**Pro tip: Split your project import into small batches for easy troubleshooting. The import can be run at any time and as many times as required**
What you can import
Stage names and fees
Phase names (optional) for grouping stages together **Business and Enterprise products only**
Stage invoice balance to date
Stage costs to date
Understanding the import format
Columns marked blue are mandatory.
Columns marked green are optional. However, we recommend adding as much detail as possible. Stages can only be updated manually in Synergy after they are imported.
Do not change the formatting anywhere in the sheet (e.g. number, date, currency etc).
Do not enter data beyond the last column of the table within the 'Project financials' sheet.
Do not rearrange the order of columns.
Do not rename the columns.
Use 'Skip' in column A to skip the record during import. Any row that contains 'Import' or is left blank will be imported.
Do not change the sheet order within the workbook. If formulas, lookups or a general place to paste data is required, create an additional sheet and position after the sheet labelled 'Project financials'.
Phases are optional. Phases can only be imported for Business and Enterprise products. Leave this column blank if you do not or cannot use phases.
Project name
Project names listed must already exist in Synergy
For every stage that belongs to the project, the project name must be referenced
Phase name (optional)
**Available for Business and Enterprise products only**
Phase name must be unique per project.
Stages within a phase must be unique.Stages can be named identically if they belong to different stages
If using phases, all stages must belong to a phase
Stage name
Stage names must be unique per project if phases are used, stages must be unique per phase.
Fee type
Available fee types are the following:
No Billing
You can enter costs, but you cannot enter; fee, invoiced value, contract value or contract %.Enter total excluding tax
Fixed Fee & Capped Rates
You can enter the fee, invoiced value and costs, but cannot enter; contract value or contract %.Enter total excluding tax
Percent of Project
You can enter the fee, invoiced value, costs, contract value, and contract %.Enter total excluding tax
Hourly Rates
You can enter the invoiced value and costs, but cannot enter; fee, contract value or contract %.Enter total excluding tax
Stage status
Statuses must exist in Synergy prior to importGo to Organisation > Settings > Project lists > Status to check.
Tax code
Tax code must exist prior to importGo to Organisation > Settings > Financial > Tax codes to check.
Contract value (ex tax) & Contract %
Only available for 'Percent of project' fee type.
Enter the total excluding tax.
Stage Fee (ex tax)
Available for 'Fixed fee', 'Percent of project' and 'Capped rates' fee type.
Enter the total excluding tax.
Invoiced (ex tax)
Available for 'Fixed fee', 'Percent of project', 'Capped rates' and 'Hourly rates' fee type.
Enter the totals excluding tax.
All entries in this column will be marked as 'paid' once imported.
An invoice contact on the project is required prior to importing the invoiced amount.
Costs (ex tax)
Available for all fee types.
Enter the totals excluding tax.
Total to include the sum of all WIP, bills and expenses accumulated per stage.
Importing
When you are ready to import your spreadsheet, go back to Synergy and upload. When Synergy has analysed your spreadsheet, you will see the following page:
This page will tell you what records Synergy can import as well as what is stopping records from importing. Click on the red error symbol to see the full error message. The records with errors can be updated and then re-imported when ready.
Specify the costs to date with the balance forward date selector. This date determines the specific date for the system to create transactions and pre-Synergy invoices.
For example, your cut-off date may be 12 June 2017 but you are importing your project financials on 21 June 2017. Use 12 June 2017 as your balance forward date to help keep your financial reporting accurate.
Above examples available in import spreadsheets under Organisation > Settings > Organisation > Data import > Excel Import.