Synar - Vendor

Purpose and Introduction

This document describes the basics of navigating through the STAR Prevention: Synar module including conducting Assigned Visits, correcting Invoices, and reviewing Invoice History.

Add Environmental Services

From the Prevention Tracking page:

1. Click the teal link of the Synar Project to submit the Service under.

2. Click the Add Service button drop-down and click Environmental.

3. Click the Start Date of Activity field and select a date from the calendar or manually enter a date.

4. Click the End Date of Activity field and select a date from the calendar or manually enter a date.

5. Select Populations Served. This field is multi-select; select all that apply.

6. Select OSAP Details. This field is multi-select; select all that apply.

7. Indicate the % of time spent on each OSAP strategy. Percentages must add up to 100%.

8. Click Save to add the service, or Cancel to go back to the Project / Fiscal Year page.

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Tip: If only one OSAP Detail option is selected, you will not be required to indicate percentages of time spent.

Add Provider Invoice Upload

From the Prevention Tracking page:

1.  Click the teal link of the Synar Project to submit the Service under.

2. Click the Add Service button drop-down and click Provider Invoice Upload.

3. Click the Start Date of Activity field and select a date from the calendar or manually enter a date.

4. Click the End Date of Activity field and select a date from the calendar or manually enter a date.

5. Specify the Cost of Activity (all costs associated with the delivery of activity).

6. Click the Choose File button and upload a Signed PDF.

7. Select Yes or No in the ‘Are you required to provide supporting documentation’ field.

8. Click the Choose File button(s) and upload Supporting Files (only required if you selected Yes in step #7).

9. Select the Acknowledgement box to acknowledge that you have verified dates, amounts, and signatures in the attached files.

10. Click Save to add the service, or Cancel to go back to the Project / Fiscal Year page.

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Tip: Once a service is added, it will appear on the Project / Fiscal Year page.  All services on the Project / Fiscal Year page are considered ‘Outstanding’ and have not yet been invoiced.

Tip: You can edit/delete the Service until it is processed into an invoice, which happens at 12:01 am on the first day of each month.  At that point, it is no longer editable. To remove the Service, click Delete. To Edit a Service, click on the corresponding teal link to open, make changes, and click Save.

Compliance/Enforcement Visit

From the Prevention Tracking page:

1. Click on the Take Action button underneath the Assigned Visits icon.

2. A list of Assigned Visits, as designated by the Synar Coordinator, is displayed.

3. Click the Record Result teal link next to an Enforcement or Compliance Visit.

4. Click the Date of Visit field and select a date from the calendar or manually enter a date.

5. Click the Time of Visit field and select a visit time from the drop-down list.

6. Select Yes in the ‘Was merchant enforcement/compliance visit conducted?’ field.

7. Select Yes or No in the ‘Were youth or community members involved in visit?’ drop-down.

8. Select a Youth Inspector from the drop-down list (only required if you selected Yes in step #7).

9. Select a Youth Witness from the drop-down list (only required if you selected Yes in step #7).

10. Select Yes or No in the ‘Was buy attempt successful?’ field.

11. Select Yes or No in the ‘Citation Issued?’ field (only required if you selected Yes in step #10).

12. Specify a Citation Number (only required if you selected Yes in step #11).

13. Select Yes or No in the ‘Fines Assessed?’ field (only required if you selected Yes in step #10).

14. Specify a Citation Number (only required if you selected Yes in step #13).

15. Select Yes or No in the ‘Warning Issued?’ field (only required if you selected Yes in step #10).

16. Specify a Citation Number (only required if you selected Yes in step #15).

17. Select Yes or No in the ‘Did clerk ask youth for ID?’ field.

18. Select Male or Female in the ‘What was clerk’s gender?’ field.

19. Select an Adult Inspector/Supervisor/Educator from the drop-down list.

20. Click Save to complete the conducted visit, or Cancel to go back to the Assigned Visits page.

Tip: As noted in the step-by-step instructions, the majority of fields in the Compliance/Enforcement Visit screens will become available only if you select Yes in the previous, corresponding fields.

Tip: The information of the merchant at which the visit is taking place will be displayed at the bottom of the Visit screens.

Merchant Education Visit 

From the Prevention Tracking page:

1. Click on the Take Action button underneath the Assigned Visits icon.

2. A list of Assigned Visits, as designated by the Synar Coordinator, is displayed.

3. lick the Record Result teal link next to an Education Visit.

4. Click the Date of Visit field and select a date from the calendar or manually enter a date.

5. Click the Time of Visit field and select a visit time from the drop-down list.

6. Select Yes in the ‘Was merchant education visit conducted?’ field.

7. Select Yes or No in the ‘Were youth or community members involved in visit?’ drop-down.

8. Specify how many youths or community members were involved in the visit (only required if you selected Yes in step #7).

9. Specify initials of youth/community participants in the visit (only required if you selected Yes in step #7).

10. Select ‘What type of Merchant Education was completed?’.  This field is multi-select; select all that apply.

11. Select an Adult Inspector/Supervisor/Educator from the drop-down list.

12. Click Save to complete the conducted visit, or Cancel to go back to the Assigned Visits page.

Tip: The information of the merchant at which the visit is taking place will be displayed at the bottom of the Visit screens.

Assigned Visits Not Conducted

1.  Click on the Take Action button underneath the Assigned Visits icon.

2. A list of Assigned Visits, as designated by the Synar Coordinator, is displayed.

3. Click the Record Result teal link next to a visit.

4. Click the Date of Visit field and select a date from the calendar or manually enter a date.

5. Click the Time of Visit field and select a visit time from the drop-down list.

6. Select No in the ‘Was merchant compliance/enforcement/education visit conducted?’ field.

7. Select ‘Why was not conducted?’.

8. Select an Adult Inspector/Supervisor/Educator from the drop-down list.

9. Click Save to complete the non-conducted visit, or Cancel to go back to the Assigned Visits page.

Tip: The information of the merchant at which the visit is taking place will be displayed at the bottom of the Visit screens.

Reports

Synar Visits:

From the Prevention Tracking page:

1. Click Run Report under the reports icon.

2. Click Synar Visits.

3. Individual visits, in report form, are shown.

4. Use the From Date / To Date filters at the top of the report to narrow the results to a specific range.

5. Use the Vendor drop-down to switch between available providers (if applicable).

6. To filter by Visit Status, check/uncheck the desired statuses.

7. To filter by Visit Type, check/uncheck the desired types.

8. To save a copy of a visit in report form, click the Save icon.

   1. Note: Only PDF and MHTML formats are supported for saves.

9. To print a copy of a visit in report form, click the Print icon.

   1. Note: Blank report forms can be printed by filtering Visit Status to ‘Not Submitted’.

Visits Summary

From the Prevention Tracking page:

1. Click Run Report under the reports icon.

2. Click Visits Summary.

3. The amount of visits for that provider, broken down by Visit Type, is displayed.

4. Use the From Date / To Date filters at the top of the report to narrow the results to a specific range.

5. Use the Vendor drop-down to switch between available providers (if applicable).

6. To save a copy of the report, click the Save icon.

7. To print a copy of the report, click the Print icon.

Merchant Assignments:

From the Prevention Tracking page:

1. Click Run Report under the reports icon.

2. Click Merchant Assignments.

3. A table of merchant assignments for that provider is displayed.

4. To save a copy of the report, click the Save icon.

5. To print a copy of the report, click the Print icon.