Edition: Professional, Business, Enterprise
User-level: Assistant project manager*, Project manager, Director access, Assistant Administrator, System administrator
Creating a credit note document overview
When creating a credit note the document is automatically created each time:
A draft credit is saved
A credit note is finalised
The credit note document is created using the 'default' template for credit notes setup by your Synergy System Administrator in the document templates setup area. After finalising the credit note a PDF version is created for each credit note version uploaded. The Word DOCX file and the PDF files are automatically saved in the Project > Invoices folder.
After the credit note has been created you can optionally choose to customise the contents by:
Download the credit note DOCX file
Edit the DOCX file as required
Upload the updated DOCX file to create a new file version
Reset the layout back to the default contents (removing any customisations)
Switch the document template used for creating the credit note document*
View previous versions of the document
(* This feature is available in Synergy Business and Enterprise products only)
Tip: Previous credit note versions are kept and available to download. This lets you compare the contents that were changed between each of the credit note file versions if required.
Download the credit note PDF document
A PDF version of the credit note is created automatically for each finalised credit. A new version of the PDF files is created each time a new credit note file version is uploaded. You can download the latest PDF file version by selecting the download button in the credit note image box.
Tip: You can find all the PDF versions of the credit note in the Project > Documents tab > Invoices folder.
Download the DOCX version
Use this option to download a Word DOCX file for the current credit note version. Update the downloaded file to edit the header and footer, or add extra text or notes or images into the credit note document that was created to match the Synergy credit note template.
Go to Project > Invoices tab.
Click on the credit note row for which you want to download the document.
In the credit note document preview panel click the more actions button.
Select the 'download docx' option.
The PDF credit note file will be downloaded and saved into the 'downloads' folder on your device.
The downloaded file can be printed and posted to the client if required.
Tip: Remember to upload the new DOCX version after you have made all the required changes.
Upload a new DOCX version
The downloaded Word DOCX file can be edited to include extra content, or adjust the headers and footers. After you have added the extra content into the Word document you can upload the file back to Synergy to create a new file version.
Create a new credit note version by uploading the DOCX file by:
Go to Project > invoices tab.
Open the credit for which you want to update the credit note DOCX file.
Click the more options button in the credit note image panel, and select 'upload docx'.
Click the 'choose file' button in the attach file box, and browse to the folder location of the DOCX file.
Select the file in the list and choose to 'open' the file to add it to the upload window.
(Optional) Type a comment to explain the reason for the updated file version.
Click the 'upload new version' button.
The credit note page is updated to show the new credit note image thumbnail automatically.
Tips:
The upload process will warn you any document template bookmarks have been deleted. This gives you the opportunity to cancel and go back to the document to check the Synergy bookmarks, or re-download the DOCX file and re-apply the changes without removing the required bookmarks.
Use the 'reset layout' option if you have updated the original credit note by mistake, and want to go back to the default credit note layout created by Synergy.
Reset the layout
Use this feature when you have uploaded a new credit note version by mistake, or if you have updated the template layout. Reset the layout and the credit note document is re-created using the default credit note template.
Reset back to the default credit note template by:
Go to project > invoices tab.
Open the credit note for which you want to reset the document.
Click the more options button against the credit note image panel, and select 'reset layout'.
On the confirmation pop-up, click OK to confirm you want to replace the existing credit note layout with a new document created using the default credit note template.
The credit note panel refreshes after a few moments to show the new credit note image. Click the image to open it and view the details, or download the credit note document.
Tip: The Synergy System Administrator selects the default credit note template when setting up the word document templates.
Switch the credit note layout
*This feature is available with the Synergy Business or Enterprise products.*
If you have multiple credit note layouts setup in Synergy, then you can use this option to change this document to be created by a different layout. The credit notes are always created using the 'default' credit note template option, but this can be adjusted to use a different layout if required.
Change the credit note to use a different document template layout by:
Open the Project > Invoices tab.
Open the credit note row for which you want to change the credit note document.
Click the more options button in the credit note preview panel, and select the 'switch layout' option.
A card is shown for each invoice template option available, with a description of the template and an image preview.
Click the card for the template you want to use.
The document is updated to use the new document template.
Tip: Use the 'versions' option to find any previously created credit note versions.
Versions - view previous credit note versions
A new credit note version is created each time:
A draft credit note is created or edited
A credit note is finalised
The finalised credit note has the date or number modified
A new DOCX file version is uploaded
Find the existing file versions for the credit note by:
Open the project > invoices tab.
Click to open the credit note row which you want to check the document versions against.
Click the more options button in the credit note preview panel.
Select the 'versions' option in this list to see a drop-down list showing all of the credit note versions available. The version number created date, upload DOCX comment, and created by details are all shown in this drop-down list.
Tip: Document versions can also be seen in the project > documents tab. Click on the file in the list to open it and see a list of the alternate file versions.
These actions will help you manage the credit note document, allowing you to make changes to it as needed without altering the main template.