Congratulations! You have now completed the Initial Setup of your Synergy program. Here is a summary of the additional steps you should work through to finalise the setup of your program:

TABLE OF CONTENTS

Product Hierarchy
- Groups and Categories:
  Groups and Categories. Groups and Categories are used as a way to search and report on Products. Think about how you want to see the information in reporting to help to decide how to create these.
Products
You may have had your products uploaded into Synergy as part of the installation, if you did not then you will need to create your product. What do you need to have to sell to your Clients e.g. Oil, bulbs etc NOTE: Products get linked to a Group and Category, you must have these setup first
Enter Stock Balances
if you setup products as Stock Items then loading the balances of the stock is important for accuracy. These balances get added to when you purchase stock and reduced when you sell it. The system will warn you when you have none left to sell but will not stop you selling it.
Clients
You may have had your clients uploaded into Synergy as part of the installation, if you did not then you will need to create your clients. Note: the Cash Sales Client has already been setup but is not visible.
Enter Client Opening Balances
Enter your any existing clients and their opening balances
Vehicles
You may have had your clients vehicles uploaded into Synergy as part of the installation, if you did not then you will need to create your clients vehicles, this can be done as you go or at setup. They get linked to a Client so you will need to setup Clients first
Set up Standard Job Description
Synergy allows you to have a range of prewritten job descriptions to be quickly added to new jobs / invoices.
WOF & Service Reminder Letters
Set up the text you wish to be printed on your WOF & Service Reminder letters
Detail to Print at the Bottom of Invoices & Statements
You can setup a line of text to print on the bottom of your invoices and statements. This is often used to display either online banking details for payments, or for Romalpa Clauses such as “Ownership of the goods does not pass to the purchaser until paid in full”.
Form Customisation
Add your Logo to Invoices, Statements etc that Synergy produces, email us for a form to show all of the options.
Payees
You may have had your Suppliers uploaded into Synergy as part of the installation, if you did not then you will need to create your Suppliers

Product Hierarchy

Groups and Categories:

Groups and Categories are used as a way to search and report on Products. Think about how you want to see the information in reporting to help to decide how to create these. For an example of how to set this up, download the demo of Synergy from www.synergy.net.nz/downloads

If you are using General Ledger, you will need to assign Sales and Purchases analysis codes to each category – this will determine how sales are represented on your ‘Trading Account’ Profit & Loss reporting. For more information speak to your accountant or contact Synergy on 0800 333 500 and we can refer you to a Synergy approved Book Keeping specialist.

Products

You may have had your products uploaded into Synergy as part of the installation; if you did not then you will need to create your products. What do you need to have to sell to your Clients e.g. Oil, bulbs etc. There are two products that Synergy creates when the system is installed. They are ‘Sundry’ and ‘Rounding’, these are used by the system and should not be deactivated.

View the tutorial on how to add a product at www.synergy.net.nz/Login

NOTE:  Products get linked to a Group and Category, you must have these setup first

Enter Stock Balances

If you setup products as Stock Items then loading the balances of the stock is important for accuracy. This is relevant when you are using the Stock Control part of Synergy. These balances get added to when you purchase stock and reduced when you sell it. The system will warn you when you have none left to sell but will not stop you selling it.

You have two choices when it comes to loading Stock balances.

Setup and complete a Stock Take
View the tutorial on stocktaking at www.synergy.net.nz/Login
Adjust the stock balances one at a time. This is a much more time consuming process. On the Product Screen Click Adjust Stock

Adjustment = quantity to add to stock if positive and remove from stock if negative

Cost = cost of this product at the time of adjustment

Staff Code = The person adjusting the stock

Reason = The reason the stock is being adjusted e.g. Balance loading, write off etc

Clients

You may have had your clients uploaded into Synergy as part of the installation, if you did not then you will need to create your clients.

View the tutorial at www.synergy.net.nz/Login

Note: the Cash Sales Client has already been setup but is not visible.

Enter Client Opening Balances

Enter your any existing clients and their opening balances (opening balances are entered in Company/Setup -> Accounts Receivable -> Enter Opening Balances. Usually you will do this based off an ‘Aged Trial Balance Report’ if you were previously using another system for your accounting.

One Month =The amount that the customer owes you that up to 30 days old

Two Month = The amount that the customer owes you that is over 30 days and up to 60 days old

Three Month = The amount that the customer owes you that is over 60 days and up to 60 days old

Total Balance = Use this total to agree with the balance from your old system.

Add all at once or bits at a time. Click Save each time you exit. When you have finished adding everything and only then click the Finalise button as this will remove this option from the menu.

Vehicles

You may have had your clients vehicles uploaded into Synergy as part of the installation, if you did not then you will need to create your clients vehicles, this can be done as you go or at setup. They get linked to a Client so you will need to setup Clients first.

You will need the Registration and Description to start with, other fields of use will be the issue date of the WOF to allow you to use reminders etc. If you have not had this information uploaded then check your past WOF pads to look at importing the data for the Customers you want to track.

Set up Standard Job Description

Synergy allows you to have a range of prewritten job descriptions to be quickly added to new jobs / invoices. Set these up in Company/Setup -> Accounts Receivable -> Invoice Text

This is where you add or change the existing Texts, two have been loaded as an example. Add as many as will save you time on typing these on the invoices you create.

Text Code = Start with TX if you want to be able to find them in a hurry from the

Description = What the text detail is about in summary form.

Text Detail = The text to print out in the invoice.

Chose the option here for TX to have it automatically appear in the Product Code when you create an invoice

WOF & Service Reminder Letters

Set up the text you wish to be printed on your WOF & Service Reminder letters in Company/Setup -> Accounts Receivable -> Reminder Texts

Detail to Print at the Bottom of Invoices & Statements

You can setup a line of text to print on the bottom of your invoices and statements. This is often used to display either online banking details for payments, or for Romalpa Clauses such as “Ownership of the goods does not pass to the purchaser until paid in full”.

This can be found in the Company/Setup -> Accounts Receivable -> Configure Module

Form Customisation

Add your own Logo to Invoice, Statements etc that Synergy produces, email us for a form to show all of the options*. You will need to get a Logo from a printing company or similar in a high resolution to be looking good on the forms. If you are an MTA member you can also include the MTA logo. An example from our own invoices is below: