Outlines how to integrate debtor information within Synergy



USAGE RESTRICTIONS:

This document is for the use of licensed users of Synergy applications only.



Disclaimer
This module is available only for the Synergy software package and requires a Support & Maintenance Plan to be in place. For current pricing on the DebtorInfo Integration module please email [email protected].nz



Minimum System Requirements

You must be running at least Synergy Build 375 to operate the DebtorInfo integration.

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

You will need to have an account with DebtorInfo (www.debtorinfo.co.nz ) and know your DebtorInfo username and password to complete the setup in your Synergy program.



Module Introduction and Purpose

DebtorInfo Integration will allow Synergy to upload current debtor (customer) details from your Synergy program to the DebtorInfo online system, providing debt management over your customers.



Setup and Activation

Activation


Once you have ordered the DebtorInfo Integration add-on, and the order has been processed, you will be provided an activation code to enter into your program to activate this module. Follow these steps to input the activation code:

  • Open Synergy
  • Click ‘File’ in the top left corner
  • Select ‘Activate Custom Modules’

  • Enter the Activation Code you have been provided then click ‘Active’
  • Close and Restart Synergy

Installing the Application


If you are running Synergy Build 375 or greater, you should already have the Debtor Info upload program installed in your Synergy program folder (cus_debtorinfo_upload.exe, which will reside in the same folder as your other Synergy program files, this is usually C:\Synergy or C:\Autoshop, check the properties of your Synergy desktop shortcut if you are unsure).
While you can manually upload your debtor information to DebtorInfo from within the Synergy program as explained further below; it would be best you have your IT service provider set up a scheduled task to run cus_debtorinfo_upload.exe automatically on a daily basis.

Setting up the Module

Before you can use the DebtorInfo module, you must first set it up. Setup is completed from within the Synergy Auto Shop or Synergy Financials program.

  • Open your Synergy program (Auto Shop or Financials)
  • ‘Misc’ dropdown menu at the top of the screen and select the ‘DebtorInfo Data Export’ option

  • This will display the following screen:


By default this opens to the ‘Setup’ tab, outlined below:

  • DebtorInfo URL Address – This is a display of the URL the integration process is communicating with. If your firewall / security software blocks the connection between Synergy and this website address your integration may not work and you may need the assistance of your IT service provider to de-restrict this connection.
  • DebtorInfo Username – Enter the username for your DebtorInfo account here
  • DebtorInfo Password – Enter the password for your DebtorInfo account here
  • Export Folder – Define the folder location you wish your export files from Synergy to be exported into, it is recommended you chose a folder location that is accessible by all workstations running your Synergy program (e.g. within the mapped drive to your Synergy database)

Click the ‘Save’ button to save any changes you make to this form.



Operating the Module

Automated Exports

As outlined in the Installing the Application section, you can have your IT service provider set up a scheduled task to run the export to DebtorInfo automatically on a daily basis, using the cus_debtorinfo_upload.exe application.



Manual Exports

You can also export the data to DebtorInfo from within the Synergy program manually, exporting the data will take a record of all the ageing (current, one month, two month, and three month balances) from all of your customers and send this to the DebtorInfo site where you can manage your overdues.

Please be aware, if you are exporting your data manually, it will be important to stay on top of exporting this data regularly so your DebtorInfo account is kept up to date, and records of old overdue accounts are updated when the account is paid. It is also worth noting that DebtorInfo will only display overdue accounts on the basis of the debt being aged one month or older, current month debts are not considered overdue and therefore not presented within the DebtorInfo site.

Follow the instructions below to perform a manual export:

  • Open the DebtorInfo screen by clicking the ‘Misc’ dropdown menu and selecting ‘DebtorInfo Data Export’

  • Select the ‘Manual Export’ tab and click the ‘Start Manual Export’ button:

  • Your customer debt information will now be uploaded to DebtorInfo and a message will display on screen confirming if the upload has been successful
  • If the displayed message states there is an error uploading the information, please contact the helpdesk

History


The DebtorInfo screen also has a ‘history’ tab – selecting this will display details of the previous upload to DebtorInfo:

You can also check the folder you have specified within the setup section of the DebtorInfo screen if you wish to find record of any prior exports that have been uploaded to DebtorInfo as all prior export files are retained in this folder.

If you have any trouble with the setup or operation of this module please call the helpdesk on 09 583 2455