Manually syncing invoices and expenses allows you to establish, decouple or re-establish a sync to an existing invoice or expense in Xero, QuickBooks or Reckon, rather than simply pushing invoices and expenses at large from Halaxy to your accounting package.
When you set up Halaxy to sync to your accounting package, the sync is one way - changes you make in Halaxy will be applied to your accounting package, but changes you make in your accounting package will not be synced back to Halaxy. This means Halaxy is not automatically aware of invoices and expense you create in your accounting package.
Manual syncing allows you to establish a sync to an invoice or expense that was created in your accounting package by applying a "syncing key" from your accounting package to the relevant invoice or expense in Halaxy.
You can also sync an individual invoice, expense or payment to your accounting package.
You can check the syncing history of any invoice or expense by clicking Xero, QuickBooks or Reckon in the top-right of the invoice or expense:
If the invoice or expense has never been synced to your accounting package, the pop-up will show that there is no syncing history.
To establish a link between an existing invoice or expense in your accounting package to an an invoice or expense in Halaxy:
In your accounting package, navigate to the invoice or expense and copy the transaction ID in the URL of your browser's address bar. Please see the images below.
In Halaxy, navigate to the invoice or expense and click Xero, QuickBooks or Reckon in the top-right to access the syncing history.
If there is a syncing history, click the Edit (pencil) icon next to an invoice or contact (a patient or organisation). If there is no syncing history, click Add Sync.
In the Sync ID field, paste the transaction ID you copied from Xero, QuickBooks or Reckon and click Save.
RESULT: The invoice/expense is now linked in Halaxy and your accounting package. If you want to resync the invoice/expense from Halaxy to your accounting package, click the sync button in the relevant line of the sync history.
If you manually sync an invoice with a payment, the payment will not be synced to your accounting package to avoid potential double counting. Automatically synced invoices will still sync payments to your accounting package (If you have enabled payments syncing).
If you have never synced a particular invoice or expense in Halaxy to your accounting package, the sync history will have an Add Sync button. Click Add Sync to create the invoice/expense in your accounting package.