Transactions

Status options available for transactions are:

• WIP - Work in Progress (WIP). The transaction has been submitted and is ready for invoicing.
• Invoiced - The transaction has been invoiced. The transaction is attached to a finalized invoice and cannot be edited.
• Written off - The transaction value has been written off, and cannot be invoiced to the client on any invoices. Transactions are written off manually in the transactions tab or the project, or automatically by being attached to a stage with the fee type of 'no billing'.
• Draft invoice - Any transactions attached to a draft invoice are shown with this status. Transactions attached to a draft invoice cannot be modified.

What details are shown for the value of the transaction will change based on the status of the transaction. The status impacts the columns value, invoiced value, and charge value. The status options that impact the transaction value are:

• WIP status - When the transaction is at WIP status and has not yet been invoiced, the invoiced value shows as $0 and the charge value shows the potential value that could be invoiced for that transaction.
• Written off status - A 'written off' transaction will have the 'Invoiced value' for the transaction shown as $0.00. The value from the transaction rate remains in the charge value column for the written off transaction.
• Invoiced status - When the transaction is invoiced the item defaults to be invoiced at the charge 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).

Use the transaction write-off feature to remove a timesheet or expense transaction from WIP, to stop the transaction from being included on an invoice to the client. A written off transaction is not removed from the project. The transaction will remain on the project transactions tab with a $0.00 invoiced value. When the status of write-off is applied to a transaction charge value amount will remain as the rate value, and the 'invoiced value' will appear as $0.00 against the project and in reports. There are new columns in the report that you can enable - transaction invoice date and transaction write off staff.

Use the undo write-off feature to return the transactions back to WIP. This allows the transactions to be included on an invoice to the client. This option is not available when the stage has a fee type of 'no billing' or the stage status is 'complete' or 'unsuccessful' as these stage options do not allow for transactions to be in WIP. This option also cannot be used once the transaction is attached to an invoice.

If overtime have been assigned to the timesheet transaction then check the 'overtime' column to see the details. The overtime column shows the rate 'standard' for all normal timesheet entries, and all other types of expense transactions. The overtime column allows you to report on the total number of hours entered as overtime in each overtime group.

Overtime rates are setup by your system administrator, and effect the:

• Charge value and cost value
• The factor applied for cost and charge for the overtime rate can surcharge the cost and charge for the overtime transactions, to reflect that it cost you more to pay for that type of staff time. Learn more about setting up overtime rates.
• In each staff record the manager selects which overtime rates which staff member can use on the staff > overtime rates tab. Only those items selected in the overtime rates tab will be available for the staff member to use when they enter their timesheets. Learn more about the staff overtime rates tab.

Use the list views to alter which columns are shown in the list for the project transactions. Select the word 'default' in the top left corner to see the available views.

The transaction date, stage name, and description are shown in all the views. The other available views alter the other columns in the list:

1. Default - check the details of the transaction entered in the timesheet or expense function, with the current status of the transaction (e.g. WIP or Invoiced).
2. WIP - filters to only show transactions at WIP status. Use this view to use the WIP transfer feature to move transactions to a different stage or different project.
3. Invoiced - for invoiced transactions check the invoice number, and if the rate, units or value where altered on the invoice.
4. Written off - for written off transactions check the value that was written off.

Search

When a large number of transactions exist use the search to limit the number of rows shown in the list. Search for a stage name, description (staff name or contact name for bills), rate name, expense type, or task name.

Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clearbutton in the search bar.

Filter

Filter the list by selecting the search button. Select a filter from the drop-down list and click the search button to apply the filter. The filter options are:

• Type - Choose what transaction type you want to see in the list. E.g. timesheets, cash or travel expenses entered by staff, office item and bill expenses, or pre-billing lines created in by the invoicing module.
• Status - Show only the transactions of a set status. e.g. Only the transactions that are in WIP and can be invoiced. Status options are WIP, written off, draft invoice, and invoiced.

1. Stage - The name of the stage linked to the transaction.
2. Date - The date of the timesheet or expense entry. For a pre-bill placeholder, this is the invoice date that the placeholder is linked.
3. description - Use this column to find all time and expenses entered by a staff member. This column for staff timesheets or expenses (cash and travel) 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 expense (invoice / bill). For office items this always shows the text office. For pre-billing placeholders this cell is blank.
4. Rate - This 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.
5. Task - The task column shows the type of work the staff member was completing for each timesheet entry. Tasks available are defined either system-wide (Settings > Project Lists > Timesheets (project) tasks), or custom tasks for these projects timesheets can be added in the Project > Work breakdown tab. The task column is only populated for timesheet entries and is blank for all-expense entries.
6. Type - The type of transaction is shown. This can be time for staff timesheets, cash for staff cash expenses, travel for staff travel expenses, office expense, bill, or pre-billing.
7. Status  - The current status of each transaction is shown. If this is blank, the staff timesheets for that day have not yet been submitted. A transaction in 'WIP' status is ready for invoicing. The status 'Invoiced' shows that the transaction has been attached to a finalized invoice. The 'Written off' status shows that the transaction will not be invoiced to the client, and the value was written off.
8. Overtime - The name of the overtime rate selected for timesheet entry is shown. Overtime rates are a Synergy Business and enterprise feature only. Overtime rates used can alter the cost and charge values on the transactions to be a different value to when the standard rate is used. Learn more about overtime rates.
9. Units - For 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.
10. Value total (charge value) - The recommended value that the transaction is invoiced to the client. The Charge value is taken from the rate on the transaction line and multiplied by the number of units (hours worked or items purchased).
11. Expense type -A value is shown for expenses only (not for staff timesheets). The expense type is the category for the expense, and can be used to map where the data is sent to in an accounting system when transferred using Synergy Connect.
12. Note - Click the note symbol to view the transaction note either entered during the timesheet or expense entry. The note can be edited during the invoice wizard to ensure timesheet notes presented to the client are accurate.
13. WIP value - This column is shown in the WIP view of the transactions tab. This shows the chargeable value for the WIP transactions, which is the rate x # of units for the transaction line. The charge value is the recommended value for the transaction to be invoiced at to the client.
14. Invoiced rate - The rate shown on the invoice to the client. The rate can be changed during the invoice creation process and can be different to the actual rate on the transaction entered by a staff member. e.g. The actual transaction was entered as an 'Engineer' rate but has been invoiced using the 'Senior Engineer' rate. Shown in the 'invoiced' list view.
15. Invoiced units - The 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. Shown in the 'invoiced' list view.
16. Net invoiced value original invoice value less any cancellation credits. The original invoice value is what the transactions was listed as on the invoice to the client. The 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. Shown in the 'invoiced' list view.
17. Invoiced (revenue value) - The original invoice value less any cancellation or discount credit notes. This shows the amount the client will actually pay for the work that was completed, as it is adjusted to be the original invoice value less any credit notes.
18. Markup - This column shows the discount or surcharge value applied to invoiced transactions. This is the recommended charge-out value for the transaction less the Invoiced (revenue value). If the two figures match then an invoice writeup of $0.00 is shown, as the item was invoiced at the recommended value. A discounted transaction on the invoice will have a negative value is shown as the transaction was marked down on the invoice. A positive value is shown means that a surcharge or writeup was applied on the invoiced transaction. As the formula uses 'invoice revenue value' the calculation is the original invoice value, less and cancellation and discount credit notes. This shows the true value gained or lost when compared to the charge value for each project transaction. Shown in the 'invoiced' list view.
19. Invoice number - 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. Shown in the 'invoiced' list view.