Add the alerts plugin to each of the user's My Synergy dashboards, so that they can see all the items that require their attention.
Getting Started
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Setup required before use |
Who Can Use It? | Where Is It? |
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User Assist. Project Manager Project manager Director Administrator System Administrator |
My Synergy > Alerts My Synergy Dashboard > Alerts plugin |
Tip:
The alerts plugin can be added to your My Synergy dashboard, to allow each user to see items that require their attention as they first login to Synergy each day. Different alerts are shown to each user access level, which relate to the day-to-day tasks that they would perform in Synergy.
Quickly identify items that require your attention within Synergy.
Using the
Alerts plugin
to expand the items in the Alerts panel. Alerts shown in the My Synergy plugin
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Why use this alert? |
What are the next steps? |
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System |
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Check that the Synergy backup process has been run each night or each week. |
Learn more about configuring the Synergy backup. |
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My Synergy |
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Check which dates timesheets you have not yet entered. |
Learn more about entering timesheets. |
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See which of your timesheet or expense entries still require to be approved by your manager. |
Learn more about approvals. |
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My Staff |
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Check which staff that report to you have not entered their timesheets. |
Remind the staff to enter all their timesheets for the month. The timesheets should be entered before creating invoices for the project invoicing period. Learn more about entering timesheets. |
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Check if your staff have submitted timesheets or expenses for management approval. |
Approve the timesheet or expenses items to have the transactions show as WIP for the Projects. Learn more about approvals. |
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Timesheets (All staff) |
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Check which staff in the company have not entered their timesheets. |
Remind the staff to enter all their timesheets for the month. The timesheets should be entered before creating invoices for the project invoicing period. Learn more about entering timesheets. |
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Projects I Manage |
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Check if transactions have been assigned to the 'unallocated costs' sub project for any of the projects where you are the project manager. |
Unallocated costs should be transferred to an actual sub project using WIP transfer. Learn more about using WIP Transfer. |
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See what Aged WIP exists for Projects that you manager, which has not yet been invoiced or written off. WIP is grouped by the number of days old the transactions is without being invoiced. 0-30 days in green, 31-60 days in blue, 61-90 days in orange, and 90+ days in red. |
Check if the WIP can yet be included in an invoice to the client, or if it needs to remain as WIP until a project milestone has been reached. Learn more about Project Transactions. |
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See which invoices are overdue for payment on Project that you are listed as the Project Manager. Invoices are grouped by the number of days payment is outstanding from either invoice due date, or the invoice date. 0-30 days in green, 31-60 days in blue, 61-90 days in orange, and 90+ days in red. |
Follow-up with the client for payment of the outstanding invoices. Learn more about Aged Debtor Alerts. |
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Custom alerts can be created for a date based attribute and attached to a Project, Sub Project, Contract, Staff, Contacts or Personnel records. |
The alert shown is a custom alert, and the action required is different for each Synergy client. Learn more about Attribute Alerts. |
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Check if any projects you manage have:
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Approve the transmittal to create the transmittal package file and summary document. Remind users to resolve declined transmittals after checking the declined reason. Prompt users to send out all approved transmittals. Learn more about Transmittal Approvals. |
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Projects (All) |
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Check any transactions have been assigned to the 'unallocated costs' sub project for any project in Synergy. |
Unallocated costs should be transferred to an actual sub project using WIP transfer. Learn more about using WIP Transfer. |
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See what Aged WIP is in Synergy that has not yet been invoiced or written off. WIP is grouped by the number of days old the transactions is without being invoiced. 0-30 days in green, 31-60 days in blue, 61-90 days in orange, and 90+ days in red. |
Check if the WIP can yet be included in an invoice to the client, or if it needs to remain as WIP until a project milestone has been reached. Learn more about Project Transactions. |
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See which invoices are overdue for payment on all the Projects in Synergy. Invoices are grouped by the number of days payment is outstanding from either invoice due date, or the invoice date. 0-30 days in green, 31-60 days in blue, 61-90 days in orange, and 90+ days in red. |
Follow-up with the client for payment of the outstanding invoices. Learn more about Aged Debtor Alerts. |
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Custom alerts can be created for a date based attribute and attached to a Project, Sub Project, Contract, Staff, Contacts or Personnel records. |
The alert shown is a custom alert, and the action required is different for each Synergy client. Learn more about Attribute Alerts. |
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Check if your staff have:
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Approve the transmittal to create the transmittal package file and summary document. Remind users to resolve declined transmittals after checking the declined reason. Prompt users to send out all approved transmittals. Learn more about Transmittal Approvals. |
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Invoices |
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See which invoices are overdue for payment. Invoices are grouped by the number of days payment is outstanding from either invoice due date, or the invoice date. |
Follow-up with the client for payment of the outstanding invoices. Learn more about Aged Debtor Alerts. |
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Contracts I Manage |
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See which contracts you manage are past the practical completion date. |
Follow-up on why this contract you manage is overdue for practical completion. When the contract status has been changed to Practical Completion, this alert will be removed. Learn more about the Contract Status. |
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Contracts (All) |
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See which contracts are past the practical completion date. |
Follow-up on why this contract is overdue for practical completion. When the contract status has been changed to Practical Completion, this alert will be removed. Learn more about the Contract Status. |
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Documents |
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Make sure staff don't forget to check any documents back into the Synergy controlled document library |
Remind the staff member to check-in all documents the after they have finished their required updates. Learn more about Controlled. Documents. |
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Make sure staff have not checked out all documents for a project, and stopped other users from being able to complete their project tasks. |
Remind the staff member to check in all documents once they have finished their required updates. Learn more about Controlled. Documents. |
Tips:
The Aged Debtors Alerts
By default both the Invoice Date and Due Date options for Aged Debtors will appear in the Alert plugin. Click here to learn how to turn one off. The Alerts do not display invoices dated in the future.
Scenario: If an invoice is raised today and the number of days due are set to 14, it won't appear in the Aged Debtors (Due date) 0-30 outstanding for a further 14 days, it will appear in the Current sector, as it is not yet Overdue. As for the Aged Debtors (Invoice date) it will appear as outstanding in the 0-30 days, as based on the invoice date, it is Overdue.
So effectively the Current represented in the Due date is the 0-30 days sector of the Invoice date plugin. Then when you get into the 0-30 days of the Due date, these same invoices are at 31-60 days of the Invoice date plugin.
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Debtor aging option |
Definition |
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Aged Debtors (Due date) |
Aging is at the due date of the Invoice. Invoices not yet outstanding appear as 'Current'. |
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Aged Debtors (Invoice date) |
Aging is at the date of the Invoice |
Tip: The items that appear in the Alert, such as an outstanding invoice can be viewed/opened by double clicking it.
Which Alerts can be seen by each staff
access level
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User |
Assist. PM |
Project Manager |
Director |
Admin |
System Admin |
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System |
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My Staff |
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Timesheets (All staff) |
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Projects I Manage |
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Contracts I Manage |
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Documents |
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Looking for more help? Try reviewing the following topics: View Topics
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