Edition: Enterprise
User-level: Project Manager and above
Previous steps: Invoice List overview
Synergy allows you to select multiple Draft Invoices, finalise them and send those invoices in bulk.
Bulk Finalise Invoices and Bulk Send Invoices can also be run as separate actions:
Bulk Finalise Invoices – allows invoices to be finalised in bulk
Bulk Send Invoices – allows invoices to be sent in bulk
By using the filters on the Invoices list and then sorting by the different columns, you can specify and select the Invoices you want to work with.
Once you have confirmed that you want to bulk finalise, bulk send or bulk finalise & send your invoices, your Invoices will begin processing.
When send or bulk finalise & send is selected, each invoice will be sent out one at a time.
You will get a notification when this process has finished and you will be able to access a report that shows the success of each Invoice.
Filter the invoice list
To make sure you're only sending off invoices that are ready to go, you can filter the invoice list in multiple ways, and only send invoices that satisfy the rules of those filters.
When searching and filtering the invoice list, we typically recommend using the save and load filtering feature to create a 'Ready to send' filter that satisfies your processes (e.g. Invoices that are approved, in draft status, and within a date range)
When you're ready to bulk finalise and send your invoices, choose that filter, and confirm the invoices present are ready to finalise and send.
Bulk Finalise Invoices
Once you have the list of draft invoices ready to finalise (either through using a saved filter, or manually selecting them one at a time), use the ellipses menu and select 'Bulk Finalise Invoices'
You'll see the status of finalising the invoices in a pop-up at the bottom right of your screen.
The message updates once the invoices have been finalised.
Bulk Send Invoices
Once you have the list of finalised invoices ready to send (either through using a saved filter, or manually selecting them one at a time), use the ellipses menu and select 'Bulk Send Invoices'
You'll be asked to confirm sending the invoices.
You'll see the status of the send in a pop-up at the bottom right of your screen.
The message updates once the send has been completed.
Bulk Finalise & Send invoices
Once you have the list of invoices ready to finalise and send, (either through using a saved filter, or manually selecting them one at a time), use the ellipses menu and select 'Bulk Finalise and Send invoices'
You'll be asked to confirm finalising and sending the selected invoices.
You can see the status of the invoice finalise and send as a pop-up in the bottom right corner of your screen.
This action cannot be undone - once the invoices are queued, they will be finalised and sent.
In peak times, this action can take a couple of hours - but, we'll notify you once completed, so you're free to perform other tasks in Synergy while we get them out!
Checking the report
Once Synergy has finished finalising, sending, or finalising & and sending your invoices, you'll see an onscreen message like the one below, and will also receive a notification in the notifications centre.
You can click the notification to download an Excel report on the success of the process.
The Excel file name includes the name of the process that was used, the date and time the report was generated, and will show whether the process was a success or a fail.
If the process is a fail, the Error Details column will display what caused the error e.g. the invoice couldn't be finalised because it wasn't in draft status.
Note:
Only one instance of 'Bulk finalise and send' can be in motion for any Organisation - where a second or more simultaneous bulk action is initiated, you'll receive an error message until the first is finished.
Where to next?
What other features does this relate to?