Total Synergy

User-level: System Admin, Director

Previous steps: <a href="https://intercom.help/total-synergy/en/articles/6809958-payment-application-number-set-up" rel="nofollow noopener noreferrer" target="_blank">Payment application numbering</a>

This article covers creating, sending and reporting on Payment applications in Synergy.

<a href="#h_25236a16ed">Typical Payment application workflow</a>

<a href="#h_f343c93a16">Payment application Numbering</a>

<a href="#h_0e1297b04f">Payment application template</a>

<a href="#h_382ebae4fc">Sending Payment applications</a>

<a href="#h_e7fe9efe2e">Reporting on statuses</a>

Typically, the workflow for managing payment applications in Synergy is as follows

Choose the <a href="#h_0e1297b04f">payment application template</a> required

<a href="#h_382ebae4fc">Send</a> payment application

Change <a href="#h_997d05d20e">draft status</a> to 'Application Sent'

Upon receiving confirmation/approval from the client, mark draft as 'Application approved'

1. Create your draft invoice, and save it
2. Choose the <a href="#h_0e1297b04f">payment application template</a> required
3. <a href="#h_382ebae4fc">Send</a> payment application
4. Change <a href="#h_997d05d20e">draft status</a> to 'Application Sent'
5. Upon receiving confirmation/approval from the client, mark draft as 'Application approved'
6. Finalise and send invoices

Any draft invoice can also have a draft status. This helps you understand where in the Payment Application process your draft is up to.

- Created
- Application Sent
- Application Approved

By default, all Draft Invoices will use the Created Draft Status.

Payment Application numbers, <a href="https://intercom.help/total-synergy/en/articles/6809958-payment-application-number-set-up" rel="nofollow noopener noreferrer" target="_blank">which can be customised</a>, are auto-assigned, based on your customisation rules.

The Payment Application is created from a new document template. This template uses all the existing bookmarks of Invoice Templates.

By default, our Payment Application Template is identical to the Invoice Summary Template, except instead of Invoice Number, Payment Application Number is shown, and no payment details are shown.

Like our other Templates, you can also create your own Payment Application Template, so it fits your businesses needs. This works with Switch Layout, which will let you switch between different Payment Application Templates.

Generating and Sending a Payment Application

From a Draft Invoice, you will be able to generate, download, and send a Payment Application. You can interact with these tools from the Invoice Document Preview drop-down menu.

From the drop-down menu next to Save, you will also be able to click Send Payment Application.

You'll then choose the contact, message and hit send.

There are three Payment application specific reporting fields, which are available under the Invoice category.

- Payment Application Number
- Payment Application Last Sent Date
- Draft Status

You can report on these fields, filter data on these, and group by these fields, too.