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. Stay up to date by using the the different filtering options and see how they can assist you by providing financial clarity as to the status, amount owed, amount payed and your aged debtors.
How to find project invoices
To find the project invoices page, go into a project of choice and then click on the project drop down menu > financials > invoices.
Filtering options for project invoices
Within the project invoices page, you find many ways to filter the information in from of you.
One way to filter invoices is to change the default view. You can achieve this by clicking on the bubble on the top right which will allow you to choose from the following options:
Default
Invoice Contacts
Aged Debtors
Invoice Details
You can use the search bar in the top left to search the invoice list
Select the filter icon in the top left to view the filter options.
Filter options
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.
You can also apply filters to individual columns
Click on the filter icon to the right of the invoice column
You can also click on any of the invoice list headers to sort the list
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.
*add screenshot*
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:
Open the project > invoices tab.
Check the box next to each invoice you want to delete.
Select the multi update action button in the bottom left corner, and choose the 'delete' option.
On the confirmation pop-up click the 'delete' button.
The list will refresh and the invoice will have been deleted.
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.
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.