Edit a product mapping

This screen is a dialog that opens from Product Management when you need to adjust how a distributor product (Pax8, Ingram, ITCloud, etc.) relates to its equivalent in HaloPSA or AutoTask. From here you control the name and SKU your PSA will see, the accounting account, price/cost/margin overrides, and other billing rules for that specific product.

Everything on this dialog is the product level, so it applies to every client billed this product. Track Cost Only also has a client level, set from the charges grid in Prepare Billing, and that level wins — it can turn the setting off for one client even when it is on here. See the two levels for the full picture.

Excluding a product from billing is not on this dialog. It is the Exclude Product button (Include Product once excluded) on the product's row in Product Management, and it too can be overridden for a single client.

When to use this screen

• The product's name or SKU in your PSA (Halo or AutoTask) doesn't match what you want to show the client.
• You need to set a special price or cost for a product, instead of using the one that comes from the distributor.
• You want the price to be calculated automatically by applying a margin on top of the cost.
• The product doesn't exist yet in your PSA and you need to create it from here.
• You want this product's lines to be grouped when they repeat on an invoice, or to be handled as "cost only" (not shown to the client) for every client. For a single client, use the charges grid in Prepare Billing instead.
• You need to assign a sales account (Halo) or a Billing Code (AutoTask) to the product.

What it shows

• Distributor data: the product's name and SKU as they come from the distributor (read-only).
• PSA data (changes based on your configured destination):
  • If you use Halo: the item's ID, name, and SKU in Halo, and the assigned Sales Account.
  • If you use AutoTask: the product's ID, name, and SKU in AutoTask, the Billing Code (Allocation Code), and the tax category that results from that code.
• Override fields to enter a new name and SKU to be used in the PSA, along with the "Create Item" checkbox to create the product if it doesn't exist yet.
• Price and cost rules: "Price Override", "Cost Override", and "Margin Override" checkboxes, which when enabled show the corresponding numeric fields (Base Price, Cost Price, Margin Percentage).
• Additional rules: "Collapse Identical Items" (group duplicate lines) and "Track Cost Only" (for cost tracking only, not exposed to the client), with its secondary option "Prorates Track Cost Only" for mid-month lines. Both apply to every client; neither shows whether a particular client has been given a different answer.
• Related Invoice Lines table: a list of pending or already processed invoice lines that use this product (company, description, and quantity), so you can see the impact before saving.

Available actions

• Price Override checkbox: locks the sale price to the value you define in "Base Price ($)", regardless of the price sent by the distributor.
• Cost Override checkbox: locks the unit cost to the value in "Cost Price ($)", ignoring the distributor's actual cost.
• Margin Override checkbox: automatically calculates the sale price as Cost + (Cost x Margin%), using the percentage you enter in "Margin Percentage (%)". The price is recalculated every month based on the distributor's actual cost.
• Use Halo Price checkbox (HaloPSA only): takes the sale price from the mapped Halo item (its Recurring Price, or its Base Price) every time charges are imported. The dialog shows the price that will be used. Price Override and Margin Override take precedence. See the Pricing Resolution Guide.
• Prorated Pax8 products (name ending in "-Partial"): Pax8 bills mid-month additions and removals as separate lines whose unit price and cost are already prorated, and BillingBot maps them as a product of their own. Without overrides, or with Margin Override, the proration is kept automatically. If you set a Price Override (or "Use Halo Price") on a "-Partial" product, BillingBot sends exactly that unit price, without prorating it again: enter the already prorated price, not the full-month one. A price override on the main product does not apply to its "-Partial" product.
• Collapse Identical Items checkbox: when a client's charges are queued for HaloPSA, combines the lines that share the same SKU into a single invoice line, adding up the quantities. Lines are only combined when they also go to the same Halo product, so two different products that arrive without a SKU (common with CSV imports, or "N/A" from Pax8) stay on separate lines. Prorated lines (the "-Partial" product) are never mixed with the full-month product either. Azure usage is not affected: it keeps its own grouping (see Collapse Azure Lines in Edit Client).
• Track Cost Only checkbox: sends this product's lines to the PSA as cost-only entries (they don't appear on the client's final invoice, they only serve to measure profitability). This is the answer for every client; any client given a different answer from the charges grid keeps that answer, and so does any single line set by hand in Edit Invoice Line for the current month.
• Prorates Track Cost Only checkbox (visible only if "Track Cost Only" is enabled): applies the same behavior to lines prorated for mid-month additions or removals. It is a separate decision with its own client level, so a client can be sent prorated lines normally while the product remains cost only for everyone else.
• Override Halo Name / Override AutoTask Name field: a custom name that replaces the product's name in your PSA. ⚠️ Also updates the name in the PSA and in all pending invoice lines for this product.
• Override Halo SKU / Override AutoTask SKU field: a custom SKU for your PSA, useful for matching it to your internal codes.
• Create Item checkbox: if enabled, BillingBot creates a new product in the PSA using the override name and SKU instead of updating an existing one.
• Sales Account dropdown (Halo only): the revenue accounting account to use when invoicing this product. If left empty, the integration's default account is used. When your Halo is connected to QuickBooks Online, the list shows your QuickBooks income accounts; otherwise it shows the account codes configured in Halo. If no accounts can be loaded, a message under the dropdown explains why.
• Billing Code (Allocation Code) dropdown (AutoTask only): the billing code that determines the tax category applied to the product; the "Tax Category (Resolved)" field shows the result automatically.
• Cancel button: closes the dialog without saving any changes.
• Update Item button: saves all the changes made. ⚠️ If you changed the name, SKU, or created a product, you'll be asked whether you also want to update the current month's pending charges; in addition, price/cost/margin changes are applied immediately to pending charges in Ready to Invoice. Only the product fields of those charges are changed (product, name, SKU, pricing settings, and the amounts when an override or Use Halo Price recalculated them): a Cross-Map, an exclusion or a price typed on a line in Ready to Invoice since you opened this dialog is kept.

Step-by-step flow

1. From Product Management, open the product you want to edit; this dialog opens with the current data.
2. Review the distributor and PSA data at the top (read-only).
3. If you want to change the name or SKU shown in your PSA, enter them in the "Override Name" / "Override SKU" fields.
4. If the product doesn't exist yet in your PSA, check "Create Item" before entering the new name and SKU.
5. If you use Halo, select the corresponding "Sales Account". If you use AutoTask, select the "Billing Code".
6. Enable the price, cost, or margin override checkboxes you need and fill in the numeric fields that appear.
7. Adjust, if applicable, "Collapse Identical Items" and "Track Cost Only" (and its proration option).
8. Review the table below to see which invoice lines will be affected.
9. Click "Update Item" to save.
10. If the system detects that you changed the name, SKU, or created the product, confirm whether you also want to update the pending charges for the current month.
11. Wait for the confirmation message; the dialog closes automatically when finished.

Common errors and how to resolve them

• "Cannot update AutoTask product: no AutoTask product is assigned. Please map a product first.": you tried to change the AutoTask name or SKU without having an AutoTask product assigned yet. First assign or create the product (check "Create Item") before editing its name or SKU.
• "Error creating AutoTask product." / "Error updating AutoTask product.": creating or updating in AutoTask failed. Verify that the name and SKU are valid and try again; if it persists, check your AutoTask integration.
• "Halo item not found.": the system couldn't find the product in Halo when trying to update it. Verify that the product hasn't been deleted directly in Halo.
• "There was a problem with your Halo API credentials...": your Halo credentials are invalid or have expired. Go to the Integrations screen, edit your Halo integration with the pencil icon, and update the credentials.
• Error message when saving the product mapping: the system shows the returned error detail; it usually indicates a temporary connection problem with the PSA, try saving again.
• "Error saving: ...": an unexpected problem occurred while processing the save; note the message shown and report it to support if it recurs.
• Success messages ("AutoTask product created successfully", "Product update succesfull", "Product mapping updated successfully", etc.): confirm that the corresponding operation completed without issues.

Related screens

• Product mapping management
• Assign product in Halo
• Assign product in AutoTask
• Edit Pax8 to Halo product mapping
• Prepare Billing — where the client level of Track Cost Only and of exclusion is set.
• Edit Invoice Line — Track Cost Only for one line, for one month.
• Charge Mappings — the list of every client-level rule that exists.