This article describes the available Rules Engine Events. 

Event Types

Event type defines the object a selected event is triggered for and also defines what objects actions will be available.

If an event is generated on the customer level, then this is a Customer-type event. Similarly, there are Invoice type events that are triggered by an Invoice, or Payment type events triggered by a Payment, etc.

The Event type determines what objects in the Conditions and Actions sections can be used. For example, if the event belongs to the Customer events, you can't use Invoice conditions there, because the system does not "know" what invoice it should affect.

So, to give an example, if the event is a Customer Type event (like "Daily/Weekly/Monthly time trigger") it won't be able to use Invoice-level billing contacts or use invoice-specific Actions.

Credit Application - Credit Application received

This event is triggered when a business receives a credit application form from a customer.

Based on the rule's settings, a chosen action is executed. The most typical use cases are sending an email reminder, creating a ToDo item, or scheduling a call.

Subsequently, you can view and manage the newly created tasks on the To-Do page and send email reminders on the Communications page.

Credit Memo - X days after credit memo is created

If you want the action (e.g. sending a reminder ) to be triggered in X days after the credit memo was issued. 

Note: If CreditMemo Amount = Applied amount, the event will not be triggered.

Customer - Auto and Recurring payments 

This event allows us to set up AutoPayment creation, removing or updating as a trigger. The action can be done both for the Statement page and Customer Portal, e. g.: if you want to track when a customer makes some changes, you can set a reminder to an AR Rep or any other action.

Customer - Balance is approaching credit limit

This event triggers If on customer update balance changes and becomes (but wasn’t before) > 90% of credit limit event is triggered

Customer - Credit Card Expiration Notice

The rule with this setting as an event allows to send a reminder or create a TODO task (or any other action) when a customer has a saved credit card on file that will expire soon. 

Customer - Credit Score has changed by X points

(available only if you have Advanced Credit enabled. To get the Advanced Credit module, contact your account manager)

This event triggers if the customer's credit score has increased/decreased by the set number of points. The rule will not trigger if the old credit score was N/A.  

The credit score can be changed manually on the customer's Statement page, or by editing the customer's Scorecard. It is also recalculated automatically every 1st day of the month, or when the Advances Credit module was disabled and then enabled again.

Customer - Customer balance exceeds/is less than X

This event triggers when a customer's balance exceeds/goes under a certain threshold. The balance is checked when the customer is synced from ERP, and the balance changes.

It can be used in the following use cases:

• Notify customers that they are going above a certain balance limit using an Email Reminder
• Notify an internal team or create a ToDo item to take action on this customer (e.g. review their credit limit)
• Enable or disable their payment methods (e.g. if you only want customers with a balance under $10K to pay with a Credit Card)

Customer - custom field changed

This option allows triggering an action by a value change in a customer custom filed. 

The action will be executed for all custom fields (including new ones, which were absent before). In this case, it is important to follow these steps in the given order:

1) set up a custom field

2) sync the custom field

3) create a rule with the "Customer custom field changed" event.

For existing custom fields - is triggered when their value is updated/changed (empty =>value, value1=>value2) 

Some example use cases: sending a reminder to a customer which custom field value changes; creating a todo for an AR when the custom status(value in their custom field) is changed. 

If you want a particular value to trigger the action, add a custom condition with this custom field, operator = equals, and enter the value you expect to receive. 

Customer delayed event

An option to delay action for any period of time. This trigger requires creating 2 events in a particular sequence. 

Event #1. Create a Customer delayed event with the expected action: 

Event #2. Create an event with the expected event(trigger) and choose the action Call customer delayed event:
*Event: a dropdown where you can choose priorly created events. 

*Delay: a period of delay since the event should be triggered. 

Use case#1: (example from the screenshots above) A customer exceeds 10 000 of their balance, we want to send them a reminder not immediately, but in 3 days. 

Use case#2: An event is meant to check a custom field value (can be set up with custom conditions while creating an event #1), and if the value does/does not equal a particular value, then execute the action.

Customer - Daily/Weekly/Monthly time trigger

This is a trigger that allows executing recurring events on a configured schedule. 

It can be used for sending email reminders or monthly statements to customers.

NOTE: The Time will use the timezone configured in Workflow Settings.

The monthly cadence allows setting a rule for a specific date  

Customer - Email is bounced

This event allows reacting to email communication that bounces off the customer's email server, indicating that the email address no longer exists or they have other issues on their Email server. 

The most typical use case for this is to add a ToDo item for AR Manager to take a look at or schedule a call with a customer to update their contact details. 

Another use case is to exclude a customer from workflow to not send them follow-ups until the contact details are updated. 

This event does not have any configuration in it and will be triggered every time that email to a customer fails.

Customer - Payment Score has changed 

The event is a change in a customer's payment score, which can be used to trigger all possible actions. The rule can have two configurations: increase/decrease of the score to any value (if no value is set), or increase/decrease of the score to the defined value (by setting a score in the dropdown).  

Customer - X days after Workflow assignment date

The event allows triggering some action(s) on a set number of dates after a WF is assigned to a customer. 

Invoice - Dispute is closed

This trigger means that the action will be triggered by a customer closing the dispute which was initiated before in the Customer Portal. 

The most typical use case for this is to Include an Invoice to the workflow or Assign a workflow. 

Invoice - Dispute is open

This one means that the action will be triggered by a customer opening the dispute in the Customer Portal if they have any issues with paying the invoice. 

The most typical use cases for this are sending reminders to customers, creating a ToDo item, or Excluding an invoice from the workflow. 

Invoice - Dispute is updated

The chosen action will be triggered by a customer who made any changes or comments to the open dispute. 

Invoice custom field changed

This option allows triggering an action by a value change in an invoice custom field. 

The action will be executed for all custom fields (including new ones, which were absent before). In this case, it is important to follow these steps in the given order:

1) set up a custom field

2) sync the custom field

3) create a rule with the "Invoice custom field changed" event.

For existing custom fields - is triggered when their value is updated/changed (empty =>value, value1=>value2) 

Invoice delayed event

An option to delay action for any period of time. This trigger requires creating 2 events in a particular sequence. 

Event #1. Create an Invoice delayed event with the expected action: 

Event #2. Create an event with the expected event(trigger) and choose the action Call invoice delayed event:
*Event field: a dropdown where you can choose priorly created events. 

*Delay: a period of delay since the event should be triggered. 

Invoice - Invoice is created 

This trigger can be used in case an invoice is created a chosen action will be triggered. 

 The most typical use cases are sending an e-mail reminder, creating a ToDo item, Assigning workflow, or Assigning AR Specialist. 

There is an additional configuration to choose: after/before X days applies to the date of the invoice creation.

After - this configuration compares ERP creation date and YayPay creation date. Use operator AFTER when you expect the ERP creation date to be after the date invoice is pulled into YayPay. 

Before - this configuration compares ERP creation date and YayPay creation date. Use operator BEFORE when ERP creation date is before the invoice is pulled into YayPay (more common case). 

Invoice - Invoice is fully paid from ERP

The chosen action will be triggered by the full payment made by a customer. It happens on the condition that the status of an invoice was changed to PAID. 

The most typical use cases for this are to exclude an invoice from a workflow or send an e-mail reminder.

Invoice - Invoice is partially paid from ERP

The event is triggered when an invoice in status PARTIALLY PAID is synced into YayPay. The event is not triggered when the invoice is closed, (even with another partial payment) or the invoice balance has been impacted by Credit Memo, Adjustment, etc. Example of a use case: partial payment synced from ERP into YayPay system, a user can get a notification that invoice status has changed but not closed and follow up on the reason for short pay.

Invoice - Promise to pay is broken

Promise to pay is broken - In case the promise to pay date was exceeded any following action may be triggered: assign/exclude a customer to/from workflow, assign/exclude an invoice to/from a workflow, send a reminder, create a ToDo item. 

Invoice - Promise to pay is created

Promise to pay is created when a customer uses the Promise to pay option in the Customer Portal or AR - on the Statement Page or Invoice Page for an invoice, the following events can be set for: assign/exclude a customer to/from a workflow, assign/exclude an invoice to/from a workflow, enable/disable payment methods, send a reminder, create a ToDo item, assign AR/Sales/CS. 

Exclude from the workflow is the most common use. 

The action chosen in settings will immediately be triggered by the event created.

Invoice - X days after invoice date 

X days after invoice date - if you want an action to be created X days after the invoice date. 

Invoice date refers to the actual document date of the invoice from the ERP. 

The most popular use cases are sending e-mail reminders and creating a ToDo item.

Invoice - X days before/after invoice due date

If you want the action (a reminder or a task ) to be created in X days after/before the Invoice (due date). 

There is an additional configuration to choose: after/before X days applies to the invoice due date. The action will work only if an event has the exact number of days put in the settings (if the invoice is older than the mentioned number of days the action will not be triggered).  

The trigger is connected to the time zone. 

The most common use cases are sending an e-mail reminder and creating a ToDo item. 

Payment - Partial Payment made through YayPay

Partial payment made through YayPay - In this case, the trigger is the partial payment made through the YayPay system. 

Payment - Payment is declined

Payment is declined  - In this case the trigger is the payment made through YayPay system which failed for any reason. As a result, a ToDo task can be created, reminders sent, etc. 

Payment - Payment is received

Payment is received - it triggers any chosen action on the condition that payment was made in any other system, not YayPay. 

Sales Order is created

Any available actions of customer scope can be set to be triggered in case a sales order is pulled to the system from ERP.