IT Vision's July Bulletin

SynergySoft Version

Current Version Build:  8.1

Agenda & Minutes Module Enhancements

Agenda Minutes users will be pleased to know that we've introduced a number of new features to the Agenda Minutes Module in V8.2. These include:

New advanced Word Editing option
Previously Resolutions/Recommendations/Explanations could only be formatted in plain text (special formatting e.g. bullet points and numbered lists could not be used). This meant that where complex Recommendations, Resolutions or Explanations were needed to be inserted into a report item, it wasn’t possible to format them as required.

This has changed in V8.2 thanks to the introduction of new option called Advanced Word Editing which allows Resolutions/Recommendations/Explanations to now be formatted using Word. Advanced Word Editing can be switched on per Meeting Body. When it is, Resolutions/Recommendations/Explanations are created as Word documents (using all of Word’s formatting options) then simply inserted into the Agenda/Minutes using new mail merge fields.

Any information in the Resolution/Recommendation/Explanation Word documents is automatically saved back into relevant fields inside SynergySoft. This means that Reports such as Resolution Action Listings can still be generated using information from these fields, showing what needs to be actioned before the next meeting.

Copy Items
It’s common that an Item is raised at one meeting (e.g. a Committee Meeting) and then referred to and discussed again in another meeting (e.g. a Council Meeting, then Special Council Meeting). Rather than having to manually re-create the Item for each successive Meeting, officers now have a new Copy Items option which allows them to copy the key parts of an item from meeting to another, e.g. Committee to Council or Council to Special Council. The copy process copies the details of the item, the key part of the report and associated attached if desired.

Adding a File from Records
Significant improvements have also been made to the existing Add File from Records option. The feature allows officers to search the Records system from an Agenda Minutes Item and pull through images and/or Word documents to that Agenda Minutes Item. When using the Add File From Records option users will notice how much easier it now is to search for the relevant item.

If the item they select is a multipage TIFF the system now handles these easily. (Previously if a user wanted to attach a TIFF File that contained multiple pages, the system would only attach the first page. To include all pages from the multipage TIFF officers had to manually split the file into separate pages then attach each of them to the Item.). As of V8.2 this has all changed. When using the Add File from Records option to add a image to an Item, if the officer selects an image that is a multipage TIFF, the program will automatically note that the File is multi-paged, and will ask the user whether they want to use its TIFF Splitter. If they do, it will automatically split the TIFF image into separate TIFF images and insert them into the current Agenda Minute Item in sequence.

For more information about these changes, please refer to the 8.2 Enhancement document called Agenda Minutes - Various Changes. A copy of the document is available on the IT Vision website (you will need to login and navigate to the Release Notes folder). You can also find it in the V8.2 Installation zip file which is available on our ftp site.

Valuation Balancing Aid

This program is designed to produce a listing of all properties together with property address details and the corresponding valuation type, current valuation, rate code and ESL Category code, for each property. The program offers various selection criteria together with the ability to include “revaluation” values held for each property. Report output options include spooler report and/or csv file. This report may be useful in balancing or comparing valuations with valuation listings received from the Valuer General’s Office. If you would like to purchase this program please contact Martin or Angelo on 9315 7000.

Debtors & Creditors Automated Functionality

If you prefer to have your Debtors Invoices , Credit Notes and Statements emailed to each Debtor directly from SynergySoft which will save you time and money, a reminder that there is a function in SynergySoft which will perform such tasks. There is also an option to have Creditor Remittance advices sent electronically to Creditors, this once again will save you time and money with the efficiencies this automated process provides. These automated functions are available now so if you’d like to purchase these functions please contact Martin or Angelo on 9315 7000.

IT Vision Support Requests

We have a number of customers which email Support Requests (SR’s) to the incorrect email address. The correct email address to email your SR’s is (Support@itvision.com.au). SR’s emailed to other email addresses will result in unregistered SR’s in our Support System, please also refrain from emailing SR’s to Reception@itvision.com.au as this will cause major delays in processing your SR.

Understanding Rates & Property Processes

Are you a Rates Officer wishing to have a better understanding of Rates & Property processes in SynergySoft? Are you utilising SynergySoft effectively? Do you need any guidance on balancing? If this is of interest to you and you would like to know more please click on this link for further information.

SynergySoft Training

Payroll Essentials - (3rd & 4th August) Duration 2 Days
This course provides the essentials of the SynergySoft Payroll module. Separate courses are available for Payroll Leave, Payroll End of Year Processes.

Payroll - Leave - (5th August) Duration ½ Day
This course provides extensive training in all aspects of SynergySoft Payroll Leave.

Financial Essentials - (10th & 11th August) Duration 2 Days
This course covers G/L, Works costing, Creditors, Debtors, Plant and Excel Integration. Ideal for new accountants, finance managers and clerks.

Rates & Property - Essentials - (1st & 2nd September) Duration 2 Days
This course provides the essentials of the SynerygySoft Rates and Property System. Separate courses are available for Interim Rating, Subdivision and Amalgamtions, Rates Modelling and Billing, Pensioners/Seniors Rates End of Year.

Rates & Property - Interim Rating, Subdivision and Amalgamations - (3rd September) Duration ½ Day
This course provides extensive training in all aspects of Interim Rating, including Subdivisions and amalgamations.

Rates & Property - Pensioners & Seniors - (3rd September) Duration ½ Day
This course provides everything you need to know to process details for Pensioners and Seniors on the SynergySoft Rating and Property System.

Excel Integration - Essentials - (7th September) Duration ½ Day
Learn the essential functions of the Excel Integration financial reporting and budgeting tool.

Excel Integration - Advanced - (7th September) Duration ½ Day
This course is intended for experienced Excel Integration users who wish to learn more advanced techniques.

Cash Receipting & Dogs - (14th September) Duration 1 Day
This course explains how to use the Receipting module to process all receipt types and includes Dog Registrations, Dog Reports and Dog Renewals.

Report Manager - Advanced Town Planning and Building - (16th September) Duration 1 Day
Prerequisite: Participants must have attended the Town Planning and Building course.
Learn how to produce ad hoc reports or mail merge documents from within the Building or Town Planning modules. This course reaches advanced levels and includes reporting on times taken between Building\Town Planning stages.

Central Records Administration - (21st & 22nd September) Duration 2 Days
This course is designed specifically for records staff and their managers. Attendees will receive extensive training in all aspects of SynergySoft Central Records.

Systems Administration - (29th September) Duration 1 Day
Universe database administration. SynergySoft system administration, SynergySoft security and Menus

Webinars

Office Integration - (20th July) Duration 1½ hrs - Prerequisite - Records module experience.
This session covers an overview of using office integration with Word, Excel, Outlook, using Profiles, related information and set up required.

Rates Modelling - (27th July) Duration 2 hrs
This session provides a comprehensive overview of the processes involved in completing a Rates Model for General Rates, Service Charges and Area Rates, including ESL.

Rates Billing - (28th July) Duration 2 hrs Prerequisite - Must attend the Rates Modelling session to attend the Rates Billing session
This session is an extension to the Rates Modelling Webinar, it will detail the processes of applying a model, billing main rate charges for the year and the subsequent processes required such as Production of Rates Notices.

Town Planning - (12th August) Duration 1½ hrs
This webinar will outline town planning application processing steps, focussing on correspondence generation for the stages grid. A brief overview of stages/template design processes will also be given..

Creditors - Payment Processing - (17th August) Duration 1½ hrs
This webinar will outline payment processing routines and demonstrate the process of cancellation of payments. Also included is the procedure of Email Remittances should you wish to purchase and implement this functionality.

Building - (19th August) Duration 1½ hrs
This webinar will outline building applications processing steps, focussing on correspondence generation from the stages grid. A brief overview of stage/template design process will also be given.

Bank Reconciliations - (23rd September) Duration 1½ hrs
This course is designed to provide new users with an OVERVIEW. Learn how to perform a manual reconciliation of bank statements. Create bank fee codes.

Payroll Employee Setup - (30th September) Duration1½ hrs
This course is designed to provide Payroll Officers with information necessary to set up Awards and new employees in Synergy.

Email Ann Bull (training@itvision.com.au) highlighting which training need(s) you have.

IT Vision Web Forum

We currently have 29 registered forum members so if you haven't yet registered please do so and start making the most of sharing your ideas, quetions and answers with other SynergySoft users. If you're one of the 29 that has registered please spread the word in your organisation. Address for the ITV Web Forum is forums.