Expenses (Invoices / Bills) - 4.9.3 or prior

Setup required before use	Who Can Use It?	Where Is It?
Description Create Contacts	User Assist. Project Manager Project manager Director Administrator System Administrator	Projects > Expenses (Invoices / Bills)

1. Click New.
2. Select the date of the supplier / subcontractor invoice.
3. Set the type to supplier or sub contract.
4. Description can be used to label different types of expenses such as accommodation, airfares etc.
5. Invoice contact is the company providing the service to you.
6. Invoice number can be up to 20 characters - this enables synchronisation with MYOB Connect. NEW 4.7 
7. Enter the Invoice Total including GST, if applicable.
8. Save.

Now that the expense has been added to the system, it can now be disbursed across one or more Projects.

1. Select the Disbursements Details tab.
2. Select a Project.
3. Select a Sub Project.
4. Select the relevant Markup Rate.
5. Select an Expense Type.
6. Select a Billing Option (Invoice is the default).
7. Enter a Note. NEW 4.7.4
8. Enter the # units i.e. 1 air fare; 15 hours from a sub consultant.
9. Select a Tax Rule if the expense is being disbursed against the Office project. NEW 4.7.4
10. Save.

An example of one supplier expense disbursed against multiple projects and sub projects. NOTE additional expense types only available in the Synergy Enterprise or Foundation. 

These are as per the list as setup in the Classifications area.

Any supplier that will provide services for you and that will issue you with a tax invoice will need to be entered into the Contact database before allocating the expense to the system.

This is their (the supplier's) invoice number.

Enter the full value that the supplier has invoiced you - whether there is GST or not, this is worked out under the next fields for tax - so the total including GST is entered.

If the value of the invoice is say $550 and includes tax, then $550 is entered into the Invoice total.  If it doesn't include tax (tax free), then $550 is entered into the Invoice total - either way the same value is entered. 

You then indicate whether or not the Invoice Total includes tax.  By default Includes tax is selected, as this is what most supplier and sub contractor expenses will include.

So if the supplier / sub contractor expense does not include tax i.e. no tax has been paid, then you would uncheck this option.

This is an automatic system calculation currently set to 10%.  

If the expense entered is $550 and you've indicated this includes GST, then the ex tax value will calculate in this field automatically.  If the expense does not include tax, then $550 will appear in the total ex tax field.

it's the ex GST figure that will appear as Cost against the project.  GST is then added to the sub project during invoicing, unless the GST status of the sub project is set to GST free

This will let you know how much of the expense has been disbursed to projects.  Select Disbursement details tab to allocate.

Enter a description of the expense. The first 500 characters of the note field are used with the search functionality, which can be found in the Expenses (Invoice/Bills) list toolbar.

By default all projects will appear in the list.  There is an option here to select from My projects list. 

  if the expense is not project related select the <Office> project.

Only sub projects with a status of proposal or active will appear in this list.  Good practice is to allocate expenses to a Disbursements sub project.

If a Supplier was selected on the general tab, all relevant markup rates for supplier will appear in this drop down list and similarly with Sub contractor rates. The relevant markup rate will then be applied to the transactions. This will appear under the Chg. Value columns on the Project.  

An example of the disbursement detail tab

Each line can be allocated to an expense type.  These are descriptions that will appear throughout the project, reports and billing. 

Want to learn more? more...

At the point of disbursing a Supplier Expense, you can now select a Billing Option that will determine the value of the transaction that is recorded against the project.

Invoice

Make the transaction available for invoicing. This is the default and is how Synergy currently functions. 

Write Off

Automatically set the transaction as written off, so it will not appear for invoice, though the cost is still recorded against the project.

Linked (no cost or value)

The transaction will be visible against the project, however no cost or value will be recorded/added to the project.

Enter a description of the expense. The note entered here can be configured to appear on the invoices, and can be edited within the invoice wizard.

Units, Unit value and Total value

Mostly the unit value of 1 is entered.  However this can be a useful tool to track units, here is a scenario:

Example

Bill Jones has provided an invoice for $1980 (including GST).  The invoice covers services for 2 projects.  On his invoice he's indicated the following:

Project	Hours	Charge
Paradise villas	10 hours @ $80	$800
Windsor Rd bus shelter	12.5 hours @ $80	$1,000
This claim		$1,800

the invoice values that will be allocated to the project in Synergy are ex GST

This can be added to Synergy in the following way:

1. For the first project enter 10 in the # units. 
2. For the first entry the system will want to disburse the whole invoice across one project, but it will come down to modifying the Unit value:

The Unit value will automatically be calculated to $180 which is Total divided by units.  So you will need to type the charge per hour under Unit value of $80.00:

3. The Total value will now calculate Units x Unit value i.e. 10 x $80.
4. The second and final project listed will automatically assume the balance of the invoice be allocated, again, you will just need to enter the # units of 12.5 and the Unit value will calculate automatically also.

  if the # units is set to 1, then the unit value need only be changed to specify the total value (ex GST) to be disbursed to the project.

Amend this field for <Office> items and select if the expense is tax free or tax applicable. For <Office> project related expenses, this column defaults to the tax rule of 'tax free'.  

The tax rule column is read only for all project related expenses, and displays the tax rate from the project (or sub project).

In the event a project manager has raised a transaction query, the line will show a question mark symbol .

The transaction will also display a question mark symbol within the project time and expenses tab in the status column.