Edition: Professional, Business & Enterprise
User-level: System Administrator
Previous steps: Invoice Numbers, Payment Types, How to add Contacts
It is highly recommended that you consider the Previous steps above before you attempt to Import Payments.
If the Invoices and Bills haven't yet been created there is nothing to match the payments against.
All of the elements are important because the software is looking to match fields that you fill in on the Upload sheet, with those in the system.
Accuracy is vital, and there are some additional Tips! at the end of this article.
So, how do you import your payments?
1. Download the Synergy Excel template.
Using the Organisation dropdown menu, navigate to
Settings>Organisation>Data Import>Excel Import
check that you are on the Payments tab, and click Download.
Your download is the excel file named Synergy data import - Payments.
There should be three sheets (tabs), one with instructions similar to those below, followed by 'Invoice payments' and 'Bill payments' to populate with data.
Warning:
Do not adjust the column names.
Do not adjust the order of the columns.
2. Check what information can be imported.
Navigate through both sheets (tabs) 'Invoice payments' and 'Bill payments' to see the column names that will match fields in Synergy.
Importantly, you should notice that the Invoice number or Bill number should already exist in Synergy.
3. Export your payment details from your current system
Use an excel export feature in your current system to get an excel style output with all your existing payment details. This could mean you export the payment details from your accounting system, or another software package, or maybe you already have it in a spreadsheet.
4. Match your data to the Synergy Excel columns.
Compare the data in your excel file to the columns in the Synergy Excel template and check you have all the required information as well as the optional information that you want to import.
5. Using the Synergy Excel template
Copy and Paste your data into the Synergy Excel template.
Columns marked blue are mandatory.
Columns marked green are optional.
Do not change the formatting anywhere (e.g. number, date, currency etc).
Do not enter data beyond the last column of the table.
Do not rearrange the order of columns.
Do not rename the columns.
Use 'Skip' in column A to skip the record during import. Any row that contains 'Import' or is left blank will be imported.
Do not change the sheet order within the workbook.
If formulas, lookups or a general place to paste data is required, create an additional sheet (tab) and position it as the last sheet (tab) on the right-hand side.
6. Double-check the data in the template.
Invoice Payments
Invoice Number
The Invoice number must be unique and match an invoice that already exists in Synergy.
When the Amount including the tax equals the amount in the invoice, it will be marked as paid.
The payment date needs to match or be after the invoice date.
The default payment type will be applied if this column is left blank. Other payment types must match those that already exist in Synergy.
The Note will appear in the Payment dialogue and is a free-text field.
Bill Payments
The combination of the bill number, bill contact and bill date must be unique and match a bill that already exists in Synergy.
The bill date is the date on the bill, not the due date.
The bill contact is your bill contact in Synergy and must match.
Is paid should always be yes otherwise it will be skipped
7. Import Synergy data import - Payments
Using the Organisation dropdown menu, navigate to
Settings>Organisation>Data Import>Excel Import
check that you are on the Payments tab and click Upload.Select 'Add files' and navigate your files to select your completed Synergy data import - Payments. Or you can drag and drop the file into the browser.
An import preview will display your data to review before the import.
In event that you get errors, click on the red and orange triangle for instructions on how to correct the error.
Skip any lines in the preview window that you don't want to import. Any lines that have an error are automatically skipped.
Click the Import button and they have now been created in Synergy.
Importing Payment Tips!
Tip: It is usually a good idea to enter one record and check it before doing any bulk data uploads.
Tip: While it is possible to upload a minimum requirement, and you can run the upload multiple times, you cannot use this Import function to Update records, so the more you can enter in one go, the more efficient you will be at populating your Synergy organisation.
Tip: Any records skipped can be downloaded as a new file and corrected. This allows you to fix the errors and then reupload the skipped rows.
Tip: Use the example records to understand how the entries should look. Then delete them so they don't accidentally get imported.
Where to next?
What other features does this relate to?