p><p><br></p><p data-pasted="true"><strong><span style="font-size: 12pt;">Invoice Merging v2 </span></strong></p><p>The v2 method of invoice merging allows you to control how invoices are merged together using merging keys. Keys allow you to specify which entities you would like to merge together, and if you would like them to merge at client or site level. In order for entities to merge, they must share the same key, only entities that share the same key will be merged. This method provides more customisation. </p><p><br></p><p data-pasted="true">To use the v1 method head to Configuration > Billing > Invoice Creation > Invoice merging section > Ready For Invoice Merging Method, select "v2" in the "Ready For Invoice Merging Method" field. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ4OWVlMmJlLTU2NzgtNDBhNC05N2NkLTMyN2NjOTRmNTkyOCJ9.vl7lG0mt0SMSuYxdHeubdL__LSSYHRVDp7cz2KgeDqc" class="fr-fic fr-fil fr-dib" width="900" style="width: 902px; height: 756.062px;" height="756"></p><p><strong><span style="font-size: 10pt;">Fig 2. v2 Ready for Invoicing merging method</span></strong></p><p><br></p><p>When this option is chosen you will be able to set the merging key each billable entity uses. </p><p><br></p><p>If keys are left blank, or each entity has a unique key, each entity will be invoiced on it's own invoice (per client). </p><p><br></p><p>In the figure 3 example, invoices for labour and products will be merged together for each client. All other entities will be created on their own invoices. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImIyZmY2Y2YyLThlN2ItNDI5ZS1iZWQ0LTdjMTM1OGUyOTc0YyJ9.Aggn4cLkBE6LKUNh1FYI2KsJURiEi624XGNi3coXngg" class="fr-fic fr-fil fr-dib" width="783" height="721"></p><p><strong><span style="font-size: 10pt;">Fig 4. Keys to allow labour and product invoices to merge</span></strong></p><p><br></p><p>In the figure 5 example, labour and product invoices will be merged together and project and sales order invoices will be merged together. But project/sales order invoices will not merge with labour or product invoices. All other entities will be created on their own invoices. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZmODhhOTY1LTRmZTQtNGExMy1hYzE2LTdjODA1ZTAxMTBiNyJ9.t9CJVOgLhZ7UWsZBIc0LBkTWwm5qaDCKDTpLkB5OC5M" class="fr-fic fr-fil fr-dib" width="606" height="659"></p><p><strong><span style="font-size: 10pt;">Fig 5. Keys to allow labour and product invoices to merge and project and sales order invoices to merge</span></strong></p><p><br></p><p>In the figure 6 example, labour and product invoices that share the same site will be merged together, and sales order and project invoices that share the same client will be merged together. All other entities will be created on their own invoices, per client.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImIwMzllOThjLWMxMmMtNDE5ZS05MmJmLTQyNzE3YmE4MmUwYiJ9.uwkV_HuZWPxQes1bLZwatMfHwhZBU0DAjP9YaExLpM4" class="fr-fic fr-fil fr-dib" width="560" height="562"></p><p><strong><span style="font-size: 10pt;">Fig 6. Keys to allow labour and product invoices to merge for each Site</span></strong></p><p><br></p><p>The variables $-clientid or $-siteid are used to control whether invoices merge at the site level or client level. The Keys will still need to match exactly for invoices to merge, if a key for one entity is labour-$-clientid, and the key for another is labour-$-siteid (without the additional hyphens), the invoices for the entities will not merge. </p><p><br></p><p>The ordering of the keys does not matter, as long as two entities share the same key, they will merge. </p><p><br></p><p data-pasted="true"><strong><span style="font-size: 12pt;">Customer level Settings</span></strong></p><p>When using either v1 or v2 invoice merging, customer level merging settings can also be used. These will override merging configured globally for each customer. </p><p><br></p><p>Customer level settings are used when you would like merging to behave differently per customer/for a particular customer.</p><p><br></p><p>Customer level merging settings are found under Customers > select a customer > Billing tab > Invoice Settings section.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImEwZjNlMjQ0LTk4OWUtNGQ5ZC05Zjg0LTM3ZjEwYTM3NGE5NiJ9.asOnf5e5cobPv9nJRv2h4JHizzRopSylpMFJV1T5mE0" class="fr-fic fr-fil fr-dib" width="573" style="width: 575px; height: 367.08px;" height="367"></p><p><strong><span style="font-size: 10pt;">Fig 7. Customer level merging settings</span></strong></p><p><br></p><p><strong>Create Labour and Items Issued Invoices per Site -</strong> When enabled, invoices generated for labour or items issued will only be merged together at the site level. Only labour entries carried our at the same site, and items issued to the same site will be merged together. Useful when each site under the customer is billed separately. </p><p><strong>Invoice Tickets separately for this Customer -</strong> When enabled, each ticket for this customer will be on it's own invoice. This will override the global setting "Invoice each Ticket separately". </p><p><br></p><p><strong><span style="font-size: 14pt;">Merging/Grouping Invoice lines</span></strong></p><p>You can also configure how the lines on project and labour invoices are grouped together, this controls how many lines an invoice will have. For example, whether you would like a line for each ticket, or a line for each charge rate on the invoice. </p><p><br></p><p>To configure how lines are grouped together, head to Configuration > Billing > Invoice Creation > Invoice Creation, here there are a few settings that will control which lines are grouped together. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUwOTUxYmIzLTRjOWYtNDAyMi05ZmIyLTYyMzY4MDYyMWM0NiJ9.A6rXCTnQcbMpndZ5gIwFKbeXzcRUoxmxAlWfBEAv5DE" class="fr-fic fr-fil fr-dib" width="1073" style="width: 1075px; height: 540.135px;" height="540"></p><p><strong><span style="font-size: 10pt;">Fig 8. Settings to control how invoice lines are grouped</span></strong></p><p><br></p><p><strong>Grouping for Invoice lines (Labour) - </strong>This controls how invoice lines for billable (labour) time will be grouped. </p><p><br></p><p><strong>Grouping for Invoice lines (Labour found under the Projects view only) - </strong>This controls how invoice lines for labour logged on project tickets will be grouped together, only when the invoice is generated from the 'Projects' section of Ready for Invoicing.</p><p><br></p><p><strong>Grouping for Invoice lines (Project) -</strong> This controls how invoice lines for labour logged on project tickets will be grouped together, only when the invoice is generated from the 'Project' section of Ready for Invoicing. When creating invoices from this area the time added across all project tasks will be included. </p><p><br></p><p>The options for each setting are as follows:</p><ul><li><strong>No Grouping -</strong> Each action will be it's own line. </li><li><strong>Group by Ticket, Rate and Day -</strong> A line will be created for each charge rate used, per day and per ticket. </li><li><strong>Group by Ticket and Rate -</strong> A line will be created for each ticket and each charge rate used on that ticket. </li><li><strong>Header for each Agreement, and a line for each Rate -</strong> A line will be created for the total time logged using each charge rate. This will be organised based on the agreement the action is linked to. </li></ul><p><br></p><p>Project line grouping settings also have the additional option:</p><ul><li><strong>Header for each Project, and a line for each Budget Type -</strong> A line will be created for each budget type used on the project, these lines will be grouped by the project the time was logged on. </li></ul><p><br></p><p><strong><span style="font-size: 12pt;">Merging Product Groups </span></strong></p><p>To have product groups merge (so all items in a group are contained within a single group) you will need to enable "Merge invoice line groups with the same name", found under Configuration > Billing > Invoice Creation.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZhYzhhNWU5LTI3NGQtNGFhYS1hZDMzLTBjOWYyZTQwNDY3YiJ9.hpFQ0EL0nqzG0J5MVOVltg1HAx0_E6fgtYFhJe9Zwko" class="fr-fic fr-fil fr-dib" width="508" style="width: 510px; height: 309.471px;" height="309"></p><p><strong><span style="font-size: 10pt;">Fig 9. Merge invoice line groups with the same name</span></strong></p><p><br></p><p>When this is enabled, any invoices that are being merged that contain product groups with the same name, will have the product groups merged together. So only one group name header appears for all the items in this group. Keep in mind only the group name/header will merge, line items within the group will not merge. </p><p><br></p><p><strong><span style="font-size: 12pt;">Add Groups Automatically based on Product Groups</span></strong></p><p>To have lines grouped automatically based on the product groups they are in, enable "Automatically add Product Groups as groups when adding Products to invoices" found under Configuration > Billing > General Settings.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ4MjU2YTNiLTJlZTMtNGU5MC1iNjQ1LTNiYjliOTQyMTJlMCJ9.6SbgkC0lvO3G4kuqGZueDsiaNz1H_6f8Ea5sGAi48aI" class="fr-fic fr-fil fr-dib" width="569" style="width: 571px; height: 298.876px;" height="299"></p><p><strong><span style="font-size: 10pt;">Fig 10. Automatically add Product Groups as groups when adding Products to invoices</span></strong></p><p><br></p><p>For more information on how this functionality works, checkout <a target="_blank" rel="noopener noreferrer" data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2249" data-pasted="true">Group Invoice Lines by Product Group</a>. </p><p><br></p><p><br></p><p><br></p>
