Time and Expenses Tab

Who can use it?	Where is it?
Assistant project manager Project Manager Director Administrator System Administrator	Projects > Time and Expenses Project > Sub Project > Time and Expenses

Screen filter

Change the tab to only show transactions of a selected status. The default filter 'All' is applied (top right corner), but can be changed so you can see all items in WIP, Invoiced, Write-off etc.

1. Select the screen filter 'All' in the top right corner.
2. Choose another filter from the list of transaction status options i.e. Invoiced, WIP.
3. Only transactions at that status from the filter selected will be displayed.
4. Add further filtering to the results using the Right click option (below).

Right click filtering options

1. Select a cell on a transaction row i.e. Persons name, Sub project, Invoice no.
2. Right click and select Filter by Selection.
3. Only those transactions with the same data as the selected will be displayed.
4. Right click and choose 'Remove current filter' to return to the original results.

Click the image above to see the right click filtering options.

Export the data from the list in either MS Excel® format or using Synergy reports. Use the Synergy report option if you want to create a PDF file with the list data, or email the list data to a Synergy staff member or contact.

Transactions statuses shown are:

	(blank) the item has not yet been submitted to WIP or for manager approval
	the item is in WIP. This means it has been submitted and/or approved and is ready for invoicing.
	there is an active transaction query on the item
	during the approval process the item has been declined and is still outstanding for approval
	item has been invoiced
	item has been written off
	restore the transaction that was written off
	pending approval

Approved or submitted?

When using timesheet approvals, the user is required to tick a complete box to indicate the day/week is finished and ready for approval.  If the item is pending approval by the manager then status is shown, and transactions of this status are no available for invoicing.

Once the transactions are approved that the transaction will appear as committed to WIP .  All WIP transactions can be included on an invoice to the client.

If timesheet/expense approvals is not in use, then system setting can be enabled to ensure that the timesheets are auto submitted as complete, so that they show in WIP straight away without requiring an approval process. Learn more about timesheet and expense approvals.

Click the question mark to raise a transaction query.  The same symbol will appear against the transaction in the Status column until such time it's been resolved. Learn more about transaction queries

If overtime have been assigned to the timesheet transaction then check the 'overtime' and 'overtime rate' columns to see the details. The overtime column shows a checkmark for any non-standard timesheet entry, as these are the overtime entries. The overtime rate column show the name of the rate selected for the timesheet, so you can report on the total number of hours entered as overtime in each overtime group. Learn more about overtime rates

Click the image above to see the overtime rates columns.

When the transaction has not yet been invoiced (WIP) the invoiced value is shown to match the charge value for the Staff Rate selected on that transaction. 

If the transaction is later 'written off', then the Invoiced value for the transaction is changed to $0.00. The value from the staff rate remains in the Chg. Value column for the written off transaction.

When the transaction is invoiced the item defaults to be invoiced at the chargeable value. However the transaction can be written up/down during the invoicing process. The invoiced transaction reflects the value defined for the item on the invoice sent to your client (or later updated in the pre-billing module).

Example

The following screen shot is the value of the original transaction for a Senior Architect at 8 hours which is $1,360.00. During the billing process this was written down to be $483.53. You can see the original value of the transaction in the 'Chg. Value' column and the discounted value in the 'Inv. value' column on the time and expenses tab of the project.

If the transaction has been written off, the invoice value will always display as $0.00 with the invoice number of W/OFF.

Click the image above to compare WIP - Write-off - Invoiced transactions.

Use the transaction write-off feature to remove a time or expense transaction from WIP. A written off transaction is not removed from the project, instead the transaction will remain on the project with a $0.00 invoiced value. When the status of write-off is applied to a transaction the item cost will remain on the project and shown as a loss on the project. The Standard Charge-out amount will appear as 0.00 against the project and on reports.   

Use the undo write-off feature to return the item back to WIP, if it was written off by mistake.

Learn more about the methods to write-off transactions in Synergy.

1. Transaction types staff timesheets, pre-bill invoice placeholder , cash expense , travel expense , office item expense , and supplier or sub contractor expenses .
2. Sub ProjectThe name of the sub project linked to the transaction is shown. Double click the sub project name in green to open the record and read the details.
3. DateThe date of the timesheet or expense entry. For a pre-bill placeholder this is the invoice date that the placeholder is linked.
4. DescriptionUse this column to find all time and expenses entered by a staff member. What is shown in this column is for staff timesheets or expenses (cash and travel) this shows the name of the staff member who entered the transaction. For supplier/subcontractor expenses, this shows the name of the contact entered on the General tab of the Expense (Invoice/Bill). For Office Items this always shows the text <office>. For pre-billing placeholders this cell is blank.
5. RateThis shows the rate name that is being used to calculate the 'charge value' for the transaction. This rate was selected when the timesheet or expense was entered by staff, or when the expense was disbursed against the project.
6. TaskThe task column shows the type of work the staff member was completing for each timesheet entry. Tasks available are defined either system wide (default data > timesheet tasks) or within the Sub Project > Tasks tab. The task column is only populated for timesheet entries, and is blank for all expense entries.
7. StatusThe current status of each transaction is shown. If this is blank, the staff timesheets for that day have not yet been committed/submitted. If approvals is switched on, then shows that the transaction is pending manager approval before it can be invoiced. indicates the transaction is in WIP, and ready for invoicing. Declined shows that approvals is on, and your manager wants either the transaction or the notes changed before it can be approved and attached to the project. A query has been raised by a project manager, and they need more details on this item before it can be invoiced. Invoiced item . Written off transaction . Write-off restore .
8. OvertimeThis is a Yes or No column to show if the staff timesheet entry shown is counted as 'standard' time or 'overtime'.
9. Overtime Rate NEW 4.9.2 and 4.9.3 - Optional columnThe overtime rate name is listed for each staff timesheet transaction. This lets you easily filter to see how many hours entered are 'standard' working hours, or how many hours have been entered for each custom overtime type. i.e. Double time, Non-Paid overtime etc.
10. UnitsFor staff timesheet transactions this reflects the number of hours worked. For expenses, this reflects the number of the item purchased that is being claimed or disbursed against the project. For cash expenses this is blank.
11. Chg. ValueThe recommended value that the transaction be invoiced to the client. The chargeable value is taken from the rate on the transaction line, and multiplied by the number of units (hours worked or items purchased).
12. Inv. UnitsThe number of units shown on the invoice to the client. The number of units can be marked up/down during the invoicing process, and therefore can be different to the actual transaction units.
13. Inv. ValueThe value that the transactions was listed as on the invoice to the client. The actual invoice value for the transaction can be marked up/down during the invoicing process to be different to the suggested charge-out value. The invoice value can also be adjusted in the pre-billing module.
14. Inv. Writeup $ - Optional columnThis column shows the discount or surcharge value applied to the transaction. (Previously called the 'Inv Markup $' column in the 4.9.3 release or prior). This is comparing the recommended charge-out value for the transaction against the actual invoiced value. If the two figures match then an invoice writeup of $0.00 is shown, as the item was invoiced at the recommended value. 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.
15. Inv. Writeup Ratio - Optional column NEW 4.9.4This optional column lets you see the write up / down of a transaction as a ratio. The formula used for this 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 discount / markdown / write down result then the cell is shown in red. The total for this column at phase level excludes pre-billing type transactions.
16. Inv. Writeup Ratio % - Optional column NEW 4.9.4This optional column lets you see the write up / down of a transaction as a ratio percentage. The formula used for this is :Invoice writeup ratio = ((Invoice write-up $ / Charge Value)+1) x100. If the ratio percentage shows a positive number (markup / writeup result) then the cell is shown in green. If the ratio percentage shows a negative number (a markdown / write down result) then the cell is shown in red. The total for this column at phase level excludes pre-billing type transactions.
17. Invoice #If this is blank then the transaction has not yet been included on any invoices. If attached to an invoice then the invoice number is listed in this field. If the transaction is written off then the text 'W/OFF' is shown.
18. Reason Code - Optional columnThe short code is shown here to describe the reason the transaction has been written-off. The reason code is selected when/if the transaction is written off. This column is only available if reason codes is enabled for use.
19. Reason Comment - Optional columnView the note text entered as a 'reason comment' when the transaction was being written-off. This column is only available if reason codes is enabled for use.
20. Note Hover over the to view the transaction note either entered during the timesheet or expense entry. Or double click the note to open a pop-up window to see the full note text. The note can be edited during the invoice wizard to ensure timesheet notes presented to the client are accurate.