Invoicing Overview

Setup required before use	Who Can Use It?	Where Is It?
Invoice numbering and terms Invoice wizard style Invoice template Create Additional Staff Rates	Assist. Project Manager (draft only) Project manager Director Administrator System Administrator	Projects > Invoices tab

1. The General tab will reveal the current status of the project. The status must be Active or Pending (Inv).  The sub project status can't be changed until the overall project status has been moved from Proposal status. 
2. The Sub project tab will reveal if the sub projects status is ready for invoicing also.  Only sub projects with a status of Active or Pending Invoice can be invoiced.
3. Select the status icon to make changes .  
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Select the Financial Summary tab.  Here each sub project will display a fee - if have switched on sub projects.  Being your first invoice, you will need set the following:

Fixed fee

The agreed fee has been added (double click the sub project).

Percent of Project

Enter the total contract value & the % claim on contract. These values are used to calculate the sub project fee used for invoicing.

Hourly cost/rate

The fee would have automatically calculated this figure based on timesheet hours x hourly rate plus any Staff expenses, Office item expenses and/or Supplier/Subcontractor expenses with the relevant supplier/sub contractor mark up applied.

Capped Rates

Ensure the Cap value has been added. This sub project can be invoiced when transactions have been allocated - it is treated very much the same as an Hourly Cost/Rate fee type. 

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1. Within the Contacts tab you will have a list of external project team members.

2. The contact and personnel that will receive the invoice should appear here.

3. If the invoice is being sent to Mr Smith c/- ABC Constructions then BOTH contacts should be attached to the project.

4. Highlight the invoice recipient and select the Invoice Contact button.

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1. Go over to Time and expenses.  Click the screen filter and select WIP.  This will return all un-invoiced transactions.  
2. You can sort the columns by clicking the column heading i.e. to sort the sub project, click the sub project heading.
3. Here you can select a person's name, then right click their name and select Filter by selection.  This will return WIP transactions for this one person.  Alternatively, run a Transaction WIP report for this one project.
4. Transactions can be written off before the invoice is created.
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1. Select the Budget tab, here is a summary of each staff rate along with expenses for each sub project.  If you'd added a budget to each of the sub projects the actual will line up with the budget where comparisons can be made.
2. As a project manager you'll be required to identify if there are time and expenses that are potentially causing the project or stage to go over budget and / or the project scope. 
3. Create a new sub project called Variation/Additional work etc, then transfer the transactions to the Variation sub project. The transactions can then be invoiced to your client separately. 
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The invoice is created within the Project.

1. Select the Invoices tab.
2. Select Create Invoice.
3. A list of phases or sub projects will appear. 
   • Check the box for each Sub Project or Phase to be included on the invoice.
   • Check the 'residual fee' to see if the Sub Project / Phase allows further invoicing. NEW 4.9.4
4. Click Close / Next.
5. The values of the invoice will be automatically calculated based on the total amount of un-invoiced time and expenses.
6. Set the date of the invoice.
7. Invoice Text can be added.
8. Double click a sub project to edit the transactions that will be attached to this invoice.
1. Double click the sub project percent complete to set the percent this claim and/or value this claim.
2. Deselect a transaction or sub project to exclude it from the invoice (will appear next time).
3. Change the rate for a transaction on hourly/cost rate sub projects.
4. Set the value to 0.00 it an item will not be on-charged to the client.
9. Save and close to save a DRAFT invoice against the project. A draft will remain on the a project until you create the Final Invoice. 
10. (Optional) Assign an invoice # to a draft invoice by clicking the blue 'Invoice #' text on an open invoice. This allows your finance team to review and approve the invoice with a number applied, before it is finalised. NEW 4.9.1
11. Finalise the invoice by double clicking the invoice to open it, and select Create Final Invoice. 
12. Create Word Invoices will add the project and invoice data to a MS Word® template.

The invoice is created within the Project.

This will default to the Invoice to. However this is a great way to set a c/-. Click the drop down and select another contact attached to the project. The invoice will be addressed accordingly.   

The person the invoice should be addressed to.

While creating the draft invoice, the invoice # defaults to DRAFT. Should you preview the DRAFT invoice in MS Word® this will also appear as the invoice number. Upon creating the final invoice, the next invoice number in sequence will be allocated. 

There is also an ability to change the invoice number, to set the invoice number to your next invoice number in sequence. You would need to repeat this each time an invoice is created.

This date will carry through to your accounting system and start the overdue count from this date. Changing the date in the invoice document will not change the date stored against the project. 

Either select from the drop down list or type terms in the box. Only numeric values can be accepted. This is a field that can also appear on the invoice document when generated as well as the due date.  

4 default text options exist. By changing the selection and creating an invoice, this setting will be retained on all future invoices. The text entered in the box can appear on the invoice document. 

By default the start date will be set to the oldest un-invoiced time or expense on the project. Should you change the start date in the future from the default date, you may exclude transactions in the date range. They will then appear next invoice - so it's important not to alter the start date. The end date will be today’s date.    

Example

Default Invoice date range
Start: 29/4/2009, End: 2/6/2009  

29/4/2009	$250.00
3/5/2009	$250.00
1/6/2009	$250.00
Invoice total	$750.00

Change Invoice date range
Start: 1/5/2009, End: 31/5/2009  

29/4/2009	$250.00
3/5/2009	$250.00
1/6/2009	$250.00
Invoice total	$250.00

The transactions outside the date range 1/5 to 31/5 will be excluded from the invoice

This is a quick and easy feature. If you've typed a lot of text on an invoice, you can recall that for new invoices either on the same project or from another. 

1. Click Copy.
2. Highlight the invoice text from a previous invoice.
3. Save.

Any sub projects with transactions available to invoice will be selected for invoicing. You can deselect a sub project and it will move to the bottom of the screen and will be greyed out - the transactions attached to it will not be invoiced. Similarly sub projects without billable transactions appear at the bottom greyed out and can be selected to appear in this invoice.  

A value will appear only on Fixed Fee or Percent fee types. Double click to set the value this invoice and/or percent complete. The auto calculate tick should remain on, to ensure the percentage you type will calculate the this invoice total.  

The detail of all un-invoiced transactions in the Invoice period date range will appear. The date and description cannot be changed. Uncheck a transaction on the far left hand side to exclude from this invoice. The transaction will either then be written off, otherwise will be prompted to invoice next time via the invoice period.   

Click the drop down on Hourly rate fee types and change the charge for this invoice. This will not alter the original time or expense entry, merely altering the charge value for this invoice. 

Only hourly rate fee types the units can be manipulated during the invoice process. This will not alter the original time or expense entry, merely altering the charge value for this invoice. 

The value represents the total chargeable amount for each timesheet and where applicable, the markup value for supplier and sub contractors expenses.

The residual value is the amount for the sub project or phase that can still be included on further invoices. For fixed fee, percent of project, or capped rates fee types this is the agreed fee less invoiced to date value. For hourly rate fee types this is the total value of the WIP that can included on the invoice.

For a phase line the residual value is the sum for the residual value for each of the sub projects in the phase group.

The total for each sub project that is to be invoiced. Fixed fee type you can override the calculated total and type a new total. Hourly rate total cannot be altered, it's only through the Value, units or rate that they can be changed.  
Want to learn more? Capped billing.

When Phases are used for a project the invoice and invoice MS Word® output will have more detail options available. Phases allows you to have the Sub Project Invoice Value and a summary row showing the total value for the Phase group of sub projects. When you create the Invoice in MS Word® you can choose to what type of phase or sub project details are shown on the Invoice to the client: 

 

Sub projects and transactions	No phase information is displayed
Sub projects only	No phase and no transaction detail is displayed
Phases, sub projects and transactions	Phase level is displayed, then the sub project followed by the transactions
Phases and sub projects	Phase level is displayed, then the sub project
Phases only	Only the Phase is displayed, not reference is made to the sub project and transactions

The note can be edited during the creation of the draft invoice. The note is entered within Timesheets function or within the Expenses Disbursement tab. Once the Final invoice is created the note cannot be amended.

1. Double click the Sub project while in the invoice wizard.
2. Double click the Note .
3. Edit the note.
4. Save.

When you deselect a transaction from the lower half of the screen, the WIP Value will go down. Though if you need to set the Invoice Total as the WIP Value being invoiced, the click the button Sum WIP. The Invoice Total is automatically updated, there is no need to type it.  

This is really here if you need to tweak the rounding of the Percentage, though you don't want to alter the Invoice Total.

Typically though this should always be set to on.

 

Example

The system calculates the Invoice Total to 100%. Though it should be 80%. The following results occur when the percent is changed to 80%  

Auto Calculate On: the Invoice Total is automatically calculated to the correct value

Auto Calculate Off: the Invoice Total is not recalculated

A rounding can be applied to the value of the invoice (including tax) up to the value of $1. This would mostly occur when the invoice value excluding tax results in a rounding of $0.01 or $0.99. Note: At times the value of an expense can cause a rounding issue of 1 cent at the time Tax is applied.

Example

A supplier expense of $554.55 ex tax is applied to the sub project and should have a value including tax of $610.005, which Synergy will round to $610.01. A Tax Adjustment of $0.01- rounding can now be applied manually to adjust the invoice including tax value to $610.00. 

1. Create the DRAFT invoice as per the above instructions.
2. Before doing Final, select the Tax Adjustment button.
3. Enter the adjustment value - using the minus sign where applicable.
4. Save.
5. Print DRAFT or Create Final Invoice.

1. Double click or select an Invoice from the list.
2. Select Create Word Invoice .
3. Select a template from the list.
4. Press Enter or Select Create, to view the invoice in the MS Word® document.

MS Word® Template Information

At the point of selecting the invoice template, there are a few settings that will affect the level of detail displayed on the invoice. This overrides some of the setup of the actual template. 

Invoice format

Phases will appear in the list only if you have Phases turned on within the Project. If you don't want to display the transactions to the client - such as timesheet hours, fee amounts, claimed to date - use the option Sub Projects Only. 

Supplier Transactions

Group as disbursements, will display one supplier line with an amount, whereas detailed will expand out the transactions of Expenses. Note though, this will also depend on the setup and layout of the FEE DETAIL TABLE section of the invoice document template. 

System Administrators and Administrators have the ability to change an invoice or credit number. Perhaps during the financial data import an invoice was imported with the wrong invoice number you can now change it.  There are validations in place, therefore you're unable to 're-use' an invoice number and a number cannot be added twice. 

After creating a Final Invoice, open and select Action and then Change Invoice #.  

1. Double click an invoice number.
2. Select Action.
3. An invoice maintenance screen will appear.  
4. Type in the new 3 digit prefix and the 5 digit counter - the new number will display on the screen.
5. Save.