Go to the individual student record in EnrolHQ

Select Sync Synergetic, Export XML

This will create a file called "<last_name>-<first_name>.xml" for importing the student into Synergetic using their wizard.

Go to the EnrolHQ Dashboard then navigate to Contacts > All Prospective:

Use filters if needed (e.g. Year 7 for 2024, Is XML Exported = No to exclude students previously exported from EnrolHQ)

Select the students to export using one of the following options - please only select up to 10 at a time:

Go to Bulk Actions > Sync Actions > Synergetic Sync

This will create a file called "bulk-import.xml" for importing the students into Synergetic using their wizard which you can open by selecting Module > Future > Process Online Applications/Enquiries Import.

In Synergetic, click Future then click Process Online Applications/Enquiries Import

Note: if you can’t see this button, please ask your IT to give your user permission to it.

Under Filters, change the Status filter from “In Process” to “Pending”

Under Online Application Location, click the dots (...) to browse and select the XML file from EnrolHQ, e.g. "<last_name>-<first_name>.xml" or "bulk-import.xml"

check File Name shows the correct file then click Import

in the Confirm popup, click Yes

Synergetic will read the file and then add these student(s) which should now appear under the Application holding area.

Select the desired student to import

then review their details in the Application Detail area at the bottom

if they’re correct, click the Transfer to Future button at the bottom right

click Yes in the popup that appears and follow the prompts. It includes Synergetic checking for matches to an existing Synergetic record. If it does, it will display the Possible Name Match Found window where you’ll need to:

• check the Synergetic record’s details in the results is a correct match to the EnrolHQ Student/Parent and if so, click them and then click Use This Person.
  Note: please ensure you select the correct Synergetic record to avoid overwriting the wrong record and potentially causing issues with the sync.
• otherwise click Create New Person.
• once the Synergetic records have been created, you should delete the XML file from your computer, e.g. "<last_name>-<first_name>.xml" or "bulk-import.xml"

For more details on the Synergetic import wizard, please see

https://ehgdev.atlassian.net/wiki/spaces/PUB/pages/2297989128/Online+Application+via+XML+Import

Note:

While we don't support syncing documents via the Synergetic import wizard, I’d suggest setting the SynergyMeaning to "OnlineApplyAttach" for one of the Synergetic luDocumentClassifications (e.g. OnlineApplic) to prevent the following warning from appearing:

The yellow "XML exported" and green "Synced" on the student list views

and labels when viewing a student’s details

Orientation - status of the student.

XML Exported - record extracted for Synergetic Wizard.

Synced - the External ID has been added to the Student Profile.

Why aren’t Emergency Contacts appearing in the XML?

Please ensure that you XML export the student after the parent has submitted the relevant EnrolHQ form with the Emergency Contacts’ details. The XML export is a snapshot of the student at that time so if you do this beforehand, it won’t contain the Emergency Contacts’ details.

How is the ApplicationAmount and PaymentTransactionCode set and where does it end up in Synergetic?

These are turned off by default and only set if requested.

The following is an example offer payment from a demo EnrolHQ:

When parents make a payment in EnrolHQ to your bank, EnrolHQ makes a post to the bank endpoint with these fields, e.g. Westpac PayWay:

• singleUseTokenId - A token issued by the bank which holds credit card details.
• customerNumber - Your reference for the customer. Up to 20 letters and digits. Case insensitive. Leading zeroes ignored if entirely numeric.
• Customer does not need to exist in the customer vault. E.g. ENROLHQ1001
• transactionType - "payment"
• principalAmount - The amount of the payment before any surcharge is added.
• currency - "aud"
• orderNumber - Optional. Your reference for this transaction. At most 20 ascii characters.
  E.g. enr-f:ONL-0123456
  which follows the format <payment_type>:<receipt_number_end_chars_up_to_20_total>
  where <payment_type> refers to the enrolment stage such as "eoi" (Expression of Interest), "enr-f" (Enrolment) and "enr-a" (Offer).
• merchantId - This merchant will be used for payment processing and settlement. E.g. your Merchant ID in EnrolHQ Settings > Payment Settings.

If enabled, the ApplicationAmount and PaymentTransactionCode flags are populated with the details of the payment from their latest enrolment stage (in descending priority: Offer Acceptance > Reserved Place Acceptance > Enrolment Form submission > EOI submission) where PaymentTransactionCode is the transaction number in EnrolHQ.

E.g. for the above example, we’d set the following in the XML:
<ApplicationAmount>1200.00</ApplicationAmount>
<PaymentTransactionCode>499615</PaymentTransactionCode>

Please note this means Synergetic’s XML importer will create a 'Deposit' entry for the enrolment. For some schools' finance departments, when they go through their receipting process to record it in the GL (General Ledger) and reconcile it against bank transaction records, the creates a new "duplicate" deposit record.

To reconcile the deposit to the GL without recreating it, Synergetic's solution was to set the following settings under System > Finance Configuration Maintenance > Enrolment Deposits in order to create the Cash Receipt entries and therefore the GL links at the time of import, so that Finance just has to update the record to match the bank statement.

If you have the Sync Synergetic REST API button you must ensure the student record has been imported into Synergetic prior to completing this action.

This will add the external ID to EnrolHQ (e.g. Synergetic Community ID)