Tax Rules

1. What a Tax Rule Is

Tax Rule (HaloPSA):
A configurableAn automation that, whenat the instant an invoice is saved,saved or regenerated, evaluates a set of conditions (e.g., Top Level, Item Group, Region)etc.) and writes the correct tax amount directly onto each invoice line.
Key properties

• 
  • Runs only on Save / Regenerate—ideal for testing with sample invoices.
• 
  • Applies in order of specificity: the rule with the (narrowest matching conditions takeswin).
  • precedence.
• Writes a permanent record; the tax is not an overlay butand becomeswill partnot ofchange unless the stored invoice data.is regenerated.

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2. Core Building Blocks

Term	Purpose in DTC’s configuration	Example
Top Level	Combined Industry + Region/State label that drives multipledriving automations, including tax.	Dental MD (dental offices in Maryland)
Item Group	LimitsRestricts tax to certain product families.	Recurring Items (technology technology-service contracts)
Tax Rule	Container for rate + conditions.conditions; Executesfires onat invoice save.save/regenerate.	3 % technology-services tax for Dental MD  on technology services

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3. Current Production Tax Rules (Current)

1. Virginia – No0 tax% on technology services
    → Top Level:Level Dental VA
2. Maryland – 3 % tax on technology services
    → Top Level:Level Dental MD
3. Guardian Dentistry Partners – VA sites (parent spans states)
   Applied at→ individualSite-specific sitesoverride
4. Guardian Dentistry Partners – MD sites
   Applied at→ individualSite-specific sitesoverride

Validation tip: TheIgnore the Client/Site “Tax Rule” statuscolumn—create columnand at Client/Site level can lag. Createsave a test invoice and save it to confirm the correct tax was written.tax.

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4. Feature RequestsGaps & Interim Work-arounds

RequirementNeed	Current Work-around	Status
Filter Tax Rules by RegionRegion-code Codefiltering (notof justTax Top Level)Rules	Site-Create separate site-specific rules for multi-stateclients clientsoperating in multiple states	FeatureNot yet supported  (feature request logged; HaloPSA reports active developmentlogged)
Additional Top Levels for non-dental clientsindustries (Technology, Government, etc.)	Temporarily map to correct state-based dental Top Levels so 1tax July calculations workapplies	Technology and Government Top Levels created

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5. Lifecycle & Recalculation Rules

Scenario	Required action	Reason
Recurring invoice line items	Set Recalculate Tax = On  for each line.	Without it, the line retains its original tax after rule changes.
Templates & recurring profiles	After any rule change, open the profile ➔ enable/confirm Recalculate Tax , then save.	The flag lives on the template; it is not retro-applied.
Invoices already generated	Use Regenerate  (or recreate) so new rules apply.	Taxes only apply at generation; existing invoices do not update automatically.
Draft one-off invoices	Simply save again to trigger rule evaluation.	Save action recalculates tax.

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6. Known UI / Logic Quirks

• Occasional UI labeling errors (“Tax Rule” toggles showingcan incorrectbe state); the underlying application logic remains correct.
• Feedback messages during invoice testing may appear inconsistent;out-of-date; rely on the saved invoice lines forafter thesave/regenerate.
• Test-invoice authoritativefeedback result.sometimes appears inconsistent; stored invoice data is authoritative.

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6.7. Operational Checklist

1. Client / Site onboardingOnboarding
   • 
     • Assign the most specific Top Level.
     • available.
   • EnsurePlace taxable itemsproducts are classified underin the appropriatecorrect Item Group.
2. Testing procedures
   • 
     • Generate and& save a sample invoice; verify tax lineslines.
     • immediately.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 setlist lean—one rule per distinct scenarioscenario.
     • where possible.
   • Document any temporary site-level overrides until theRegion-code Region-Code featuresupport is live.
   released.
5. Permissions
   • 
     • Only staff with “Tax Rule”Rule permissionsrights should create or edit rules; grant access once the documented model is approved.
   rules.

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