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Sync Supplemental Documents via FTP/FTPS/SFTP Server

You can automate the process of uploading customer level and/or invoice level supplemental documents to YayPay via the FTP/FTPS/SFTP server. Using the CSV connector, the uploaded documents are subsequently synced and imported to YayPay.

Once the sync process is complete, YayPay displays the imported customer and/or invoice level supplemental documents on the Statement page.

Uploading Supplemental Documents to the FTP/FTPS/SFTP Server

To upload customer level and/or invoice level supplemental documents to the FTP/FTPS/SFTP server:

  1. In YayPay, go to Settings | Integrations | CSV Connector Settings and scroll down to the Protocol option.


  2. Select a protocol of your choice, i.e. FTP, SFTP, or FTPS.

  3. Follow the steps described in the Connect YayPay to your FTP Server article to setup the connection between your FTP server and YayPay.

  4. Create the following folder structure on your FTP/FTPS/SFTP server.

    1. Create a new sub-folder at the root level called Supplemental_Documents, for example /{root}/Supplemental_Documents.

      In YayPay, go to Settings | Integrations | CSV Connector Settings and enter the path to this root folder in the Polling directory field, for example /Supplemental_Documents/.

    2. Inside this folder, create sub-folders named Customer and Invoice.

      Both these sub-folders can contain additional sub-folders with unique names for specific customers and invoices. 

      Sub-folder names must comply with the following naming convention:

      • Customers – {CUSTOMER ERP internal ID}. For example, 12357.

      • Invoices – {INVOICE ERP internal ID}. For example, 12345.

  5. Upload customer and/or invoice level supplemental documents into their respective sub-folders on your FTP/FTPS/SFTP server.

    The following file types are supported: PDF JPEG, JPG, PNG, CSV, TXT, DOC, DOCX, XLS, XLSX, GIF, TIFF and TIF.
    You can upload and sync a maximum of 100 supplemental documents.

  6. Once uploaded, the CSV connector will automatically import them to YayPay and will display them on the Statement page.
    By default, the uploaded supplemental documents have the Available on Customer Portal and Available in Workflows options unchecked. To change this settings, click on the Edit icon located next to the document's name and check the respective check boxes manually. Optionally, you can change the default settings by going to Settings | Business and checking the Supplemental Documents - Enable Available in Workflows setting by default and Supplemental Documents - Enable Available on Customer portal setting by default check boxes. As a result, the uploaded documents will always be accessible in both workflows and on the Customer Portal web page.

  7. Once the connection is established, YayPay remains connected to your FTP/FTPS/SFTP server until you click on the Disconnect button located at the bottom of the CSV Connector Settings panel.
    In addition, YayPay will connect to the FTP/FTPS/SFTP server server multiple times a day to check for new or updated supplemental documents. If new or updated supplemental documents are detected in the /{root folder}/Supplemental_Documents folder, these will be imported to YayPay the next time it syncs.

To prevent duplicate file uploads, the connector automatically creates the /processed folder on your server, and moves the already synced supplemental documents into its respective sub-folders.

For the connector to be able to create this folder and sub-folders, ensure the FTP/FTPS/SFTP user configured for YayPay integration has the following permissions to access folders on your FTP server, i.e. check the following permissions:

Alternatively, if you don't want to grant these permissions, you can manually create the /processed folder and its sub-folders on your FTP/FTPS/SFTP server.

The folder structure inside the /processed folder corresponds to the folder structure for uploading supplemental documents:

  • /processed/Supplemental_Documents/Invoice
  • /processed/Supplemental_Documents/Customer

For more details, see the Moving the uploaded files to the /processed folder on the Customer FTP server article.

Delete

Note

Before uploading supplemental documents, ensure that an invoice or customer already exists in YayPay. 

To associate the document with the invoice or customer, the Internal ID name is used and is identical to the internal Invoice ID or Customer ID value in YayPay. This is the same Internal ID used for each Invoice/Customer record in the transaction.csv, transactionFull.csv, and customer.csv files. During each sync attempt, YayPay looks for the Invoice and Customer internal ID values in the YayPay database.

If the Customer or Invoice is not found in the YayPay database, then documents are not synced. A message is recorded in the log file created in the logs folder on your server. This file contains all the details about the processing of supplemental documents.

Deleting Supplemental Documents

To delete multiple customer and/or invoice level supplemental documents from YayPay at once:

  1. Go to your FTP/FTPS/SFTP server and create the delete folder at the root level.

  2. Move all the supplemental documents that you want to delete from YayPay to this folder.

  3. As a result, the CSV connector will delete these documents from both the YayPay database and the Statement page.

Delete

Tip

To check the details about processing or deleting supplemental documents, see the log file created in the logs folder on your server.



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