Once you have completed the steps outlined in our Setting Up Your Integration article to connect Voly and Pinpoint Works, you can use the newly provided features in Voly to manage your expenses.
On Voly you will now see your integrated projects under the 'Projects' Tab in your navigation bar. All of your connected projects and data will be visible here.
For example, you can use the Voly Project module to manage a yacht refit linked to a Pinpoint site. When the shipyard sends an invoice for work, they include the Pinpoint site and point number, which can then be used to create the invoice within Voly.
This integration saves time, ensures accuracy, and keeps both systems updated.
You will also see a new 'Job' field on your transaction lines across the system. Whether that is on your Invoices, Voly Prepaid Card Purchases, Cash Purchases etc.
The Job field is all of the points associated with the site in Pinpoint Works. If you have multiple projects connected they will all be shown in the Jobs drop down. This means you can add invoices for the works being completed on the asset and have the dynamic fields of Invoice Net, Invoice VAT, and Invoice Total displayed across both Voly & Pinpoint Works.
Adding an Invoice via the Projects Page
You are also able to directly add invoices from the projects page for the point you like to invoice/pay from Voly. To add invoices via the Projects page you will need to complete the following steps.
Select Projects from the navigation bar
Select the Job(s) you would like to include on your invoice. When selecting multiple jobs, they will all display on the same invoice. There is no limit to how many jobs you can select.
Once all your Jobs are highlighted select 'Add Invoice' from the pop-up displayed at the bottom of the Projects page.
Complete the invoice fields and make any edits as needed. You should also see that the 'Job' Field and 'Description' will have been prepopulated with the details found on the 'Projects' page. This is editable if required.
Once you have added all the necessary information you can either 'Save Invoice' or 'Save Draft Invoice'
6. Once the invoice has been created in Voly, you will see the Invoice Net, Invoice VAT, and Invoice Total on the Job line in the 'Projects' Table.
You will also be able to see the same data within Pinpoint Works on the Site where the 'Job' is located.
Projects Table
On the Projects page, you will be able to filter, group and even reorder your columns to show the necessary details required for your projects. This is customisable to the user on Voly.
To edit your Projects table you will need to complete the following steps.
Select the field you want to edit, you can select 'Filter', 'Group' or 'Show/Hide columns' All three of these options are in the top left-hand corner of the Projects Page.
Select the fields you would like to filter your table by, as seen in the images below.
Once the filters are in place you will see your updated table
If you would like to reorder the columns, you can do this by clicking on the header for the column and moving this left or right to your preferred viewing order
Saved Views
Creating Saved Views
When using Voly Projects, you can filter the Projects table to your preferred viewing layout using ‘Filter', 'Group’ or ‘Show/Hide Columns’ at the top of the table.
Once you have selected your desired filters, groups and made any column adjustments on your table, you can save the selected view as a ‘Saved View’ for you to select when using the Projects page. Any ‘Saved Views’ will be selectable from the top of the Projects table. Click ‘Saved Views’ to see any table layouts you have previously created and saved.
To save a new view on the page, select ‘Create new view from current layout’ once you’ve applied your filters and other settings on the relevant Project page.
Note: If no changes have been made to the table, you won’t be able to add a ‘Saved View’ as it will be the default view of the page.
The field to add a view name will default to ‘New View’ unless you change the heading. Once updated, select the green tick to add it to ‘Saved Views’. If you select the red x, the view will not be saved.
The new view you have just created will then be ready to be used. Please note that ‘Saved Views’ are visible only to the user who created them and cannot be shared with another user in Voly. If you and another user on the account want to pull Projects reports with the exact same data, you will need to ensure the filtered criteria on each ‘Projects’ table are the same.
The views are saved to the Project they were created in. If you want the same ‘Saved View’ on multiple Projects, you will need to create it separately in each individual Project.
There is no limit to how many views can be created for a Project.
Deleting Saved Views
If you no longer require a saved view or have made an error with the filtered criteria when creating the view, you can delete any view created by selecting the three dots on the right-hand side of the views panel.
Using Saved Views
Once a view has been created, it is ready to be used on the project's table. To use the ‘Saved View’ select ‘Saved Views’ from the filter options. Click on the view you wish to use from your list. The selected view will immediately be applied to your Projects Table.
If you no longer want to view the table in the ‘Saved View’ you selected, you can either select a different view or use the ‘Reset Table’.
Displaying Projects
Once you have finished a Project, you can remove it as an option in both the ‘Jobs’ field and on the Projects table.
To do so, you will need to have the ‘Edit’ permission enabled in your Projects settings. If you don’t have this permission active, please contact your Client Relationship Manager at Voly.
Once the Edit permission has been enabled in your Project settings, go to Settings > Projects. There, you will have the option to tick or untick an ‘Active’ and ‘Display’ option from the Projects setting tile.
Having ‘Active’ ticked on a Project allows for invoices and transactions to be associated with the jobs both in the Projects table and on a transaction/invoice line level. If a Project is ‘Active’, ‘Display’ will also automatically apply as you cannot have an ‘Active’ project without it being visible for reporting purposes.
‘Display’ allows for you to see the Project in the ‘Projects Table’ for reporting purposes, but you will not be able to assign invoices to the Job ids. You can select for a Project to be displayed only, and this can be applied to both connected and disconnected projects.
Still have questions?
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