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Subsidiaries in YayPay - How to Structure

This article describes the different areas on how you can structure multiple Subsidiaries in YayPay. (Refer to this article for an Overview first: https://yaypay.helpjuice.com/tutorials/adding-additional-yaypay-instances)

In YayPay's context, a Subsidiary is a separate logical entity, which is separated from the others by its own individual Settings and setup covering data and Integration, Email, Payment settings, Branding, Reporting, etc.

AR Specialists can have access to multiple Subsidiaries in YayPay - they will switch between them to review and report on different sets of customer and invoice data. A default Subsidiary can be set if that Subsidiary is where the AR Specialist will spend most of his/her time in.

These points outline the considerations behind syncing, structuring, and organizing your Subsidiaries in YayPay. For easy reference, "buyers" mentioned in this article refer to the end customers that are doing business with you.

Data & Integration

Each Subsidiary in YayPay has its own integration endpoint, which means that each Subsidiary has to be integrated with your ERP as the data source for the AR data to be found in that Subsidiary, such as Customers, Invoices, Payments, etc.

For API development, each Subsidiary has its own secret API key, which means that a separate integration process on the client's end is required (note: clients control and manage the API integration and data push into the YayPay Subsidiary)

When integrating via API or CSV files, the data integrated should have internal IDs for objects like Invoices, Customers, Payments, etc. that are unique for the Subsidiary. There should not be any overlaps

One Subsidiary can only use one Integration method/connector type at a time, e.g. YayPay is either connected directly to an ERP system like NetSuite, Intacct, QuickBooks Online, etc or it is connected via custom methods, e.g. CSV file import or API, but not NetSuite and CSV file import.

(If the client integration strategy involves merging and bringing together different data sources, extracted and prepared from multiple ERPs, using CSV and API methods may be more flexible to bring the data into YayPay).

Emails (AR Mailbox Connectivity)

One inbound and one outbound email account can be set up per Subsidiary.

Typically, our clients use their main AR mailbox/email as the main mailbox for the whole company/legal entity, something like ar@yourcompany.com. In the case of a Subsidiary, the expectation would be that there will be 1 AR mailbox/email address per Subsidiary.

Refer to this article on connecting YayPay to your AR mailbox https://yaypay.helpjuice.com/communications/setting-up-outgoing-and-inbound-emails

However, if there’s a need to use the same AR mailbox/email address for multiple Subsidiaries, this is also possible.

A few noteworthy points:

For Inbound emails - if the same Inbound email address is used for multiple Subsidiaries, you may find the buyers’ email replies that belong to one Subsidiary also in the other Subsidiaries, which adds clutter to your Communications page. Also, your Email Server may fail to process many connections that YayPay would establish in order to pull the email for each of the buyers/Accounts

For Outbound emails - Your Email Server may return errors if there are too many simultaneous connections originating from multiple YayPay Subsidiaries. For example, when automated email reminders are sent from each Subsidiary

In general, we recommend using unique email AR mailboxes/email addresses for each Subsidiary when you have multiple Subsidiaries.

Workflows

Workflows and Email Templates are configured and executed within the scope of each Subsidiary. They cannot be copied between Subsidiaries automatically or transferred/shared between them. However, there is a functionality allowing you to copy workflows manually: refer to Copy Workflow

Workflows and Rules (Events/Actions) will be executed against the set of assigned buyers found in each Subsidiary. The generated statement links in your Email Reminders which your buyers click on to access their customer portal page are unique to each Subsidiary.

Dashboard and Reporting

The Dashboard and Reports run against the data found in one Subsidiary only.

If there’s a need to see multiple Subsidiaries in the reporting, there are 2 possible ways to do this:

Use the Consolidated Aging Report - While the Aging Report menu of each Subsidiary will show the AR data for that Subsidiary, this Consolidated Aging Report (found under Settings > Reports page), will allow you to combine the Aging data from multiple Subsidiaries in YayPay into a single Excel Aging Report. Choose the Subsidiaries to include before generating the Report

Consolidated Subsidiary- this is a more involved approach to implement where the idea is to create a separate YayPay instance (and name it "Consolidated" for example), as well as to integrate the data from multiple Subsidiaries in your ERP. The Dashboard, Aging Report and other Reports generated from YayPay will run against the consolidated data in that YayPay instance (subsidiary), with values and figures translated to an overall base currency.

Sync Notes between Consolidated Instance and Subsidiaries

When a note is created at the consolidated instance, it is also recorded at the subsidiary instance at both the customer and invoice level. This sync also works vice versa: being created at the subsidiary instance, the note is synced to the consolidated instance.

User Management

Users in YayPay can have access to multiple subsidiaries in YayPay.

The user role remains the same across all Subsidiaries, so if the user is an Administrator or an AR Specialist in one Subsidiary, he/she will continue to be an Administrator or an AR Specialist for all other subsidiaries that he/she has access to in YayPay.

The functions (represented by Security Groups) that a user can access or perform can be configured for each Subsidiary individually. This implies that an AR Specialist user in one Subsidiary can have access to more functions and different pages in another Subsidiary. Security Groups will provide you the control to configure the necessary levels for each user.

If all users will access and manage the data across multiple subsidiaries in the same way - this is already available in YayPay out of the box and there is no need for you to adjust this.

See: https://yaypay.helpjuice.com/44476-account-settings

Branding

Each Subsidiary can have its own “branding”. The name of the Subsidiary can follow your legal Entity Name (under Settings > Business page), you can incorporate a different logo file for the Subsidiary (which will be displayed in your Email Reminders, the customer portal, and the customer statement PDF)

Payments

If you use YayPay for Payments, your Merchant Credentials and Payment Provider integration settings are also set up in each Subsidiary.

While this setup can be reused and repeated across the Settings page for each Subsidiary, review your reporting and bank deposit and reconciliation process with the Payment Processor/Provider. Note, that you may not be able to differentiate the reporting/transactions by Subsidiaries on the Processor's end.

Settings

The settings & options found within the Settings > Business page operate within the scope of the Subsidiary. In order to achieve an identical behavior in different subsidiaries, you would need to make sure that Business Settings in each of them are identical.