Halaxy integrates directly with Reckon, so invoices and expenses you create in Halaxy are automatically replicated in Reckon. This saves you time and effort and also makes it easier for your accountants and other advisers to provide you with accounting and bookkeeping services.
To sync your Halaxy invoices and expenses with Reckon, you must be on the Reckon Essentials plan or above.
You can connect your Halaxy with your Reckon account by following these steps:
Click Settings > Payments.
In the Accounting section, click Add New.
Select whether you want to sync Halaxy at a group, clinic or individual level:
Group: all invoices, expenses and payments for the practice group can sync into the one Reckon account;
Clinic: invoices, expenses and payments for a specific practice location will sync to a specific Reckon account, with clinic-specific preferences;
Individual: An individual practitioner's invoices, expenses and payments will sync into a Reckon account. You can choose to further specify whether this is for All locations or Selected clinics only.
Click Connect to Reckon One. You are taken to a Reckon log-in page.
Log in to your Reckon account and select all three boxes under Application Access. Then click "Yes, Allow" to authorise the connection between your Reckon and Halaxy accounts. After the connection is approved, the page refreshes and you are taken back to your Halaxy Payments page.
Select a cashbook to sync: You then need to select the Cashbook account to sync with Halaxy and click Continue.
Customise your revenue and expense preferences: After the connection is enabled, you can tailor where invoices, expenses and payments are synced in your accounting package. You also have the option of further specifying your preferences by fee category (for revenue), expense category (for expenses) and payment method (for invoice and expense payments).
Click the Edit (pencil) icon to the right of the connection in the Accounting section of the Settings > Payments page to edit your preferences:
Date: Choose the starting date for transactions. Only transactions from that date onwards will be synced.
Hide patient names: Tick to anonymise patient names in your accounting package. Patients will have numeric identifiers in the format "HX-123".
Only sync invoices with a payment: Tick to only sync invoices where the invoice has been marked as paid or partially paid. Leave unticked to sync all invoices, including unpaid invoices.
Revenue chart of accounts: Select which chart of accounts to sync revenue to. Click Add New to sync revenue from a specific Halaxy fee category to a specific Revenue or Liability chart of accounts in your accounting package. Other revenue will be synced to the chart of accounts you specify for Default Revenue.
Expense chart of accounts: Select which charts of accounts to sync expenses to. Click Add New to sync expenses from specific Halaxy expense category to a specific Expense charts of accounts in your accounting package. Other expenses will be synced to the chart of accounts you specify for Default Expense.
Invoice Payments chart of accounts: Choose whether to sync invoice payments using the toggle. If enabled, select which charts of accounts you want to sync invoice payments to. Click Add New to sync invoice payments using a specific Halaxy payment method to a specific Cash or Cash equivalent chart of accounts in your account package. Other invoice payments will be synced to the chart of accounts you specify for Default Payment.
Expense Payments chart of accounts: Choose whether to sync expense payments using the toggle. If enabled, select which charts of accounts you want to sync expense payments to. Click Add New to sync expense payments using a specific Halaxy payment method to a specific Cash or Cash equivalent chart of accounts in your accounting package. Other expense payments will be synced to the chart of accounts you specify for Default Payment.
After your Halaxy and Reckon accounts are synced, the connection is continuous and permanent, so invoices, expenses and payments you create in Halaxy automatically appear in your Reckon account. This means that you do not need to re-sync your accounts whenever you create an invoice because invoices created in Halaxy automatically appear in your Reckon account.
You can access a sync history by clicking Reckon at the top of any invoice or expense. From the sync history, you can click the blue links to go to the linked records in Reckon.
All types of invoices created in Halaxy are synced to your Reckon account, including invoices to patients, organisations, third parties and funding bodies (all of which are automatically added to your list of contacts in Reckon if they are not already listed as contacts).
When the invoice is paid in Halaxy (either because you have marked the invoice as paid or because the payment was processed electronically), the invoice is automatically marked as paid in Reckon and the payment shown in the correct chart of accounts.
All expenses created in Halaxy are synced to your Reckon account automatically, which you can see in your Reckon list of Expenses when you are logged into your Reckon account. You can view a particular Halaxy expense in your Reckon account by clicking the Reckon button at the top right of the expense and, in the Reckon sync history, clicking the link to the expense in Reckon.
Below are a number of things to note regarding your synced Halaxy and Reckon accounts:
One-way syncing: The syncing between your Halaxy and Reckon accounts is one-way. Invoices, expenses and payments created in Halaxy automatically appear in your Reckon account but invoices, expenses and payments created in your Reckon account do not automatically appear in your Halaxy account. Therefore, if you mark an invoice as paid in Reckon, the invoice payment status contradicts the invoice payment status in Halaxy. You will need to update the invoice status in Halaxy manually.
Payment methods: Payment methods are tracked in Halaxy but they are not tracked in Reckon, so payment methods recorded in Halaxy are not synced to Reckon.
Auto payments: Halaxy invoices that have been paid through auto payments are fully synced with your Reckon account when the funds have been disbursed to you, usually two business days after the payment is processed, which you can see on your Auto Payments reports. Auto-payment charges appears as an expense in Reckon.
Rebates processed (in Australia): Invoices with bulk bill and DVA rebates paid to you are fully synced with your Reckon account when the rebates have been paid to you, which you can confirm on your Medicare reports.
Partially paid invoices: Partially paid invoices appear in your Reckon account with a status of "Unpaid".
Identical contact names: You cannot sync identical contact names. If two invoices have the same contact name, the second invoice will fail. You will need to open the invoice in Reckon and change the Display name. Then go back to Halaxy, open the affected invoice and resync.
You can unsync your Halaxy and your Reckon account at any time by clicking the Cancel (X) icon at the right of the Reckon line in the Accounting section of the Payments page. Confirm that you want to revoke the connection by clicking Revoke. This will sever the link between your Halaxy and your Reckon account. You can reconnect your Halaxy and Reckon accounts at any time.
Unsyncing your Halaxy and Reckon accounts does not unsync any of the data that has already been synced.
If you want to change which Halaxy account or which Reckon account is used for syncing, unsync the accounts you do not want to be synced, and then sync the accounts you do want to be synced.
You can produce a report to see all invoices, expenses and deposits with their syncing status in Xero, Reckon or QuickBooks, as well as sync any transactions listed in the report. The syncing report is the easiest way to identify problems in syncing to your accounting package.
Invoices are shown on the left-hand side of the report. Payments are shown on the right-hand side.
To create this report, click Reports > Finance and click New Report, then select "Xero Syncing", "Reckon Syncing" or "QuickBooks Syncing" in the Report Type field.
To sync any transactions, tick the checkbox next to the transaction(s) you want to sync and click Resync Selected Line Items, or click Resync All Line Items to sync all line items (regardless of have you have ticked).
To review the sync history for a particular transaction, click the date or the sync icon in the Sync column.