Edition: Professional, Business, Enterprise
User-level: Assistant Project Manager and above
This article covers everything you need to know about project invoices and what actions can be done in this area. Utilise the different views and filters to provide you with an overall picture of your Project's invoices.
How to find project invoices
From within a Project, click the Project drop-down list > Financials > Invoices.
Filtering Options
You can filter the Project Invoices page in a variety of different ways.
Changing the View - this will provide a variation of different columns depending on your view.
At the top right side of the Invoices table, click "View: Default" to change the view to:
Default.
Invoice Contacts.
Aged Debtors.
Invoice Details.
Using the Search box to find something specific.
Click into the Search box and type a search term - then press enter.
To remove your search, delete the search text and press enter.
Using page filters.
Click here to view a list of filter options:
Click here to view a list of filter options:
Approval resolutions: This shows all invoices where the approval is pending, or has been approved or rejected.
Approver: This allows you to filter by the approver assigned to the invoice
Draft status: This shows you the status of all draft invoices and whether a payment application has been created.
Invoice contacts:
Invoice dates: Filter by invoices where the invoice date starts before or ends before.
Invoice status: Filter by invoice status including draft, owing, paid, cancelled, credited and written off.
Invoice terms: Filter by the invoice payment terms set up in your organisation.
Invoice totals: Filter the invoice list to show invoices above or below a certain value.
Invoice type: Filter by invoice type including invoice, write-off, credit, cancel and reversal.
Filtering via the column heading.
Click the Filter icon to the right of the Column heading.
Find or search a specific option.
Your page will now be filtered by the heading filter.
You can also Sort your list by clicking on the Sort option in a Column header.
Actions for project invoices
Add an invoice
Create a new invoice for the project by clicking the 'Add' button in the top right corner of the project invoices tab.
Tip: To create a credit note document or cancel credit, first open the invoice that the credit will be linked too. Then in the top right corner, click on the ellipses button to open up the options.
Open an invoice
To open an invoice, simply click on the row of the invoice that you would like to open.
Further actions once inside that invoice include:
Sharing the invoice via the portal or as a PDF
Cancelling, credits or writing off the invoice
Adding an invoice payment (down the bottom of the specific invoice page)
Adding a debtor note
Tip: When a debtor note is added to an invoice, an orange triangle will appear on the project invoice list next to the invoice it was left on.
Delete an invoice
Invoices that are still in 'draft' status or invoices that have been 'cancelled' can be deleted if required by the System Administrator.
When a cancelled invoice is deleted, the linked cancel credit note is also deleted.
NOTE: Finalised invoices or credit notes cannot be deleted.
To delete an invoice:
Go to the Project's invoice screen.
Open the invoice.
Click the more actions button in the top right and select delete.
Alternatively, you can delete invoices from the invoice screen via the Bulk Actions method.
Export to Excel
The project invoice list can be exported to Excel by clicking the ellipses button at the top right of the project invoices list screen and then selecting Export to Excel.
Any filters applied to the project invoices list page at the time of export will be reflected in the data in the Excel file.
Each export includes all available columns across different table views, ensuring you have the full dataset in one go.
Bulk Actions
Using the Multi-select feature you can do a range of bulk actions.
The bulk action menu is found at the top-left of the invoice list.
Bulk Select Invoices
To select individual invoices, add a tick to the relevant check boxes to the left of each invoice.
To select all invoices on the page, tick the top checkbox near the 'Number' header to apply a tick to every invoice in your view.
Bulk Delete (Draft or Cancelled) Invoices.
System Administrators only.
Using the bulk delete feature will delete the invoice and any associated documents (including attachments).
Change your filters to only show Draft and/or Cancelled invoices.
Select each draft/cancelled invoice by adding a tick to the box on the left of invoice number.
Click the Bulk actions menu and choose 'Delete'.
Note:
Imported Invoices won't be able to be deleted currently, this is coming soon.
Invoices with credits applied cannot be deleted, including imported ones.
If the invoice is synced to an accounting package, it must be manually deleted from there.
Bulk Finalise
Change filters to only Draft invoices.
Tick each invoice you want to include in the bulk action.
Click the Bulk actions menu and choose 'Finalise'.
Confirm your selection to proceed.
Bulk Send
Change filters to only Owing invoices.
Tick each invoice you want to include in the bulk action.
Click the Bulk actions menu and choose 'Send'.
Confirm your selection to proceed.
Bulk Finalise & Send
This combines both Bulk Finalise, and Bulk Send into one action.
Start with filter on 'Draft invoices'.
Invoice and credit note security matrix
Please note that these settings are fixed for both Professional and Business users of Synergy. If you wish to customise the security matrix, you will need to upgrade to Enterprise.