How to set up and operate the Centralised Documents Module to attach files and images to jobs, clients, vehicles, suppliers and invoices.


Disclaimer

This module is available only for the Synergy  Auto Shop and Financials (back office) software packages and requires a Support & Maintenance Plan to be in place. For current pricing on the Centralised Document Module please contact Synergy on 0800 333 500 or email info@synergy.net.nz

Synergy does not take responsibility for your documents and files, it should be standard practise to back up your data and files on a regular basis. This module creates ‘copies’ of the files you attach and stores these copies within your Synergy data folders. Synergy uses its own file naming convention for these copies it creates, so you will not recognise these copies by their filename.

We recommend you still retain and backup your original files and documents, utilising Synergy as a hub to easily find and locate copies of these files for reference purposes.

By Synergy creating copies of attached files within your Synergy data folders, you should expect this to increase the overall size of your data folders. If you are attaching high resolution images, this will significantly increase the size of your Synergy data very quickly. So please monitor your data carefully, it may be worth considering using lower size/resolution images to help manage this.


Minimum System Requirements


Please see www.synergy.net.nz for minimum system requirements of the Synergy applications mentioned herein.

Module Introduction and Purpose


The Centralised Documents Module is a powerful document and image management tool that will allow you to attach documents or images to; clients, suppliers, vehicles, products, debtor and creditor invoices and jobs.


Examples of Uses of the Centralised Documents Module:

  • Attaching photos of items to be fixed or repaired as part of a service job to the customer’s job/invoice
  • Attach scanned pdf copies of supplier invoices or quotes to jobs, invoices and even accounts payable invoices for future reference / costing purposes
  • Attach images of parts and components to specific products in your product list
  • Attach photos of vehicles to the vehicle, these may include photos of repairs undertaken, damaged components prior to repair
  • Attach account application forms, hire agreements etc to customers

Setup and Activation


If you are running Synergy Build 380 or above; the Centralised Documents Module is freely available to all sites on a monthly Support & Maintenance Plan.

If you are on a Support & Maintenance Plan but cannot access the features described herein, you may require the 'Support Module' to be activated in your system. Email info@synergy.net.nz to request your Support Module activation code.


Operating the Module


The general operation of the module is designed to be the same no matter where you are using it, the interface you see when attaching images to a supplier invoice is the same interface you see when attaching a pdf to a client’s details.

Screenshots and details given below will define where to find the ‘attachments’ feature in the various areas of the program:



Locating the ‘Attachments’ button


Accounts Receivable

Jobs / Invoices

You can only attach new items to a ‘Saved’ invoice. Once the invoice has been closed, the attachments can only be viewed.

Open a Saved or Closed invoice in Accounts Receivable. You will find the ‘attachments’ button at the bottom-middle of the invoice form:

Customers

Go to your “Clients” list and edit the details of a client, you will find the ‘Attachments’ button on the bottom of the form:

Products

This will be found in the same place when viewing/editing products from Accounts Receivable as it is when viewing or editing product details from the other places available in the program (Accounts Payable, Stock Control etc).

Open the Product list and edit a product, you will find the ‘Attachments’ button at the bottom of the form:


Accounts Payable

Suppliers / Payees

This will be found in the same place when viewing suppliers/payees from other areas of the program such as Cashbook and Stock Control.

Open your ‘Payee’ list and edit a payee, you will find the ‘Attachments’ button at the bottom of the form:

Creditor Invoices

You can only attach new items to a ‘Saved’ invoice. Once the invoice has been closed, the attachments can only be viewed.

You can find the Attachments button at the bottom-middle of the Saved or Closed Invoice form:

Products

See instructions for Accounts Receivable - Products


Stock Control

Suppliers/Payees - See instructions for Accounts Payable - Payees

Products - See instructions for Accounts Receivable – Products


Cashbook

Suppliers/Payees - See instructions for Accounts Payable - Payees

Using the ‘Attachments’ interface



The main list will display any existing attachments.


Please note - closed invoices in Accounts Payable and Accounts Receivable will only allow you to Preview attachments, they cannot be added or removed from closed invoices. We have limited this functionality as a security precaution ensuring what was originally entered cannot be altered; this aligns with the standard protocol of closed invoices/transactions in Synergy where no modifications can be made once they are closed.

Add a New Attachment

 

  • Click the ‘Add Attachment’ button at the bottom of the form.
  • Enter the appropriate description (e.g. ‘RepcoInvoice 1244’).
  • Click the ‘browse’ icon to browse and select the file you wish to attach:
  • Locate the file you wish to attach and click ‘Open’
  • Type any notes you wish to retain into the ‘Notes’ field (e.g. ‘This is the invoice for the new battery installed into courtesy car 1’).
  • If you have finished adding attachments click ‘Save’ if you wish to add further attachments click ‘Add Attachment’ and follow the same process above.

Important Note – When adding attachments, Synergy will create a copy of the file you are attaching within your SynergyData company data folder. You will see in the ‘filename’ field a ‘relative path’ to the copy it has created. Your original file stays where you saved it originally.


Remove Attachment


Click any attachment in the list then click ‘Remove Attachment’ to remove this attachment.


Important Note – When removing attachments, Synergy will only remove the copy of your file that it placed in your Synergy data when it was attached, it does not remove your original file.


Preview Attachment

Select the attachment in the list by clicking it, then click the ‘Preview Attachment’ button.

Synergy will attempt to open your file using the Default Program set up to open that type of file on your computer (e.g. most computers will open PDF files with Adobe Acrobat Reader, and .doc or .docx files with Microsoft Word etc).

 

If you have any questions regarding this module, please contact the helpdesk on 09 583 2455 or email support@synergy.net.nz