Projects List

Setup required before use	Who can use it?	Where is it?
Create projects	User Assistant Project Manager Project Manager Director Administrator System Administrator	Projects

• Create new projects by copying an existing item.
• Store and Create documents for the project.
• Compare revenue budget targets to forecast and invoice values.
• Set custom rates for a project, or use the standard rates for each sub project.
• Create sub projects or phases of the project to describe the work that needs to be completed, and assign a different billing method to each sub project.
• Enter the tasks required for each Sub Project, and assign a staff resource to complete the work for the task.
• Add projects to your My Projects List to keep all the projects you are working on in a favourites list. The My Projects List is used in drop down list throughout Synergy to make data entry quicker.

Click the New button in the toolbar to add a new project. To learn more review the step by step creating a new project topic.

Double click a row in project list, to open the project and update the details.

Click the Colour button in the toolbar to assign a colour to the project. This colour is used in the Resource and Capacity Management module, to display a colour for the project on the Company Planning Board.

Add a colour to the project by:

1. Highlight the project in the list.
2. Click the colour button .
3. Select a colour from the colour palette.
4. Save and Close.
5. The colour will is now shown in the second column from the left in project list.

*Synergy Enterprise Feature* 

Use the data from an existing project to form the basis of a new project to save time in the project creation process when the details, contacts and sub projects are similar.

Learn more about how to use this feature in the Copy Project topic.

Create a list of your favourite, or most used Projects using the Add or Remove from My Projects List buttons in the toolbar.Use the My Projects List created here within Project drop down lists throughout Synergy, to make finding the project you are working on quicker and easier. The My Projects List can also be added to your My Synergy dashboard as an extra plugin.

Learn more about this feature in the My Projects List topic.

Use a standard set of rules to remove or add projects from your My Projects List. Click the bulk update button in the toolbar to see what rules are available. The system will automatically update your list based on the rules selected in the bulk update function. This is a great way to quickly add all the projects that you are listed as a Project Manager on to your My Projects List.

Learn more about this feature in the My Projects List topic.

Click the open project folders button in the toolbar, to open the project directory in Windows Explorer to look for a Project Document.

Learn more about this feature in the Project Directory topic.

Click the Project Status button in the toolbar to change the Project Level status of the selected Project. This opens the Project Status update screen, to allow you to adjust the project status, and also choose if all Sub Projects will be updated to the new status.

Learn more about this feature in the Project Status topic.

Click the Show on a Map button in the toolbar to view the location of one or many projects in Google Maps.

Learn more about this feature in the Project Mapping topic.

*Synergy Enterprise Feature* 

Type a keyword into the Project Search field shown in the toolbar, and click the search button or press the Enter key to run the search. After the search is run the list filter 'Find results' is automatically applied, and the list displays the projects that match the keyword entered.

The Project Search will look for the keyword entered within the fields Project Number, Project Reference Name, Project Title, Scope of work, Client Reference Number, Project Site Address (Address, Suburb, State, Postcode and Country).

Send a new email message to a Project Contacts using the Synergy Email Wizard. This feature allows you to use the email templates to automatically populate the email subject line and body of the message. Contact, Personnel, Project and Sub Project type email templates are available for use. Learn more about email templates.

Send a new email message by:

1. Add the optional column to the list called 'primary contact email' by right clicking in the list > Optional columns.
2. Click on the email address (shown as a blue hyperlink) for the project you want to create the email for.
3. The Email Wizard opens.
4. Select an email template from the list. If an email template is not chosen, then the new email message will be opened as a blank message not using any template.
5. Select which project contacts, contact personnel or internal staff the email will be sent TO. The email address you clicked on in the list automatically checked in the list.
6. Check the To, CC, or BCC boxes to send the email to extra project contacts, contact personnel or staff to the email.
7. (Optional) Add an extra contacts or personnel to the email by:
   1. Go to the Search Tab.
   2. Type part of a name next the Search symbol.
   3. Press enter to run the search.
   4. Check the To, CC, or BCC boxes to add the people to the email message from the search results.
8. Click Send.
9. The new email message opens addressed to the selected contacts and staff. If a email template was chosen, then the subject and body of the email has also been automatically populated.
10. Update the email message, and send to the email recipients.

The filters available are located in the top right corner of Projects List in the toolbar. The filters are used to update the list to help you locate the project you require.

1. My ProjectsDisplays only the Projects that have been added to your My Projects List.
2. Project ManagerDisplays only the Projects where you are listed as the Project Manager.
3. Active StatusDisplays only the Projects which are at Active project status. Custom Active Project Statuses that exist are also shown when this filter is used. Learn more about creating custom project status.
4. Proposal StatusDisplays only the Projects which are at Proposal project status. Custom Proposal Project Statuses that exist are also shown when this filter is used. Learn more about creating custom project status.
5. AllAll projects in the Synergy database are shown with this filter applied, for all Project status options.
6. Search...Use this option to search all the projects in synergy for a keyword in one of the following search fields: Project #, Client reference #, Project title, Reference Name, Scope of work, Manager, Address Line 1, Address Line 2, Town, State, Post code, Status, invoice #, Contact, Personnel, and attribute text.
7. Find ResultsThis filter option is applied automatically if a keyword is typed into the find box in the toolbar. If selected without

1. Colour NEW 4.8Default column. This displays the colour selected for the project from the colour palette. The colour is used in the Resource and Capacity Management module (*Synergy Enterprise feature*).
2. My ProjectsDefault column. The image is shown if the project row has been added to your My Projects List. Learn more about My Projects List.
3. NumberDefault column. The project number and prefix chosen on the General tab of the project is shown. View the Project Numbering topic to learn more.
4. Reference NameDefault column. The informal or internal name for the project is displayed. This is entered on the General tab of the project.
5. TitleOptional column. The formal name of the project is displayed. This is entered on the General tab of the project.
6. OfficeDefault column. The office location that will be completing the project work is displayed. In a multi office Synergy setup, users can only see the projects for the office they are defined as working within. Staff office locations are setup in Practice > Staff and Application Security.
7. PrefixOptional column. The prefix selected when creating the project and project number. View the Project Numbering topic to learn more.
8. Number #Optional column. The project number used with the prefix selected. This information was entered when creating the project. View the Project Numbering topic to learn more.
9. Scope of WorkOptional column. A description of the project that is entered to display on project documents and invoices. This detail is entered on the Project General tab.
10. Client Reference # NEW 4.8Default column. This displays the external reference number provided by the client for the project. Enter this detail on the Project General tab.
11. Address Line 1Optional column. The first line of the project site address entered on the general tab of the project.
12. Address Line 2Optional column. The second line of the project site address entered on the general tab of the project.
13. TownOptional column. The town or suburb of the project site address entered on the general tab of the project.
14. StateOptional column. The state of the project site address entered on the general tab of the project.
15. Post CodeOptional column. The post code of the project site address entered on the general tab of the project.
16. Primary ContactDefault column. The contact marked as the primary contact on the Project Contacts tab is shown. Double click the contact name shown in green, to open the contact and update the details.
17. Primary Contact PhoneOptional column. The phone number entered on the contact > general tab. Displayed for the primary contact selected using the Project > Contacts tab.
18. Primary Contact FaxOptional column. The fax number entered on the contact > general tab, for the primary contact selected using the Project > Contacts tab. Click on the fax number shown in blue to create a fax document to send to the contact.
19. Primary Contact MobileOptional column. The mobile number entered on the contact > general tab, for the primary contact selected using the Project > Contacts tab.
20. Primary Contact OtherOptional column. The details entered into the other field on the contact > general tab, for the primary contact selected using the Project > Contacts tab.
21. Primary Contact EmailOptional column. The email address entered on the contact > general tab, for the primary contact selected using the Project > Contacts tab. Click on the email address shown in blue, to send an email to the contact using the Synergy email wizard. Learn more about the email wizard.
22. Primary Contact WebsiteOptional column. The web site address entered on the contact > general tab, for the primary contact selected using the Project > Contacts tab. Click on the address shown in blue, and the web site will open in your default web browser.
23. StatusDefault column. The current status assigned to the project is shown. Learn more about Project Status options.
24. ManagerDefault column. The internal staff member selected as the project manager is shown. This details is selected on the Project General tab.
25. Last ActivityDefault column. The date that the project was last updated is displayed.
26. Total Construction Value $Optional column. The total construction cost value entered for the project. This is entered on the Sub Projects tab. Learn more about construction costs.
27. Construction Variations $ Optional column. The total variations value for the project construction costs entered for the project. This is entered on the Sub Projects tab. Learn more about construction costs.
28. Construction % Optional column. The percent value of the contract that is used to determine the project construction fee, which can be split across the sub projects. This is entered on the Sub Projects tab. Learn more about construction costs.
29. Construction Fee $ Optional column. The total construction fee value that will be charged to the client. This is the calculated as the (total construction value + variations) * construction percent = construction fee. Update these values on the Sub Projects tab. Learn more about construction costs.
30. Fee $For sub projects with the fee type of fixed fee or percent of project, the total value entered for the sub projects is shown. For hourly rate fee type sub projects, this is the value of the transactions in WIP or invoiced for the sub projects. This total fee value is shown for all project status options.
31. Agreed Fee $The agreed fee column is blank when the project is at proposal status, and will be populated once the Project / Sub Project is at Active status. The total agreed value for all sub projects which have the fee types 'Fixed Fee' and 'Percent of Project' is shown. The fee types 'no billing', 'hourly rate', and 'capped rates' do not have an agreed fee value for sub projects, and are no included in this total value.
32. Budget $The total budget value for all sub projects is displayed. Budget value = Hours * rate. The budget is created in the Project Plan > Work Breakdown tab if Resource and Capacity Management module is enabled, or on the Project > Budget Tab.
33. Budget Variance $ NEW 4.9.4Monitor the budget to see if there is still an outstanding value (positive variance that can still be invoiced), or if the invoiced value has exceeded the planned budget amount (negative variance value). Used to determine the $ value that is available for future project tasks, without exceeding the sub project budget. Budget Residual $ = Budget (Budget Hours * rate) - Charge Value $ (total value of chargeable work booked to the project to date). Only shown in project list for sub projects that are at a Proposal (all) or Active (all) status (all other statuses are excluded from the list total). If the sub project does not have any budget lines entered, then it is excluded from this project level calculation. Previously called the Budget Residual $ in the 4.9.3 release or prior.
34. Budget %This displays the Budget Variance $ value (previously budget residual value in 4.9.3 or prior) in a % format, to show at a glance the Budget Complete % for the project. Only shown in project list for sub projects that are at a Proposal (all) or Active (all) status (all other statuses are excluded from the list total). If the sub project does not have any budget lines entered, then it is excluded from this project level calculation.

35. WIP Std. Cost $The WIP value of un-invoiced transactions, shown as a Standard Cost value. The formula to calculate standard cost is Standard Cost = (charge out rate per hour - profit markup %).
36. Inv. Std. Cost $ The Invoiced value for the project, shown at Standard Cost. The formula to calculate standard cost is Standard Cost = (charge out rate per hour - profit markup %).
37. Std. Cost $ The total value for the WIP and values, displayed as standard cost. The formula is Std. Cost $ = (WIP Std. Cost $ + Inv. Std. Cost $)
38. WIP Actual Cost $The WIP value of un-invoiced transactions, shown as an Actual Cost value. The Actual Cost = Staff overhead cost per hour. Learn more about staff overhead costs in the staff creation topic.
39. Inv. Actual Cost $The Invoiced value for the project, shown as an Actual Cost value. The Actual Cost = Staff overhead per hour. Learn more about staff overhead costs in the staff creation topic.
40. Actual Cost $The total value of the WIP Actual Cost $ and Invoiced Actual Cost $ columns.

41. Chg. WIP $The chargeable value of the un-invoiced transactions for the project. The Chg.WIP $ formula is = (hours entered in staff timesheets x charge out rate). The charge out rate is selected when entering staff timesheets, and the rate value is defined in Practice > Rates list.
42. Chg. Invoiced $The chargeable value of the invoiced transactions for the project. The Chg. Invoiced $ formula is = (hours entered in staff timesheets x charge out rate). The charge out rate is selected when entering staff timesheets, and the rate value is defined in Practice > Rates list. If the transactions are discounted when invoiced to the client (markup/markdown) this is ignored by this column, which displays the total possible value that could have been invoiced to the client.
43. Chg Value $The total chargeable value for WIP and Invoiced transactions. The formula for this is (Chg. WIP $ + Chg. Invoiced $). The charge out rate is selected when entering staff timesheets, and the rate value is defined in Practice > Rates list.
44. Invoiced $ The total value invoiced for the project excluding tax.
45. Invoiced Inc Tax $The total value invoiced for the project including tax.
46. Owing Inc Tax $The total value unpaid for invoices including tax. A invoice is owing if a payment has not been entered into Synergy, or if only a part-payment of invoice has been received and entered.
47. Aged Debtor (Invoiced)The number of days the invoice payment are outstanding, based upon the invoice creation date.
48. Aged Debtor (Due)The number of days that the invoice payments are outstanding, based upon the invoice due date.
49. Average Payment DaysThe average number of days that the client has taken to pay all invoices for the project.
50. Invoiced + WIP $The total value of all chargeable WIP for the project, and the invoiced values. Formula is = (Chg. WIP $ + Invoiced $).
51. Invoice W/Off $The total value of written off invoices for this project. Invoices are written off when payment is not expected to be received. Write off an invoice in Projects > Invoice Maintenance List.
52. Invoice Writeup $ NEW 4.9.4 The discount or surcharge value applied to the project transactions. Compares the charge-out value against the invoiced value. If the two figures match then an invoice writeup of $0.00 is shown. If the field is shown in red, then this means the transaction was discounted on the invoice and a negative value is shown in the field. If the field is shown in green, then this means a surcharge was applied on the invoice, and a positive value is shown in the field.
53. Inv. Writeup Ratio NEW 4.9.4 The discount or surcharge value of the transactions as a ratio. The formula used is : Invoice writeup ratio = (Invoice write-up $ / Charge Value) +1. If the ratio shows a surcharge / markup / writeup result then the cell is shown in green. If the ratio shows a markdown / discount / write down result then the cell is shown in red. The total for this column excludes pre-billing type transactions.
54. Inv. Writeup Ratio % NEW 4.9.4 The discount or surcharge of the transactions as a ratio percentage. The formula used for this is : Invoice writeup ratio = ((Invoice write-up $ / Charge Value) +1) x 100. If the ratio percentage shows a positive number (surcharge / markup / writeup result) then the cell is shown in green. If the ratio percentage shows a negative number (a markdown / discount / write down result) then the cell is shown in red. The total for this column excludes pre-billing type transactions.
55. Residual $The outstanding value which is still available to be worked upon and invoiced for the project. Residual $ formula is = (Agreed Fee $ - Invoiced $).
56. Net Residual $ NEW 4.9.4 The outstanding value which is still available to be worked upon for the project. Net Residual $ formula is = (Agreed Fee $ - Invoiced $ - WIP $). For capped rate fee type sub projects only, the capped value is used instead of the agreed fee value for the net residual formula.
57. Profit Total Cost Std. $This displays the total standard cost profit for the project. The formula is = (Invoiced $ - Invoiced W/Off $ - Std Cost $). The cost total used here includes both invoiced and un-invoiced transactions.
58. Profit Total Cost Std. %This displays the total standard cost profit for the project as a percentage. The formula is = (Profit Total Cost Standard $ / Invoiced $ x 100). Total Cost includes both invoiced and un-invoiced transactions.
59. Profit Inv Cost Std. $The total standard cost profit for the invoiced transactions for the project. The formula is = (Invoiced $ - Invoiced W/Off $ - Inv. Std. Cost $).
60. Profit Inv Cost Std. %The total standard cost profit for the invoiced transactions of the project, displayed as a percentage. The formula is = ((Profit Inv Cost Standard $ / Invoiced $) x 100).
61. Project Projected Std. $The projected total profit for the project, displayed using standard costs. The formula is = (Invoiced $ - Invoiced W/Off $+ Chg. WIP $ - Standard Cost $).
62. Profit Projected Std. %The projected total profit for the project, displayed as a percentage. The formula is = (Profit Projected Standard $ / (Invoiced $ + Chg. WIP $) x 100).
63. Profit Total Cost Act. $This displays the total actual cost profit for the project. The formula is = (Invoiced $ - Invoiced W/Off $ - Actual Cost $). The cost total used here includes both invoiced and un-invoiced transactions.
64. Profit Total Cost Act. %This displays the total actual cost profit for the project as a percentage. The formula is = (Profit Total Cost Actual $ / Invoiced $ x 100). Total Cost includes both invoiced and un-invoiced transactions.
65. Profit lnv Cost Act. $The total actual cost profit for the invoiced transactions for the project. The formula is = (Invoiced $ - Invoiced W/Off $ - Inv. Actual Cost $)
66. Profit Inv Cost Act. %The total actual cost profit for the invoiced transactions of the project, displayed as a percentage. The formula is = ((Profit Inv Cost Actual $ / Invoiced $) x 100).
67. Profit Projected Act. $The projected total profit for the project, displayed using actual costs. The formula is = (Invoiced $ - Invoiced W/Off $+ Chg. WIP $ - Actual Cost $).
68. Profit Projected Act. %The projected total profit for the project, displayed as a percentage. The formula is = (Profit Projected Act. $ / (Invoiced $ + Chg. WIP $) x 100)
69. Specific Rates NEW 4.9.2 and 4.9.3Use this column to see if any project or sub project specific rates have been setup on your projects. This lets you see at a glance which projects have special pricing entered as a specific rate. Specific rates are used instead of the standard rate group pricing.