Expenses (Invoices / Bills) - 4.9.4+

Enter supplier expenses (Bills) for internal costs or project costs to record the items that have been purchased, sub contractor project works, printing, or equipment hire. Supplier and sub contractor expenses are allocated against projects to allow the expense to be included on a project invoice. Mark when the supplier or sub contractor invoice has been paid, and report on which items are outstanding based on the bill due date. NEW 4.9.4

ClosedGetting Started

Setup required before use

 Who Can Use It? Where Is It?

Description - Role / Classification

Create Contacts

User

Assist. Project Manager

Project manager

Director

Administrator

System Administrator

Projects > Expenses (Invoices / Bills)

Tips:

What are Supplier expenses (Invoices / Bills)?

Record all the project or internal <office> project expenses for which you are sent an invoice / bill. Supplier expenses (Invoices or Bills) can be received from suppliers for items purchased or sub contractors for project works that have been completed. Record the Bill in Synergy to create an expense disbursement line that can be linked to a project invoice and allow Connect to be able to sync the supplier expense (Invoice / Bill) to your accounting system.

A supplier expense bill is created by:

  1. Entering the bill details.
  2. Creating bill disbursement lines to build the overall bill total.
  3. Linking each disbursement line to a project to create the expense transaction.
  4. Marking the bill as 'locked and final' for the expense (bill) to be exported to your accounting system using Connect.

Why use Supplier expenses (Invoices / Bills)?

Record all Invoices / Bills and create Synergy expense transactions to include on project invoices. Sync the supplier bill records to your accounting system using Connect.

Actions available

ClosedAdd a new supplier expense (bill)

Enter an invoices / bills that you receive from your suppliers (or sub contractor) into Synergy so that they appear in the project as an expense transaction. Link the expense transaction to a project using the disbursement line. The created disbursement transaction can be billed to your client on a project invoice. If using Synergy Connect the entered supplier expense (bill) can be exported to your accounting system to be allow the bill to be easily paid without requiring duplicate entry in both systems.

ClosedStep 1: Enter the general expense details
  1. Open Projects > Expenses (Invoices / Bills) list.
  2. Click the New button in the top toolbar, or press CTRL N on the keyboard.
  3. Choose the invoice type - 'supplier' or 'sub contractor'. This controls the rates available when disbursing the expense.
  4. Select the description type. This is the contact category / classification that has sent you the expense. e.g. Builder, Council, Painter etc.
  5. Select the invoice contact that sent you the invoice / bill.
  6. Type the invoice number that is shown on the supplier invoice. This can be up to 20 characters, and will be sent via Connect to be the Bill / Purchase number in your accounting System if you are using Connect.
  7. Type the invoice date for the supplier / subcontractor invoice.
  8. Type the due date for when payment is due to the supplier / sub contractor.
  9. Save.

Tip: Keyboard shortcut to save the supplier expense is CTRL S, and add another new expense with CTRL N.

ClosedStep 2: Enter the Lines and Disbursement details

Enter the lines to build the overall bill total value, and link the expense to the project the work relates. Enter multiple lines / disbursements when the bill needs to split across several projects, or when you need the # of numbers / unit value breakdown to appear on the project invoice to your client.

  1. Enter the line value to build the Bill grand Total (shown in the bottom right corner).
    1. Click into the 'lines table' next to the add symbol.
    2. Enter a note to describe the disbursement line work. This is shown in the project and on invoices.
    3. Type the # of units for the line.
    4. Type the unit value for the line.

    5. Select the tax rule - tax applicable or tax free.
      NOTE: The line total inc tax value is calculated as the (# of units * unit $ value) + tax rate value.

  2. Enter the disbursement details - create the project transaction.
    1. Select a Project.
    2. Select a Sub Project.
    3. Select the Rate.
    4. Select an Expense Type.
    5. Select a Billing Option. Invoice is the default and recommended option.
  3. Save.
  4. Continue to the 'Lock and Finalise a Bill' instructions.

Tips:

  • Enter the line value as either the 'unit value', or the 'total (inc tax)', or the 'total (ex tax)'. Entering any one of these totals will auto calculate the other fields based on the # of units and tax code entered on the line.
  • Enter a separate disbursement line for EACH TRANSACTION you require to be shown on a project invoice.
  • Enter a disbursement line for each project that a portion of the bill needs to be disbursed against.
  • Bills are only exported via Connect when they are 'fully disbursed' and 'locked'.
ClosedLock and Finalise a Bill NEW 4.9.4

Mark the bill as 'Locked and Final' after you have created the supplier expense (bill) and fully disbursed all the lines. Marking a bill as locked will:

Mark a bill as locked by:

  1. Open the supplier expense bill.
  2. Confirm that all the required details have been entered, and that the lines have all been disbursed against a project.
    NOTE: Only fully disbursed bills can be locked.
  3. Click the 'Lock & Final' button in the top toolbar.
  4. The Bills is locked, and is available to export using Synergy Connect.

Tips:

  • Director access level (or higher) is required to unlock a bill. Unlock a bill to be able to edit the details of non-invoiced disbursement lines.
  • Only 'locked' bills will be exported to your accounting system by Synergy Connect.
ClosedEdit a bill or unlock a bill

A Bill can only be edited when:

Warning - If the Bill has already been exported using Connect to your accounting system, then these edits and changes will not be exported. You need to manually make the same bill record edits in your accounting system to keep both systems records matching.

Unlock the bill and update the record by:

  1. Login to Synergy as Director access level or higher.
    NOTE: If you do not have Director, Administrator, or System Administrator access level, please contact your companies System Administrator for assistance.
  2. Open the bill record.
  3. Click the unlock button in the top toolbar.
  4. Update the general bill information, or disbursement lines as required.
  5. When all changes have been made click the ' Lock & Final' button in the top toolbar to save your changes and lock the record.
  6. Save and close.

Tips:

  • If the supplier bill has an 'invoiced' status disbursement line then it is not recommended to change the general bill details.
  • Invoice bill disbursement lines are locked and cannot be edited.
  • Bills that have already been exported via Connect to your accounting system are not updated by these edits. The same edits need to be made manually in your accounting system to match the updated record, as we do not export edits to bill records.
ClosedMark an expense as paid

Bills can be marked as paid once they have been:

Mark a supplier bill as paid by one of the following methods:

  1. Quick bill mark as paid - Open the supplier expense list view and complete the following.
    1. Highlight the bill your want to update in the list.
    2. Click the mark as paid button in the toolbar of the list.
    3. The list updates and the expense is now paid.
      NOTE: Only use this method when you want the paid date to be TODAY and you don't require to enter a note.
  2. Bill paid - Open bill record and complete the following steps:
    1. Check the is paid box.
    2. Select the payment date from the calendar. Defaults to today's date.
    3. Enter a payment note to describe how the expense was paid (optional).
  3. Xero Connect Import - Import the paid status from Xero using Synergy Connect. The connect import process will import the payment date, and payment note from entered in Xero. * This option is only available for Xero Connect.
ClosedDelete a bill

A supplier expense (bill) can be deleted if it has not had any of the disbursement line invoiced. If the bill is 'locked' then Director (or above) access level will need to complete this process.

Delete a supplier bill by:

  1. Open the supplier bill you want to delete.
  2. Unlock the bill.
    Note: Director or above access level is required to complete this step.
  3. Delete all the disbursement lines by:
    1. Highlight the disbursement line in the list
    2. Click the 'delete' button in the 'lines' table.
    3. Click 'yes' to confirm the delete of the disbursement line.
    4. Repeat for each disbursement line.
  4. In the top toolbar of the bill, click the delete button .
  5. Click 'yes' to confirm the delete of the entire supplier bill record.
  6. The list refreshes and the supplier bill has been removed.
ClosedMore information - Supplier expense (bill) details

Extra information about all the data entry fields on the Supplier expense (Bill) record.

ClosedGeneral details (top section)
  1. Invoice TypeClosedSelect if the Bill has been sent to you from a 'Supplier' or 'Sub contractor'. The selection made here will control which rates are shown in the disbursements table rates field. This field cannot be changed after the initial bill record is created.
  2. DescriptionClosedChoose the type of contact that sent you the Bill. Selecting the type shortens the list of contacts in the next field to make it easier to find the contact you are looking for. The descriptions are setup in Default Data > Classifications list.
  3. Invoice ContactClosedThe name of the contact shown on the tax invoice / bill that was received and requires payment. This is the contact name that is sent attached to the record to your accounting system via Connect for the supplier expense (bill).
  4. NotesClosedEnter a description for the expense. The first 500 characters of the note field are used with the search functionality, which is in the Expenses (Invoice / Bills) list toolbar.
  5. Invoice numberClosedType the invoice number shown on the invoice / bill sent from the supplier / sub contractor. This is the supplier's invoice number, and this will be sent to your accounting system via Connect to be shown as the Bill / Purchase number. If the 'invoice #' is entered already exists for the contact selected, then a warning is shown on save to provide the user an opportunity to alter this to be unique.
  6. Invoice DateClosedThe date shown on the invoice / bill received form the supplier / sub contractor. This date is sent to your accounting system via Connect and shows as the transaction date throughout Synergy. Once a disbursement line has been entered this date is locked and cannot be changed.
  7. Due Date NEW 4.9.4 ClosedThe date that the bill payment must be received by the suppler / sub contractor. The due date must be equal to or greater than the invoice date (cannot be before the invoice date). This date is sent to your accounting system via Connect.
  8. Export To Connect NEW 4.9.4 ClosedThis field is checked by default to show that the Bill created will be exported using Connect to your accounting system. If this field is uncheck then the bill is 'Synergy Only' which allows you to show the transaction created on a project invoice, but the supplier will not be sent to your accounting system to be reimbursed.
  9. ActiveClosedUncheck the active box on a bill to mark it as 'inactive' and hide it from the Bills List. NOTE: If the bill was entered in error we recommended you delete the bill and not use this option.
ClosedLines Table and Bill Totals
  1. Line details
    1. NoteClosedEnter a disbursement line description of the expense. The note is optional and can be seen in the time and expense tab of the project. The note entered here can be configured to appear on the invoices, and can be edited within the invoice wizard. This note can be configured to be sent to your accounting system using Connect to appear on the Purchase / Bill record.
    2. UnitsClosedEach new line created defaults to have a 'unit = 1'. Update this field to show the quantity of the item that you have purchased, as shown on the supplier invoice / bill that you have received.
    3. Unit ValueClosedType the per unit value (excluding tax) for the expense line.
    4. Total (Inc Tax)ClosedView the total value of the expense line including the taxes selected. This is calculated as ((# of 'units' * 'unit value') + tax code %). This field also allows entry for when the per unit value is unavailable, so you can enter the line total value and the Synergy will calculate the per unit value based on the '# of units' and the 'tax code' selected on the line.
    5. Tax Rule NEW 4.9.4 ClosedAmend this field and select if the expense line is tax free or tax applicable. Defaults to be 'tax applicable'. The tax code entered on the line is sent to your accounting system via Connect to appear on the matching line of the Bill / Purchase record. Note: Connect no longer uses the tax code from the sub project the line is disbursed against after you upgrade to the 4.9.4 release. This change applies to <office> internal expenses and Project disbursed expenses.
    6. Total (Ex Tax) - (Optional column) NEW 4.9.4ClosedView the total value of the expense line at an excluding tax value. This is calculated as (number of 'units' * 'unit value'). This field also allows entry for when the per unit value is unavailable, so you can enter the line total value and the Synergy will calculate the per unit value based on the '# of units', and the 'total inc tax' will be calculated using the 'tax code' selected on the line.
  2. Grand Totals
    1. Total (Ex Tax)ClosedThe SUM of the entered lines as an excluding tax value.
    2. TaxClosedThe SUM of the tax value for all the entered lines.
    3. TotalClosedThe total value of the expense as an including tax value.
ClosedEntry of 'Units' vs 'Unit Value' for a bill line

Example

ABC Constructions has sent an invoice / bill for $1980 (including GST).  The invoice / bill received covers services for 2 projects.  How you enter the bill into Synergy will depend on the level of detail you want to see in both the Project Time and Expenses Tab, and on Project Invoices to your clients. If you enter both the 'units' and the 'unit value' then this information can be seen throughout Synergy. If you enter only a summary of the details (option 2) then that is all you can see in the project and invoices for the expense too.

Example is that an invoice has been received with the following detail included:

Project

Hours (Units)

Unit Value

 Total (ex tax)

Paradise villas

10 hours

$80

 $800

Windsor Rd bus shelter

12.5 hours

$80

 $1000

Invoice / Bill total

 

 

 $1,800

Enter using units and unit value:

  1. The '# of units' defaults to 1 for the new line. Update this to be the number of hours. e.g. 10 hours for Paradise Villas line.
  2. Type the per hour value into the 'unit value' field.
  3. The tax rule 'tax applicable' is automatically applied to the line, and the 'Total' value ex or inc tax is auto calculated. e.g. 10 hours x $80 per hour = $800.
  4. The # of units and the line total value (ex tax) is shown in the Project time and expense tab.
  5. Repeat this for line 2 that requires to be disbursed against a different project.

Enter using only the unit value:

  1. The # of units defaults to 1. Leave this as the default value.
  2. Type the total value for the line into the 'unit value' field. This is the excluding tax value for the expense. e.g. Type $800 (10 hour x $80) for the paradise villas line.
  3. On line 2 for Windsor road project disbursement repeat the steps of entering the 'unit value' only. e.g. $1000 the excluding tax value of the expense.

Tip: Within the Synergy project the supplier bill value shown is the excluding GST total value for the transaction line.

ClosedDisbursements table
  1. Project #ClosedDefaults to let you select from your 'My projects list' or the <Office> project. My projects are the list of projects that you most frequently work on. Click the text 'Change to all projects' to find another project that is not part of your my projects list. Type part of the project name to shorten the list to find only those projects that have that keyword in the name.
  2. Sub ProjectClosedSub projects with a status of proposal or active will appear in this list.  Other sub project status options do not allow transaction entry, and as such are not shown in this list. If phases are enabled on the project, then the phase name is shown on the right side in this drop down list along side the sub project names on the left.
  3. RateClosedDefaults to the 'supplier (default)' or 'sub contractor (default)' rate based on the 'type' selected. If a Supplier was selected as the 'type' in the top section of the screen, then only 'supplier' type markup rates will appear in this drop down list. If the sub contractor type was chosen, then only sub contractor markup rates will be in the list. The selected markup rate is applied to the expense transaction within the project > time and expenses tab, and the markup value is shown as the WIP 'charge value' when creating the invoice. This is the Chg. Value on the Project. 
  4. Expense TypeClosedEach line must be allocated an expense type to record the expense category or type.  This is a description or category for the expense that shows with the expense transaction throughout Synergy. e.g. project, reports and invoicing. 
  5. Billing Option - Select a Billing Option that will determine the value of the transaction recorded against the project.
    1. InvoiceClosedMake the transaction available for invoicing. Default option - Recommended.
    2. Write OffClosedAutomatically set the transaction as written off, so it will not appear for invoice. ,The cost is still recorded against the project.
    3. Linked (no cost or value) ClosedThe transaction will be visible against the project, however no cost or value will be recorded / added to the project.
  6. StatusClosedReflects the current status of the expense disbursement transaction as a picture. In most cases this will default to WIP when entered, or Written-off if linked to a 'no billing' sub project. WIP and written off transaction can be edited or deleted. After the expense transaction is linked to an invoice the invoiced symbol is shown, and the expense transaction cannot be edited or deleted.
  7. Budget - (Optional column)ClosedThe budget target value for the sub project is shown (read only).
  8. Budget Residual - (Optional column)ClosedThe amount of the budget that is still available for use(read only). Budget residual is the (target budget - WIP transactions charge value to date)
  9. Agreed Fee - (Optional column)ClosedThe agreed fee for the sub project (read only). This is an entered value on the sub project for fee type fixed fee, percent of project, and capped rates. For the hourly rate fee type this is the total value of the transaction on the sub project.
  10. Residual - (Optional column)ClosedThis is populated for fixed fee and percent of project fee types as read only. Shows the amount of the sub project fee that can still be billed on future project invoices.
  11. Sub Project Tax Rule - (Optional column)ClosedThe tax code selected on the sub project (read only).
  12. Fee Type - (Optional column)ClosedThe fee type selected on the sub project (read only).

Tip: Why would you record zero cost and charge? You may track supplier or sub contractor expenses on behalf of your client, so you'd like to make a record the invoice has been received, however you then pass it onto the client for direct payment - Linked (no cost or value) enables this reconciliation.

ClosedPayment details - Shown when 'fully disbursed'
  1. Is PaidClosedCheck the box to 'Mark the expense as paid' and the other payment details fields will be enabled.
  2. Payment DateClosedEnter the date that the payment was sent to the supplier / sub contractor, or select it from the drop down calendar.
  3. Paid ByClosedPaid by defaults to show the name of the staff member who is entering the details. This is the initals of the staff member e.g. RH for Robert Howard. If this was imported from Xero using Connect, then the text' Xero' is shown. Payment import is only available for Xero Connect.
  4. Payment noteClosedType a note to describe how the payment was sent to the supplier / sub contractor. If this is being imported from Xero with Connect then this is the payment reference note text.

Tip: The supplier expense payments can be imported from Xero Connect. Learn how to enable this Xero Connect only feature.

ClosedSpilt a bill line NEW 4.9.4

Use the 'Spilt line' button on a line that is not fully disbursed, and is on an 'unlocked' bill record. This feature has been designed to make it easier to keep the bill total units and value in place, and be able to split the bill as time passes to be attached or disbursed against several of your Synergy projects. e.g. Spilt the bill line to be able to disburse part of the expense against Project A, and another part of the expense against Project B.

The split line options available are:

Tips:

  • If you need to update both the # of units and the $ unit value, then update the details on the line itself (not using the split feature).
  • Only fully disbursed bills are sent via Connect to your accounting system.

Example 1 - Splitting using # of Units

A bill has been created for parts purchased from a supplier. This bill has 58 units entered, that will be used / disbursed against several different projects. Not all the projects that this expense will be disbursed against are known at this stage. In this case the project manager will be splitting of the consumed units as they are used to assign them to the project.

  1. Open the Bill.
  2. Highlight the row to be split in the lines panel.
  3. Click the 'split' button in the toolbar.

Click the image above to see the split line button.

  1. (Optional) type a note to be used on the 'new line'.
  2. Enter the # of units to be assigned to the 'new line'.
  3. Click the 'split' button.

Click the image above to see the split bill window.

  1. There are now two bill lines, with the # of units entered in the split window.
  2. Disburse the bill as required, then lock the bill to allow the record to be sync'd via connect to your accounting system.

Click the image above to view the split lines.

Example 2 - Split the unit $ value

A bill has been created for services purchased from a supplier. On the Bill sent from the supplier there was no '# of units' breakdwon entered. Due to this the # of untis was entered on the bill as 1, and the full bill value entered as the 'unit $ value'. This 'unit $ value' will be used / disbursed against several different projects. Not all the projects that this expense will be disbursed against are known initally. The project manager will split of the consumed $ value to a new line which is then disbursed agains the project as the value is used.

  1. Open the Bill.
  2. Highlight the row to be split in the lines panel.
  3. Click the 'split' button in the toolbar.

Click the image above to see the split line button.

  1. (Optional) type a note to be used on the 'new line'.
  2. Enter the $ unit value to be assigned to the 'new line'.
  3. Click the 'split' button.

Click the image above to see the split bill window.

  1. There are now two bill lines, with the $ unit value entered in the split window.
  2. Disburse the bill as required, then lock the bill to allow the record to be sync'd via connect to your accounting system.

Click the image above to view the split lines.

ClosedClear disbursements NEW 4.9.5

This option is available in an open bill record in the lines panel. Use this on an unlocked bill record to clear all the details from the disbursements section of the bill. The details in the lines section will be kept, and you can then allocate the bill to different projects using the disbursements panel when required.

Try clearing the disbursements panel to be able to edit the bill details. E.g. Clear the disbursements panel to be able to change the bill type from supplier to sub contractor. This option is not available when the disbursement lines have been invoiced.

ClosedSearch and filter the list

Filter options

Limit what data is shown in the list using filter options. These options are shown in the filter list in the top right corner of the list view:

  1. ActiveClosedAll bills marked as 'active' are shown in this filter option. The active box is on a open bill record in the bottom left corner.
  2. Not ActiveClosedAll bills where the 'active' box has been unchecked. These bills are inactive.
  3. AllClosedBoth active and inactive bills are shown.
  4. Not PaidClosedAll bills that are still outstanding for payment to the suppler / subcontractor are shown using this filter.
  5. Not Fully Disbursed ClosedAny bills that have not had all the lines fully disbursed are shown. This outstanding 'undisbursed' value cannot be charged to clients on project invoices, and the entire supplier bill record cannot be sent to your accounting system using Connect.
  6. Last 30 DaysClosedBills with an 'invoice date' in the last 30 days.
  7. Last 60 DaysClosedBills with an 'invoice date' in the last 60 days.
  8. Last 90 DaysClosedBills with an 'invoice date' in the last 90 days.
  9. Not LockedClosedAny bills that are 'unlocked' are shown with this filter. Unlocked bills are not sent to your accounting system via Connect. Bills must be locked and finalised once the entry is completed, to ensure that users do not enter the details after it is disbursed and on-charged to your client on a project invoice.
  10. Not ExportedClosedView any bills that are marked as a 'Synergy only bill' that will not be sent to your accounting system using Connect. These expense transactions can still be on-charged to your clients on project invoices, but will not appear in your accounting system as export is not allowed.
  11. Search...ClosedOpen the advanced search. See more on the search options below.

Search options

Lookup a supplier expense (bill) using one of the following search options

  1. Quick searchClosedType a number or text to search for in the main bill fields: Invoice number, contact name, or project number. The list is updated to only show the records that match these results, and the 'find results' list filter is shown. Change the list filter back to '30 days' to return to the default view.
  2. Advanced searchClosedClick on the list filter in the top right corner and select 'Search ...' to open the advance search options for Bills. All the fields within the bill can be searched using this area. Type the search keyword (text or numbers) into one or multiple fields as required to limit the results to only show those bills. i.e. all bills for a contact record that are dated this year.
ClosedData migration - Undisbursed Costs NEW 4.9.4

As the layout of the Supplier expenses (Bills) screen has changed in the Synergy 4.9.4 release, there is some data migration completed as part of the upgrade process to this release. Any supplier expenses (bills) that are not 'fully disbursed' are updated by the upgrade process to convert the outstanding 'Invoice / Bill Total' and 'Tax Rule' to be shown as a line.

These fields that were on the 'general tab' of the Bill record in 4.9.3 (or prior) have been converted to be shown in the 'Lines table' in 4.9.4 or higher:

  1. Invoice Total
  2. Tax
  3. Total (ex tax)

Click the image above to see the fields from the old Bills entry screen style (4.9.3 or prior).

The above fields have been removed in 4.9.4 to add greater flexibility to the Bill entry screen for:

Lines created in the 4.9.4 upgrade

  • Any Supplier expense (Bill) that is not fully disbursed will have an 'undisbursed cost' line created as part of the upgrade process.
  • The created line will have the tax rule applied, and the total value of the bill that was undisbursed attached.
  • This line is created for any undisbursed value - e.g. the full bill value, or a partially undisbursed bill value.

Click the image above to see the 'undisbursed cost' line created in the 4.9.4 upgrade.

ClosedData migration - Expense type NEW 4.9.5

Each bill entered requires that an 'expenses type' be entered in the disbursements panel for each line. Prior to the 4.9.4 release the expense type was an optional field when creating the bill and the disbursement to link the transaction to the project. In the 4.9.4 release the expense type was altered to be a mandatory field, to ensure that this data was always entered for use with the Connect interface when sending your bills data to your accounting system.

In the 4.9.5 release of Synergy the upgrade process will find any bill records where the expense type was not entered, and update the expense type to be the generic entry included with all Synergy databases of 'General'. This ensures that all bills entered in the past have an expense type assigned. Any bills with an expense type already applied will not be impacted by this change.

Columns available

ClosedColumns in Expenses (Invoices / Bills) list
  1. Type or ClosedSee if the supplier bill entered is a sub contractor type , or a supplier type . The type of the bill can be changed when the entered lines are not disbursed.
  2. Invoice number ClosedThe invoice number shown on the supplier bill that was provided. The list is sorted by default using the invoice number column, and this is first sorted on all numeric invoice numbers, and the remaining invoices that are only letter based numbers are sorted in alphabetical order.
  3. Invoice date ClosedThe date that the supplier / sub contractor created the invoice document.
  4. Due date ClosedThe date that the supplier / sub contractor has advised the payment is due on. This is normally shown on a invoice document as either a due date, or as invoice payment terms.
  5. Contact ClosedThe name of the contact that sent you the invoice / bill is shown. Double click the contact name shown in green to open the record and view the details.
  6. Card ID ClosedThe contact card id number is shown. The card id is a unique number assigned to each contact record in Synergy, which is used by connect for mapping which record the supplier expense is linked to in your accounting system when sync'd. Optional column that can be added / removed with a right mouse click in the list.
  7. Project # ClosedWhen the supplier expense is fully disbursed the project number is shown. Optional column that can be added / removed with a right mouse click in the list. Double click the project number shown in green to open the record and view the details. If the supplier expense is disbursed against multiple projects then the text 'Many' is shown, and if linked to the internal <Office> project then the text '<Office>' is shown. It is not possible to click to open the project <Office>, or to open a project for a supplier expense when the text 'Many' is shown. This field is blank when the supplier expense has not yet been disbursed against any project(s).
  8. Total (ex tax) ClosedThe 'Total' value for the supplier expense (Bill) is shown as an excluding tax value. The total value is created as a SUM of the lines entered within the bill record. The field on the bill record 'total' was removed in the 4.9.4 upgrade, and has been replaced by entering the supplier expense lines to build the total value.
  9. Not disbursed ClosedA value is shown in this column in redIF the supplier expense has not been fully disbursed. Use the filter option 'not disbursed' to find all the supplier bills entered that have not had the full supplier expense value linked to a project. Supplier bills that have not been fully disbursed will not be sent via Connect to your accounting system.
  10. Paid ClosedThis column shows if the supplier expense is marked as paid or not. Paid expenses are shown with a check mark and non paid expenses are blank.
  11. Note ClosedThe note symbol is shown if a note was entered in the top section of the supplier expense screen. If you hover over the note image the text of the note is displayed. This is blank when no notes have been entered on the supplier expense. This is not populated for disbursement notes, only the note in the top section of the supplier expense screen.
  12. Project Inv. # NEW 4.9.5ClosedWhen the bill has been invoiced this column shows the project invoice number. The word 'many' is shown if the bill has multiple lines that are attached to different project invoices, or the word 'W/OFF' to show that the transaction was written off in the project and not attached to an invoice. If this column in blank then the bill transaction has not yet been invoiced.
  13. Status ClosedThe current status of the supplier expense disbursement lines. Options for the expense disbursement transactions are: WIP, Invoiced, Written Off, multiple statuses applied, or blank when the expense has not yet been disbursed. The multiple status symbol is shown when a different status is current set on each of the many disbursement lines within the one supplier expense (bill). Optional column that can be added / removed with a right mouse click in the list.
  14. Locked ClosedA finalised supplier expense (bill) requires to be 'locked and finalised' before it can be sent to your accounting system using Connect. Any locked bills will show the locked symbol , and any unlocked bills will be blank in this column. Use the list filter 'not locked' to find all items that need to be locked before they can be exported via Connect. Bills can be unlocked by Director access level and above. Optional column that can be added / removed with a right mouse click in the list.
  15. Export ClosedBills can be marked as allowing 'export to connect' or to be Synergy only bills. When the export to connect option is unchecked in the supplier expense (bill) the record is marked as not allowing export and this column is blank. In this case the bill is a Synergy only record. Use the list filter to find all the bills marked as 'not exported'. Optional column that can be added / removed with a right mouse click in the list.

Tip: Open a bill record to see who created the bill and who was the last person to update the bill. The date and username of the staff member are shown in the bottom right corner of the open bill. NEW 4.9.5

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