<style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><p><strong><span style="font-size: 11pt;">In this guide we will cover:</span></strong></p><p><span style="font-size: 11pt;"><strong>- What Is Pre-Pay V2?</strong></span></p><p><span style="font-size: 11pt;"><strong>- Switching To Pre-Pay V2</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>- Enabling Pre-pay v2</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>- Enabling Ready For Expiry</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>- Recalculate Pre-pay Expiry Records</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>- Recalculate Billing</strong></span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;"><strong>- Re-expire Pre-pay</strong></span></p><p><span style="font-size: 11pt;"><strong>- Using Pre-Pay V2</strong></span></p><p><span style="font-size: 11pt;"><strong><br></strong></span></p><p><span style="font-size: 11pt;"><strong>Related Guides:</strong></span></p><p><span style="font-size: 11pt;"><strong>- </strong><a href="https://usehalo.com/halopsa/guides/1955/" target="_blank" rel="noopener noreferrer" style="font-size: 11pt;"><strong>Pre-pay</strong></a></span></p><p><span style="font-size: 11pt;"><strong>- </strong></span><a href="https://usehalo.com/halopsa/guides/1355/" target="_blank" rel="noopener noreferrer" style="box-sizing: inherit; color: rgb(15, 97, 161); background-color: rgb(255, 255, 255); touch-action: manipulation; text-decoration: underline; cursor: pointer; user-select: auto; font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal;"><strong><span style="font-size: 11pt;">Pre-pay (configuration settings)</span></strong></a></p><p><br></p><p><span style="font-size: 11pt;">This guide should be used if you have been advised to switch your pre-pay calculation method to v2. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>This article is a guide on switching your pre-pay calculation method, it is not a guide for setting up pre-pay. The process for configuring pre-pay has not been changed</strong>, so setting up pre-pay for a customer is the same process regardless of whether you are using pre-pay calculation method v1 or v2. Therefore, for details on how to set up pre-pay, please do refer to <a href="https://usehalo.com/halopsa/guides/1955/" target="_blank" rel="noopener noreferrer" data-pasted="true" style="font-size: 11pt;">the Pre-Pay guide</a>. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>Important: when performing your recalculations for switching to this method, it is important to recalculate as far back as your records go.</em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><strong><span style="color: rgb(184, 49, 47); font-size: 11pt;">Pre-pay V2 is available from version 2.238+.</span></strong></p><p><br></p><p data-pasted="true"><strong><span style="font-size: 14pt;">What Is Pre-Pay v2?</span></strong></p><p><span style="font-size: 11pt;">A second calculation method has been added as an option for pre-pay calculations. This calculation method locks actions against specific buckets of pre-pay when that pre-pay has been expired so that, post-expiry, it cannot change from the bucket of hours it was deducted from and is fully locked in the event of billing recalculation. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">An area called "Ready For Expiry" has also been added that allows for manual control of expiration of pre-pay records, if you do not want to control this then you can leave this area disabled and continue to use automatic expiry. However, as pre-pay v2 locks actions once pre-pay has expired, it is advised to enable the ready for expiry area so that you can ensure all pre-pay actions are correct prior to locking. </span></p><p><br></p><p><br></p><p><strong><span style="font-size: 14pt;">Switching To Pre-Pay V2</span></strong></p><p><strong><span style="font-size: 12pt;">Enabling Pre-pay v2</span></strong></p><p><span style="font-size: 11pt;">You must first enable the new calculation method for pre-pay. To do this, navigate to Configuration > Billing > Pre-pay and switch your "prepay calculation method" to "v2". </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjBjMzhmLTk0N2MtNGRlYi1iMDZiLWEzZTNjMmE2ZDU0ZSJ9.vUzMtXh7U9Dgx_Tuip33g85X7sRvrmdWNYAYXx2laAc" class="fr-fic fr-fil fr-dib" width="916" style="width: 918px; height: 490.194px;" height="490"></p><p><strong><span style="font-size: 10pt;">Fig 1. Switching to the new pre-pay calculation method</span></strong></p><p><br></p><p><span style="font-size: 11pt;">This calculation method locks actions against specific buckets of pre-pay when that pre-pay has been expired so that it cannot change post-expiry in the event of billing recalculation. </span></p><p><br></p><p><strong><span style="font-size: 12pt;">Enabling Ready For Expiry</span></strong></p><p><span style="font-size: 11pt;">A new area called "Ready For Expiry" has also been created for pre-pay records. When enabled, this new area prevents automatic expiry of pre-pay records and instead places them in a holding area similar to the awaiting review area for labour invoicing. Although this area is optional, we strongly encourage it as it allows for you to check and amend any pre-pay actions for that period prior to the pre-pay being expired and the associated actions locked. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">To enable this area, navigate to Configuration > Billing > Pre-pay and enable the setting to "use Ready For Expiry for expiring prepay". </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImVmOTc5OTM2LTEyNTAtNDhkYy05YTQ3LTQzM2JjMDFiMjAxOSJ9.63cIqbCiJ45PIv9Hx6Q-TMCLjSLrzciYSbYa6WFKOLQ" class="fr-fic fr-fil fr-dib" width="904" style="width: 906px; height: 439.842px;" height="440"></p><p><strong><span style="font-size: 10pt;">Fig 2. Enabling the "Ready For Expiry" area that prevents automatic expiry of pre-pay</span></strong></p><p><br></p><p><span style="font-size: 11pt;">This area will then appear in both the customers and contracts areas of your Halo, this is to account for both customer level pre-pay and contract level pre-pay. Customer level pre-pay will only show in the customer level ready for expiry area, contract level pre-pay will only show in the contract level ready for expiry area.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNiMWNkMTAxLWUxNTEtNDA3MC05NWUzLTBhOTU4ZGExNWNiMiJ9.0oBxeAsWx_YI5XhTJjmXpZqeUJMuapL70ldKD6DNM0E" class="fr-fic fr-fil fr-dib" width="961" style="width: 963px; height: 430.19px;" height="430"></p><p><strong><span style="font-size: 10pt;">Fig 3. The ready for expiry area in the customers area of Halo</span></strong></p><p><br></p><p><strong><em><span style="font-size: 11pt;">Note: The date that you create the expiry record will not impact the actual date of expiry for that pre-pay record nor will it impact the length of that pre-pay period. Being able to manually create the expiry record simply gives you time to edit actions before they are officially locked.</span></em></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Recalculate Pre-pay Expiry Records</span></strong></p><p><span style="font-size: 11pt;">Now that pre-pay v2 has been enabled, you can begin recalculations. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">First you should recalculate your pre-pay expiry records. To do this, navigate to a relevant customer or contract and click into the pre-pay tab. At the bottom of this page there is the "Pre-Pay Records" section, edit the page and you can then edit the records using the pencil icon on the record.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI0MzMxN2NiLWQ5OTgtNDQzMC1hN2JhLWExNTZhZmE5MGMwNyJ9.O70WmW7DBFdRRwKesP-CUYvrRQGr_xgGKpfznNxDhz8" class="fr-fic fr-fil fr-dib" width="745" style="width: 747px; height: 462.501px;" height="463"></p><p><strong><span style="font-size: 10pt;">Fig 4. Editing a pre-pay record in the pre-pay tab</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Selecting this icon brings up the modal screen for editing the pre-pay record. Make any amendments to the record if necessary and then select "recalculate expiry records" before saving. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjgzMzNiYWEwLTBiODQtNGFjOC1iNWQ0LWM1YmEzZDNmOWIyMCJ9.CT89NOGu-gd4oH-fR-vvQXiO0vErM8WMOjIehDggNeY" class="fr-fic fr-fil fr-dib" width="862" style="width: 864px; height: 709.977px;" height="710"></p><p><strong><span style="font-size: 10pt;">Fig 5. The setting to recalculate pre-pay expiry records</span></strong></p><p><br></p><p><span style="font-size: 11pt;">You should recalculate all records as far back as your records go, you should do this regardless of whether you have made edits to your actions or not. It is important to align the calculation method used for all pre-pay records, issues can arise from different methods being used for different periods. </span></p><p><br></p><p><strong><span style="font-size: 12pt;">Recalculate Billing</span></strong></p><p><span style="font-size: 11pt;">Once the pre-pay expiry records have been recalculated, you can then recalculate billing for any relevant tickets or time periods. This can be done at ticket level or at customer level. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">To recalculate billing at an individual ticket level, navigate to a relevant ticket and hover over the three dots in the top right corner. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImEwYTRmY2ViLTliODItNDZkZS05ZjdlLTcwNzg0MDQ4OGI1MyJ9.Bs-apMyYZULkWp3fReZ_RezHMkR9R4RYP5bvVtowLQE" class="fr-fic fr-fil fr-dib" width="530" style="width: 532px; height: 626.631px;" height="627"></p><p><strong><span style="font-size: 10pt;">Fig 6. Recalculating billing at ticket level</span></strong></p><p><br></p><p><span style="font-size: 11pt;">To recalculate billing for multiple tickets at once, select all relevant tickets in a ticket list, hover over the "Edit" that appears and select "Recalculate Billing".</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZjMjQzMDU5LTViMzAtNDY4ZS04ZjVkLWI5OTdhNTM4ZWU5ZCJ9.908C13smmEmx46hZ9RcxKMTyuO4w0X1_rCOtqZUDKHQ" class="fr-fic fr-fil fr-dib" width="847" style="width: 849px; height: 554.96px;" height="555"></p><p><strong><span style="font-size: 10pt;">Fig 7. Recalculating billing for multiple tickets in bulk</span></strong></p><p><br></p><p><span style="font-size: 11pt;">To recalculate billing at customer level, navigate to the relevant customer and select the "Recalculate Billing" button at the top. Using this button will allow you to recalculate billing for all Tickets within a chosen time period.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU5ZjdlYWYzLTc3MDUtNDIzYi1hNTJhLThhNWE0Zjg5NjYzMSJ9.VLLIiE_gGPpr93J-vp6U5qyq4ujnS3YF6SwRbxvz-R8" class="fr-fic fr-fil fr-dib" width="853" style="width: 855px; height: 599.466px;" height="599"></p><p><strong><span style="font-size: 10pt;">Fig 8. The button to recalculate billing at customer level</span></strong></p><p><span style="font-size: 11pt;"><br></span></p><p><strong><em><span style="font-size: 11pt;">Note: only administrators have access to the 'recalculate billing' button at customer level.</span> </em></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Re-expire Pre-pay</span></strong></p><p><span style="font-size: 11pt;">Once all recalculations have taken place and you are happy with the corrected data, you can then re-expire the relevant pre-pay records if needed. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">To do this, depending on whether you are working with customer level pre-pay or contract level pre-pay, navigate to the relevant ready for expiry area. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE3NmNiZDY1LTNlYzAtNDIyOS1iNjM2LTQ5Yzc5NThmNjMwZiJ9.gAr8olNOesjJ4OllSbYka2fxfpts6y2q-36Yc1HNUfA" class="fr-fic fr-fil fr-dib" width="902" style="width: 904px; height: 461.594px;" height="462"></p><p><strong><span style="font-size: 10pt;">Fig 9. Re-expiring any relevant pre-pay records</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Select any relevant pre-pay records and select the "create prepay expiry" button in the top right to expire the records and lock all actions against them. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>Note: when a pre-pay record is expired, any pre-pay records for periods before that one will also be expired. For example, if the pre-pay record for May is expired but April's has not been, then April's will also be expired. </em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">If you have not chosen to enable the ready for expiry area and are still using automatic expiry instead, then you can use the "recalculate prepay" button against the client to recalculate all pre-pay records and expire all relevant records that are ready for expiry.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjVmNmFiNzBjLTNjZTgtNGRkYy1hNDE1LTE5MWRhYTAxNWIzNiJ9.9eyGQkReb0y0v4sCvAizIWzYsnPAFJ8kx6kngt9XNfo" class="fr-fic fr-fil fr-dib" width="854" style="width: 856px; height: 464.059px;" height="464"></p><p><strong><span style="font-size: 10pt;">Fig 10. The option to recalculate prepay at client level</span></strong></p><p><br></p><p><strong><em><span style="font-size: 11pt;">Note: only administrators have access to the 'recalculate prepay' button at customer level.</span></em></strong></p><p><br></p><p><br></p><p><strong><span style="font-size: 14pt;">Using Pre-Pay With V2 Calculation Method</span></strong></p><p><span style="font-size: 11pt;">As mentioned at the top of this guide, setting up pre-pay has not changed with this calculation method. However, you will notice that, when actively using pre-pay, there are some changes. </span></p><p><span style="font-size: 11pt;">In this section below is a worked example using pre-pay with the v2 calculation method, and an outline of the changes that have been added in to the pre-pay functionality. </span></p><p><span style="font-size: 11pt;"><br></span></p><p data-pasted="true"><span style="font-size: 11pt;">In this example, as illustrated in Figure 11, Acorn Construction has 10 hours of pre-pay per month and those 10 hours expire at the end of each month. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjYzOTgyM2E5LTBjMzUtNGRmNy05Mzg2LWYzN2I3YjgxOTQ4ZCJ9.SWUvKl2rqriUtx6LRG7vnfPbvU1M_Ij1hb7xmRakByE" width="1003" style="width: 1005px; height: 752.412px;" height="752" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 11. Pre-pay setup for a Customer in their pre-pay tab</span></strong></p><p><br></p><p><span style="font-size: 11pt;">As you can see in Figure 11, the current bucket of pre-pay for Acorn Construction is set to expire on 30/06/2026. When it reaches the expiry date, it will appear in the ready for expiry area where you can manually expire the pre-pay and lock down the actions associated with that pre-pay. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjlkMjY5YWY4LTY4ZjMtNGU2My05NDc4LWIyNzE5NzBkNWUwNCJ9.bDQCrMosfYz1eavAPot80PH-25C6Ujbs0SeOWEfhpas" width="1088" style="width: 1090px; height: 496.51px;" height="497" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 12. Pre-pay appearing in ready for expiry on its expiration date</span></strong></p><p><br></p><p><span style="font-size: 11pt;">As such, any changes to the actions associated with the pre-pay that would affect billing should take place prior to expiration. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Once I am happy for the pre-pay to expire, I can select the relevant pre-pay records in ready for expiry and select the "create prepay expiry" button in the top right of the screen.</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk5NGRkZmQ2LWEyOTQtNGVhNy1iMjk0LTZlNWI4ZGUzMmVkMSJ9.lz-INxXh0hRK8MBtcZUhLuT7UuL2lAi63gKIL35jNWo" width="1077" style="width: 1079px; height: 492.599px;" height="493" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 13. Creating expiry for a pre-pay record</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Once you select this button it will ask for confirmation (Figure 14a) and then expire the pre-pay once you confirm (Figure 14b).</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJhOTRiYTA5LTgxM2YtNGI2Yi04MmRkLTIxYTYwNjA4MmQzMiJ9.-W66R10vXmAeJdaR6XF8p-D35RFsF4CzH4ueYkvJbxc" width="697" style="width: 699px; height: 271.49px;" height="271" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 14a. Confirming pre-pay expiry</span></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk2MGU5Yzk3LTJlMTItNDcyYS1hMDBlLWY1NWJkNzM2Nzk3OSJ9.00VIWGwIytSHTzJY38CIQLbGQV3-GEroNIOXwS83QnQ" width="723" style="width: 725px; height: 179.893px;" height="180" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 14b. Confirmation that will show once pre-pay has successfully expired</span></strong></p><p><br></p><p><span style="font-size: 11pt;">The expiry will show as normal in periodic history in the "units expired" column of the table. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc3MjRkNWYzLTcyMTAtNGMzYi04M2RhLWE3MmIxMjA4NjUyYyJ9.ex-24eP2jzmD7GPtFX7gG_G0rzYjSM800A1VdPZLm3k" width="801" style="width: 803px; height: 325.757px;" height="326" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 15. Periodic history table for a customer with expired pre-pay</span></strong></p><p><br></p><p><strong><em><span style="font-size: 11pt;">Note: Periodic history is now paginated for performance improvements.</span></em></strong></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Against the actions linked to this pre-pay record, some additional features have been added. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">When editing an action linked to an expired pre-pay record, you will notice that the setting to "lock time entry and do not recalculate" has been automatically enabled in the "Time Tracking" tab, and that there is no longer an option to recalculate billing against that action (Figure 16).</span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ0M2RiOWQxLTQ0YjMtNGE1NC04NTM5LWVhOTZjN2UwYzc2MCJ9.X7nTLxPqgVKtmRTB0IVHBtAmqpQ_Y6s7JHPcH7VC37A" width="741" style="width: 743px; height: 675.962px;" height="676" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 16. Once a pre-pay record is expired, the associated time entries are 'locked'</span></strong></p><p><br></p><p><span style="font-size: 11pt;">With this setting enabled, billing for this action has been 'locked' and any changes made to the action that would usually affect the billing of that action will not affect it. For example, if I change the time spent for the action illustrated in Figure 16 from 3 hours to 4, it will not affect the number of pre-pay hours used even if I recalculate billing for the Ticket or Client (Figure 17). </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ2NzNhMWUyLWQyMjktNGExZS1hYzYyLWI3NzNmMDQ3ZDljNiJ9.Dbr4UM2suO08xC7JxKzUkh2VuyrPmUeYhXz8c33ILq8" width="709" style="width: 711px; height: 399.886px;" height="400" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 17. A locked time entry against an expired pre-pay record will not change at all once locked</span></strong></p><p><br></p><p><strong><em><span style="font-size: 11pt;">Note: This setting is only enabled once the associated pre-pay record has been expired. Until that point, any billing aspect of the action, such as time taken, can be changed and this will affect the pre-pay hours deducted. It is possible to toggle off the setting if you need to edit a locked action linked to an expired record. In the event that this is needed, after making your edits, you must select "Recalculate Prepay" at customer level in order to correct the calculations for that period.</span></em></strong></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">Additionally, there is now a "Pre-pay Links" table against actions that can be found in the time tracking tab of the action at the bottom of the page. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQxZTU4MjAzLTJmZTUtNGU3ZS1hZGYxLTJkODE3YjE5YzM5MyJ9.FhSaNv1fn4jzY_PIeuUuZcxbK98UUgUdeVhab0wjTb4" width="776" style="width: 778px; height: 328.237px;" height="328" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 18. The Prepay Links table now against actions</span></strong></p><p><br></p><p><span style="font-size: 11pt;">This table will populate with the expired pre-pay record that the action is linked to - the date column refers to the expiry date of the linked pre-pay.</span></p>
