Store conversations about the status of invoice payments, and details from phone calls chasing of outstanding invoices. Debtor notes can be entered in the open invoice or in the project portal.
Setup required before use | Who can use it? | Where is it? |
Projects Invoices | Project manager Director access Assistant system administrator System administrator | Open invoice Project portal > Shared invoice |
What are the invoice debtor notes?
Allows the user to store a note against an invoice for debtor chasing, and queries made on the invoice. Debtor notes can be entered in an open project invoice or using the invoices area in the project portal.
Debtor notes added in the project portal are considered to be public notes, which means they can be seen in both the project invoice debtor notes panel and the project portal. Debtor notes added to the invoice are private notes, and cannot be seen in the project portal.
Why use the invoice debtor notes?
Store all the details about invoice debt collection in a central location.
Actions available
Debtor notes created in the open invoice are set as 'private' and cannot be seen in the project portal on the shared invoice.
New debtor notes can be added in the open invoice view to save internal-only communications about the invoice payments. Create a new debtor note for an invoice by:
Open the invoice using the organization invoices list, or the project invoices tab.
In an open invoice scroll to the bottom of the finalized invoice to find the 'debtor notes' section.
Click the 'Add' button in the top right corner.
Type a short subject line to be a summary of the note.
Type the note description into the 'note' box, to record the details of the phone call or task.
Save.
Debtor notes added in the project portal are considered to be public notes, which means they can be seen in both the project invoice debtor notes panel and the project portal. Debtor notes added in the invoice are private notes, and cannot be seen in the project portal.
New debtor notes can be in the project portal by adding 'comments' against the shared invoice documents to have a conversation with the invoice contact and internal staff about the invoice payments.
Create a new debtor note/invoice comment in the portal by:
Open the project portal.
Open the invoices section of the portal, and find the invoice.
Click into the 'write comment' field and type the debtor note comment.
(Optional) Click the 'add attachments' button to upload files from your device to this comment.
Click the 'post' button to save the comment.
Change a note to be 'inactive' to hide it from the open invoice view. Change a note to be inactive once the invoice debt collection tasks are complete.
Open the invoice that the debtor note is attached to.
Click on the debtor note row to open the item.
Uncheck the 'active' box and save.
The open invoice refreshes and the item has been removed.
Note details available
The following details are shown within an open invoice when you open the debtor note window:
Subject type the subject for the note. This is a short summary of the note contents.
Note the body of the note where you can type the note text that you want other internal staff to be able to view. Click on the note row in the invoice preview, to open the note and view the full note text. Only the user who created the note can amend the note text.
Active the active box on a new note is checked by default. Active notes are shown in the open invoice record in the notes panel. Change a note to inactive to hide it from the notes panel once the tasks are complete.
Notify me of any changes the notify me box is checked by default on any new note that you create. This ensures that you are sent a notification in Synergy when another user adds a note comment. Note comments are added to record further information about the note task. Uncheck this box if you do not wish to receive any notifications about comments being added to this note.
Created by the name of the staff member who created the note, with a Synergy profile picture for the staff member (if a profile picture is available). The date and time that the note was created are also shown.
Comments type a comment on the note to record extra information about the note task. Other users can add comments to a note to advise of progress on the note task, or to reply to the note creator. Type the note text, and then either press the enter key or the save button on the comment row. On saved comment rows the person who added the comment is shown along with the date and time the comment was entered.