Pre-bill is only available for Synergy Enterprise and Synergy Business. Pre-billing allows you to attach transactions to existing invoices. This lets you invoice clients up-front, and later attach the transactions to the invoice for the work that was pre-billed to the client.
How do I generate a pre-bill?
One of the invoice methods available in Synergy is you can invoice prior to work taking place. This is known as pre-billing. When you use pre-billing you can invoice your customer for work that you have not yet completed. Once that invoice has been issued you can then retrospectively add transactions to the invoice to make up the amount that has been invoiced in advance.
By default, all WIP transactions are selected.
- When you click on the stage you want to invoice, you will only have the invoice method option to pre-bill. You will not be able to choose other methods if you don’t have WIP on that stage.
- Enter how much of the stage fee you want to invoice either as a percentage (Invoiced %) or as a value (Total ex. Tax) . This is the pre-bill balance for future transactions. You will see a pre-bill line when your invoice is finalized in the transactions page.
When you already have WIP transactions that you need to invoice you will be presented with three different invoice methods.
- Pre-bill. If you have WIP transactions, you can still select pre-bill as the invoice method. This will not allow you to select any of the WIP transactions. The invoice will display the amount you have in either the Invoiced % or the amount in the Total ex. Tax fields. You can choose to invoice the WIP transactions later, write it off or attach it to the pre-bill.
- Mark up/mark downThis is the selected default method when you have WIP. When you use this method, your transactions are marked up or marked down depending on the Total ex Tax field.
- WIP + Pre-billIn this method your WIP can not be marked up or marked down. It will be used at charge value. If your invoice is greater than your WIP transactions the remaining balance will be the pre-bill.
Example: You have WIP amounting to $400 but want to invoice $1000. When you create an invoice with this method, it will create a $1000 invoice using the $400 in WIP and $600 as a prebill.
How do I assign WIP to a pre-bill?
On the pre-bills page (Project menu> Financials > Pre-bill), you will see all the pre-bill amounts for stages in your project. See: How do I generate a pre-bill?
Use this page to assign the WIP transactions to this pre-bill amount.
When you click on a stage you are presented with a dialog with up to three different options.
If you choose this, you will look at all your WIP for this stage.
By default, the date range is the earliest and last WIP transactions. Choose this method if you want to select a specific date range for your the WIP eg. the last 15 days or from the last month.
This method is only shown if you have more WIP than your pre-bill. Choose this method if you want to close the pre-bill. use as close to the WIP to equal the pre-bill
Once you have chosen 1, 2, or 3 from above, you will be presented with different options to either markup, markdown or use the exact amount.
If you have a pre-bill of $1000 and WIP worth $1400, Synergy will look at your transactions in date order to get as close to $1000 as possible.
In this example you will have two options.
Option 1: Markup $500 (Transactions #1 + #2) to $1000 and close the pre-bill
Option 2: Markdown $1100 (Transactions #1 + #2 + #3 ) to $1000 and close the pre-bill
You just want to attach your September transactions to the pre-bill.
- Your pre-bill = $1000
- Your WIP = $1400.
- September = $800
- October = $600.
In this case, Synergy will give you two options:
Option 1: Markup $800 to $1000 and close the pre-bill.
Option 2: Use exactly $800 and leave the pre-bill with a balance of $200. You can choose to close this balance at a later date.
How do I search for a specific pre-bill invoice?
The search function in the pre-bill page by default shows stages that have a pre-bill balance.
The search field will find the any matching name in the stage name or invoice number.
How do credits and write-offs affect pre-bills?
Credits and write-offs affect pre-bills differently.
The balance left in the pre-bill is always the revenue amount.
|Charge value||Invoice value (invoice net||Revenue (Net - credits)|
|Credit||Credit note of 50%||100 (remaining pre-bill)|
The pre-bill balance is calculated based of your revenue amount. Since you have a credit of 50%, the revenue becomes half. Therefore, the pre-bill remaining is 100.
|Charge value||Invoice value||Revenue (Net - credits)|
|Transaction #1||100||200 (net value)||200|
The pre-bill balance is calculated based of your revenue amount. Since write-off does not affect revenue amount of the transaction. Therefore, the pre-bill will remain at $200.