YayPay provides APIs to integrate and access AR data from your ERP. With these APIs, you can easily send or retrieve the necessary information. 

To successfully integrate your AR data into YayPay, it's important to understand the data format and API calls. YayPay uses specific data and documents to represent your AR situation in the platform. The key information is summarized below.

To bring your AR data into YayPay, work with your technical team to translate and map the relevant source data from your ERP. This step is crucial in determining how to bring your AR data into YayPay to create accurate AR balances, aging display, and historical invoice payment data for YayPay's payment forecasts. While most AR data flows from your ERP to YayPay, consider transferring payment data from YayPay to your ERP if you use YayPay for payments.

Your IT team is responsible for coding and managing the AR integration using the APIs. There are resources available to assist your IT or technical team in setting up, authenticating, and developing the necessary integration. This integration allows you to send or retrieve data between your ERP and YayPay, such as customer information, contacts, open invoices, and open credits. In other cases, you can pull data from YayPay, like payments or notes, to feed into your enterprise systems like CRM or data warehouse reporting systems.

AR Data integrated from your ERP to YayPay

YayPay uses the data you send through various APIs to provide an overview of your accounts receivable AR situation. This includes showing your overall AR balance on the Aging Report page, as well as providing individual customer balances based on the number of open invoices they have, etc.

Invoices

Each Customer can have a number of Open and Closed (Paid) Invoices in YayPay. 

Invoice objects contain an array of Invoice line items, which describe the line-level details of the Invoice - the line item represents individual goods or services that the buyer purchased or was delivered, and the sum of all line item Amounts should equate to the total Invoice Amount due for collection.

Payments

This Payment Record Type contains information about the payment captured in the ERP, as well as how the Payment was applied/allocated to Invoices and/or Adjustments.

Credit Memos

Each Customer may have a number of Open Credits, which may represent a scenario of having paid more than what was owed, or stemmed from having returned a product, etc, Open Credits in YayPay may be applied/used when paying an Open Invoice. 

Adjustments

Adjustments can be any other changes to the AR ledger (e.g. Journal Entry Adjustments) that are not Invoices, Payments, or Credit Memos.

Customers Data integrated from your ERP to YayPay

Customers

This maps to the Customer Master record in your ERP. Every Customer in YayPay has a balance that will aggregate to form the Total Company AR (Total Due). Every other data object/record for YayPay (e.g. invoice, payment, credits, etc.) is then associated with the Customer. 

A hierarchical structure is also supported for Customers, so you can set up parent/child relationships in YayPay (e.g. you can enable the billing contacts of the parent company to view a consolidated balance derived from all its child companies).

Contacts

Each Customer/Account in YayPay can have 1 or multiple Contact records, where each Contact has its own email address, and can also be labeled as a Billing Contact or a Non-Billing Contact. This is located to the lower right of the Statement page, under the CONTACTS section.

This example shows a Billing Contact created in YayPay for the Customer "Brinks", and the email address brought from your ERP: 

The email addresses will be used in YayPay's Email Reminder/Workflow Automation - e.g. you can configure the Workflow to include both Billing Contacts & Non-Billing Contacts as recipients to receive email reminders from YayPay.

Other Data integrated from your ERP to YayPay

Notes

You can bring in your Collection notes recorded in your ERP and create them as Notes found under the Statement page of the Customer (i.e. Customer-level notes in YayPay).