Ingram Micro — billing queue to HaloPSA

This screen is the meeting point between your Ingram Micro orders and charges and your clients in HaloPSA. Here you import the orders for the period, review which companies and lines still don't have a Halo client or product assigned, correct whatever is needed and, once everything is ready, send the charges to HaloPSA so they get invoiced.

When to use this screen

• When you want to bring the Ingram Micro orders for a given month into BillingBot.
• When you need to review which Ingram Micro companies are still not linked to a HaloPSA client.
• When you want to correct the price, quantity, or Halo product of a line before invoicing it.
• When you have already reviewed everything and are ready to put those charges into the HaloPSA billing queue.

What it shows

• Period selector (Select Year-Month): the month you are working on. Changing it reloads the orders for that month.
• Summary by company (left column, toggled with Summary View): one row per Ingram Micro source company, with the number of lines, whether it already has a Halo client assigned and which working invoice it has assigned.
  • The company name shows a red alert icon when it is not yet linked to a Halo client.
  • If the company is marked as excluded from billing, its name appears highlighted in blue.
• Orders (upper table on the right): the Ingram Micro purchase orders for the period, with order number, PO number, status, date, ship-to, vendor, and total.
• Order lines (lower table on the right): the charge detail for the orders selected above — Ingram part, description, associated Halo product, quantity, price, total, tax, line status, and the Halo invoice number once sent.
• Filter checkboxes:
  • Summary View: toggles between the summary view and the detailed view (with Halo client and assigned invoice columns).
  • Excluded: shows or hides the companies and lines marked as excluded from billing.
  • Show Unmatched Companies: shows or hides the companies that still don't have a Halo client assigned.

Available actions

"Actions" menu

• Import Orders: downloads the orders from Ingram Micro and updates the products for the selected period. If you haven't chosen a period, it warns you "No Period selected" and does not continue.
• Queue Charges for HaloPSA: takes the lines you marked with their checkbox and sends them to HaloPSA to generate or update the client's working invoice. When finished, it takes you to the screen showing invoices sent to Halo. ⚠️ This action creates or modifies real charges in HaloPSA.
  • BillingBot checks each line against what is saved, not against what your screen shows, so a screen left open for a while cannot queue a line twice. The saved quantity, price and exclusion are the ones used.
  • Lines that are already in the queue, already invoiced in Halo, already processed, or whose order has no client are skipped (lines of an excluded company are marked as excluded and not billed, as before). When that happens a warning lists them and why (for example "2 line(s) were not queued: - order 12345, ...: already waiting in the Halo queue (package ...). Send that package, or delete it to put the line back to pending.") before you are taken to the queue. If none of the selected lines can be queued, it is shown as an error instead.
• Deleting or restoring a package: if you remove an Ingram package with Delete Queued Package (on the queue screen), or restore an invoice with Restore Backup (in Invoice History), its Ingram order lines go back to Pending here, so you can queue them again. Deleting only puts back the lines that were not sent yet.
• Show Queued Charges: takes you to the screen showing the history of charges already sent to HaloPSA.

About the company summary ("Actions" button with a per-row context menu)

• Edit Company: opens the client's record to edit its configuration data. Only works if the company already has a Halo client assigned; otherwise it warns you "Map the client before attempting to edit."
• Assign Invoice: lets you choose which Halo working invoice (or recurring invoice, depending on configuration) that company's charges will be sent to. Only works if the company is already linked to a Halo client; otherwise it warns you "Map the client before attempting to assign a working invoice."
• Map Halo Company: opens the screen to link the Ingram Micro company with an existing HaloPSA client (or create a new one). If the company already has a client assigned, you can still change it from here, on the same terms as the rest of the application: while all of that company's charges are still pending it asks you to confirm and then lets you pick a different client; once any charge has been sent it is blocked, because moving it would alter billing already issued. To take the company off a client altogether rather than move it, use Delete Assignment in Client Management.
• Exclude-Include Company: excludes or re-includes that entire company from billing. ⚠️ It asks for confirmation ("Are you sure you want to deactivate/activate this company?") because it affects all of that company's lines. It sets the Do Not Invoice checkbox on the company's client record, so it requires the company to already be linked to a Halo client; a company that is not linked is never billed anyway, and the screen tells you so if you try.

About orders and their lines

• Edit (in the lines table): opens the line detail to correct the Halo product, quantity, unit price, or tax. Only available if the line already has a Halo product assigned; otherwise it warns you "Halo product is not assigned!".
• Assign Halo Product: opens the screen to link that line's Ingram Micro product/part with a product from your HaloPSA catalog.
• Exclude/Include Line: excludes or re-includes that specific line from billing, without affecting the rest of the company.

Step-by-step workflow

1. Choose the month to work on in Select Year-Month.
2. Use Import Orders to bring in the Ingram Micro orders for that period.
3. Review the company summary: those shown with the red icon still don't have a Halo client. Use Map Halo Company to link them (see Assign company to Halo).
4. For each already-linked company, define which working invoice its charges will be sent to with Assign Invoice (see Assign Halo invoice).
5. Review each order's lines: if a line has no Halo product assigned, use Assign Halo Product (see Assign Halo product).
6. If you need to correct a line's quantity, price, or product, use Edit.
7. Exclude with Exclude-Include Company or Exclude/Include Line anything you don't want to bill this period.
8. Mark the lines that are ready and use Queue Charges for HaloPSA to send them.
9. Verify the result in Show Queued Charges.

Common errors and how to resolve them

• "No Period selected": choose a month in the selector before importing orders or sending charges to Halo.
• "No records selected" / "No company records selected" / "No companies selected!": check the box for at least one row (company or line) before using the action.
• "!Error. Some selected records do not have a company assigned": one of the lines selected to send to Halo belongs to a company without a Halo client assigned. Assign the company first with Map Halo Company.
• "... line(s) were not queued: ...": some of the lines you selected were already queued, invoiced or processed, or their order has no client. Each one is listed with the reason. A line waiting in another package goes back to pending if you delete that package with Delete Queued Package; a line already invoiced in Halo cannot be billed again. If the message says a line or order "no longer exists", reload the screen.
• "Map the client before attempting to edit." / "Map the client before attempting to assign a working invoice.": the company is not yet linked to a Halo client; use Map Halo Company first.
• "Cannot change company assignment. This company has ... charge(s) that have already been processed.": the company is mapped to a Halo client and some of its charges have already been sent, so the mapping cannot be moved — doing so would change billing already issued. Wait for the next period, or correct it from Client Management.
• "Warning - Company Already Assigned": not an error. The company is already mapped and all its charges are still pending, so BillingBot asks you to confirm before letting you pick a different Halo client. It tells you how many pending orders the change affects.
• "Halo product is not assigned!": the line has no Halo product; use Assign Halo Product before you can edit it.
• "Integration is not configured": the Ingram Micro integration is not configured; the screen redirects you to Integrations to complete it.
• "Error reading Halo company": the Halo client information could not be read while linking the invoice; try again or check the connection with HaloPSA.

Section: Edit order line (Edit Line Order Ingram Micro)

This panel appears when you use Edit on a line in the lower table. It lets you adjust that line's data before invoicing it.

What it shows:

• Ingram Part and Part Description: identifier and description of the part in Ingram Micro (read-only).
• Name Halo: name of the currently linked Halo product (read-only).
• Halo SKU: SKU code of the Halo product; can be adjusted manually.
• New Halo Product: dropdown list to change the Halo product associated with this line. When you choose a new one, the displayed Halo name, description, and SKU update automatically.
• Ingram Notes: free-form notes associated with the line.
• Qty Order: confirmed quantity to be invoiced.
• Unit Price: unit price.
• Tax Amount: tax amount for the line.
• Total Price: calculated total (quantity × unit price); it recalculates only when you leave the price field and is read-only.

Actions:

• "Update Order Line": saves the line's changes and closes the panel.
• "Cancel": closes the panel without saving the changes.
• Closing the panel with the "X" or clicking outside it is the same as Cancel.

Section: Link Ingram Micro company with Halo (Match Companies)

This panel appears when you use Map Halo Company from the company summary. It lets you choose which HaloPSA client corresponds to the Ingram Micro company that is not yet linked.

What it shows:

• Source Company Name: the name of the Ingram Micro company you are about to link (read-only).
• A table with all HaloPSA clients, with a search-by-name field.

Actions:

• "Assign To Client" (icon next to each Halo client): links the Ingram Micro company with that Halo client.
  • If a client with that same source company name already exists in BillingBot, that link is reused.
  • If it does not exist, a new link is created between the Ingram Micro company and the chosen Halo client.
• Closing the panel with the "X" cancels the operation without linking anything.

Note: in practice, linking Ingram Micro companies with Halo uses the shared screen Assign company to Halo, which offers the same result with an interface common to the other integrations.

Related screens

• Assign company to Halo
• Assign Halo invoice
• Edit company
• Assign Halo product
• Assign recurring invoice
• View Halo invoice
• Companies
• Integrations