Guide to Reckon One syncing

Halaxy integrates directly with Reckon One, so invoices and expenses you create in Halaxy are automatically replicated in Reckon One. 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.

Note

To sync your Halaxy invoices and expenses with Reckon One, you must be on the Reckon One Essentials plan or above.

Overview

After your Halaxy and Reckon One accounts are synced, the connection is continuous and permanent, so invoices, expenses and payments you create in Halaxy automatically appear in your Reckon One account.

A pop-up titled Syncing History, with links to the accounting package

Select the tabs to learn more about how Halaxy records are synced.

  • Invoices

    • All types of invoices created in Halaxy are synced to your Reckon One account, including invoices to patients, organisations, third parties and funding bodies.

    • When an invoice is synced, the patient, organisation, third party or funding body added is automatically added to your list of contacts in Reckon One if they haven't already been added.

    • When an invoice payment status changes to Paid in Halaxy, the invoice is automatically marked as paid in Reckon One, with the payment displayed in the correct chart of accounts.

  • Expenses

    • All expenses created in Halaxy are automatically synced to your Reckon One account, which you can see in your Reckon One list of Expenses when logged in.

    • You can view a particular Halaxy expense in your Reckon One account by clicking the Reckon One button on the top right of the expense record.

  • Important notes

    Below are a number of things to note regarding your synced Halaxy and Reckon One accounts:

    • One-way syncing: The syncing between your Halaxy and Reckon One accounts is one-way. Invoices, expenses and payments created in Halaxy automatically appear in your Reckon One account but invoices, expenses and payments created in your Reckon One account do not automatically appear in your Halaxy account. Therefore, if you mark an invoice as paid in Reckon One, 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 not in Reckon One, so payment methods recorded in Halaxy are not synced to Reckon One. However you can choose to sync payments to different charts of accounts based on payment method.

    • Auto Payments: Halaxy invoices that have been paid through Auto Payments are fully synced with your Reckon One 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 One.

    • Medicare rebates (Australia only): Invoices with bulk bill and DVA rebates paid to you are fully synced with your Reckon One 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 One 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 One and change the Display name. Then go back to Halaxy, open the affected invoice and resync.

Connect your Reckon One account to Halaxy

  1. Click Settings > Payments.

  2. Under the Accounting section, click Add New.

    Xero-02.png
  3. In the pop-up, select whether you want to sync Halaxy at a group, clinic (location) or individual practitioner level:

    A pop-up titled Accounting Software, with options for level and accounting package
    • Group: All invoices, expenses and payments for the practice group syncs to the one Reckon One account.

    • Clinic: All Invoices, expenses and payments for a specific practice location syncs to a specific Reckon One account, with location-specific preferences.

    • Individual: All invoices, expenses and payments for an individual practitioner syncs to a Reckon One account. You can further specify whether this applies to all or specific locations where they practice.

  4. Click Connect to Reckon One. In the log-in page, sign into your Reckon One account.

  5. Under Application Access, select all three boxes. Click Yes, Allow to authorise the connection between your Reckon One and Halaxy accounts. After the connection is approved, you are taken back to Halaxy.

  6. Select a cashbook to sync: You must select the Cashbook account to sync with Halaxy, then click Continue.

When your sync is complete, you can customise your preferences for your sync.

Note

If you want to change which Halaxy account or which Reckon One 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.

Customise your sync preferences

After you successfully connect your accounting software to Halaxy, you can customise your preferences for how your Halaxy data (invoices, expenses, payments) flows into your software. To edit your sync preferences, click Settings > Payments, under Accounting, next to your sync, click the Icon-Edit.svg edit icon.

A video showing the user clicking on the Edit icon to the right of their accounting sync connection to bring up a popup. The user clicks Add New in revenue syncing and selects to sync "Equipment" fees to a different charts of accounts. The user clicks the toggle to turn off expense payments syncing and then turns it back on again.

Image: Configuring syncing options for an accounting package (expand image)

See the table below for a guide on accounting sync preferences.

Setting

Description

Sync from date

Select the starting date for transactions. Only transactions on Halaxy from that date onwards will be synced from Halaxy.

Sync pre-existing transactions

Tick to sync transactions that already exist in your Halaxy account will be synced.

If unticked, only transactions created after you set up syncing 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.

If unticked, all invoices, including unpaid invoices, will be synced.

Sync invoices with zero tax as

Select one of the options.

  • Non-taxed: Sync zero tax invoices as non-taxed.

  • Tax Inclusive (FRE): Sync zero tax invoices with the tax code FRE.

This option can affect whether invoices appear in reports generated in Reckon One.

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

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.

To enable, click the toggle switch Sync invoice payments.

Expense payments chart of accounts

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.

To enable, click the toggle switch Sync expense payments.

View sync history and links to your accounting software

  1. Open the invoice or expense record.

  2. On the top right, click the Xero / Reckon / QuickBooks button.

  3. The Syncing History pop-up appears for this transaction.

    Xero-01.png

In this pop-up, you can view details, status and any error message relevant to this record being synced to your accounting software.

Additionally, click the blue link of any invoice, transaction or recipient to directly open their record in your accounting software.

Unsync an individual invoice or expense

If you need to disconnect an invoice or expense from syncing from Halaxy to your accounting software (Xero, QuickBooks or Reckon One), you can unsync it.

  1. In Halaxy, navigate to the invoice or expense and click Xero, QuickBooks or Reckon in the top-right.

    The user clicks the Xero button on an expense to view a sync history
  2. Click the Unlink icon next to the line you wish to unsync.

The invoice or expense is no longer linked between Halaxy and your accounting software. Any updates made to this specific record in Halaxy will not be synced to your accounting software.

You can re-sync or sync it to a different invoice or expense in your accounting package by manually syncing.

Unsync Halaxy from your accounting software

  1. Click Settings > Payments.

  2. Under the Accounting section, next to your sync, click the Icon-X.svg X icon.

    Xero-02.png
  3. In the pop-up, click Revoke to terminate the sync.

You can reconnect your Halaxy and accounting software anytime.

Note

Unsyncing your Halaxy accounts does not unsync any of the data that has already been synced.

Updated

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