What is the project status?
The project status is used to show at a glance what the overall progress is for the project and each stage. The status setting controls what actions can be completed in Synergy for both the project and for each stage. The status change pop-up allows users to update the project level status and the stage(s) status in one action.
Why use the project status?
Use the project status in stages or tasks to show when the work has been proposed, won (active), or lost (unsuccessful).
Updating the status also impacts what your staff can update on the project, eg. If invoices can be created, or if time and expenses can be allocated to the project.
How each status option is used
Proposal
The default status for a new Project. Track the costs associated with creating the project and the fee proposal. Custom proposal status - Use the custom proposal status to track the project/stage through the life cycle of winning the work in the project forecast. Reports can be generated to display the custom status details and the likelihood percentage value for each project. e.g. Which items are Prospects @ 30%, or Tender @ 50% status and how likely the work is to be won.
Active
Project work has been approved and/or the budget has been finalized. Projects/stages can now be invoiced. Custom active status - Use the custom active status to track or report on the project throughout its active cycle. e.g. Create a custom status for In Design, At Council, In Construction, or Defects Liability Period.
Pending invoice
Used to show that a project/stage is ready for invoicing as all the work has been completed, and to stop staff from being able to select the stage when entering timesheets, eg. When you have invoiced 100% of a stage, you can update the status to Pending Invoice and staff are unable to allocate any further timesheet transactions.
The client will also see this stage as 100% complete on the invoice. This status is only available for billable projects, as non-billable projects do not allow for invoicing to be completed.
Tip: The hold status will also deny staff allocating time and expenses to the project/stage, however, hold stages are also not shown in the invoice wizard.
Hold
Change the status to hold when there are outstanding client invoices or when work is waiting on approval. Projects/stages with this status cannot be invoiced, and transaction allocation to the stage is disabled. This blocks the selection of this stage by staff when entering timesheets or expenses.
Complete
When all the work for a project is finished and invoiced the status is changed to complete. A completed project/stage does not allow any invoicing to be completed, or any time or expense transaction to be added by staff.
When a project or stage is changed to be complete, then all the WIP transactions are written off (only non-invoiced transactions are written off). This write-off action can be reversed.
Unsuccessful
Use this status if the project/stage was lost or unsuccessful. This status allows analysis of win/loss ratios for projects within the reports. When a project/stage is changed to unsuccessful, then all WIP will be written off if there are non-invoiced transactions. This action can be reversed.
Actions available for each status option
Actions | Proposal | Active | Pending Invoice | Complete | Hold | Unsuccessful |
Create proposal document | Y | Y | N | N | N | N |
Add transactions | Y | Y | N | N | N | N |
WIP transfer | Y | Y | N | N | N | N |
Delete project (or stage) | Y | N | N | N | N | N |
Edit or delete the budget | Y | Y | N | N | N | N |
Create invoices | N | Y | Y | N | N | N |
Include in the forecast | Y | Y | Y | N | Y | N |