Restrictions with draft invoices

If the Accounts Department are finalising the invoices, there are details that cannot be amended in Synergy when they are linked to an draft invoice. Main points to consider are: WIP, transactions, rates, specific rates and general sub project tab details.

Problem

Draft invoices are created within Synergy Projects. In some cases the draft invoices are left in the system for several weeks until a manager or a person in the finance department approves the invoices to be sent out the client. What restrictions happen in Synergy whilst a draft invoice is held on projects?

Draft Invoices Overview

When a draft invoice attached to a project then the following restrictions occur in Synergy:

1. Sub Project edit for any details on the general tab is not allowed.
   The sub project general details are used for the invoice output. Therefore all the fields are locked once an invoice (even draft) has been created. This includes being unable to change the sub project fee type when a draft invoice exists.
2. Only one draft invoice can be created for each phase or sub project.
   You cannot create another draft invoice for the selected phases or sub projects until the existing draft invoice is finalised.
3. Timesheet or expense entries that are attached to the draft invoice cannot be amended.
   All the selected transactions for each sub project on the draft invoice are 'locked' until the invoice is finalised.
4. WIP write-off is not allowed for any transactions on the draft invoice.
   The transactions on the draft invoice are 'locked' they cannot be amended or written off. Delete the draft invoice to amend the locked transactions.
5. WIP transfer is not allowed for transactions on the draft invoice.
   The transactions are locked to the draft invoice. WIP transfer is not allowed until the draft invoice is deleted, or the items are returned to WIP by being removed from the invoice.
6. Query transactions is not supported with draft invoices.
   Queries can only be raised on WIP, and this item is at 'draft' status and is locked. Return the item to WIP by cancelling the draft invoice, or by removing the transaction from the draft invoice.
7. Rates (Practice menu) cannot be changed if draft invoices exist.
   If you need to change a staff rate, any draft invoices that have transactions with that rate applied must be removed or finalised first. i.e. If the rate 'Director' has timesheet transactions entered and linked to a draft invoice, then the rate value will not allow you to change it.
8. Edit specific rates (project/sub project level) is not allowed for rates with transactions linked to the draft invoice.
   If you need to change the specific rate value for a staff rate, any draft invoices that have transactions with that rate applied must be removed or finalised first. i.e. If the rate 'Director' has timesheet transactions entered and linked to a draft invoice, then the rate value will not allow you to change it.

Solutions

Delete the draft invoice

Delete the draft invoice to allow changes on the sub project and transactions like:

• Amend any of the 'locked' transactions.
• Write off any of the 'locked' transactions.
• Transfer WIP to another project when the transactions are 'locked' by the draft invoice.
• When you need to edit the rate values (via Practice > Rates List)
• When the Project/Sub Project specific rates need to be updated.
• Update the details of the Sub Project > General Tab.
• Raise a query on a transaction linked to the draft invoice.

Delete the draft invoice by:

1. Opening the Project > Invoices Tab.
2. Double click the draft invoice row.
3. Click the delete button in the toolbar of the open invoice.
4. Click 'yes' on the pop-up confirmation message.
5. The invoice tab is refreshed and the draft invoice has been deleted.

Tip: After deleting the draft invoice the locks are removed.

Find all the draft invoices in Synergy

1. Open Projects > Invoice Maintenance List.
2. Type the word 'draft' into the 'invoice number' field.
3. Click the 'search' button.
4. Any draft invoices that exist will be shown in the list.

Tips:

• Managers can use this method to find which draft invoices they need to approve and finalise.
• Use this search method to find all the 'draft' invoices in Synergy.

Return transactions to WIP (unlink transactions from the draft invoice) by

1. Open the Project > Invoices tab.
2. Double click to open the draft invoice.
3. Highlight the sub project that contains the transactions.
4. Select the 'edit selected sub project' button.
5. Uncheck the box for each transaction that you need to return to WIP.
6. Click the Close button.
7. The unchecked transactions are now back in WIP, and won't be part of this invoice. You can include them on a future instead, or repeat this process to 'link the transactions' again after making any required changes.

Tip: Unlink a transaction from an invoice and it is no longer included as part of the invoice. You will have to invoice the item separately, or write- off the transaction.

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