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Tax Rules

1. What a Tax Rule Is


Tax Rule (HaloPSA) – an automation that, at the instant an invoice is saved or regenerated, evaluates defined conditions (Top Level, Item Group, etc.) and writes the correct tax onto each invoice line.
Essentials
• Runs only on Save / Regenerate.
• More-specific rules outrank broader ones.
• Tax is written permanently; amounts will not change unless the invoice is regenerated.

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2. Core Building Blocks

Element

Purpose at DTC

Example

Top Level

Combines

Industry + Region/State

to drive automations

Dental MD

(dental offices in Maryland)

Item Group

Restricts tax to certain product families

Recurring Items

(technology-service contracts)

Tax Rule

Stores rate + conditions; executes on save/regenerate

3 % tax for

Dental MD

technology services

3. Production Tax Rules (Current)

  1. Virginia – 0 % on technology services → Top Level Dental VA
  2. Maryland – 3 % on technology services → Top Level Dental MD
  3. Guardian Dentistry Partners – VA sites → Site-specific override
  4. Guardian Dentistry Partners – MD sites → Site-specific override

Validation tip: Create and save a sample invoice; inspect line-item tax amounts and totals.

4. Feature Gaps & Work-arounds

Need

Current Work-around

Status

Region-code filtering

in Tax Rules

Separate site-specific rules for multi-state clients

Not yet supported

(feature request logged)

Additional

Top Levels

for non-dental industries

Temporarily map to state-based dental Top Levels so tax applies

Technology

and

Government

Top Levels created

5. Lifecycle & Recalculation Rules

Scenario

Required action

Reason

Recurring invoice line items

Enable

Recalculate Tax

on each line

Without it, lines keep original tax after rule changes

Templates & recurring profiles

After any rule change, open the profile → activate

Recalculate Tax

→ save

Flag lives on the template; not retro-applied

Invoices already generated

Use

Regenerate

(or recreate) so new rules apply

Taxes are applied only at generation

Draft one-off invoices

Save again to trigger rule evaluation

Save recalculates tax

6. Known UI / Logic Quirks

  • The Client/Site “Tax Rule” status column may lag behind actual rule execution; always verify by viewing the saved invoice lines.

7. Operational Checklist

  1. Onboarding
    • Assign the most specific Top Level.
    • Place taxable products in the correct Item Group.
  2. Testing
    • Generate & save a sample invoice; verify tax lines.
    • For recurring profiles, toggle Recalculate Tax and test.
  3. When Tax Rules change
    • Update Templates/Recurring Invoices: ensure Recalculate Tax is enabled.
    • Regenerate outstanding invoices that must reflect new rules.
  4. Rule maintenance
    • Keep the rule list lean—one rule per distinct scenario.
    • Document site-level overrides until Region-code support arrives.
  5. Permissions
    • Only staff with Tax Rule rights should create or edit rules.


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