Adding or Linking a Transaction to a Workflow or Project

After you enable Work Orders (projects) or Workflows, you can link transactions to a project: sales invoices, purchase invoices, expenses, incomes, requisitions, journal entries and more. They all appear on the project page, so you can see its cost, revenue and profit. This guide explains the ways to link transactions, and every option in the Add button.

Ways to link transactions to a project

Method	When to use it
Add a new transaction from inside the project (the Add button)	For a new transaction; it’s linked to the project automatically. The recommended method.
Add Existing Transaction / Assign Transaction	For a transaction created earlier without linking it to a project (sales, purchases or others).
Assign to Work Order from the invoice page	To link an existing sales invoice to a project from the invoice page itself.

Adding a new transaction from inside the project

1. From the main menu, open Work Orders, and click the project to open it.
2. Click the Add button at the top of the project page.
3. Choose the transaction type (such as New Invoice or New Purchase Invoice).
4. The add page opens linked to the project. For sales invoices and estimates, the project’s Client is selected automatically.
5. Complete the transaction details and save. You return to the project page, and the transaction appears in its tab.

All transactions available in the Add button

Option	Transaction	Shown when
New Invoice	A sales invoice for the project.	Permission to add invoices.
Create Credit Note	A credit note for the client.	Permission to add invoices.
New Estimate	An estimate for the project.	Permission to add estimates.
New Sales Order	A sales order (opens in a new tab).	Sales orders enabled + permission to add them.
Add Payment Credit	A payment from the project’s client as credit.	The project has a client + permission to add invoices.
New Advanced Payment	An advance payment invoice.	Permission to add invoices (projects only).
Add Expense	A payment voucher on the project (such as wages or transport).	The Expenses app + permission to add expenses.
Add Income	A receipt voucher for the project.	The Expenses app + permission to add incomes.
New Purchase Invoice	A purchase invoice for project materials or services.	Permission to add purchase invoices.
Purchase Refund	A refund for a purchase invoice.	Permission to add purchase invoices.
Inbound Requisition	A requisition to add quantities to stock.	—
Outbound Requisition	Issuing materials from stock to the project.	—
Stock Request	A request for materials from stock.	Stock requests enabled + permission to add them.
Add Entry	A journal entry linked to the project.	The Accounting app + permission to manage journal entries.
Add Time	Logging work time on the project.	The Time Tracking app + permission to log time.
Add Existing Transaction	Link an earlier transaction. Details.	Permission to assign transactions to work orders.
Add …	A record in a form linked to the project.	Linked forms exist.

Outside the Add button you’ll also find Add Note / Attachment, Schedule Appointment (with the follow-up app), and Assign Transaction.

Example: adding a purchase invoice to a project

1. Open the project from Work Orders.
2. Click Add › New Purchase Invoice.
3. Choose the Supplier, and add the items (materials or services bought for the project), quantities and prices.
4. Click Save. You return to the project page, and the invoice appears in the Purchase Invoices tab.

In the same way, use Add › New Invoice for a sales invoice. The project’s client is selected automatically, and the invoice appears in the Invoices tab.

Linking an existing transaction to a project

If you created the invoice (or any transaction) before linking it to the project:

1. Open the project and click Assign Transaction, or Add › Add Existing Transaction.
2. In the Assign Transaction window, choose the Type from Select transaction type.
3. In Transactions, search by transaction number or date, or choose from Suggestions. You can choose more than one transaction.
4. Click Confirm. The message [transaction] has been assigned successfully to [project] appears.

Transaction types you can assign:

• Sales: Invoice, Estimates, Sales Order (when enabled), Credit Note and Refund Receipt.
• Purchases: Purchase Invoices and Purchase Refund.
• Finance: Expense, Incomes and Journal.
• Inventory: Inbound Requisition, Outbound Requisition and Stock Request (when enabled).

Linking a sales invoice from the invoice page

• Open the invoice from Invoices.
• Click Assign to Work Order in the actions bar.
• Choose the project in Work Order, and save. The message Invoice has been updated appears.
• You need permission to edit the invoice.
• This isn’t possible for an invoice that belongs to a closed POS session, and the button doesn’t appear for advance payment invoices.
• This button is available for sales invoices only. To link an existing purchase invoice, use Assign Transaction from the project.

Unlinking a transaction

From the project page, click Un-assign Transactions and choose the transactions. The message [transaction] has been successfully removed from [project] appears. The transaction stays as it is; only its link to the project is removed.

Workflows

In Workflows records you’ll find the same Add button and the same options for assigning transactions, with these differences:

• There is no New Advanced Payment.
• New Estimate appears for users with permission to add invoices.
• Assigning requires permission to assign transactions to workflows.
• Transaction tabs appear only when there are linked transactions.

Following a project’s transactions and profit

• The project page has a tab for each type with its count: Invoices, Estimates, Expenses, Incomes, Purchase Invoices, Purchase Refunds, Requisitions, Time Tracking, Financial Transactions, Transaction List, Journals and more.
• Charts: Invoices (paid and unpaid), Expenses, and Budget (spent against the Remaining Budget) if you set a budget for the project.
• The Work Orders Profit button shows the project’s profit report. From Reports › Work Order Reports, you’ll also find the Work Orders Profit summary and details reports.

Restrictions and notes

Case	What happens
The project’s status is closed	The Add button disappears, and the project can’t be edited: Work Order is closed, you can’t edit.
The transaction is linked to another project	It doesn’t appear when assigning; unlink it first.
Deleting a project that has transactions	Blocked: You cannot delete the [project] because it has related transactions, such as with links to the transactions. Unlink or delete them first.
An option is missing from the Add button	The app isn’t enabled (Expenses, Accounting, Time Tracking, stock requests) or you lack the permission.

Permissions are set from Roles.

FAQs

I enabled projects but can’t find the project field in the purchase or sales invoice. Why?

That’s right; there is no field in the form. Create the invoice from inside the project: Add › New Purchase Invoice or New Invoice, or link an existing invoice from Assign Transaction.

How do I link an old purchase invoice to a project?

From the project › Assign Transaction › type Purchase Invoices › choose the invoice › Confirm.

Why doesn’t the invoice appear in the assign window?

Because it’s linked to another project, or you searched by a different number or date.

Why doesn’t the Add button appear in the project?

Because the project’s status is of the closed type. Change it to an open status.

How do I see a project’s profit?

From the Work Orders Profit button on the project page, or the Work Orders Profit reports.